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FEATURES CORE MODULES.jpeg

Core Modules

ScholaSoftware integrates all essential functions into 18 core modules, ensuring seamless management of school operations. Each module is designed to centralize data, automate workflows, and provide actionable insights, enabling schools to focus on delivering quality education.

1. Customers Module

The Customers Module is the backbone for managing comprehensive information about students and their families. It centralizes student records, improves accessibility, and enhances parent engagement through secure portals.

Customers icon

Key Features:

  • Student Management:

    • Create and manage detailed student profiles, including personal information, social media contacts, and academic progress.

    • Assign unique usernames and passwords for parents to access the portal.

    • Generate printable reports or PDF files of student profiles for official purposes.

  • Parent Engagement:

    • Store parent details, including contact information, for seamless communication.

    • Enable real-time updates on student attendance, grades, and performance.

  • Academic Tracking:

    • Display class schedules, canceled classes, and makeup sessions.

    • Provide progress reports with teacher comments in PDF format.

    • Maintain a comprehensive record of certifications and downloadable files.

  • Transaction Tracking:

    • Monitor course fees, payment plans, and transaction histories.

    • Provide detailed receipts and payment updates for parents.
       

Benefits:

  • Centralized student and parent records streamline administrative processes.

  • Automated updates reduce manual errors and improve communication.

  • Progress reports and certification management enhance transparency.

  • Accessible parent portal fosters trust and engagement in the educational process.

2. Transactions Module

The Transactions Module simplifies financial processes, ensuring transparency and accuracy in handling fees, payments, and related transactions. It enables schools to manage course fees, payment plans, and receipts seamlessly, reducing administrative burdens.

Transactions icon

Key Features:

  1. Fee Management:

    • Link transactions to specific students, courses, and payment plans.

    • Adjust course fees dynamically, allowing for custom discounts or additional charges.

    • Monitor pending and completed payments in real time.

  2. Payment Plans:

    • Create up to 10-part payment plans tailored to individual student needs.

    • Automate the calculation of installment amounts and due dates.

    • Provide flexibility in choosing payment methods, including bank transfers and QR codes.

  3. Quotation and Receipt Management:

    • Generate professional quotations that can be printed, emailed, or downloaded as PDFs.

    • Convert quotations into receipts once payments are confirmed.

    • Issue receipts with a single click and store them for future reference.

  4. Credit Notes:

    • Issue credit notes linked to specific receipts for refunds or adjustments.

    • Track the usage of credit notes in subsequent transactions.

  5. Real-Time Reporting:

    • Track financial transactions via an intuitive dashboard.

    • Access detailed summaries for each student or course to ensure accurate financial records.
       

Benefits:

  • Streamlines fee collection and reduces errors in payment processing.

  • Offers flexibility for parents through customizable payment plans.

  • Improves financial transparency with detailed reporting and receipt tracking.

  • Enhances parent satisfaction with professional, timely documentation.
     

Use Case:
A school administrator handling fee collection manually struggles with delayed payments and inconsistent records. With ScholaSoftware’s Transactions Module:

  • Parents receive automated reminders about payment due dates.

  • Fees are split into manageable installments with clear schedules.

  • Administrators track payments in real time, ensuring financial accountability.

  • Receipt generation and sharing are completed instantly, saving time.

3. Suppliers Module

The Suppliers Module manages supplier relationships and streamlines procurement processes. This module ensures efficient tracking of vendors, purchase orders, and inventory, enabling schools to maintain seamless operations with minimal disruptions.

Suppliers icon

Key Features:

  1. Supplier Management:

    • Create and maintain a comprehensive database of suppliers, including contact details, payment terms, and assigned supplier codes.

    • Differentiate between internal and shared suppliers (e.g., from a head office or franchise network).

  2. Purchase Order Management:

    • Generate purchase orders linked to specific suppliers with detailed information on items, quantities, and costs.

    • Include payment terms, expected delivery dates, and order statuses for tracking.

  3. Approval Workflow:

    • Automate purchase approvals with email notifications sent to designated approvers.

    • Track the status of purchase requests—approved, rejected, or pending.

  4. Expense Categorization:

    • Assign expense categories (e.g., tangible assets, intangible assets) for each purchase, ensuring accurate financial tracking.

    • Automatically link categorized expenses to the Finance Module for reporting.

  5. Currency and Exchange Rate Support:

    • Handle transactions in multiple currencies by specifying exchange rates during purchase order creation.

    • Adjust calculations to reflect the school’s default currency for consistent reporting.

  6. Stock Updates:

    • Automatically update stock levels for purchased items upon delivery confirmation.

    • Maintain a clear record of inventory linked to suppliers for easy reordering.
       

Benefits:

  • Simplifies supplier management by centralizing vendor information.

  • Reduces manual errors through automated workflows for purchase approvals and expense tracking.

  • Enhances transparency with detailed purchase records and real-time status updates.

  • Supports financial accuracy with integrated expense categorization and currency management.
     

Use Case:
A school frequently orders teaching supplies and materials from multiple vendors but struggles with delays and miscommunication. With ScholaSoftware’s Suppliers Module:

  • Vendor details are stored in one place, making it easy to track orders.

  • Approval workflows ensure timely processing of purchase requests.

  • Stock levels update automatically upon delivery, ensuring supplies are always available.

  • Financial records are updated in real time, linking expenses to budgets and reports.

4. Purchases Module

The Purchases Module simplifies procurement processes by managing purchase orders, tracking expenses, and ensuring seamless coordination with suppliers. It streamlines the end-to-end purchasing workflow, enhancing operational efficiency and financial accuracy.

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Key Features:

  1. Purchase Request Creation:

    • Generate purchase requests with detailed item descriptions, quantities, and pricing.

    • Include expected delivery dates, due dates, and payment terms for accurate planning.

  2. Purchase Order Management:

    • Convert approved purchase requests into formal purchase orders with a single click.

    • Include supplier details, order terms, and itemized lists for clarity.

  3. Approval Workflow:

    • Set up automated approval workflows for purchase orders.

    • Notify approvers via email and track the approval status in real time.

  4. Expense Categorization and Integration:

    • Link purchases to specific expense categories (e.g., operating costs, assets).

    • Automatically update the Finance Module with purchase data for accurate reporting.

  5. Currency and Exchange Rate Management:

    • Handle multi-currency transactions by defining exchange rates for non-local purchases.

    • Ensure accurate conversion and consistent reporting in the school’s default currency.

  6. Stock and Asset Updates:

    • Automatically update stock levels or register new tangible and intangible assets after purchase completion.

    • Track items from purchase to delivery for better inventory and asset management.

  7. Payment Tracking and Status Updates:

    • Record payments against purchase orders and mark them as completed in the system.

    • Generate receipts or payment confirmations for internal tracking.

  8. PDF Generation and Documentation:

    • Create professional PDF purchase orders for record-keeping or supplier sharing.

    • Maintain a searchable archive of all past purchases.
       

Benefits:

  • Ensures transparency and accountability in procurement processes.

  • Saves time with automated workflows and integrated expense tracking.

  • Enhances budget management with real-time financial updates.

  • Reduces operational delays by tracking purchase requests and approvals.

  • Strengthens supplier relationships through clear and efficient communication.
     

Use Case:
A school administrator frequently purchases books, classroom materials, and equipment but struggles to coordinate approvals and track deliveries. With ScholaSoftware’s Purchases Module:

  • Purchase requests are submitted with all relevant details, eliminating confusion.

  • Automated workflows notify approvers and expedite decision-making.

  • Approved purchases are tracked from order placement to delivery.

  • Expenses are categorized and linked to the Finance Module for accurate budgeting and reporting.

5. Human Resources Module

The Human Resources (HR) Module manages employee information, payroll, and work schedules while streamlining administrative tasks related to staff management. This module ensures efficient HR operations and accurate record-keeping, empowering schools to focus on academic excellence.

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Key Features:

  1. Employee Management:

    • Maintain detailed profiles for each employee, including personal information, emergency contacts, and employment history.

    • Manage contracts, positions, salaries, and employee status (e.g., full-time, part-time, or on probation).

  2. Leave and Attendance Management:

    • Track employee leave balances and record approved absences on a visual calendar.

    • Categorize leave types (e.g., annual leave, sick leave) and automate leave request approvals.

  3. Payroll Processing (Pay Slips):

    • Generate monthly pay slips with accurate calculations for salaries, bonuses, and deductions.

    • Customize income and outcome items (e.g., overtime pay, tax deductions) for each employee.

    • Automatically generate PDF pay slips for printing or sharing.

  4. Part-Timer Work Tracking:

    • Record work hours for part-time employees, including date, hours worked, and project details.

    • Integrate part-time hours directly into payroll calculations.

  5. Employee Performance Tracking:

    • Store data related to performance evaluations, professional development, and training.

    • Track key metrics to identify areas for growth and reward top performers.

  6. Automated Reporting:

    • Generate reports on employee demographics, payroll summaries, and leave balances.

    • Use visual dashboards to monitor workforce trends and HR metrics.
       

Benefits:

  • Centralizes employee data, reducing paperwork and manual record-keeping.

  • Enhances payroll accuracy with automated calculations and integration with attendance records.

  • Improves HR efficiency by automating leave approvals and performance tracking.

  • Provides actionable insights into workforce trends and employee performance.

  • Increases transparency with detailed, accessible employee records and pay slips.
     

Use Case:
A school’s HR department struggles with managing part-time work hours, tracking leave requests, and calculating payroll manually. With ScholaSoftware’s Human Resources Module:

  • Employee profiles are updated automatically with work history, leave balances, and attendance records.

  • Payroll processing is streamlined, generating pay slips in minutes with accurate calculations.

  • Leave requests are handled through automated workflows, reducing delays and errors.

  • Part-time hours are seamlessly integrated into monthly payroll summaries.

6. Finance Module

The Finance Module provides a comprehensive system for managing school finances, including budgeting, cash flow, profit and loss tracking, and expense monitoring. This module ensures financial transparency and helps administrators make data-driven decisions to optimize resources.

Finance icon

Key Features:

  1. Profit and Loss Tracking:

    • Monitor income from tuition fees, product sales, and other revenue streams.

    • Track operating and non-operating expenses, such as salaries, purchases, and utilities.

    • Generate net income reports to assess financial performance.

  2. Budgeting and Sales Targets:

    • Set monthly or yearly sales targets for courses, books, and other offerings.

    • Track progress toward targets in real time through dynamic dashboards.

  3. Cash Flow Management:

    • Visualize monthly cash flow, including completed transactions and pending payments.

    • Forecast income and expenses to maintain a balanced financial position.

  4. Expense Categorization:

    • Assign expenses to specific categories (e.g., payroll, utilities, or supplies).

    • Link categorized expenses to the Finance Module for accurate reporting and analysis.

  5. Asset Management:

    • Maintain records of tangible and intangible assets, including their acquisition costs and depreciation schedules.

    • Automatically update the asset list when purchases are completed.

  6. Financial Reporting:

    • Generate detailed financial reports, including income statements, expense breakdowns, and balance sheets.

    • Export reports in various formats for sharing with stakeholders.

  7. Payment and Transaction Management:

    • Integrate with the Transactions Module to track tuition payments, refunds, and outstanding balances.

    • Automate payment notifications and confirmations to ensure timely collections.

  8. Multi-Currency Support:

    • Handle transactions in multiple currencies with real-time exchange rate adjustments.

    • Ensure consistency in reporting by converting amounts to the default currency.
       

Benefits:

  • Simplifies financial management with automated processes and centralized tracking.

  • Enhances transparency with detailed reporting and real-time financial insights.

  • Improves budget planning by linking sales targets to cash flow and expenses.

  • Reduces manual errors through automation and integration with other modules.

  • Supports scalability with robust tools for managing assets and multi-currency transactions.
     

Use Case:
A school administrator managing finances manually struggles with tracking cash flow, payments, and expenses. With ScholaSoftware’s Finance Module:

  • Tuition payments and outstanding balances are tracked in real time, reducing delays.

  • Monthly cash flow and expense reports are generated automatically, improving decision-making.

  • Asset depreciation schedules are maintained accurately, ensuring compliance and transparency.

  • Multi-currency transactions are converted automatically, simplifying reporting for international operations.

7. Schedule Module

The Schedule Module streamlines the management of class schedules for teachers and students, ensuring efficient time management and resource allocation. This module allows for flexible scheduling, conflict resolution, and real-time updates, enabling schools to operate seamlessly.

Schedule icon

Key Features:

  1. Class Scheduling:

    • Create schedules for individual or group classes with start and end dates.

    • Assign courses to specific teachers and students, ensuring optimal class sizes.

  2. Repetition Options:

    • Automate recurring schedules with daily, weekly, or custom repetition options.

    • Add makeup sessions for canceled classes, maintaining continuity in lessons.

  3. Conflict Management:

    • Detect and resolve scheduling conflicts for classrooms, teachers, or students.

    • Ensure resources are used effectively with alerts for overlapping schedules.

  4. Customizable Calendar Views:

    • View schedules by day, week, or month for comprehensive planning.

    • Customize the calendar’s appearance with color-coded events for easy navigation.

  5. Student and Teacher Integration:

    • Link schedules to teacher and student profiles, ensuring accurate attendance tracking.

    • Provide students and parents with access to schedules via the portal.

  6. Notifications and Updates:

    • Send automatic notifications for schedule changes, class cancellations, or new events.

    • Enable teachers and students to receive updates through their portals or via email.

  7. Printable and Digital Formats:

    • Export schedules as PDF files or print friendly views for distribution.

    • Ensure accessibility by syncing schedules with external calendars (optional).
       

Benefits:

  • Reduces administrative burden with automated scheduling and conflict resolution.

  • Enhances student and teacher experience with real-time updates and clear communication.

  • Improves resource utilization by optimizing class assignments and room usage.

  • Ensures flexibility with recurring schedules and quick adjustments for changes.

  • Increases transparency by linking schedules to student and teacher profiles.
     

Use Case:
A school administrator manually creates class schedules, leading to frequent conflicts and last-minute changes. With ScholaSoftware’s Schedule Module:

  • Teachers and students are assigned automatically, avoiding double bookings.

  • Parents are notified of changes immediately via the portal, ensuring smooth communication.

  • Makeup classes are added efficiently, keeping the academic calendar on track.

  • Schedules are exported as PDFs and shared with staff for quick reference.

8. Dashboard Module

The Dashboard Module provides a centralized, real-time summary of school operations. This module offers key performance indicators (KPIs), visual analytics, and actionable insights to help administrators make informed decisions efficiently.

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Key Features:

  1. Comprehensive Summary View:

    • Display key metrics such as income, expenses, student enrollment, and teacher performance in one place.

    • Include quick links to related modules for deeper analysis.

  2. Visual Analytics:

    • Generate pie charts, bar graphs, and line charts to visualize data trends, including:

      • Monthly and weekly income evolution.

      • Student demographics and group distributions.

      • Teacher performance metrics.

    • Customize the visualizations to focus on specific metrics.

  3. Real-Time Updates:

    • Access real-time data on financial status, attendance, and academic progress.

    • Monitor live changes to ensure accurate and up-to-date insights.

  4. Performance Tracking:

    • Measure progress against financial and operational targets (e.g., sales goals, attendance rates).

    • Compare historical data to identify trends and adjust strategies.

  5. Event and Task Monitoring:

    • Track upcoming events, deadlines, and pending tasks directly from the dashboard.

    • Set automated reminders for critical activities.

  6. Role-Based Access:

    • Customize dashboard views based on user roles (e.g., administrators, teachers, parents).

    • Ensure relevant data is visible to each user while protecting sensitive information.

  7. Exportable Reports:

    • Export data summaries and visualizations in multiple formats (e.g., PDF, Excel) for sharing with stakeholders.

    • Simplify reporting with pre-configured templates for board meetings or management reviews.
       

Benefits:

  • Centralizes data from multiple modules, offering a holistic view of school performance.

  • Saves time by providing actionable insights in an easy-to-digest format.

  • Enhances decision-making with real-time analytics and historical comparisons.

  • Improves efficiency by consolidating task tracking, performance monitoring, and reporting in one place.

  • Increases transparency with user-specific dashboards tailored to individual roles.
     

Use Case:
A school administrator spends significant time compiling data from various sources to create performance reports. With ScholaSoftware’s Dashboard Module:

  • Financial, academic, and operational data are displayed in real-time on a single screen.

  • Visual analytics highlight key trends, such as enrollment growth or income fluctuations.

  • Reports are exported instantly, saving hours of manual work and improving data accuracy.

  • Role-based access ensures that teachers see only their relevant data, while administrators view the full picture.

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