01 — Overview
Running a school is a hundred small jobs every day. Who is absent? Who has paid? Which teacher is free? Whose marks are still pending? In a school with more than one branch, each of these jobs is repeated at every campus, and the head office usually learns the real picture only after the month has ended.
A school group with several branches was in exactly this position. Every campus had its own registers, its own fee books and its own way of making reports. Parents were told late when something went wrong, and the management could not easily compare one branch with another.
The group partnered with us to bring every campus onto cloudeUNi, our cloud ERP for schools, colleges and universities. The principal, teachers, accountants, parents and students all work from a single login, and each of them sees only what is meant for them.
02 — The Challenge
Every branch worked in its own way, so nobody saw the whole picture
The schools were well run, but the tools behind them were scattered. The main difficulties were:
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No single view of students, fees and attendance across the campuses
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Parents learned about absences and pending fees late, usually through phone calls
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Fee collection depended on staff chasing parents, and reports took days to prepare
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Exam results were worked out by hand to match the board's rules, which meant late nights before result day
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Timetables were made manually, and clashes between teachers and rooms were common
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Staff attendance, leave and salary were handled in separate files
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The school bus, the library and the hostel were each managed on paper
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Years of old student and fee records had to be kept safe, and the staff feared losing them in any change
03 — The Solution
One connected platform for the whole school group
We set up cloudeUNi with a central policy for the group and separate control for every branch. Our team first moved the old records across, then trained each role, and a support engineer stayed with the schools through the first academic session.
Key highlights
- ✓A single login for every role: admin, principal, teacher, accountant, student and parent
- ✓A live dashboard of students, fees, staff and attendance across all branches
- ✓Biometric or manual attendance for students and staff, with parents alerted by WhatsApp or SMS
- ✓Flexible fee structures, online payment, instant receipts and automatic reminders
- ✓An examination module that follows each board's way of marking, with admit cards, marksheets, report cards and results ready in board formats
- ✓An automatic timetable that warns when a teacher or a room is booked twice
- ✓HR and payroll with leave, appraisals, salary slips and statutory deductions
- ✓School bus routes with live tracking, hostel and mess management, and a library with barcode issue and return
- ✓A learning module with an AI tutor, adaptive practice, a weak-topic map for teachers, video lectures, live classes and quizzes
- ✓A weekly learning summary for parents
- ✓Separate mobile apps for parents, teachers and students
- ✓Ready reports that can be saved as a spreadsheet or PDF, or sent on a schedule
- ✓Secure cloud hosting with regular backups
04 — Our Approach
What We Did Differently
01
An AI tutor that works with the teacher, not around them
The tutor notices which topics a student keeps getting wrong and offers extra practice on exactly those. The same weak-topic picture is shown to the class teacher, who decides who needs a quick talk, a re-test or a word with the parents. The AI suggests, and the teacher decides.
02
We moved the old records ourselves
The school did not have to re-type years of student and fee history. Our team moved it across while the staff carried on with their normal work.
03
Exams that follow the board, not the other way round
The system already knows how each board wants marks, grades and report cards. The system drafts subject remarks, and the teachers add their own comments.
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One flow of data, not many separate tools
Attendance feeds the parent alert, the fee record feeds the reminder and the accounts, and the exam marks feed the report card. Nothing is entered twice.
05 — The Impact
From scattered registers to a clear picture of every campus
The management can now see every branch in one place, and compare them without waiting for anyone to prepare a file. Teachers spend less time on registers and more time on their students, and parents hear about their child's school day while it is still the same day.
- ✓Every campus visible on a single dashboard
- ✓Parents informed about attendance and fees without a phone call
- ✓Fee reminders that go out on their own, so the accounts team no longer chases parents
- ✓Exam results ready in the board's format without late nights
- ✓Teachers who can see which students need help before the exam, not after it
- ✓Staff attendance, leave and salary in one place
- ✓Far less paper in the office
What's next
With this base in place, the group can bring more branches and more classes under the same system, and bring the learning module to more students.
