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Student Management System for every student’s story.

A student management system that keeps profiles, attendance, certificates, TCs and reports for every student in one secure record, giving the office, class teachers, principal and parents a single source of information. It starts on admission day and stays with the student through every school year, and long after they leave.

Book a free demoStart 1-month free trial
  • Certificates in your own format
  • Attendance in the teacher app
  • Free data migration
  • 9 lakh+students, one
    record each
  • 1.5M+parents on the
    parent app
  • 500+ready reports, plus
    a report builder
  • UDISE+ & APAARintegrated with your
    student data
  • 7 daysto go live, records
    moved free

Student records for 1000+ schools are managed on Schoolcanvas

All Saints Diocesan H.S. SchoolShillongMount Litera Zee SchoolPatnaDelhi Public SchoolNumaligarhD.B.M.S. English SchoolEast SinghbhumPole Star SchoolMadhubaniBishop Westcott Girls School, DorandaRanchiRockvale AcademyKalimpongPrabhat Tara SchoolMuzaffarpurMCC Public SchoolChennaiSt. Paul's Group of SchoolsHajipurSan Academy Group of SchoolsChennaiJusco Group of SchoolsJamtaraSt. John's Public SchoolChennai
Sound familiar?

Student records shouldn’t live in six different places.

In most schools, a student’s details sit across the admission form, class register, Excel sheets, fee records and cupboards full of files. Each copy can be slightly different, and the right information is rarely at hand when a parent, inspector or principal asks for it.

Students with school bags walking down the school corridor, every one of them a record the office keeps
6Places the same student’s details are kept, and none of them agree.
  • Admission form + 3 registers

    The same details, copied everywhere

    A change of address or phone number gets updated in one register and missed in three others, so nobody is sure which version is correct.

  • Class register

    Registers totalled by hand

    Teachers call the roll every morning, then spend the end of every month adding up attendance and working out percentages.

  • Phone call list

    Parents find out about short attendance too late

    A student’s attendance falls short, but parents may only find out at the next PTM, or when it is too late to take corrective action.

  • Record room

    A TC means a morning in the record room

    A former student needs a certificate. Someone digs out an old file, retypes the details and hopes the dates match.

  • Excel sheet

    Reports that take days to compile

    Strength by class, category-wise counts, UDISE+ figures: every request from management or an inspector means another round of counting and compiling data.

  • Cupboard file

    Gaps you only find when it matters

    The blood group, the second contact number or the birth certificate is missing on exactly the day you need it.

One student, one file

From admission day to transfer certificate, one file that never goes missing.

Follow Diya Sharma through seven years at Green Valley Public School. Each stage adds a page to the same record, and each module on this page writes into it. Nothing is typed twice.

Student file · Diya Sharma Adm. no. GV/2019/0388 · Anna Nagar campus · Class I-C (2019) to VIII-C (2026)
TC issued 2026

Stage 01 · Admission day

Enrolled in the morning, on every list by lunch.

Diya’s parents apply online and pay the registration fee through the admissions module. Once the office confirms her seat, the enquiry becomes a student record in one click. Her details, documents and photo are already there, so nothing needs to be entered twice.

  • Enquiry converted to a student record, no retypingAdmissions
  • Personal and family details, documents and photoStudent information
  • “What is missing” flags any detail still to be filled inStudent dashboard

Stage 02 · Class, section and house

One record, and she is on every list at once.

Diya gets her admission number, class, section, roll number and house, and is linked to her brother in Class IV. In the same moment she appears on the class list, the attendance sheet and the fee roll, and her parents get their login for the parent app and the web.

  • Siblings linked, house and roll number setStudent information
  • Parent and student login on the web and the appParent login
  • Class teachers see their own class; the office sees what it needsRole-based access
  • Student ID cards printed in bulk from the recordID Card add-on

Stage 03 · Every school day

Attendance in moments. Her parents know before assembly ends.

Every staff member has the Schoolcanvas mobile app. The class teacher taps only the children who are absent or late; everyone else is already marked present. The moment she submits, Diya’s parents get an absence alert on the app, by SMS or on WhatsApp, in the language they chose. At month-end, there is nothing to total: attendance percentages are calculated automatically.

  • Teacher app, no hardware; biometric or RFID if you preferAttendance
  • Alerts in English, Hindi or the family’s regional languageParent alerts
  • Monthly and yearly percentages, carried onto the report cardReports

Stage 04 · Health and the infirmary

A fever in Class VI. Her parents hear from the school, not from Diya at 4 pm.

Diya’s health details sit on the same record as everything else, so the school nurse is never hunting for a blood group. With the Infirmary add-on, each visit, the symptoms, the treatment given and her medical history are recorded, and her parents get an update in the app straight away.

  • Health details and blood group on the profileStudent information
  • Visits, symptoms, treatment and medical historyInfirmary add-on
  • Health visible to parents in the parent appParent login

Stage 05 · Year end, seven times

Every class promoted in one go. Her record moves up with her.

When the year closes, the office promotes whole classes at once with the bulk promotion tool, instead of moving students one by one. Diya’s profile, documents and history carry over to the new class and section, and her class teacher opens the new session to find the list ready in the app.

  • Bulk promotion for all classes at onceStudent information
  • Profiles, documents and full history carried forwardStudent information
  • APAAR ID linked; UDISE+ figures from the same recordGovernment data

Stage 06 · Certificates, then the transfer certificate

Her family moves city. Her TC is ready before they leave the office.

Every certificate Diya needed along the way, from a bonafide certificate to a study certificate, came out in the school’s own format, filled in from her record. When her family relocates, the office issues her TC in minutes, with approval and deactivation built in. The dates, class and conduct match what the school has on file.

  • Every certificate type fully customisable: letterhead, wording, layout, signaturesCertificates
  • TC with principal approval and student deactivationTransfer certificate
  • Bonafide, character, conduct, study certificate, transcript or your own typeCertificates
After the TC

Left years ago. Their file is still here.

Students who leave have their student file deactivated, not deleted, and Class XII leavers move to the alumni list. So when Rahul Menon, who left Green Valley in 2016, needs a copy of his transfer certificate for a university application, the office searches his name, opens his alumni record and generates the TC in the school’s own format. No record room, no retyping, no second visit.

  • Records of past students stay searchable
  • Alumni register and stay in touch with the school
  • Certificates issued years after a student leaves
Inside this suite

One student management system, seven modules, one record.

Seven connected modules share one student record, from admission to alumni. Enter a detail once and it appears wherever it is needed: in the class list, on the report card, in the certificate and in the parent app.

  1. 01

    Student information system

    In Diya’s file: stages 01, 02, 05

    The student information system at the centre of the suite: a complete digital profile for every student, with personal and family details, siblings, house, health, documents and photo, with attendance, marks, fees and certificates on the same record. Search any student, past or present, by name, class, admission number or a dozen other fields.

    Documents and photoSiblings linkedAdvanced searchBulk promotionFull history
  2. 02

    Student attendance app

    In Diya’s file: stage 03

    The Schoolcanvas teacher app is also your student attendance app: class teachers mark only absentees and late-comers, and parents are alerted the same day. Monthly and yearly percentages calculate themselves, and biometric or RFID devices can take over if you prefer.

  3. 03

    Certificates and transcripts

    In Diya’s file: stage 06

    Design every certificate your school issues in your own format, with your letterhead, wording, layout and signatures. Each one is filled in from the student’s record, so nothing is retyped. Schools tell us it is one of the features they value most.

  4. 04

    Transfer certificate (TC)

    In Diya’s file: stage 06

    Issue a TC in minutes, with approval and deactivation built in. The details come from the record, so the dates, class and conduct match what the school has on file.

  5. 05

    Student dashboard and reports

    See the dashboard below

    Live strength, growth and data-quality analytics, plus a full library of student reports ready to print or export. Schoolcanvas has 500+ reports across all modules, and a report builder for anything else.

  6. 06

    Alumni management

    In the file: after the TC

    Former students register as alumni and their school record stays intact, so you can stay in touch and still issue certificates years after they leave.

  7. 07

    Parent and student login

    In Diya’s file: stages 02, 04

    On the web and the app, parents and students see attendance, report cards, fees, library, activity, discipline and health, read school news and downloads, and write to the class teacher.

The student dashboard

Every file counted, checked and ready for inspection.

A student system is judged by the everyday jobs: finding a missing phone number, answering a question from management, or responding to a request from the inspection team. Here is what the office sees at Green Valley Public School, and what each part does.

  1. 1

    A “What is missing” panel

    The student dashboard lists the details still to be filled in, such as blood group, documents or contact numbers, so records are complete before anyone needs them.

  2. 2

    500+ ready reports, and a builder for the rest

    When the inspection team asks for numbers, the office can generate the report immediately. Strength by class and gender, category-wise and community-wise counts, house lists and sibling details are available to print or export in seconds. Need something different? Build it yourself.

  3. 3

    Ready for UDISE+ and APAAR

    Schoolcanvas is integrated with UDISE+ and APAAR, so the student data already maintained by the school can support government submissions instead of being collected and entered all over again.

  4. 4

    Every branch, one view

    School groups see student strength and records for every campus from a single login, with combined and campus-wise reports.

  5. 5

    Each person sees only what they should

    Access is set by role. A class teacher sees their own class, the office sees what it needs, and management sees everything. Your student data always belongs to your school.

Ready student reports include Strength analysisClass countBatch-wise countStream-wiseSibling reportDeactivated studentsBlood groupReligionCasteCommunityHouse-wiseAdvanced searchPrint login IDsApp-block reportCall records+ Report builder for your own
For every role

One student record, five people who rely on it.

The owner wants the real numbers, the principal wants early warnings, the office wants paperwork done, the teacher wants time back and the parent wants to know. One record serves all five.

Know your school's real numbers.

See total strength and year-on-year growth, admissions against withdrawals month by month, and every branch in one view, without waiting for someone to compile a report.

Book a demo for your role

Before

  • Strength figures arrive once a term, if asked
  • Withdrawals noticed only when fees drop
  • Each branch counts in its own format

With Schoolcanvas

  • Live strength and growth on the dashboard
  • Month-wise admissions and withdrawals
  • Every campus in one login, with combined reports
Getting started

Set up student records in four simple steps.

If your data is ready, we guarantee you will be live in 7 days, and some schools have done it in 2. Your existing student records come across for free.

  1. Step 1: We bring your data across

    Student records from Excel or your old software are imported for free and checked with you.

  2. Step 2: Set it up your way

    Classes, sections, houses, fields and every certificate format, matched to your school.

  3. Step 3: Train your team

    Office staff and class teachers learn it in short sessions, online or at your school.

  4. Step 4: Go live

    Teachers take attendance in the app, parents get their login, and records stay current every day.

Moving from registers, Excel or another school ERP?We migrate student profiles, parent details and history at no cost, with ongoing migration support and a dedicated account manager.
Talk to our team
Before and after

What changes when records move to Schoolcanvas.

SchoolcanvasRegisters and ExcelBasic student database
Student details✓ One record, updated once, used everywhere✕ Copied across registers and filesSeparate from fees and exams
Daily attendance✓ Teacher app, biometric or RFID✕ Roll call and month-end totalsEntered at the office
Absence alerts✓ Same day, in the parent's language✕ Found out at the PTM✕ Phone calls, when there is time
Certificates and TC✓ Every type, in your own format, in minutes✕ Typed by hand each timeFixed templates
Records of past students✓ Searchable and ready for certificates✕ Somewhere in the record roomKept only if migrated
Reports✓ 500+ ready, plus a report builder✕ Counted by handA few standard lists
Incomplete data✓ "What is missing" panel✕ Discovered when needed✕ Discovered when needed
UDISE+ and APAAR✓ Integrated✕ Re-entered every year✕ Re-entered every year
Who can see what✓ Role-based access✕ Anyone with the cupboard keyShared logins
Questions

Questions schools ask about student management.

Attendance
Do we need biometric or RFID devices?

No. Teachers can mark attendance in the Schoolcanvas teacher app without any hardware. If you want to automate it, Schoolcanvas connects with biometric and RFID devices, and the data flows into the same student records on its own.

How do teachers mark attendance?

Every staff member has the Schoolcanvas mobile app. Teachers open it and mark only the students who are absent or late. Everyone else is marked present, and monthly and yearly percentages are calculated automatically, so there are no registers to total.

Can parents be told automatically when their child is absent?

Yes. Parents get an absence alert on the same day by app notification, SMS or WhatsApp, in English, Hindi or their regional language. Messages go out in the school's name.

Certificates and records
Can certificates and TCs follow our school's format?

Yes. Every certificate type is fully customisable: layout, wording, letterhead, logo and signatures. Once your formats are set up, certificates and TCs are generated from each student's record in minutes, with no retyping.

Can we issue a certificate to a student who left years ago?

Yes. Students who leave are deactivated, not deleted, and former students can be kept as alumni, so their records stay searchable. The office can generate a TC or any other certificate from the record whenever it is needed.

What does a student profile include?

Personal and family details, siblings, house, health details, documents and photo, along with attendance, marks, fees, activity, discipline and certificates. The "What is missing" panel shows which details still need completing.

Can we print student ID cards?

Yes. Student ID cards with photo and details can be printed in bulk with the ID Card module, which is available as an add-on.

What is the transfer certificate (TC) format for a school?

Each school uses its own TC format, so Schoolcanvas does not force a fixed template. You set up your TC once with your own letterhead, wording, fields, layout and signatures. After that, each TC is filled in from the student's record, with details such as name, admission number, class last studied and conduct, approved by the principal and printed in minutes.

Can we promote all students to the next class at once?

Yes. At year end, the bulk promotion tool moves whole classes up together instead of one student at a time. Each student's profile, documents and history carry over to the new class and section.

Reports and compliance
How many reports are included?

Schoolcanvas has 500+ ready reports across all modules, including a full library of student reports: strength analysis, class and batch-wise counts, stream-wise, sibling, deactivated students, and blood group, religion, caste, community and house-wise reports. You can also create your own with the report builder.

Does it support UDISE+ and APAAR?

Yes. Schoolcanvas is integrated with UDISE+ and APAAR, so the student data you already maintain supports your government submissions.

Can we manage students across several branches?

Yes. School groups can see and manage students across all campuses from one login, with combined and campus-wise reports.

Data and getting started
What is a student management system for schools?

It is one system that holds every student's record, from admission to alumni: profile, documents, attendance, certificates and TC, reports and the parent login. In Schoolcanvas, the same record also feeds fees, exams and report cards, so a detail is entered once and used everywhere.

Who can see student data?

Only the people you allow. Access is set by role, so a class teacher sees their class, the office sees what it needs, and management sees everything. Your data always belongs to your school.

Where is student data stored?

On a private cloud in a tier-IV data centre in India, with four backup copies. Schoolcanvas is DPDP-ready, and your data is never sold or used to train AI.

Can we move our existing student data from Excel or another software?

Yes, and it is free. Our team imports your student records and checks them with you. If your data is ready, you can be live in 7 days.

Is there a free trial?

Yes. You can try Schoolcanvas free for a month. Book a demo and we will set it up with your school's details.

Read more: how schools keep student data safe under the DPDP Act · biometric staff attendance in HR and Payroll · bus attendance and live tracking in Transport · Assist, the AI LMS for teachers

Guides

Guides for this suite

All guides
Works even better together

Plug in the rest of your school.

Every Schoolcanvas suite shares one student record. Add another and it simply plugs in.

You are hereStudent Management System
Book my free demo

See your student records on Schoolcanvas.

A 45-minute demo tailored to your school, with your certificate formats, your classes and your reports. We will call you within 4 working hours to fix a time.

Your free demo can cover

  1. Your own data, formats and processes
  2. The modules you need, from admissions to fees
  3. The apps for parents, teachers and staff
  4. Assist, the AI LMS for your teachers
  5. 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.

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Get started

Still searching registers for student details?

Call us+91 86086 24700 / 86084 24700
Email usinfo@schoolcanvas.com

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