Welcome Message,

Dear Clients,

It is our pleasure to welcome your esteemed institution to our e-Care family. We are thankful to you for giving us the opportunity of serving your esteemed institution and assure you that you have made the right choice.

We would like to inform you that we are going to deploy a dedicated and committed team to digitalize the operations and academics of your school.

We would also like to share with you that your 20 days implementation process. Implementation will be done through the following phases-

Phase	Tentative Duration
Onboarding	1 Days
Mandatory Data Collection	3 Days
Secondary Data Collection	3 Days
Development	3 Days
Training	7 Days
Deployment	3 Days

During the implementation, we will keep you in CC in all our conversations to keep you updated about the progress and you can also connect with your Relationship Manager anytime for updates.
We would also like to share the important contact numbers with you for support and escalation-

Contact Person	Designation	Contact Details	Preferred mode of communication
Mr. Prabjeet Singh	Implementation Head	+91 7525892244	Calls and emails
Mr. Rishi Srivastava	Sales Head	+91 9569007394	Calls and emails
Mr. Sumit Dass	Operations Head	+91 8527993612	Calls and emails
Mr. Mohit Pawar	Chief Responsibility Officer	+91 8800192019	e-mail and WhatsApp Messages

Your satisfaction is our top priority. Feel free to reach out to us anytime.

School Data

School Details

In order to begin with the implementation process for your school, we need the following information

School Name and Other Data –

School data is required for the configuration of the ERP system, which includes essential details such as the school's name, address, phone number, board affiliation, email ID, fee structure, fee receipt format, and the existing website. These basic details are necessary to ensure the ERP system is accurately set up and aligned with the school's specific needs.

Sender ID –

Sender ID is an approved 6 Letter Code for SMS integration on DLT Platform and if it is not approved then School can select any six letter code of their choice (For Eg- "RENDRS" or "RDRONS") which school might have to register on DLT Platform at their School's end if they wants to send the SMS.

School Logo & Building Image –

The school logo and an image of the school building are required for updating the ERP and e-care app. These visuals may also be used in various other applications, such as fee receipts and different certificates, ensuring a consistent and professional representation of the school across all platforms.

Fees Module Data

Fee Manager Requirement

Fee Structure - To effectively manage and organize fee structures, we need to gather the following mandatory information:

1- Installments: Define the periods for fee collection, such as April, May, and June.
2- Fee Heads: Specify the categories of fees, including Admission Fee, Tuition Fee, etc.
3- Fee Type: Indicate the type of fee, such as Transport Fee or School Fee.
4- Fee Group: Categorize fee structures by groups, for example, Class I-V and Class VI-VIII, to apply consistent fee structures within each group.
5-Head Amounts: Detail the amounts for each fee head, such as Admission Fee of 2000 and Tuition Fee of 15000.

Late Fine Criteria - To effectively manage late fees, please provide the following details:

1- Late Fee Type: Specify the basis for calculating the fine, such as per day, per month, per quarter, etc.
2- Due Date: Indicate the starting date from which the late fine will be calculated.
3- Late Fine Amount: State the amount to be added as a fine, for example, 100 per applicable period.
4- Fee Type: Identify which type of fee the fine will apply to, such as School Fee or Transport Fee.
5- Fee Group: Share the group of fees to which the fine will be applied, such as Class I-V or Class VI-VIII.
6- Installment: Specify which installment the late fine will affect.

Travel Agency Master

Agency Name: The name of the travel agency.

Contact Number: The agency’s phone number.

Email ID: The agency’s email address.

Download

Travel Agency Master

Vehicle Type: Type of vehicle (e.g., bus, car).

Vehicle Number: The vehicle’s registration number.

SMS For: The purpose of the SMS reminder.

Due Date for Reminder SMS:

Date when the reminder SMS should be sent.

Vehicle Details

Vehicle Type: Type of vehicle

Vehicle Name: Specific name or model of the vehicle.

Vehicle Registration Number:

The vehicle’s registration number.

Driver Name: Name of the driver.

Driver Mobile Number: Contact number of the driver.

GPS Number: GPS device number (if applicable).

Vehicle Details

Vehicle Route

Route Number: Identifier for the route

Route Description: Description of the route.

Route In-charge Name:	Name of the person in charge of the route.
Route In-charge Mobile Number:	Contact number of the route incharge.

Vehicle Route

Transport Medium: Specify the type of transport used, such as bus, car, or cycle.

Please share your fee receipt sample

Fee Receipt Sample

Stop Details

Stop Name: Name of the stop.

Stop Number: Identifier for the stop.

Stop Details

To Upload the Existing Fees data

Head Wise Download

Total Amount Wise

Assigned Transport to Students: Provide a list of students and specify which transport is assigned to each student.

Self-Transport Assign to Student - Provide a list of students who use self-transport to come to school.

Assign Transport To Student Sample

School Data & Student Data (Admission Manager)

PreRequesties of Online Registration

Data Requirements for Admission Manager
To effectively manage admissions, we require the following information:

School Data

Affiliation Number: The school’s affiliation or accreditation number.

School Name: The official name of the school.

School Contact Email: The email address used for school communications.

School Sender ID: The ID used for sending messages or notifications. for example (DEMOIN)

Website URL: The URL of the school’s website (include if an old website is available).

School Contact Number: The phone number for contacting the school.

Student Data

Students Data Format

To update student records in our database, please provide: (Mandatory Fields)

Admission Number: The unique admission number assigned to the student.

Date of Birth: The student’s birth date.

Date of Admission: The date the student was admitted.

Date of Joining: The date the student officially starts attending.

Contact Person Name: Name of the primary contact for the student.

Contact Person Number: Phone number of the contact person.

Contact Person Email: Email address of the contact person.

Student Status: Indicate whether the student is new or old.

Class and Section: The class and section to which the student is assigned.

Click here to find the attach excel of student data format.
https://docs.google.com/spreadsheets/d/1hprsWK577C0GyofatF0IEYFhDToAIK-7/edit?gid=2126762306#gid=2126762306

Download

Logo

School Building

TC & Certificates

TC Format: The format for the Transfer Certificate as per school requirements.

Certificate Format: The format for any other certificates required by the school.

TC Format

Admission Form Requirements: Offline/Online

Admission Form

Online Registration Pre-Requisite Form

To proceed with online registration, please share the pre-requisite form. You can download the form using the link below:

[Click here to download the Pre-Requisite Form]

This form is essential for ensuring that all necessary information and steps are completed for a smooth online registration process.

Payroll Data

Staff Data

Staff Data Format

Staff data includes all essential information related to each staff member, covering key fields such as title, name, gender, address, date of birth, marital status, and more. This comprehensive data is crucial for managing various administrative tasks and maintaining accurate records within the organization.

Mandatory Fields for Staff Data –

Title
First Name
Middle Name
Last Name
Gender
Address
Wing (Pre-Primary, Primary, Middle or Higher)
Mobile Number
Marital Status
Date of Birth
Date of Joining
E-Mail
Staff Type
Designation
Department

Salary Sheet

Download

Payroll Formulas

Download

WEBSITE DATA

Site Map

In order to proceed further with the Website Development of your school as per the below approved layout, we need the page wise content in word format and the media files associated with each page.
For your reference we have attached a sample site map. Please refer to the attachment and provide the information as per it, you can also make changes in the Site Map as per your need. Yellow Highlighted entries in the attachment are mandatory to be provided.
We request you to visit the below mentioned sample website URL’s: a glimpse at some of our work

Stock & Inventory Data

Stock Item List Format

Library Data

Payment Gate way Pre-requiste

Payment Gateway Integration for Online Fee Payment for Parents.

Following documents are required for Payment Gateway-

Merchant Application Form – duly filled, signed, and stamped (please fill the fields marked in green on all 3 sheets and take a print) (scanned copy will do) (format attached for your reference) *Please note that no field should be kept blank, if the details are not relevant you can mention NA. Also, no information to be handwritten, complete form should be filled and then print out needs to be signed and stamped)
Copy of Canceled cheque / bank statement
Copy of PAN Card of the trust/society/school/college.
Copy of PAN Card of Authorized Signatory
Copy of DL / Passport / Voter ID / Aadhar card of the Authorized signatory (Aadhar number should be masked)
Website / ERP URL and login credentials
Affiliation Number and Certificate.
Below Terms & conditions updated on the school website
Society Declaration on school trust letterhead with stamp and signature. (format attached).

NOTE – TERMS & CONDITIONS:-

Transaction fee clause:- (Need to be update on your website)

* Transaction fees charged would be borne by the cardholder for any payment.

* Transaction fee charges would not be refunded/ reversed under any circumstances for any refund/ reversal /chargeback and any other reasons.

Cancellation & refund Policy:- (Need to be update on your website)

* Fees once paid which are non refundable for any reason or any clause.

Just for your information :-

- Check box agrees for terms & condition and other payment terms before going to the payment page.

MAF Form Declaration Form

DLT Checklist

Need help in DLT approval

As per the government norms, every organization needs to be register for DLT to make use the SMS service.
Please visit the site https://www.ucc-bsnl.co.in/ for DLT Header approval

Below are the documents required for DLT registration

Society/Trust registration copy
Society/Trust PAN card
Signing authority KYC documents (PAN card)

After the Header approval, SMS templates that are being used on different occasions by your organization need to be approved on the DLT Platform in order to avoid delivery failures.

Get in touch with your Account Manager for any help.

Approved By Jio Content Authority Letter - SenderID