Preschool and Montessori software should handle enquiries, admissions, family fees, gate attendance and parent updates in one system. EDUBase covers these on a web portal with free Android apps for parents, teachers and owners.
What should preschool and Montessori software do in Pakistan?
A preschool has a different rhythm from a senior school. There are many walk-in enquiries, small classes, siblings in the same family, daily parent contact and fees collected every month. Software should reduce paperwork in these areas first, before anything else.
EDUBase Cloud is a cloud-hosted school management platform built in Pakistan. It serves private schools, academies and school groups, so a single-campus preschool or a chain of Montessori branches can use it. EDUBase has been working in Pakistan's education industry for 14+ years.
- Admissions and enquiries kept in one record
- Monthly fees, family payments and bank collection
- Safe attendance with instant parent alerts
- Daily communication with parents through an app
- Staff records, salaries and simple accounts
How does admission and enquiry handling work?
Preschool admissions often begin with a phone call or a visit. In Student Management & Admissions you record walk-in and phone enquiries first, then convert them to students when the family confirms.
The admission form is configurable and carries guardian details, family number, session, fee plan and photo. It can be printed blank or filled.
- Class capacity limits stop admissions, or send them to approval, when a class is full
- Family grouping links siblings under one family number
- Batch promotion moves a whole class to the next session in one action
- Student QR ID cards can be printed for gate attendance
How are monthly fees and family payments managed?
Fee Management & Challans lets you build fee plans from your own fee heads, such as tuition, transport or admission, and generate the month's challans for the whole school in one click. Unpaid balances carry forward automatically.
Parents with more than one child can pay together. Family-wise payment collects for all siblings and prints one receipt for the family.
- Installment challans split larger charges such as admission fees
- Discounts and payments can wait for a manager's approval
- Fee Automation can generate challans on a set date, apply late fees and send defaulter reminders; each automation ships switched off and previews before it acts
- Fee Reports show defaulters by amount, family or month
Can parents pay at the bank?
Yes. Each challan prints a consumer number. Parents can pay at a branch, in a banking app or through 1Bill/1LINK channels, and the payment is posted to EDUBase in real time.
Bank collection is enabled per school and per bank. The supported partners are HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay. The school can keep counter payments alongside.
- A challan already paid answers as paid to later inquiries, so a family is not charged twice
- Bank payments appear in Payment History and Day Wise Paid Challans
- EDUBase configures the routing with your bank and confirms the tests before vouchers go live
How do attendance and parent communication work for young children?
For young children, parents want to know the child arrived. Attendance can be taken from the class register, the Teacher App, QR cards scanned with the free QR Attendance App, biometric devices or a face attendance tablet at the gate. A gate scan can send an SMS, WhatsApp or app notification to the parent.
The Parents App, available for Android, shows attendance, fees, marks, diary and notices. Teachers write the daily diary in the Teacher App and parents read it in theirs. Messages between teachers and parents stay inside the platform, and the school decides who may message whom.
- Absentee SMS or WhatsApp can go out the same minute
- Parents log in with a one-time code, not a shared password
- Notices and news show read tracking
- Parent-Teacher Meetings can be planned, with invitations sent through the app
What about staff, accounts and data safety?
Staff Management (HRM), Employee Attendance and Payroll & Salaries cover teacher and helper records, leave, attendance-based deductions and payslips. Salaries post to Finance & Accounting automatically.
Each school has its own separate database, hosted and maintained by the EDUBase team, with regular backups and monitoring. User Logging shows who created, changed or deleted any record.
- Per-user, per-screen privileges with campus scope
- Approvals for payments, discounts, salary changes and admissions
- Onboarding: the EDUBase team uploads your student data from an Excel template
- Training by live online sessions and module-wise YouTube playlists
Preschool needs and the EDUBase module that addresses each
| Preschool need | EDUBase module | What it involves |
|---|---|---|
| Walk-in enquiries and admissions | Student Management & Admissions | Enquiries, admission form, capacity limits, approvals |
| Sibling fees | Fee Management & Challans | Family number, family-wise payment, one family receipt |
| Monthly challans and reminders | Fee Automation | Scheduled generation, late fees, defaulter reminders with preview |
| Paying without visiting the school | Bank Fee Collection | Consumer number on the voucher, real-time posting |
| Gate safety | QR, Biometric & Geo Attendance; Face Attendance Gates | QR cards, biometric or face tablets, parent notification |
| Daily parent updates | Daily Diary, Notices & Houses | Diary from the Teacher App, notices with read tracking |
| Parent meetings | Parent-Teacher Meetings (PTM) | Events, invitations, structured notes, PTM Report |
| Staff pay | Payroll & Salaries | Salary plans, attendance deductions, payslips |
| Owner oversight | Owner Dashboard & Reports | Daily P&L, collections, defaulters, attendance in the Owner App |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Student Attendance — Mark attendance from the class register, the Teacher App, a QR scan or a gate device, and tell parents instantly.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Face Attendance Gates — A tablet at the gate recognises the face and marks the child or staff member in.
- Daily Diary, Notices & Houses — Homework diary from the Teacher App, notices to parents, complaints handling and house system.
- Parent-Teacher Meetings (PTM) — Plan the PTM, invite parents through the app, record each conversation, and report on it.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- Cloud Hosting, Backups & Data Isolation — Your school's data in its own database, on managed cloud servers, backed up and monitored.