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Admission teams at 1000+ schools across India work on Schoolcanvas
Vael's Group of SchoolsChennai
Holy Mary International SchoolDarbhanga
SEA Group of InstitutionsBangalore
Little Flower H.S.S.Dibrugarh
Don Bosco Public SchoolPatna
Deens Group of SchoolsBangalore
Tashi Namgyal AcademyEast Sikkim
D.B.M.S. English SchoolEast Singhbhum
St. John's Public SchoolChennai
Delhi Public SchoolNumaligarh
Bishop Westcott Boys SchoolRanchi
San Academy Group of SchoolsChennai
Gulmohur High SchoolJamshedpurMost schools don’t lack enquiries. They lose them between the gate and the follow-up.
During admission season, the office is busiest just when parents are making decisions. An enquiry that waits two days for a callback may become an admission at the school down the road. These are the gaps schools face every year, and how Schoolcanvas closes each one on the admission board.
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Enquiries scattered across five places
Walk-ins go into a register, phone calls into notebooks, website forms sit in inboxes, and each branch maintains its own list. With enquiries scattered everywhere, nobody has a clear picture of how many came in that week.
Closed on the board: Enquiry -
Follow-ups that depend on memory
There is no reminder when a parent is due for a call, and no record of what was said last time. When the counsellor is on leave, her enquiries go cold and potential admissions slip through the cracks.
Closed on the board: Follow-up -
Nobody answers at 10 pm on a Sunday
Parents research schools in the evening and at weekends, when the office is closed. A question left unanswered until Monday is a family that has already visited two other schools.
Closed on the board: Enquiry, via the website bot -
Paper forms, photocopies and queues
Parents take leave to collect a form, return with photocopies of birth certificates and stand in line to pay the registration fee. Then the office types it all in again.
Closed on the board: Registered -
Test day crowds and seats on a whiteboard
Slots are fixed by phone, every family arrives at 9 am, and seat counts live on a whiteboard, so counsellors promise seats that were filled yesterday.
Closed on the board: Token / Interview and Admitted -
A paper book at the front gate
Visitors write a name that nobody checks, early exits are approved on a signed slip, and if something happens there is no reliable record of who was on campus.
Closed on the board: The front gate
School admission software in six columns. Watch one family move across.
Admissions and the front office share the same database as the rest of Schoolcanvas. The enquiry becomes the application, the application becomes the student record, and nothing is typed twice. Follow Mrs. Nair, a parent moving to Anna Nagar, through one week of admission season at Green Valley Public School.
Swipe sideways to see all six columns.
Every enquiry lands in one list, even late on a Sunday night.
Walk-ins, phone calls, your website admission form and the admission bot all arrive in the same list, for every office and campus in your group. The bot on your school website answers common questions from parents and records their enquiry at any hour, including the evenings and weekends when your office is closed. Mrs. Nair asks about Grade 1 after the children are asleep, and nobody at the school has to be awake.
- Enquiry captured with source, class and branch
- Website form enquiries never sit in an email inbox
The counsellor’s day starts with a list, not a register.
Priya, the admission counsellor, opens her follow-ups. The bot enquiry from last night is at the top, next to a second call due for an LKG walk-in and one Grade 6 enquiry that is a day overdue. She sends Mrs. Nair a WhatsApp message with the online application link, and the follow-up is recorded against the enquiry, so anyone picking it up can see what was said last.
- Follow-ups by WhatsApp, SMS and app notification
- Every conversation recorded on the enquiry
- ANAnita Nair · Grade 1New · bot
- RVRahul Verma · LKG2nd call
- FBFathima Begum · Grade 6Overdue
Registered from home, with the fee paid online.
Parents fill in the online admission form on your school website, upload documents and pay the registration fee, from home. No printed forms, no photocopies, no queue at the counter, and no one in the office types it in again. Need extra fields? Build your own form with Dynamic Forms.
- 100% online application
- Documents uploaded with the form
- Birth certificate Uploaded
- Address proof Uploaded
- Photograph Uploaded
- Registration fee ₹1,000 Paid · UPI
Thirty-two families, and nobody waits at the gate for an hour.
Schedule admission tests, interviews and parent meetings, and send e-call letters with the date, time, venue and token by WhatsApp, SMS or app. Hall tickets are common in exam software but rare in school ERPs. Families arrive in slots instead of all at once, parents meet the principal in scheduled slots, and the office knows who is next.
- e-Call letters with tokens and time slots
- Tests, interviews and meetings in one schedule
- Ishaan Nair · Grade 1 Interaction
- Saturday, 9:30 am Room 4, Anna Nagar
- Tokens 08–12 9:45 – 10:30 am
- Principal meetings From 11:00 am
Seats update the moment an admission is confirmed.
Seats are recorded class by class and update as admissions are confirmed, so counsellors at every branch stop promising seats that were filled yesterday. Geo-tagged conversion analysis shows where your enquiries come from and which of them become admissions, so you put your outreach, banners and open days where they pay off.
- Class-wise seat availability
- Conversion analysis by area and source
- Anna Nagar · 86 enquiries 41% admitted
- Mogappair · 54 enquiries 33%
- Kilpauk · 37 enquiries 19%
Lead to student record in one click.
When an admission is confirmed, convert the enquiry into a student record. Ishaan’s details, his parents’ details and the documents carry across, so he is ready for fees, attendance and the parent app, and nothing is typed twice.
- No retyping from enquiry to student
- Same database as fees, attendance and the parent app
- Student record GV-2027-0118
- Details and 3 documents Carried across
- Parent app login Sent to Mrs. Nair
- Fee structure Grade 1 · Term 1 ready
One admission season for a school group
Enquiries collected at different offices and campuses are monitored and followed up centrally, with reports for each branch and for the group. Role and permission based access lets you decide who sees which branch.
| Branch | Leads | Admitted |
|---|---|---|
| Anna Nagar | 214 | 54 |
| Velachery | 163 | 39 |
| Tambaram | 109 | 25 |
| Group | 486 | 118 |
Reports management actually asks for
Download enquiry, follow-up, admission and visitor reports whenever they are needed, alongside 500+ ready reports across Schoolcanvas and a builder for your own.
- 8:12 · Courier inward · DTDC · POD 55210 For Principal
- 9:05 · 2 visitors · Purpose: admission visit Counsellor
- 10:30 · Mr. Thomas · appointment Principal
- 11:20 · Staff gate pass · Mr. Das, bank OTP verified
- 11:42 · Meera Iyer, V-A · early leave OTP verified
Know who is on campus, at all times.
The front office is a school’s first line of safety. Schoolcanvas visitor management for schools records every visitor, verifies every early exit with an OTP gate pass and keeps appointments and couriers in order, so you have a clear record if it is ever needed.
An ordinary morning, 8:10 am. A courier arrives for the principal and is logged with its POD number. Two parents walk in for an admission visit and are entered with their mobile number, purpose and whom they are meeting. Mr. Thomas arrives for his 10:30 appointment. A teacher steps out to the bank and a Class V student leaves early with her mother, both on OTP-verified gate passes.
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A digital visitor log
Name, mobile number with country code, address, purpose, whom they are meeting and the number of visitors, recorded at the gate. Today’s count shows on the dashboard.
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OTP-verified gate passes
Students leaving early and staff going out during the day get a gate pass verified by OTP, and every pass is recorded for reports.
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Appointments without double-booking
Meetings with the principal, management and staff are booked in advance, and the calendar stops two parents being given the same slot. When the visitor arrives, the gate entry is linked to the appointment.
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A courier register that answers “did it arrive?”
Inward and outward parcels and documents are logged on behalf of staff or students, with the courier company, POD number, amount and attachments. Date-wise visitor reports show who visited and whom they met.
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A visitor app for the gate
Security staff can record visitors on Schoolcanvas Lite, the visitor management app for Android and iOS.
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Supports school safety guidelines
Supports controlled entry and visitor record-keeping in line with school safety guidance, including the NCPCR’s Manual on Safety and Security of Children in Schools.
Everyone in admission season gets what they need.
Owners want seats filled, counsellors want nothing to slip, principals want a calm and safe front office, and parents want a simple start. One system serves all of them.
Fill seats, and know exactly why.
See every enquiry, follow-up and admission across all branches, live, without waiting for each campus to send a spreadsheet. Seat availability and geo-tagged conversion analysis tell you where to spend your outreach budget next season.
Book a demo for your roleBefore
- Each branch reports enquiries in its own format
- No idea which areas or sources convert
- Seat position known only when someone counts
With Schoolcanvas
- One live admission board for the whole group
- Conversion analysis by area and source
- Class-wise seats, updated as admissions confirm
Never lose track of a parent.
Every enquiry you own, from the bot, the website, the phone and the front desk, is in one list with its history and next follow-up. Send updates on WhatsApp, SMS or the app, and issue e-call letters and tokens without a single phone call.
Book a demo for your roleBefore
- Enquiries spread across registers and notebooks
- Calling every family to fix a test slot
- Typing each confirmed admission in again
With Schoolcanvas
- One list with follow-up reminders
- e-Call letters and tokens sent in a few clicks
- Lead to student record in one click
A safer, calmer front office.
Know who is on campus and why. Every visitor is logged, every early exit is OTP-verified, your appointments are scheduled without double-booking, and test and interview days run to a timetable.
Book a demo for your roleBefore
- A paper visitor book nobody checks
- Early exits approved on a signed slip
- Parents waiting outside your office unannounced
With Schoolcanvas
- Digital visitor log with date-wise reports
- OTP-verified student and staff gate passes
- Appointments booked in advance and linked to entry
Less paperwork at the desk.
Record visitors in seconds, issue gate passes, log couriers with their POD numbers and check the appointment calendar, all from one screen or the visitor app at the gate.
Book a demo for your roleBefore
- Registers for visitors, couriers and passes
- Searching old pages for a parcel
- Phone calls to check whether a visitor is expected
With Schoolcanvas
- One screen for every front-desk task
- Courier register with POD number and reports
- Scheduled visitors visible at entry
A smooth start with the school.
Ask questions on the school website at any hour, apply from home, upload documents, pay the registration fee online and arrive on test day with a token and a time.
Book a demo for your roleBefore
- Taking leave to collect a printed form
- Photocopies and queues at the counter
- Waiting for hours on interview day
With Schoolcanvas
- Answers from the website bot, day or night
- Apply, upload documents and pay online
- An e-call letter with a token and a time slot
What changes in admission season.
Registers and spreadsheets cost nothing to start, and a generic CRM can track leads. Neither carries a family from enquiry to student record, or looks after the front gate.
| Schoolcanvas | Registers & Excel | Generic sales CRM | |
|---|---|---|---|
| Every enquiry and branch in one list | ✓ Walk-in, phone, website and bot | ✕ Separate registers per office | ✓ Leads in one place |
| Answers parents outside office hours | ✓ Admission bot on your website | ✕ Not until Monday | Depends on add-ons |
| Follow-ups recorded | ✓ WhatsApp, SMS and app, with history | ✕ Depends on memory | ✓ Yes |
| Online application with documents and fee | ✓ End to end | ✕ Paper forms and counter | ✕ Needs a separate form and gateway |
| Entrance tests, e-call letters and tokens | ✓ Built in | ✕ Phone calls | ✕ Not built for schools |
| Class-wise seat availability | ✓ Updates as admissions confirm | ✕ Whiteboard | ✕ Not built for schools |
| Conversion analysis by area | ✓ Geo-tagged | ✕ Manual counting | Usually by source only |
| Confirmed lead becomes a student record | ✓ One click, no retyping | ✕ Typed in again | ✕ Exported and re-imported |
| Visitor log and OTP gate passes | ✓ Included | ✕ Paper book and slips | ✕ Not included |
| Connected to fees, attendance and the parent app | ✓ Same database | ✕ No | ✕ No |
Set up before admissions open, live in 7 days.
If your data is ready, we guarantee a go-live in 7 days. Some schools have gone live in just 2. We also migrate your existing enquiry lists and student data for free.
We map your admission process
Classes, seats per class, branches, admission form fields, test and interview rounds, and who follows up which enquiries.
We move your data, free
Open enquiries and student data imported from Excel or your old software, and the admission form and bot connected to your website.
Your team is trained
Hands-on sessions for counsellors, the front office and security staff, online or at your school.
Admissions go live
Enquiries flow into one list, parents apply online, and support is 5 minutes away during support hours, Monday to Saturday.
Admission season already under way?
We can bring your current enquiry registers and spreadsheets across, so counsellors carry on from where they are, with ongoing migration support.
Admissions and front office, your questions answered.
What does school admission software do?
It keeps the whole admission season in one place: enquiries from every source and branch, follow-ups by WhatsApp, SMS and app notification, the online application with documents and registration fee, entrance tests with e-call letters and tokens, class-wise seats, and the step that turns a confirmed admission into a student record without retyping. In Schoolcanvas it shares one database with fees, attendance and the parent app.
Can enquiries from our school website come in automatically?
Yes. The admission form on your school website is linked to Schoolcanvas, so website enquiries arrive in the same list as walk-ins, phone calls and branch enquiries. Nothing needs to be forwarded from an email inbox.
What does the admission bot do?
The admission bot sits on your school website, answers common questions from parents and records their enquiry at any hour, including evenings and weekends. Each conversation is added to your admissions list so a counsellor can follow it up.
Can the front desk add walk-in and phone enquiries too?
Yes. Enquiries taken at the front desk, over the phone or at any branch office are entered into the same list, so every enquiry has one record and one follow-up history, wherever it started.
How do counsellors follow up with parents?
Counsellors send updates and reminders by WhatsApp, SMS and app notification, and each follow-up is recorded against the enquiry, so anyone picking it up can see what was said last.
Can we put an online admission form for our school on our website?
Yes. The online admission form is linked to your school website. Parents fill it in, upload documents and pay the registration fee online, and each application reaches the same admissions list as walk-in and phone enquiries.
Can parents complete the whole admission online?
Yes. Parents fill in the application, upload documents and pay the registration fee online, without visiting the school. Payments go through integrated gateways such as Razorpay, Cashfree, CCAvenue and BillDesk, with UPI supported.
Can we run entrance tests, interviews and parent meetings?
Yes. Schedule admission tests, interviews and admission meetings, send e-call letters, and issue tokens so families know when to arrive and in what order they will be seen.
Can we use our own application form?
Yes. The online form follows your school’s fields, and with Dynamic Forms you can build additional forms for a new campus, stream or programme without waiting for development.
Does admission data go into the student record?
Yes. When an admission is confirmed, you convert the enquiry into a student record in one click. Everything the parent entered carries across, so the student is ready for fees, attendance and the parent app without retyping.
Can we manage admissions for several branches?
Yes. Enquiries from every office and branch are monitored and followed up centrally, with reports for each branch and for the whole group. Role and permission based access lets you decide who sees which branch.
How does seat availability work?
You record seats class by class, and availability updates as admissions are confirmed, so counsellors and management always see how many seats are left.
Can we see which areas and sources bring admissions?
Yes. Geo-tagged conversion analysis shows how enquiries turn into admissions by location, and enquiry, follow-up and admission reports can be downloaded whenever management needs them.
Is there a visitor management system for schools in Schoolcanvas?
Yes. The front office keeps a digital visitor log, issues OTP-verified gate passes for students and staff, books appointments and records couriers. Security staff can log visitors at the gate on Schoolcanvas Lite, the visitor management app for Android and iOS, and today’s visitor count shows on the dashboard.
How does the OTP gate pass work?
When a student leaves early or a staff member goes out during the day, a gate pass is created and verified by OTP. Every pass is recorded, so you have a report of who left, when and why.
What does the visitor log record?
Each visitor’s name, mobile number with country code, address, purpose of visit, whom they are meeting and the number of people with them. Today’s visitor count shows on the dashboard, and date-wise visitor reports are available.
Does it help with school safety guidelines?
It supports the controlled entry and visitor records that school safety guidelines recommend, through the visitor log, OTP-verified gate passes and appointment records. Your school’s own safety policies and procedures still apply.
Guides for this suite
Plug in the rest of your school.
Every Schoolcanvas suite shares one student record. Add another and it simply plugs in.
- Student ManagementAdmitted students become complete, lifelong records with attendance and certificates.Explore →
- CommunicationFollow-ups and announcements by app, WhatsApp and SMS, in your parents’ language.Explore →
- FinanceRegistration and term fees collected online, with fee structures ready from day one.Explore →
- Add-on ModulesDynamic Forms, multi-school management and your school website.Explore →
See your admission season on Schoolcanvas.
A 45-minute walkthrough of enquiries, the website bot, online admission, test scheduling and the front office, tailored to your school or group. We will call you within 4 working hours to fix a time.
Your free demo can cover
- Your own data, formats and processes
- The modules you need, from admissions to fees
- The apps for parents, teachers and staff
- Assist, the AI LMS for your teachers
- A setup plan and a quote for your school
- Call back in 4 working hours
- Free data migration
- 1-month free trial
Book my free demo
Takes 30 seconds. No commitment.
How many enquiries did you lose last season?
Mon–Fri 9 am – 6 pm · Sat 9 am – 4 pm