Contact the vendor and ask for a walkthrough built around your own fee, attendance and exam routines, not a generic slide show. For EDUBase, write to [email protected] or call +92 300 0148829; commercial terms are discussed with sales.
How do I ask for a live demo of a school management system?
Start with a short written request that says what kind of institution you run, how many campuses you have, and which problems you want solved first. A vendor can only show something useful if it knows whether you are a single private school, a multi-campus group, a college, an academy or a madrasa with classes and fees.
To ask EDUBase Cloud, email [email protected] or call +92 300 0148829. The office is at 04, Babar Block Garden Town, Lahore, 54000. Arrangements for a demonstration and any commercial terms are discussed with the sales team, so raise both in the same conversation.
- Say who will attend: owner, principal, finance officer and IT administrator.
- Send two or three real scenarios in advance, such as a family with three children paying together.
- Ask which screens will be shown live and which will only be described.
- Ask who will be available afterwards to answer follow-up questions.
Which scenarios should I run during the demo?
A demo is most valuable when you watch your own routine being done, step by step. Pick the tasks that cause the most work in your office today and ask the presenter to perform them rather than describe them.
Fees are usually the first test. Ask to see a fee plan built from your own fee heads, a month's challans generated for the whole school, a discount that waits for a manager's approval, and a family-wise payment with one receipt. EDUBase's Fee Management & Challans module covers these, and Fee Reports & Defaulters should then show who still owes.
- Admissions: an enquiry converted to a student, with a class that is full going to approval.
- Fees: bulk challan generation, partial payment, arrears carried forward and the Day Wise Paid Challans report.
- Bank collection: how a consumer number on the voucher leads to automatic posting once the parent pays.
- Attendance: a register entry, a QR scan or a gate device, and the parent alert that follows.
- Exams: an award list, a result card in your branding and the choice to hide marks in the Parents App until PTM day.
- Payroll: a monthly salary calculation using attendance, then the payslip and ledger posting.
What should the owner see on the phone and the dashboard?
Owners rarely sit at the fee counter, so ask to see the Owner App and the Owner Dashboard. They show today's income, expenses and net balance, attendance, new admissions and leavers, fee defaulters and staff attendance, per campus or combined.
Also ask to see approvals. In EDUBase, advance salary, increments, salary plans and leave can be approved from the Owner App, and the User Logging page shows who created, changed or deleted a record. If you plan to delegate work, these controls matter more than any single report.
What should my IT administrator check about security and hosting?
Ask where the data lives and how schools are separated from each other. EDUBase states that every school has its own separate database on managed cloud servers run by the EDUBase team, that staff sign in with the school's institute code and their own login, and that parents use a one-time SMS code. Portal and app traffic runs over HTTPS, and backups and external monitoring are part of the hosting service.
If you need specific certifications, uptime commitments or backup schedules, ask for them in writing during the sales conversation rather than assuming them from a demo.
- Ask how privileges are set per user, per screen and per action.
- Ask how a lost attendance tablet is cut off without changing anyone's password.
- Ask what the school can export, since every report exports to Excel or CSV.
What comes after the demo if I decide to switch?
Moving from registers or another system is the part most owners worry about. Ask for the onboarding steps in detail. EDUBase describes a process where the school fills a student data Excel with campus and fee details, the team uploads it and confirms with a screenshot, then shares the login URL, institute code and admin credentials with a how-to video. Old dues and past payments can be loaded so the first challan is correct.
Training is available as live online sessions on Google Meet, scheduled on request, alongside module-wise YouTube playlists, an in-app Docs page and the AI assistant. For bank collection, EDUBase configures the routing with your bank and confirms the bank's tests before vouchers go live.
What to ask a vendor to show in a demo, and what to look for in EDUBase
| Area to test | What to ask the vendor to show | What to look for in EDUBase |
|---|---|---|
| Admissions | An enquiry becoming a student, and a full class | Admission enquiries, Admission approvals and Class capacity limits |
| Fee billing | Month's challans, discounts and family payment | Generate challans in bulk, Discounts with approval, Family-wise payment |
| Bank collection | A parent payment posting without manual entry | Consumer number on the voucher and Real-time posting |
| Defaulter follow-up | Who owes, and reminders sent by schedule | Fee defaulters three ways and Automatic fee defaulter reminders |
| Attendance | Register, QR, biometric or face, plus parent alert | Student Attendance, QR Attendance App and Face Attendance Gates |
| Exams | Award list to printed result card | Award lists and marks entry and Result cards and report designs |
| Payroll | Attendance-based salary and payslip | Calculate and generate salary and Ledger posting |
| Owner visibility | Daily figures and approvals on the phone | Owner Dashboard & Reports and the Owners App |
| Security | Data separation and activity trail | One database per school and User Logging |
| Migration | How current data and old dues are loaded | Onboarding & data migration and Bulk Data Import tools |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Cloud Hosting, Backups & Data Isolation — Your school's data in its own database, on managed cloud servers, backed up and monitored.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.