Rename and delete custom fee heads
Open Core Settings → Institute Setup → Fee heads. Choose Rename on a custom head, enter a unique name using letters, numbers and spaces (up to 50 characters), then Save name. Existing amounts, reports, account identity and charging rules are kept. A separately edited display label is preserved; otherwise it follows the name. Shown to parents & staff as remains the separate display label.
Delete asks for confirmation and is only for unused custom heads. A fee-plan link disables it. Recorded amounts in fee plans, arrears, challans, payments or discounts, and ledger transactions prevent deletion, including retained history and a zero ledger balance. Read the reason shown; do not remove financial records to force deletion. Built-in names, including Admission Fee, cannot be renamed or deleted. Admission Fee keeps its first-challan setting and fine policies remain unchanged. If another user changed the list, reload before retrying.
Admin → Institute Setup is where a school's own admin fills in — or later changes — the basics every other screen depends on: campuses, classes, fees and fines. Nobody can open it until you grant it: tick Admin :: School Setup (the privilege keeps its earlier name) in Admin → Users & Privileges.
What each card changes
- School & campuses. The institute's name, slogan and website, the owner's own name/username/designation/email/contact, and the list of campuses (name, short name, city, status, contact details).
- Classes, sections & groups. The three name lists a school picks from everywhere else — a class ("9th"), a section ("A"), a group ("Biology").
- Class Map. Which sections and groups are actually offered for each class at each campus. Unticking a section here is what removes it from that campus's class — it does not delete the section itself.
- Sessions. The list of academic sessions (e.g. "2026-27") a student can be enrolled into.
- Fee heads. The fee heads a challan can carry — the built-in ones (Admission, Tuition, Late Fee Fine, Attendance Fine) plus any the school adds.
- Fee Plans. Per class, per campus: which particulars apply, the amount, the allowed min/max, and which months it is charged in.
- Late Fee. The policy applied when a challan is paid after its due date, and the grace and expiry windows.
- Attendance Fine. The fine per attendance code (Absent, Late, Leave, …) and how many are allowed before it applies.
- Branding. What a printed challan shows — copies, bank details and the footer note.
- Upload. A spreadsheet of new students, mapped to the columns above and imported as one batch.
Undo
Every card keeps its own history. Each entry can be undone — the screen shows exactly what would change back, and refuses if something you are undoing was itself changed again since, or no longer exists.
The student upload batch
A spreadsheet you upload becomes one batch. You can revert a whole batch — removing exactly the students it added, and nothing else — as long as none of them have since been charged, paid, marked attendance, or otherwise changed. A reverted batch can be restored the same way an undo works elsewhere.
A school that signed up online also sees a short welcome video the first time its admin signs in. It explains the settings to do first and the three ways to get help: the guide and video on every page, the EDUBase assistant, or our support team (Talk to Human, Need Demo Help, Need Software Implementation Help open WhatsApp with your message ready, or call us).
Short tour video after the first sign-in
After the first sign-in of a school that signed up online, the admin sees a short video once, after the Owners App window. It shows how to find any page with Search menus… at the top right (type a word and the links appear), how the dropdown menus are arranged, how the AI assistant opens pages and sets things up when you type or talk to it, where This Page Guide and This Page Video are on every page, and how to add your email so you can reset your password yourself. Close it at any time; it is not shown again.
After the video, a card asks for your email ("Add your email so you can reset your password"). Type it and press Submit, then click the link in the email we send. "Remind me later" hides it until your next sign-in; the same reminder stays in the setup bar and the profile menu.
Tour video for existing users
Schools already using EDUBase see the same short tour once per user, at the next sign-in: how to find any page with Search menus…, how the menus are arranged, how the AI assistant opens a report or sets things up for you, where This Page Guide and This Page Video are, and how to add your email. It ends with the EDUBase support WhatsApp number. Close it at any time; it is not shown to you again.
Setup bar inline editing
New sign-up schools see six setup points under the menu: School & campuses, Classes & sections, Class map, Sessions, Fee plans and Student data. Click a numbered point to open its real setup form without leaving the page. Edit the fields and choose Save changes; the same settings appear in Institute Setup and the normal settings pages. The Fee plans form includes fee heads and amounts. The Student data form lets you upload, review and import the student file in place, then save the step.
A point turns green only after the saved settings are complete and confirmed. Demo defaults stay red until reviewed. Incomplete settings stay red and the form explains what is still missing. If another person changes the same settings while your form is open, saving stops; close and reopen the point to load the latest version. Failed saves keep your edits visible. Closing an edited form asks before discarding its unsaved changes. I'll set it later and Remind me later let you defer the step. Automatic prompts remain limited to one per page visit and do not appear on settings pages. Existing school permissions still apply.