School Management System for Sar***** Public School, RajasthanCase Study

Fee collection was the most urgent problem. Most fees were paid in cash at the school office, receipted by hand and reconciled in a ledger, which made both audit and defaulter tracking difficult. Chasing unpaid fees depended on the accountant's memory and printed lists, and disputes over receipts were a recurring source of friction with parents.

The parent base shaped every design decision. A portal that assumed a recent smartphone and reliable data would have excluded precisely the families most likely to fall behind on fees, and app installation was a genuine barrier for a significant minority. Hindi and English both had to be supported throughout.

Attendance was taken on paper registers and rarely reached parents on the same day. Reporting to education authorities was compiled manually, and with a constrained budget the school needed a focused solution rather than a sprawling school ERP. Management also wanted a system office staff could learn quickly, since any confusion during the transition would directly affect fee collection and parent trust.

PapaSiddhi built a school management system on React, Node.js and PostgreSQL, treating SMS as a primary channel from day one. Every parent-facing message — attendance, fee due, fee received and announcements — is delivered by SMS gateway in Hindi or English, so a parent with a basic handset receives the same information as one using the web portal. The portal adds a richer experience, but nothing essential depends on it.

Razorpay enables online fee payment by UPI, cards and netbanking, while cash received at the office is recorded against the same student ledger, giving the accountant one place to work and generating defaulter lists automatically. Both payment types produce an immediate SMS receipt. Teachers capture attendance per class on a phone or tablet, triggering same-day absence alerts to parents, and authority reports export directly in the required formats.

Scope was kept deliberately tight around fees, attendance, communication and reporting to fit a fixed-price budget. Office staff were trained on cash receipting first, as the highest-risk process, and rollout proceeded one branch at a time, with the first branch completing a full fee cycle before the others followed.