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Getting started
Logins & access
About the Users, Privileges & Activity Log module →One username cannot be open on two computers at once — how do I create a separate user account for each staff member?
EDUBase keeps one active web sign-in per username. Type the same username and password on a second laptop and that newer sign-in takes over: the first computer is dropped back to the sign-in page as…
Sign in is not working — how do I find out why my login is failing and get back into the portal?
The portal is always at www.edubaseems.com — open it, press Login, type your school's Institute Code, then your Username and Password. Staff report this as login nahi ho raha, sign in ni ho rha or…
How do I log in to EDUBase, and what do I do if I forgot my password?
The Login page (www.edubaseems.com/login) is where staff sign in to the web software: first the school's Institute Code, then your Username or confirmed email and Password.
Why are privileges repeated, and how do I grant Parent App OTP access?
Open Admin → Users & Privileges, choose the user, then View/Edit User Privileges. Use Find a privilege to search for Parent App OTP Portal.
How do I set a user's designation, Account Owner status and mobile application access?
Open Admin → Users & Privileges and create or edit the staff user. For a new school login, choose the person's active HRM employee first, then enter their login details. In Employee & Account when…
Students & admissions
About the Student Management & Admissions module →How do I make a left or inactive student active again (re-admit them) when Manage Students does not show them?
There is no separate "activate" button. A student becomes active again the moment their Current Status is set back to Currently Enrolled on the update form. The only trick is finding them: Admissions…
How do I admit a new student in EDUBase — where is the Add Student button and how do I fill the admission form?
Admissions › Manage Students is where a new admission is entered — what schools call naye bachay ki entry karni hai or admission form bharna. One long admission form, in sections: Student Personal…
How do I promote a whole class to the next class with Batch Transfer/Promote Students, moving them to the new session at the same time?
Use Extras › Batch Transfer/Promote Students (page title Class Transfer — Promote Students). This is the screen for poori class ko upar karna — every child of a class goes to the next class, session…
A student has disappeared from the student list — was the record deleted or the status set to Left, and who did it?
You can answer this yourself, without waiting for support.
How do I mark a student who has left the school as Left or inactive — and should I delete or remove the student's data instead?
A child who has left the school ( school chhor gaya) is not deleted. To close the record ( record band karna) you change their Current Status from Currently Enrolled to Left and give a Date of…
How do I see who changed a student's record — the fee, the class or the status — and when (Change Log)?
Every student record keeps its own history — an audit trail ( purani history): the admission form, the status (Currently Enrolled, Left, Graduated and the rest) and the fee plan. Open the Change Log…
What does the EDUBase data scan (AI audit) report mean — are its findings errors in our student data?
Almost certainly not. The report comes from Core › AI Account Scanning & Auditing — the AI data audit of your school's database — and its findings are questions to verify, not a list of errors. The…
How do I bulk edit many students at once — change the status, session, fee plan, group or gender of every ticked student instead of editing each record one by one?
Bulk Edit changes one or more fields for all the students you have ticked on a list, in one go — bohot saare students ka data ek hi baar mein change karna, without opening har student alag alag to…
What is Students By User — the list of only the students my own login added — and why does it show fewer students than All Students?
Extras › Students By User shows only the students your own login entered — sirf apne add kiye hue students, nobody else's. The page is even titled Students by your username. It is not a filtered view…
How do I assign roll numbers and exam halls, and print roll number slips?
Extras › Roll No. Slip opens the Assign Roll No, Exam Hall screen. Roll numbers and halls are assigned there first, and the slips are printed from the same place afterwards.
How do I print certificates for students, and see which ones were already issued?
Two screens work together:
Where do I print student QR codes?
Extras › Student QR Code. Filter to the class or section you need and print the codes.
Where do I enter admission enquiries — children who have asked about admission but are not yet admitted — before they become real students?
Admissions › Admission Queries holds people who have asked about admission but have not joined. The usual question is jo abhi admit nahi hue, un ko kahan enter karein? — here, not on Manage Students.…
Where do I see new admissions, students who left, and how many are in each class?
Three reports, and together they are your roll movement:
Can EDUBase give roll numbers automatically, class-wise, on a new admission (Roll Number Series)?
Yes. Go to Core › Roll Number Series, set a series, and every new admission whose Roll No box is left empty is given the next number in it by itself — roll number khud ba khud lag jata hai, with…
Is there one place where I can see everything about one student — a full report of attendance, marks, fees, conduct, complaints — on one screen (Student 360°) instead of opening six reports?
Yes — Admissions › Student 360°. Search a student by name, SID, roll number, admission number or family number, and it opens their whole record on one page: profile, a 360° score, risk signals, their…
Can we set a limit on how many students a class or section can take, so admissions stop when it is full?
Yes. Core › Admission Capacity sets a seat limit for the whole school, a campus, a class or a section, and Dashboard › Admission Capacity shows campus-wise total capacity, admissions completed and…
How do I edit one student's existing record — correct a wrong name, father mobile number, class, fee plan or photo — with the Update Student form?
Update Student is the full admission form for one child, opened from their row on a student list. It is how you edit a student's record — bachay ka naam galat likha gaya, father ka mobile number…
How do I print a blank admission form to hand to parents?
Every student list has a Blank Form button. It opens an empty admission form on screen so you can print it and give it to a parent to fill by hand. Nothing is saved — it is only a printout.
How do I move or shift a few selected students — not the whole class — to another campus, class or section with Batch Transfer?
Batch Transfer on a student list moves the students you have ticked to a new campus, class, section, session or fee plan in one go. It is for a handful of children — kuch bachay dusri class ya…
How do I record why a student left, and see that reason in the Inactive Student Report?
The reason is written when you change the student's status away from Currently Enrolled, and it shows in the Left Reason column of the Inactive Student Report.
How do I print student and employee ID cards in colour, save them as a PDF, and change the card's design or colour?
Student card kahan se print hota hai / kahan se niklega: from the certificates screen (Print Certificates or Date Sheets), where the card is one of the documents.
Fees & challans
About the Student Management & Admissions module →How do I set the admission fee for a class (e.g. Nursery) and a concession amount for one student joining now?
Two different figures, set in two different places. That is the part that catches people. Take the usual example — Nursery's admission fee is Rs. 8,000 and this one family is to be let off Rs. 6,000.…
How do I create a student's fee plan on Create Fee Plans — for one new admission, or for a whole new class?
Go to Admissions › Create Fee Plans. This is the screen to use when a student is put onto a plan — until that happens they owe nothing and no challan can be made for them. Whether it is one new…
How do I add a new fee head (fee particular), rename one, or delete one — and why is a fee option missing from my fee plan?
Every line that can appear on a challan — Tuition Fee, Admission Fee, Exam Fee, Transport, Annual Charges, Course Fee, Summer Pack — is a fee particular. The list lives on Core › Fee Particulars. If…
Can a paid fee challan be edited — how do I delete a wrong payment, or add a remaining amount to a month that is already paid?
No — a saved payment cannot be edited directly. You delete the wrong payment on Admissions › Paid Challans, then record it again correctly. This needs the user's Delete Challan right.
How does the whole fee cycle work on the EDUBase website, and where do I learn each step — fee plan, generate challan, then pay and print it?
All of it happens on the EDUBase website — nothing is installed on the computer. On the same website you decide what a child is charged, raise the challan, and then receive the money and print the…
The Add Amount option on generated challans does not have the head I need (e.g. 'Summer Pack') — how do I add it?
Admissions › Add Amount in Generated Challans lets you put an extra amount — a Summer Pack, a trip charge, a book set — onto challans that already exist, or take an amount off them. Its Select…
How do I print fee challans from Pay or Print Fee Challans — horizontal, vertical or family layout, several challans per page, number of copies?
Tick the challans (fee vouchers) on Admissions › Pay or Print Fee Challans, choose the print settings on the form above the grid, then press one of the print buttons. Each opens a preview page with a…
A newly added student has no dues and does not appear in the fee screens (naya bacha — uski fee nahi aa rahi) — why?
Because adding the student is only the first of three steps. A student with no fee plan owes nothing, so every fee screen correctly shows nothing. Naya bacha add ho gaya, uski fee nahi aa rahi, dues…
How do I print fee reminder letters for families who have not paid?
Extras › Print Fee Reminder prints a reminder for students with unpaid fees, so the letters can go home with the children.
How do I raise fees for a new year across students at once?
Extras › Student Yearly Fee Increment moves students from one year's fees to the next in one pass, instead of editing each fee plan by hand.
How do I give a discount on a challan, and who approves it?
Admissions › Challan Discounts lists discounts given on challans — the student, their Family No, the challan and the amount taken off.
How do I take a payment from a whole family in one go and give one receipt?
Admissions › Familywise Payment collects against every child in one family together and prints one receipt showing the family number, each child, and the total.
Where do I get the list of students who have not paid their fee (fee defaulters — month wise, family wise, total amount), and chase them?
Four defaulter screens under Admissions give the defaulter students list. Three are lists you work from, and the fourth sends the chase for you. Schools ask for this list in many ways — "class ke…
Where do I see one student's payment history — the dates on which they paid and how much?
Admissions › Payment History lists what one student has actually paid — the date, the amount and the challan it went against. It is the screen to open when a parent keh raha ho ke fees to di thi —…
Can a big fee be split into installments on the challan?
Yes — Admissions › Generate Challan Installment Wise generates challans that break the amount into installments instead of asking for it all at once. Schools use it for admission fees and annual…
Which fee report tells me what was collected today or on a date range, and which tells me what was charged?
Four reports under Admissions, and the difference between them is collected versus charged. "Aaj ki collection kitni hui?" or "is hafte ki fee report chahiye" is the collected side; "is class par…
What is Direct Payment used for — can I receive fee money without opening the challan list?
Admissions › Direct Payment is the fast counter screen. Its own note says Pay Challans By Just Entering Challan Numbers And Amounts: you do not search the list and open a row — you type who is paying…
Which report gives me fee totals by class, by month or by particular?
Four summary screens. Each totals the same money a different way, and none of them is a per-student list.
How do I see how many students have paid this month, and how many have not ('class mein kitne students ne fees di aur kitnon ne nahi')?
Go to Admissions › Student Wise Fee Status. Pick the month and it lists every student with their fee status, and shows the counts on cards at the top: Total Strength, Paid, Partially Paid, Unpaid and…
How do I generate challans for the whole school in bulk, and send the SMS to parents in the same click?
Use the Bulk Challan Generation panel at the top of Admissions › Generate Challans. It bills everyone your filters match without loading the student list at all, so it works the same for 3,000…
Can EDUBase generate the fee challans automatically every month on a fixed date, instead of somebody doing it by hand?
By default, no — challans are generated by you each month (Admissions › Generate Challan); nothing bills itself. But you can make it automatic with a schedule. Go to Admissions › Scheduled Challan…
Can the late fee be applied automatically after the due date, instead of somebody pressing Add Fine every month?
Yes. Go to Core › Late Fee Automation, choose when the fine should apply, preview it, then switch it on.
My fee report for last year keeps changing when students are promoted — how do I see what each class actually collected at the time?
Use Finance → Fee Audit Report. Every other fee screen answers where do we stand today, so it reads the student's current class, section and status. The Fee Audit Report reads the class, section,…
Can EDUBase send the fee defaulter reminder automatically every month instead of us doing it by hand?
Yes. Admissions › Fee Defaulter Reminders sets the day of the month on which EDUBase texts every family that still owes fees, so nobody has to remember to do it.
How do I receive a fee payment at the counter (fee jama karna) on Pay or Print Fee Challans — Pay Current Month vs Pay & Print All Dues?
Admissions › Pay or Print Fee Challans lists every unpaid challan of currently enrolled students. Counter par khare parent se student ki fee jama karni ho to yehi screen hai. Each row has three small…
Where do pending payment and discount approvals wait, and how is two-step challan payment approval set up?
Two screens under Admissions: Pending Approvals Payments and Pending Approvals Discounts. They are the Paid Challans and Challan Discounts lists filtered to entries whose approval status is Pending,…
How do I see and collect the outstanding balance of a student who has left or graduated, and find their old challans and payments (Students Not Currently Enrolled)?
A child marked Left still owes what they owed — "is bachay ka baqaya kahan dekhein, aur payment kaise lein?" — and the answer is the Extras › Students Not Currently Enrolled submenu. It has five…
What do the fields on the Create Fee Plan form mean — With Effect From, Discount, First Time Arrears, Percentage Increment — and why is it refused?
Admissions › Create Fee Plans lists students who have no fee plan yet, with the fee plan list each was given at admission. Pressing Create on a row opens the form (in a new tab) for that one student.…
Which report shows how much money each fee head brought in — tuition, admission, transport — for a date range, campus by campus?
Particular Fee Report — one of the report buttons across the top of the Dashboard — answers "how much of what we collected was tuition, how much was transport, how much was the annual charge". It is…
How do I follow up students with several unpaid fee months or a payment promise due today?
Open Finance → Fee Defaulters Total Amount and choose Number of Months. This counts distinct billed months that still have a positive unpaid balance. A partly paid month counts once; paid or fully…
How do I use the spreadsheet-style student fee sheet?
The Student fee sheet is available to every institute. A staff member can open it when the school administrator has granted Admission → Student Fee Sheet for that person's campuses in Staff…
Finance & accounts
About the Finance & Accounting module →What is Finance › Accounting Periods for, and does marking a period "Is Closed" stop entries being posted into it?
Finance › Accounting Periods is a simple register of your financial years — a Begin date, an End date and an Is Closed flag for each. It is the first item under the Finance menu, and it is a record,…
How do I create, rename, deactivate or delete a GL Group (account group) in Finance, and why is a group locked?
Finance › GL Groups holds the headings of your chart of accounts. Every GL account sits under one group, and every group belongs to one of five classes — Assets, Liabilities, Equity, Income, Expense.…
How do I create a new GL account in Finance, and why is my account code refused or my account not editable?
Finance › GL Accounts is where you add the individual heads of your books — a bank account, a new expense head, a rent‑income head. Each account has a numeric code, a name, and lives under one GL…
Where do I see or print the list of all my GL accounts and account codes in one place (Chart of Accounts), and why is an account missing from it?
Finance › Chart of Accounts is a read‑only picture of your whole book structure on one page: each class ( Assets, Liabilities, Equity, Income, Expense), the GL Groups under it, and every GL account…
How do I post a manual double-entry on Finance › Journal Entry, and why is the Save button disabled?
Finance › Journal Entry is the general voucher: any movement between your GL accounts that is not a fee payment, salary, expense or other‑income form — cash deposited into the bank, an owner's…
How do I find a posted finance entry by date or Trans ID and print it as a voucher on Finance › Journal Inquiry?
Finance › Journal Inquiry is the day‑book: one row per posted entry, whatever created it — Journal Entry, Add Expense, Add Other Income, a challan payment or a salary run. From here you open an…
How do I correct a wrong finance entry or delete an old journal entry, and where do deleted transactions go (Voided Transactions)?
A ghalat entry — wrong amount, wrong account, wrong date — is corrected from Finance › Journal Inquiry, not deleted and typed again: the row's Edit button opens Journal Inquiry › Update in a new tab,…
What does Finance › General Ledger show, how is it different from GL Inquiry and Journal Inquiry, and can I export it to Excel?
Finance › General Ledger is the line‑level dump of your books for a date range: every debit and credit line of every posted entry, across all accounts, one row per line. It is the report to hand an…
How do I record a school expense (bill, purchase, repair) on Finance › Add Expense?
Finance › Add Expense is the quick way to write down money the school has spent. You say what it was spent on and which cash or bank account it came out of; the screen builds the double entry for you…
Where do I record income other than fee — canteen rent, a donation, hall booking — in the Finance module (Add Other Income)?
Finance › Add Other Income records money the school received that did not come through a fee challan — what a school calls fee ke ilawa aamdani: canteen or shop rent, a donation, hall booking, sale…
How do I use the Cash Report to see the debits, credits and balance of each account for a date range?
Finance › Cash Report lists, account by account, what was debited and credited between two dates, with a balance at the end of each line and sub-totals for every heading and class. It opens already…
How do I get the school's Profit & Loss (P & L) Statement report for a month or a date range, and can I run it campus wise?
Finance › P & L Statement puts your income accounts above, your expense accounts below, and the difference at the bottom. Each side is listed under its GL Group heading. The report opens already…
What is the Day Wise P & L report on the Dashboard, and how is it different from the P & L Statement?
Day Wise P & L (New) is one of the report buttons across the top of the Dashboard — it is not under the Finance menu. Where the P & L Statement gives you totals per account, this report lists every…
How do I read the New Ledger's Ledger Reports — trial balance, profit & loss and balance sheet on one page?
Finance › Ledger Reports is the New Ledger's report screen. All three statements come from one request so they cannot disagree with each other, and the banner at the top says in plain words whether…
How do I approve or reject a requisition on Finance › Requisition Approvals, and why can't I approve my own?
Finance › Requisition Approvals is the approver's desk. It lists every requisition that is still Awaiting approval in the campuses you are permitted to see, and lets you approve it — for the full…
What do the Requisition Settings do — Staff Advances account, settle-within days, block when overdue, bill attachment?
Finance › Requisition Settings is the rule book for the requisition system: which New Ledger accounts the money moves between, how requisitions are numbered, how long someone may hold an advance, and…
How do I set up shareholders (partners) and see each one's equity %, invested capital and profit share on Finance › Shareholders?
Finance › Shareholders is for schools with more than one owner. Enter each partner and their equity percentage once; it then shows, for any date range, the school's profit or loss, each partner's…
How do I sell canteen items, uniforms, books and stationery at a till, for cash or on a family's credit account, and print a thermal receipt (New › Point of Sale)?
The canteen / school-shop module has five screens in the New menu: Point of Sale (the till), Canteen Items (what you sell), Canteen Family Accounts (families that buy on credit), Canteen Sales…
How do I track stock, assets, issues, returns and maintenance?
New → Items and Stock is where a school starts. Set up item categories and locations, then add items and record stock receipts. Issue and return stock through the stock screen so the ledger stays…
Examinations
About the Examinations & Results module →Some students are missing when I create an award list or update exam marks — why is the list short or empty?
Award list banate waqt kuch bache list mein nahi aate. You build a class's result list and children who study in that class are simply not on it, so their result cannot be entered at all. Work down…
How do I enter exam marks on the portal but keep them off the Parents App until PTM, and show them to parents later (View Marks and SMS)?
Marks entered on the portal need not appear on the Parents App straight away. Every saved result row (one student, one subject, one exam) carries a Show / Hidden switch, controlled from Exam & Att…
How do I prepare Result Cards, print them, or download a PDF from Examination Reports?
Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports is the one screen for every printed exam report, built from the marks already entered on the award lists. Filters at the…
Where do I get training on the exam and result module — the setup order and the videos, from adding subjects to result cards?
The exam and result module is learned in one fixed order, and each step has its own EDUBase video. Do the six steps on your own school's data and that is the training for exams and results. Support…
Can the result card design be changed — what does the Result Card Layouts screen (upload a Word layout) actually do?
Exam › Settings › Result Card Layouts is a store for Word (.docx) result-card layouts, with an Add screen for uploading one. It is not in the Exam settings menu; you reach it by its address only.
How do I create a datesheet for exams and print it?
Extras › Date Sheet lists your datesheets. Create opens the form; each saved sheet has View (with a Print button), Edit, Delete and Publish to Parents app. A branded copy prints from Extras › Print…
The subject list is empty — why are subjects not showing on the date sheet, the award list or the marks screen?
Every exam screen offers the subjects attached to that class, never the school's whole subject list. A subject that exists but has not been attached to the class you picked shows up nowhere in the…
On a combined award list a subject shows as Not assigned and cannot be filled — and how do I remove a subject from a list that already has marks?
This happens on a combined award list whose Student Filtering is Subject Wise.
I pressed Save & Send SMS on Update Marks and SMS and no message went — why are the Father / Mother / Student boxes not ticked any more?
Exam & Att (formerly Exam & Attendance) › Examination › Update Marks and SMS loads its list of award lists as soon as you open it, filled in with this month so far. You no longer have to pick a date…
A student who failed some subjects took the class position on total marks — can positions be worked out among only the students who passed everything?
Tick Exclude Failed Students on Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports, under Advanced Filters, beside Historical Records.
How do I assign a grading policy to a class (Class Grading Policy)?
Exam › Class Grading Policy attaches a grading policy (made at Exam › Grading Policy) to the classes that use it. Grades and remarks on award lists, result cards and the marks SMS are worked out from…
How do I set student shift timings (In and Out) so QR or biometric attendance marks Present, Late and Absent correctly?
Exam › Manage Shifts holds the student timetable that QR and biometric attendance compares scans against: for each campus-class an In shift (arrival time per weekday) and an Out shift (leaving time).…
How do I change the text of the SMS parents receive — the result (marks), attendance, challan and admission templates — and put tags in them?
Exam › SMS Template holds the wording of every automatic message EDUBase sends about a student — one set of templates per campus. Change the text here and every message sent afterwards uses the new…
How do I create, rename and reorder subject groups in the exam settings (Academics, Co-curricular…), and why will a subject group not delete?
Exam › Subject Groups is the list of groups that subjects are filed under (for example Academics, Islamiat & Languages, Co-curricular). It is one of the four exam settings screens — Subject Groups,…
How do I create a subject in the Subjects list, choose its grading type (Marks, Checkbox, Direct Grading) and set Show in Diary?
Exam › Subjects is the school's master list of subjects. A subject is created once here and then attached to classes on Exam › Subjects in Classes — creating it here alone puts it in no class, no…
How do I create test types / exam names (Mid Term, Final Term) per campus — why does one not show at another campus, and why can't I delete or rename it?
Exam › Test Type (the page calls itself Exam Name) is where you define the exams a school holds — First Term, Mid Term, Final Term, Monthly Test … Each test type belongs to one campus, and award…
How do I give each term its own share of the final result in percent — Test Type Weightage (20 / 30 / 50) that must total 100?
Exam › Test Type Weightage decides how much of the year's final result each test type (made on Exam › Test Type) is worth, per campus. You give every term a percent share of the final: First Term 20…
How do I create a branding (header, body, footer) for result cards, roll number slips, date sheets, admission forms and other prints?
Exam › Manage Brandings › Create writes the printed header, body and footer for one kind of print (a layout) on one campus. Each layout on each campus has one branding; the list of what already…
How do I print a class-wide marks sheet — the Combined Subject Report or the Combined & Subject Wise Report — with every student's subject marks in one grid?
Both are cards on Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports. Each prints ONE grid for the class — a row per student, a column per subject — instead of one card per…
How do I print a Term Wise Report — one card per student with a column for each term and a weighted Final Report aggregate?
The Term Wise Report card on Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports prints one page per student: subjects down the side, one column per Test Type you selected…
How do I print the Month Wise Report — one row per student and one column per month of tests?
The Month Wise Report card on Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports prints the class as one table: a row per student and a column for every month between Exam…
How do I print the Subject Group Wise Report — a student's marks grouped by subject group (Languages, Sciences…) with a total per group?
The Subject Group Wise Report card on Exam & Att (formerly Exam & Attendance) › Examination › Examination Reports prints one card per student in which the subjects sit inside their subject groups: a…
How do I give or change the subjects of a whole class at once with Subject Allocation, instead of opening every admission form?
Exam & Att (formerly Exam & Attendance) › Examination › Subject Allocation shows one class as a grid — one row per student, one tick box per subject — so the office can set every child's subjects…
The result SMS says 0 marks for a child who was absent — can it say Absent? Can the result message come as points (Exam Alert, Subject, Student Name, Obtained Marks), and can I see it before it is sent?
A student marked A (absent) or L (leave) on the award list is stored with 0 marks, and the result message used to print that 0 — "Got 0/30 Marks in Subject English". Every result message now says why…
In the Teacher App's Create Award List, why are the Oral and Written total-marks boxes missing, and why were years with no active students offered?
Teacher App mein award list banate waqt Oral aur Written ke box nahi aaye, aur purane session bhi list mein aa rahe the.
How do I create and check a school timetable?
New → Timetable Setup is where a school starts. Set up bell times, periods, rooms, teaching loads and teacher limits. In Timetable Builder, place lessons or preview an automatic draft, then review…
How do teachers submit lesson plans and track syllabus coverage?
New → Lesson Planning is where a school starts. Start with a scheme of studies and its units and topics. Teachers create lesson plans against those topics and submit them for approval. Approvers…
How do I build a question bank and create a test paper?
New → Question Bank is where a school starts. In Question Bank, create chapters and add questions with marks, type and difficulty. Open Paper Generator, add sections, select questions manually or use…
What is the Teacher on an award list for — does the teacher's name print on the award list, and can the admin correct marks a teacher entered?
When you create an award list ( Exam › Award Lists › Create), each subject has a Teacher box. Selecting the teacher does two things:
Attendance
About the Student Attendance module →How do we set up QR attendance for a campus, and where do we enter the QR app's device ID so its scans are accepted?
QR attendance is a phone running the QR Attendance app (Play Store: https://play.google.com/store/apps/details?id=com.developer.attendence) that scans the QR code printed on student and employee…
Inactive or left students are appearing on the attendance marking page — how do I remove them?
The attendance marking page lists active students only. This was fixed platform-side and needs nothing from the school.
The Absentees print comes out with every class in it instead of the ones I filtered and ticked — how do I print only those?
Exam & Att (formerly Exam & Attendance) › Student Attendance › Absentees. Set From and To, optionally an Absentee Count and Consecutive Days, then press Get Record. The grid lists one row per…
The face gate says 'already marked' and will not scan the same person again — why?
That is the gate working correctly. Once somebody has been marked, the same person cannot be marked again at any gate for five minutes.
How do I edit, correct or delete student attendance that was already marked for a day?
Exam & Att (formerly Exam & Attendance) › Student Attendance › View/Update Attendance is the web screen for a register that was marked wrongly — attendance galat lag gayi hai, theek karni hai: a…
How do I print a blank (empty) monthly attendance sheet or register for a class to fill by hand?
Exam & Att (formerly Exam & Attendance) › Student Attendance › Attendance Sheet prints a paper register: one row per active student, one empty column per day, for a teacher to fill by hand — the…
How do I see how many students are present, absent or unmarked today, class by class and section by section, for all campuses (Attendance Summary)?
Exam & Att (formerly Exam & Attendance) › Attendance Report › Attendance Summary is the one-date snapshot — aaj class wise kitne bache aaye, kitne absent, kitne unmarked: pick a day and it shows, for…
How do I get one report with, for each student of a class, how many days present, absent and on leave, and the attendance percentage for a date range?
Exam & Att (formerly Exam & Attendance) › Attendance Report › Combine Attendance Report gives one row per student of a class for a date range: how many days were marked under each status ( har…
How do I print each student's daily P / A / L status, date by date, in one grid for a class (Combine Day Wise Attendance Report)?
Exam & Att (formerly Exam & Attendance) › Attendance Report › Combine Day Wise Attendance Report draws a filled register: students down the side, one column per date, and the status code (P, A, L,…
How do I view and print one student's whole-month attendance record, with in and out times?
Exam & Att (formerly Exam & Attendance) › Attendance Report › Individual Attendance Report shows one student, one month: a totals strip (Present, Absent, Late… — only the statuses your school has…
How do I check on the SMS Report whether a student's attendance, marks or fee SMS actually went to the parents or is still Not Set, and resend, disable or delete it?
Exam & Att (formerly Exam & Attendance) › Attendance Report › SMS Report is the log of every message the student side created — attendance SMS, marks and diary SMS, fee and general student SMS, SMS…
How do I send one SMS or WhatsApp message to many phone numbers at once (a saved list) with SMS Blaster?
Exam & Att (formerly Exam & Attendance) › Attendance Report › SMS Blaster sends one message to any phone numbers you choose — not tied to a student, class or template. It is the screen for ek hi…
How do I check which Parents App notifications were sent to a student's parents?
Exam & Att (formerly Exam & Attendance) › Attendance Report › App Notification Report lists every push notification the system sent to the Parents App for a student, newest first. It is the app-side…
Where do I see the fee-paid SMS that went to a family after a family-wise payment, and what does the Family SMS Report show?
Exam & Att (formerly Exam & Attendance) › Attendance Report › Family SMS Report is the log of the family-level fee-paid message — created when you pay a family's challans on Admissions › Familywise…
The same student appears several times for one day on View/Update Attendance — same date, same time. What causes it and how do we clear it?
This is a repeat submit, not a data-entry mistake. It happens when the Save button on Take Attendance is pressed more than once before the first save has finished — a second click, a stuck mouse, or…
Can staff mix attendance methods — Mark In on the biometric/QR device and Mark Out from the Teacher App geolocation, or the other way round?
Yes. Staff can open the day on the biometric / QR / face device at the gate and close it from the Teacher App › Geo Location Attendance screen — and the reverse works too. Both methods write to the…
Which attendance apps and machines work with EDUBase — QR app, Face Attendance app, biometric machine — and how do we start using one?
Yes — attendance can be marked without anybody ticking a register. EDUBase has three ways to do it, and all three write into the same student and staff attendance you already see on the web:
How do I mark today's student attendance on the web — Present, Absent, Late, Leave or Off Day — on Take Attendance?
Exam & Att › Student Attendance › Take Attendance is the web register. Pick the date, press Go to Attendance, narrow the list to your class, and every student is listed — already set to Present. You…
HRM & payroll
About the Staff Management (HRM) module →How do I add a new employee and create the record for a teacher or any other staff member?
HRM › Manage Employees is the staff register for the whole system: every teacher and every other employee has one record here. Press Add for a new entry — naye teacher ka record banana ho ya kisi aur…
Where do I set up departments, designation groups, designations and employment types?
Four small lists under HRM, all filling dropdowns on the employee form:
How do I mark staff attendance for a day, and how do I correct a day already marked?
Staff attendance is taken and corrected on one screen with two tabs — hazri lagayi bhi yahin jati hai aur galti theek bhi yahin hoti hai:
How do I enter a whole month's staff attendance as totals on Monthly Attendance, instead of marking every day?
HRM › Attendance › Monthly Attendance takes a whole month in one go, as totals — poore mahine ka hisaab ek hi screen par: how many days each employee was Absent, Late, on Leave, on Short Leave and so…
How do I lock past staff attendance so nobody can edit it after salaries are paid?
HRM › Lock Update Attendance freezes employee attendance up to a point you choose, so nobody can quietly change a month you have already paid. Once the lock is set, that period — purani attendance —…
How do I set staff timings, shifts and time in/out?
Two tabs on the same screen, and they must be used in order:
How do I set up allowances and deductions for salaries?
HRM › Allowances and Deductions defines every line that can appear on a payslip — house rent, conveyance, medical, provident fund, tax, and so on. Each entry has a name, a Type (allowance or…
How do I set a staff member's monthly salary on their salary plan, and apply an increment?
A salary plan is where a staff member's monthly pay — their tankhwah — is set in the system. Two screens do it:
How do I pay staff salaries, print the salary slips, and reverse a salary paid by mistake?
HRM › Salary › Pay/Print Salary is where a month's salary is actually paid to your staff, printed and, if necessary, undone. Choose a month range at the top and the screen lists what was calculated,…
Where do I see one employee's salary history and net pay?
HRM › Salary Report opens the Salary Details screen. Choose an employee and a date range, and it shows what was calculated and paid in that period — each line, the net salary, any notes recorded at…
How do advance salary, increment and salary plan approvals work?
Three approval screens sit under HRM › Add Approval, one per kind of request:
How do I take a security deposit from staff and return it when they leave?
HRM › Salary › Security Payment & Return tracks a refundable deposit held against an employee — usually collected a little at a time from salary and returned when they leave.
Which staff attendance report should I use — one employee day by day, or all staff over a date range?
Four read-only reports sit under HRM › Attendance Report. This is where staff attendance is read, printed and exported — hazri ka record nikalna ho to yahin se, never from the marking screen.
How do I approve staff leave, and where do I post a notice for employees?
Three screens under HRM › Employee Extras:
How do I choose which fields appear on the employee form, and manage staff documents and print templates?
Four settings screens under HRM:
Can we pay teachers per lecture instead of a monthly salary?
Yes. Lecture-wise salary is for colleges and academies that pay visiting faculty for the lectures they actually delivered, at a rate that can differ by class or subject.
How do I set the rate paid for one lecture, and why is a different rate being used?
HRM › Salary › Lecture Rates holds the price list. You may not need it at all: if a teacher is paid the same for every lecture, set only the default rate on their salary plan and leave this screen…
I recorded the lectures but the teacher's salary is still zero or too low — why?
HRM › Salary › Lecture Register is where lectures are recorded, one month at a time. There are only three reasons a total comes out lower than expected, and the screen names whichever one applies on…
Where do I see how many lectures each teacher took in a month and how much they earned?
HRM › Salary › Lecture-Wise Salary Report — one row per teacher per month, read-only: Month, Teacher, Campus, Lectures, Lecture amount, Net salary and a status, closed by a grand total for the whole…
Can a teacher who clocks out early be marked Short Leave automatically instead of Present?
Yes. Admin › QR Biometric Attendance, on the Staff card, has an Out Time rule.
A lecture teacher's payslip shows the wrong Earnings and Net Salary — where is the lecture money?
It is there now. A payslip for someone on lecture-wise salary lists a Lecture-Wise Earnings block inside Earnings — one line per class, section and subject, showing the lectures, the rate and the…
How do I set the letterhead (header, body, footer) for salary slips and HRM attendance reports?
HRM › Manage Brandings is the letterhead for HRM printouts. Each branding is one layout (which printout) for one campus, with a Header, Body and Footer written in a rich-text editor. Press Create to…
How do I set yearly leave allotments so staff leave balances show?
HRM → Leave Allotments is where a school decides, campus by campus and year by year, how many paid days each leave type is worth. Set a number here for Casual, Sick, Emergency, Short, Death and Paper…
How do I run staff appraisals, and how are the automatic scores worked out?
Staff Appraisal lets a school appraise its teachers and other staff once or twice a year. It has four screens, all in the New menu under the Staff Appraisal heading: Appraisal Criteria, Appraisal…
How do I track vacancies, candidates, interviews and onboarding?
New → Recruitment is where a school starts. Create a vacancy in Recruitment, then register applicants against it. Move candidates through the hiring stages, record interview dates and decisions, and…
How do I approve and recover a staff loan?
New → Staff Loans is where a school starts. Create a loan request for an employee with the amount and repayment schedule. When the loan type requires approval, an authorised person reviews the…
How do I import new employee records from an Excel sheet?
Open HRM → Manage Employees → Import Excel. You need the same create privilege as Add Employee. Import adds new Active employees; it does not update records, create login credentials, grant web or…
SMS, WhatsApp & notices
Where do I download the EDUBase SMS app, and how do I open it and do the setup for my campuses?
The EDUBase SMS app runs on an Android phone with a school SIM: it collects the messages queued on the web and sends them from that SIM. Since v3.2 there is no Device ID any more — and the web screen…
How do I upload a notice or announcement to the Student Notice Board so parents get a notification in the Parents App?
General › Notice Board — the screen is headed Student Notice Board — is where the school posts a notice or announcement for parents: a holiday, a circular, a change in timings, a reminder. Each…
How do I use the Messages screen to start a conversation with a parent, teacher or staff member?
Messages in the top bar is the Communication Center — one screen where teachers, parents, students, admins and the owner hold conversations, each signing in through their own app or the portal. It is…
How do we send WhatsApp to parents from our own PC, and why has our WhatsApp stopped sending?
Admin › WhatsApp Service (the Add WhatsApp page) is where your school gets the WhatsApp Sender for Windows. It is a program for your own office computer: it uses your own WhatsApp number, so there is…
How do I send a photo, a PDF or a voice note to a parent or teacher in Messages?
Conversations in Messages carry more than text. From a conversation you can send a photo (JPG, PNG, WEBP or GIF), a PDF document, an audio file, or record a voice note in the browser. Each file…
Mobile apps
About the Parents App Controls module →Why is a class not showing in the Teacher App for attendance, and where are a teacher's attendance classes ticked?
The Teacher App shows a teacher only the classes ticked for them on HRM › Manage Employees › Assign Classes for Teacher App, and it keeps two separate lists — one for the diary, one for attendance.…
Where do we see the complaints and messages parents send from the Parents App, and do we receive them late?
A parent writes to the school from the Parents App as a complaint or a suggestion, and every one of those messages lands on General › Complaints/Suggestions Report in the web panel.
How do we set up the Teacher App — create a teacher's login, assign classes for diary and attendance — and how do teachers use it?
The Teacher App login is made from the employee record, and the teacher sees only the classes you assign to them.
Can the teacher app record a PTM and write the notes automatically?
Yes. On the teacher app, Parent-Teacher Meetings shows the sittings assigned to that teacher. Opening a child gives the evaluation sheet, and — when recording is switched on — a ● Record this meeting…
Do parents get a PTM notification in the Parents App, see their child's report, and can they send feedback?
Yes to all three. The Parents App has a PTM tile on its home screen, and the meeting notification, the child's report and the feedback form all sit behind it. Walid ya walida ko meeting ka poora…
The Owner App looks different after the update — where did the buttons go?
Nothing was removed. Owner App 5.0 is a full redesign, and every screen, report and button you had is still there — many of them just moved to where you need them. This article walks through the new…
The Teacher App says 'DB Connection Failure!' when I open Diary, mark staff attendance or load a class — what is wrong?
The database is almost certainly fine. Until 25 August 2026 the Teacher App showed that one message for every problem it could not otherwise name, so it was rarely about a database. In every case…
Can our school set one general login code (OTP) for all parents in the Parents App, and how do we share a code or the app link with a parent whose OTP did not arrive?
Yes — your institute can set one login code of its own for the Parents App. A parent can type it in the app instead of waiting for an SMS code, so the office does not have to be at a computer for…
Where in the Owner App do I see fee defaulters class-wise, this month's collection and new admissions, and which teachers submitted their diary or marked attendance?
Everything below is in the Owner App on your phone — not on the website. The app's bottom bar has four places: Home · Approvals · Reports · Connect. All the reports the Owner App had before are still…
Reports
School setup
About the School Setup & Multi-Campus module →We are a new school — what do we set up first, and in what order?
Everything in EDUBase hangs off the Core menu. Build it top-down: a campus, then classes, then sections, then the fee plan. Each step depends on the one above it, so doing them out of order is why a…
How do I add a campus or a second branch of the school?
A campus is a physical branch: every class, section, fee plan and student belongs to one. They are listed on Core › Campus, and a new one is made on Core › Campus › Create. Naya campus add karna hai,…
How do I add classes, and why does a class I created not show anywhere?
Go to Core › Classes, type the name in the box at the top and press Create. The list below shows what you have.
How do I link a class to a campus so it shows in the Class dropdown on the admission form?
Core › Campus-Classes is one grid: a row for every class, a column for every campus. Tick the box where that class runs — that tick is what links the class to that campus. Class ko campus se link…
How do I add sections like A, B, C or Red, Green, Blue?
Go to Core › Sections, type the name and press Create. The list below shows every section name your school uses.
How do I put sections into a class so the Section dropdown on the admission form is not empty?
Core › Manage Sections in Classes is laid out as one card per campus. Within a card you get a row per section and a column per class taught at that branch; tick where the two meet. That tick is the…
What is a Session, and does changing it move students to the next year?
Go to Core › Sessions to add or edit session names. Type the name, press Create.
What is a Fee Plan List, and how do I create a new one like Regular, Staff Child or Sibling?
A fee plan list is a named set of charges — for example Regular, Staff Child, Sibling, Hostel. Each student is put on one, and it decides what their challan contains.
Why is my fee plan missing at a campus, and the Fee Plan list empty when I assign it to a student?
Because it has not been ticked for that campus. Core › Manage Fee Plan Lists in Campus pairs each fee plan with the branches allowed to use it: plans down the side, campuses across the top.
How do I put a charge (tuition, transport, admission fee) into a fee plan so it comes on the challan?
Core › Fee Particulars in Fee Plan List is where a charge becomes part of a plan. You get one table per campus; down the side are that branch's fee plans, across the top are your charges. Tick a box…
Where do I set the fee amount, and how do I make a charge apply only in certain months?
Core › Particulars Amount and Repeating Months. Each row is one combination of campus + fee plan + charge, and carries:
How do I add a new concession type to the discount list?
Go to Core › Discount Types. Fill Discount Type and Description, press Create. The list below holds every concession reason your school uses — Sibling, Staff Child, Orphan, Merit, and so on.
How do I add a city, and why must the city exist before I can create a campus?
Go to Core › City, type the city name, press Create.
Where do I add options for gender, religion, nationality, mother tongue and guardian relation?
Gender options are fixed as Male and Female on student forms. The Genders create, edit and delete screen has been retired; old Genders links return home. Religion, nationality, mother tongue and…
What is Student Group/Discipline used for?
Core › Student Group/Discipline holds named groups you can put students into — houses, discipline categories, activity groups, or any other grouping your school keeps outside class and section.
How do I fine students for absences, and why is the fine not appearing on the challan?
Set the rule on Core › Student Attendance Fine, then tick Add Attendance Fine when you generate the challan. Both halves are needed — the rule alone charges nothing.
What is Academic Duration, and will setting it change or delete anything?
Core › Academic Duration lets your school declare its academic year — a start date and an end date — and then decide whether work outside those dates is allowed.
Where do I tell EDUBase which days the school is closed, and why is Eid not already in the list?
Core › Holiday Calendar. This is the list of days your school is shut.
What is the AI Account Scanning & Auditing screen under Core, and can our school run a data audit ourselves?
Core › AI Account Scanning & Auditing is a read-only health check of your school's database: fixed checks across Admissions, Academics, Finance, Examinations, User management and "Getting more from…
How do I clean a student Excel file and review generated values before uploading it?
Open Institute Setup, go to the student upload section and choose your Excel or CSV file. The page arranges recognised columns and shows a Cleaning summary before students are saved. Review the…
How do I upload students, fee plans and old dues from an Excel file?
Four separate uploads under Admin, and they must be run in this order — each one needs the one before it:
What does Data Truncate delete, and can it be undone?
⚠️ It cannot be undone. There is no recycle bin and no undo button. Read this whole article before using either screen.
How do I switch attendance marks like Absent, Late and Short Leave on or off for students and employees?
Admin › Attendance Acronym Active/Inactive lists every mark the system supports — Absent, Late, Leave, Short Leave, Death Leave, Paper Leave, Sandwich Leave — and lets you switch each one on or off.
Can I be told when a student or employee has not been marked in yet?
Yes — Admin › Attendance Alerts. Switch it on and the system raises an alert a set number of minutes after the expected Time-In has passed without a mark.
How do I stop staff marking attendance from home or outside the school, using the campus location and radius?
Admin › Geo Location Attendance pins each campus to a point on a map and a radius around it. A mark made outside that circle can then be treated differently from one made inside.
How do I set up our own certificate wording and letterhead?
Admin › Manage Certificates is where a certificate's text lives. Press Create and fill four things:
How do I link our school WhatsApp number to EDUBase with a QR code, and reconnect an account that shows disconnected?
Admin › Manage WhatsApp links your school's WhatsApp number by QR code, the same way WhatsApp Web does. Admin › Add WhatsApp (WhatsApp Service) is where the school downloads the Windows sender and…
Where do I see which phones are registered for attendance, and how do I remove an old one?
Manage Registered Devices — the page opens as Geo Attendance – Employee Registered Devices — lists the phones your staff have signed into the EDUBase Teacher App on. These are the devices that can…
How do I find out who deleted a fee payment or challan, and open a record to see exactly what somebody changed?
Admin › User Logging records every add, change and delete anyone makes in your school — kaun sa user, kya tabdeeli, kab — and it now reads as sentences rather than as raw data.
Where do I name our face attendance gates, pause one, and see which gate marked a person?
Admin › Face Attendance Gates — it sits directly under QR Biometric Attendance, because to a school they are the same question asked of two different readers.
How do I set up the challan print settings — copies per page, copy names, note, footer, bank logo and student photo?
Admin › Challan Settings holds one print profile per campus: how many copies print on a page, what each copy is called, the note and footer text, the bank logo and whether the student's photo prints.…
Platform & troubleshooting
Other websites open but EDUBase will not open or shows a blank page — what should we check?
Your internet is fine and other websites open in other tabs, but EDUBase alone stays blank, keeps loading or shows an error. There is no screen for this; most cases are fixed on the school's PC.
Where is the EDUBase privacy policy, and does EDUBase sell or share our school's data with anyone else?
Privacy Policy (www.edubaseems.com/privacy-policy) is a public, read-only page: the published privacy policy of BS SOLUTIONS, the company behind EDUBase, covering the EDUBase website and the EDUBase…
Why does EDUBase open a different, phone-sized dashboard on my mobile, and how do I use it?
Mobile ( /mobile) is the web software's own phone-sized dashboard — not a separate app. When you log in on a screen 768 pixels wide or narrower the normal dashboard sends you here automatically; when…
Training & documentation
Where is the support page with the tutorial videos?
Support in the top bar. It holds the tutorial videos for the module you are working on, so you do not have to go looking on YouTube.
Can our school write its own articles in Docs, and who can create a new documentation article?
No. Docs (the button beside Support in the top bar) is a shelf written by the EDUBase team and read by every school — one article, one edit, every school sees the same text. Docs › New is the editor…
General
How do I create the school's houses — Red, Blue, Green — and see which students are in each house?
Three screens under General › House Management System:
How do I set up a parent-teacher meeting (PTM) — create the event, set each class meeting's PTM Date, and publish it to parents?
PTM now has three screens under General, and they are used in this order:
How do teachers enter the daily diary, and where do I see or print it?
General › Student Diary shows the diaries that have been written. Filter by campus, then class, then section or subject, with a From and To date range that starts on the current month.
Where do I post news or announcements that parents will see?
General › News Management. Give the item a title and a description, and save.
How do I copy an app's download link from EDUBase App Links and send it to parents?
General › EDUBase App Links lists every EDUBase app your school uses — Parents App, Teacher App, QR Attendance App, Owner App, SMS App, and Face Attendance — with the version each is on, and two…
Can I restrict what parents see in the app when their fees are unpaid?
Yes — General › Parent App Privileges. Each app feature can be left open, set to warn, or set to block for families whose fees are overdue.
How many parents are actually using the Parents App — where do I see Active and Inactive parents and when they last used it?
General › Parent App Analytics is the student list with the app's own columns on it — Parents App OTP, Login Status and Last Used — and two counters at the top: Active Parents and Inactive Parents.…
How do I handle leave applications that parents send from the app?
General › Student Leave Approval lists the leave requests parents send from the Parents App — parents ne app se chutti ki request bheji hai. Open one and approve or reject it.
Where is the PTM Report — how many parents came, who did not come, and how does this term's PTM compare with last term's?
General › PTM Report is where a finished PTM is read — jo meetings ho chuki hain un ka poora hisaab kahan milega. Pick an event from the dropdown at the top; the table above it lists every PTM event…
How do I record a visitor who has come to the school?
Front Desk › Register Visitor. The front desk fills this in once, and the gate never asks the visitor for their details again.
A student has to go home early in the middle of the school day — how do I issue the exit pass and record when they left?
Front Desk › Student Leave / Exit Pass is for a child who has to leave din ke beech mein — before the school day ends. The front office authorises the child to leave; the guard at the gate records…
How does the security guard at the gate check visitors in and out?
Front Desk › Gate Entry. This is the screen for the person standing at the gate, and it is deliberately the smallest screen in EDUBase: three tabs, two kinds of button, and text big enough to read…
How do I book a meeting for a visitor with the principal or a teacher, and record what was decided?
Front Desk › Visitor Meetings, and Schedule a meeting on the same screen.
Where do I see how many visitors came, and how do I change the list of offices they can be sent to?
Three read-and-configure screens under General.
What is a PTM event, and what happens when I publish or delete one?
General › PTM Events is the whole occasion — "1st Term PTM 2026-27". The class-wise meetings you make on General › PTM sit under it, and the PTM Report compares one event with another. Each card…
How do I print one class's PTM attendance and remarks sheet, and what is the old Add Remarks grid?
A PTM meeting is one class's sitting, so the sheet prints one class at a time. On General › PTM, every meeting row has a Print button. It opens General › PTM › Print: the school name, address and…
How do I put widgets such as Fee Collection or Today's Attendance on my dashboard, and who can see them?
Widgets are the summary cards on the EMS dashboard — Fee Collection, Today's Attendance, and more as they are added over time. Every user builds their own set: what you add is yours, and it does not…
How do I catalogue books, issue them, record returns and manage library fines?
New → Library is where a school starts. Open Library to add book titles and physical copies, register members, issue or return a copy, and review overdue loans. Configure loan days and fines in…
How do I set up school transport and allocate students to routes?
New → Transport is where a school starts. In Transport, create stops and routes, add vehicles and drivers, then allocate students to a route and stop. Review the roster before changing an allocation.…
How do I manage hostel rooms, residents, attendance and leave?
New → Hostel is where a school starts. Create hostel rooms and beds, then allocate a student to an available bed. Use the resident list to find their room, record daily hostel attendance, and log…
How do we use the student pickup QR, gate scan, office monitor and public announcement display?
Open Front Desk → Student Pickup. This module connects a parent's pickup pass, the gate scan, the private office queue and the public call display. Your school must enable pickup and your staff login…
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