User Manual

EduCollect+ Complete Guide

This manual covers everything from registering your school to running daily fee operations, managing transport, generating reports, and handling year-end promotions.

Jump to Chapter
School Registration Initial Setup Students Fee Collection Transport Reports Year End
System Flow at a Glance
🏫
Register School
✅
Developer Approves
⚙️
Setup School
🎓
Add Students
💰
Collect Fees
📊
Reports
Roles Overview

Who Uses What

EduCollect+ has four built-in roles. Each role sees a different set of features.

Role Who It's For Key Access
System Developer Platform administrator (Ravinder) Approves schools, manages financial years, full system access
Administrator School principal / office manager Full school access — all modules, users, roles, settings
Fee Manager Accounts clerk / fee collector Students, admissions, fee receipts, concessions, transport assignment, reports
Transport Manager Fleet / transport in-charge Buses, drivers, routes, expenses, transport P&L reports
Chapter 1

School Registration

Any school can self-register on the platform. After registration, a system developer reviews and approves the account before access is granted.

1
Open the Registration Page
Go to educollectplus.com and click Get Started or Register Your School. This opens the school registration form.
2
Fill in School Details
Complete the registration form:
  • School Name — full official name of the institution
  • Affiliation Number — your CBSE / state board affiliation code (must be unique)
  • Email — school's official email (used for admin login later)
  • Phone — contact number
  • Address — school address (appears on receipts)
3
Submit & Wait for Approval
After submitting, your school status is set to Pending. You cannot log in yet. The system developer will review your application and either approve or reject it.
4
Receive Login Credentials
Once approved, the developer creates an Administrator user for your school and shares the login credentials (username + temporary password). Use these to log in for the first time.
After approval — your school profile, financial year, and first admin user are all set up by the developer. You can log in and begin the school setup immediately.
Chapter 2

Initial School Setup

After logging in as Administrator, complete these setup steps before starting daily operations. This only needs to be done once per financial year.

1
Verify School Profile
Go to Settings → School Profile. Confirm that your school name, address, phone, email, and affiliation number are correct. This information appears on all printed receipts and reports.
2
Set the Active Financial Year
Go to Financial Years in the sidebar. Confirm the current financial year is listed and marked as Current. If you need a new year, contact the developer (or use the Financial Years manager if you have access). The selected year controls which data is shown across all modules.
3
Create User Roles
Go to Roles & Permissions. Three default roles are pre-created: Administrator, Fee Manager, and Transport Manager. You can:
  • Edit permissions on any role
  • Create additional custom roles if needed
  • Assign specific module permissions (read, create, manage, delete) per role
4
Create Staff Users
Go to Users. Click + Add User. For each staff member enter:
  • Full Name and Username
  • Role — pick from the roles created in step 3
  • Password — set a temporary password and share it with the staff member
5
Create Classes & Fee Structure
Go to Entry → Classes. Click + Add Class for each class/grade:
  • Enter Class Name (e.g. Class 1 - A)
  • Set a Registration Fee (one-time, charged at admission)
  • Open the class and click Add Fee Item to define term fees: Tuition, Development Fund, Library Fee, etc. Set the amount for each
Repeat for every class. The fee structure defined here is used when issuing receipts.
Once classes and fee structures are set, you are ready to start admissions and collect fees.
Chapter 4

Students & Admissions

How to register new students, search existing students, and manage their enrollment.

1
Admission — Register a New Student
Go to Entry → Admission. Enter the student's Admission Number to check if they already exist.
  • If new: click Add New Student → fill in name, date of birth, gender, guardian details, address, category
  • Select the Class and confirm the enrollment for the current financial year
  • The system auto-calculates the registration fee based on the class fee structure
2
View & Search Students
Go to Entry → Students. Use the search bar to find a student by name, admission number, or class. Click a student's name to view their full profile including:
  • Personal details and guardian contacts
  • Enrollment history across financial years
  • Fee receipt history
  • Transport assignment (if applicable)
  • Concessions applied
3
Edit Student Details
On the student profile page, click Edit to update personal details, guardian contact numbers, address, or medical notes. Changes are saved immediately.
4
Apply a Concession
If a student qualifies for a fee concession (scholarship, staff ward, etc.), go to the student's profile → Concession tab. Select the fee item and enter the concession amount. This is deducted from the outstanding fee automatically when receipts are issued.
Returning students from a previous year: use Promote Students (Chapter 8) to carry them over to the new financial year. Do not re-register them manually.
Chapter 5

Fee Collection

The core daily workflow — issuing fee receipts, handling partial payments, and tracking outstanding balances.

1
Open the Fee Receipt Form
Go to Entry → Fee Receipt. Type the student's name or admission number in the search box and select the correct student from the dropdown.
2
Review the Fee Breakdown
The system shows:
  • All fee items defined for the student's class
  • Any concessions already applied
  • Total outstanding balance
  • Previously paid amounts
Each fee item can be checked/unchecked — only checked items are included in this receipt.
3
Set the Amount & Payment Mode
For each selected fee item, enter the amount being paid. If paying partially, enter the partial amount. Select the payment mode: Cash, Cheque, Online Transfer, or UPI. Add a remark if needed.
4
Issue the Receipt
Click Issue Receipt. A printable receipt is generated with:
  • Receipt number, date, and school details
  • Student name, admission number, class
  • Itemised fee breakdown with amounts
  • Payment mode and total paid
Click Print to print or save as PDF for the parent.
5
View & Reprint Receipts
All issued receipts are stored under the student's profile and in Reports → Fee Collection. You can search by date, class, or student and reprint any receipt at any time.
Deleting receipts requires the Delete Fee Receipts permission (Administrator only). Deleted receipts are permanently removed — use carefully.
Chapter 6

Transport Module

Manage school buses, drivers, routes, student assignments, and track transport profit & loss by month or day.

Transport Setup Flow
🛣️
Add Routes
🚌
Add Vehicles
👨‍✈️
Add Drivers
🎒
Assign Students
📋
Log Expenses
1
Add Transport Routes
Go to Transport → Routes. Click + Add Route. Enter:
  • Route Name — e.g. Route A - Sector 21
  • Destination / Area — the area served
  • Monthly Fee — amount charged per student per month for this route
  • Distance (km) — optional, for records
2
Add Vehicles
Go to Transport → Vehicles. Click + Add Vehicle. Enter:
  • Bus Number — registration number (e.g. HP17D3511)
  • Seating Capacity
  • Fuel Type
  • Assign one or more Routes to this vehicle
  • Assign a Driver (can be done after adding drivers)
3
Add Drivers
Go to Transport → Drivers. Click + Add Driver. Enter the driver's name, phone, licence number, and monthly salary.
4
Assign Students to Transport
Go to Entry → Fee Receipt for a student, or open the student's profile. Click Assign Transport. Select:
  • Vehicle / Bus
  • Route
  • Months — which months of the year this student uses transport (e.g. April through March)
The monthly transport fee is added to the student's fee breakdown automatically for selected months.
5
Log Transport Expenses
Go to Transport → Expenses. Click + Add Expense. Fill in:
  • Vehicle — which bus
  • Date — the expense date
  • Type — Diesel/Fuel, Driver Salary, Maintenance, Insurance, Tyre, Miscellaneous
  • Amount
  • For Diesel: optionally enter litres filled, rate per litre, and odometer reading
6
View Transport P&L Report
Go to Reports → Transport P&L. Two tabs:
  • Monthly — revenue collected vs expenses for each month of the financial year, with expense breakdown by type
  • Daily — pick a specific month to see day-by-day transactions (only days with activity are shown)
Filter by bus/vehicle. Export to Excel or print.
Transport expenses are linked to the financial year active at the time of entry. If you enter an expense after the financial year end date (e.g. May expenses in an April–March FY), the system still includes them in that FY's P&L report.
Chapter 7

Reports

All reports are found under the Reports section in the sidebar. Each report is filtered by the active financial year.

ReportWhat It ShowsKey Filters
Fee Collection All receipts issued — daily, by class, or by student. Totals per fee item. Date range, class, student, payment mode
Pending Fees Students with outstanding (unpaid) fee balances. Shows exactly which fee items are unpaid. Class, student name
Admissions List of all enrolled students for the current FY. Total headcount by class. Class, gender, date range
Concessions All concessions granted — student wise and fee item wise. Class, student
Transport Students assigned to transport — grouped by vehicle and route. Vehicle, route, month
Transport P&L — Monthly Revenue vs expenses per month. Profit/loss for each month of the FY. Vehicle
Transport P&L — Daily Day-by-day view within a selected month. Only shows active days. Vehicle, month picker
Most reports have an Export to Excel button. Use this to download data for offline analysis or sharing with management.
Chapter 8

Year-End Process

At the end of the academic year, students are promoted to the next class and a new financial year is started. Follow these steps in order.

Complete all fee collections for the current year before running promotions. Promoted students will be enrolled in the new financial year.
1
Ask Developer to Create the New Financial Year
Contact the System Developer. They will open your School Detail page and add the new financial year (e.g. 2026-2027, Apr 1 2026 – Mar 31 2027) and mark it as Current.
2
Create New Classes for the New Year
Go to Entry → Classes. Create the class structure for the new financial year. Classes in EduCollect+ are per-year — you need to create them again for each new year. This lets you change the fee structure year on year.
3
Promote Students
Go to Entry → Promote Students. Select the source class (old year) and the target class (new year). Choose which students to promote, retain, or graduate. Click Promote Selected. The system:
  • Creates a new enrollment for each promoted student in the new FY
  • Retains their full history in the old FY
  • Does not copy over unpaid fees (those stay on the old year record)
4
Switch the Financial Year
Once promotions are done, use the Financial Year Switcher in the top navigation bar to switch to the new year. All subsequent fee collections and entries will be recorded under the new financial year.
5
Reassign Transport for the New Year
Transport assignments are per-financial-year. After promoting students, go to each student's profile and re-assign them to their bus/route for the new year if they are continuing with school transport.
Old financial year data is never deleted. You can switch back to view previous year records at any time using the FY switcher in the top bar.
Reference

Role Permissions Reference

Default permissions for each built-in role. Administrators can customise these from Roles & Permissions.

Module / Action Administrator Fee Manager Transport Manager
Dashboard View ✓ ✓ ✓
School Profile Manage ✓ — —
Financial Years — View ✓ — —
Roles — Create / Edit ✓ — —
Users — Create / Edit ✓ — —
Classes — Manage ✓ — —
Students — Register ✓ ✓ —
Students — View ✓ ✓ —
Students — Edit ✓ ✓ —
Students — Delete ✓ — —
Admissions — Manage ✓ ✓ —
Fee Receipts — Issue ✓ ✓ —
Fee Receipts — View ✓ ✓ —
Fee Receipts — Delete ✓ — —
Concessions — Manage ✓ ✓ —
Promote Students ✓ ✓ —
Reports — View ✓ ✓ —
Transport — Manage ✓ — ✓
Transport — Assign ✓ ✓ ✓
FAQ

Frequently Asked Questions

Can a student be in two classes at the same time?
No. Each student has one enrollment per financial year. To change a student's class, edit their enrollment record.
What happens to unpaid fees at year end?
Unpaid fees stay on the old financial year record. They are not automatically carried over. You can still collect them by switching back to the old FY and issuing a receipt.
Can I edit a receipt after it has been issued?
Receipts cannot be edited once issued (by design, for audit integrity). If there is an error, delete the incorrect receipt (requires Administrator permission) and issue a new one.
How do I change my password?
Click your avatar / name in the top-right corner and select Change Password. Enter the current password and the new password.
My transport expense is not showing in reports
Expenses are matched to the financial year via the financial_year_id saved at the time of entry, not by the expense date. If you enter an expense when a different FY is active in your session, it will be saved under that FY. Switch to the correct FY before entering expenses.
Can I use the system offline?
EduCollect+ is a web-based system and requires an internet connection. However, because it runs on your school's XAMPP/local server setup (if self-hosted), it works on your local network even without internet.
Who do I contact for technical support?
Contact the developer: Ravinder Bidla — 9805279489 or ravinderbidla.rb@gmail.com

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