Welcome to nextEDU Tool

What to check on Dashboard each day

1. Confirm the active session in the top bar matches the year you are working in.
2. Read the summary boxes: total students, fees collected today, and remaining dues.
3. Use the date chips (today, week, month) to see school, bus, and hostel collections for that period.
4. Scroll to Latest Deposit Fees to see who paid recently without opening each profile.

Export menu, ID cards and fee Excel

Download student ID cards (PDF)

1. Go to Students and filter by class (board, medium, and section if you use them).
2. Open the Export dropdown → choose Download ID Cards (PDF).
3. The PDF includes photo, name, parents, class, section, medium, DOB, roll, mobile, and address.
4. For best print quality, upload student photos and set school headers under Settings → Branding.

Export fees (Excel)

1. Filter the student list by class (and board / medium / section as needed).
2. Open Export → Export Fees (Excel).
3. The file shows Total, Paid, Remaining, Old Due, and Legacy Due (when Legacy Due is on), plus installment amounts.
4. If you select All for medium or section, the Excel may split into separate sheets.

This is different from Fees Structure → Export, which downloads the fee plan amounts, not each student's payment status.

Import or export student data

1. Import Students, upload Excel → map columns → preview → import.
2. Export Students, open the export page, pick which columns to include, then download.

How to add a new student (full flow)

1. Go to Students and click + Add Student.
2. Fill name, father name, mobile, class, board, and medium. The active session from the top bar is used automatically.
3. Optional: choose accommodation as Hostel, Bus, or Dummy Student (when those facilities are enabled). A student cannot be in both hostel and bus in the same session.
4. For Ninth and above, fill Profile ID, Profile Password, and OTR if those fields are enabled in Settings.
5. Click Add Student. The student appears in the class list.
6. Click the student name to open the Student Profile. Here you manage fees, hostel, bus, marks, documents, and SLC.

Dummy Student (custom fee)

1. Turn on Dummy Student under Settings → Facility Management.
2. On Add or Edit Student, choose accommodation type Dummy Student.
3. Set a custom fee amount or percentage of the normal academic fee (default is often 50%).

If this student also uses Hostel or Bus later

You can still enroll from the Hostel or Bus menus after the student exists. Hostel and Bus cannot both be active for the same student in one session.

Where to see class and session on profile

1. Open student profile → tab Enrollment
2. See class, section, roll number, board, medium, and session for each year
3. Top banner chips also show current class and session at a glance

Promote students at year end

1. On Students, select the students with the checkboxes.
2. Click Promote.
3. Choose the new session, class, and section (if sections are enabled).
4. Confirm accommodation options, then promote.

Academic setup order (do once per year)

1. Session, create the new year (for example 2026-27) and mark it as current.
2. Classes, add or enable classes, map each to board and medium.
3. Sections (optional), enable Section Management in Settings, then create and map sections under Classes → Sections.
4. Subjects, create subjects and link them to the right class, board, and medium.
5. Fees Structure, set installment amounts per class (see Finance section).
6. On Students, select students and click Promote at year end to move them to the next class in the new session.

Bulk Results (marks for whole class)

1. Go to Bulk Results
2. Select class, board, and medium
3. Enter marks for all students in one grid and save
4. Or open one student profile and enter marks from the marks section

School fees, step by step

Step 1, set fee amounts (once per session)

1. Go to Fees Structure in the sidebar.
2. For each class, enter Inst. 1, Inst. 2, and Inst. 3 for Hindi and English medium.
3. Total fee is calculated automatically. Export PDF or Excel if you need a printout of the structure.

Step 2, collect fee with Global Deposit (recommended)

1. Search the student from the top search box, or open Students and click the name.
2. On the profile banner due card, click Deposit Fee.
3. Enter the amount. The preview shows how it will be auto-applied: Legacy → Old sessions → Current (School, then Hostel, then Bus).
4. Confirm date and payment mode, then save. Receipts update across the modules that received money.

Or deposit from one module only

1. Open the student profile → go to School Fees, Hostel, Bus, or Legacy Due.
2. Click Deposit Fee on that tab, enter amount, date, payment mode, and remark.
3. Save. Balance for that module updates at once.

Where to see fee details, remaining, and payment history

Installment number (Inst 1, 2, or 3) is stored with each payment. You can edit or delete a payment from the history table if your role allows it.

Cashbook, income and expense

Cashbook is separate from student fees. Use it for other school money in and out (donations, stationery, repairs, and so on).

1. Turn on Cashbook under Settings → Facility Management.
2. Open Cashbook from the sidebar.
3. Use the Expense or Income tab at the top.
4. Click Add Expense or Add Income, fill date, title, amount, payment mode, and remark.
5. Filter by date range. Export to Excel when needed.

Student fee deposits do not need a separate cashbook entry, they are already tracked in the Fees module and on the Dashboard.

Hostel, add, fees, remove (pull off)

Add a school student to hostel

1. Student must already exist under Students (see Students section).
2. Go to Hostel → click Add from School.
3. Select the student. Hostel fee comes from Settings → Hostel Session Fee (you can adjust per student if allowed).
4. After save, the student shows in the hostel list with Total Fee and Remaining Fee columns.

Collect hostel fee and see history

1. From hostel list, click the eye (Fees) icon on the row, or open student profile → Hostel tab.
2. Top summary shows total, paid, and remaining for the current session.
3. Click Deposit Fee, enter amount and save.
4. Payment history list shows each deposit with receipt and date.

Remove student from hostel (pull off)

1. In the hostel list, click the trash (Remove) icon on that row.
2. Confirm. Student is removed from hostel for the current session only.
3. Hostel tab on profile hides until enrolled again. School student record stays.

Hostel summary cards at the top of the page show total amount, total collection, and total remaining for all hostel students.

Bus, add, fees, remove (pull off)

Setup bus fees first

1. Go to Bus → Fee Structure (or Fees Structure link on bus page).
2. Add villages or routes with Inst. 1, Inst. 2, Inst. 3 amounts.

Add student to bus

1. Go to Bus → click Add to Bus.
2. Pick class, then select students and their village or route.
3. Bus list shows Inst-1, Inst-2, Inst-3 status, total fee, and remaining per student.

Collect bus fee and see history

1. Click the eye (Fees) icon on the bus row, or student profile → Bus tab.
2. See total, paid, remaining, and installment-wise status.
3. Click Deposit Fee to record payment. History shows below.

Remove student from bus (pull off)

1. In the bus list, use the remove action for that student.
2. Student is removed from bus for this session. School and hostel records are not deleted.

If a student is already in hostel this session, you must remove from hostel before adding to bus (and the other way around).

Staff workflow

1. Enable Staff in Settings if the menu is hidden.
2. Teacher/Staff → add employee with name, designation, mobile, and salary.
3. Open staff profile → assign classes and sections by board and medium.
4. Pay Salary → record monthly payment, view history and reports.

WhatsApp, typical daily use

1. Create templates under Settings → Message Templates (fee reminder, result, admission, and so on).
2. For one parent: open student profile → click the WhatsApp button on the banner → pick template → preview → send.
3. For many parents: Settings → WhatsApp Broadcast → choose template and class → preview list → start broadcast.
4. Track running jobs and past sends in the broadcast history table. Retry failed numbers if needed.

Roles and users, how to set up access

Create a login for staff

1. Go to Assign Role → Users tab.
2. Click add user, enter name, username, password, and pick a role: Admin, Accountant, Teacher, or Guest.
3. Save. Share login details with the staff member.

Control what each role can do

1. Go to Assign Role → Permissions tab.
2. Tick or untick actions (view students, deposit fees, edit settings, hostel enroll, and so on).
3. Save. Changes apply immediately for that role.

Settings you touch most often

1. Facility Management, turn Hostel, Bus, Dummy Student, Staff, Cashbook, Legacy Due, Discount, and WhatsApp on or off.
2. Academic Configuration, which boards and mediums appear on forms, and whether Sections are used.
3. Student Form Fields, show or hide optional fields when adding or editing a student. Tick Profile ID & Password and OTR if your school needs them for Ninth and above.
4. Hostel Session Fee, default hostel amount for new enrollments this year.
5. Branding, school name, logo, and headers used on result cards, SLC, and ID cards.

Student Form Fields, senior class fields

1. Go to Settings → General → Student Form Fields.
2. Under ID & Academic Records, enable Profile ID & Password (9th class and above) and/or OTR (9th class and above).
3. Save. On Add/Edit Student, those fields appear only when the selected class is Ninth or higher.