Features
Every module your institution needs - attendance to bus safety
EduPresence combines a complete student information system, multi-source attendance, digital leave, transport and an edge AI camera layer - with parent, staff and bus apps on top.
- One data model
- Web, Android & iOS
- Works without face recognition
Institution setup
Model your institution once - sessions, classes, timetable and rules
One platform for schools, coaching institutes and colleges. Generic concepts (academic unit, group, session) are labelled per tenant, so a school sees Class / Section, a coaching centre sees Course / Batch and a college sees Program / Division.
Institution profile
- Name, type (School / Coaching / College), affiliation board or university
- UDISE code for schools, AISHE code for colleges, GSTIN (optional)
- Address, logo, timezone and weekly working days
- Branches / campuses with geo-location and radius for staff geo check-in
Academic sessions & terms
- Create sessions such as 2026-27 with start/end dates and mark the current one
- Terms / semesters / trimesters for colleges and some schools
- Year-end bulk promotion into the next session with exceptions (detained / left)
Classes, sections & subjects
- Classes / programs / courses with numeric order and duration
- Sections / batches / divisions with capacity, class teacher, room and batch timing
- Subjects with code, type (theory / practical / lab), credits and electives
- Rooms (with linked cameras), departments with HOD, and houses
Bell schedule & timetable
- Periods with start/end times, breaks and day patterns
- Timetable builder: class x period x subject x teacher x room
- Clash detection via unique constraints - no teacher or room double-booked
- Classroom AI scans are scheduled from the timetable automatically
Holidays calendar
- Single dates or date ranges with a name
- Applies to everyone, selected classes, or staff only
- Holidays are excluded from leave day counts and attendance percentages
Attendance policy
- Mode: daily, period-wise or lecture-wise
- Late-mark threshold (e.g. 10 minutes) and half-day rules
- Minimum attendance % rule (e.g. 75% for exam eligibility)
- Auto-absent cutoff time and which sources are trusted: AI, RFID, manual
Student management
Complete, UDISE+-ready student records
One add-student form with tabs, built around the fields Indian boards and UDISE+ / AISHE reporting actually ask for. Names and dates of birth are stored exactly as on official documents so APAAR ID generation succeeds.
Add-student form tabs
- Personal - admission no. (auto-generate), names, gender, DOB, photo, blood group, category, Aadhaar (encrypted, masked), PEN, APAAR ID, CWSN
- Academic - admission date, session, class, section, roll no., stream / electives, house, previous school, RFID / QR token
- Guardians - father, mother or guardian with mobile for OTP login, pickup authorisation and notification preferences
- Address - current and permanent, with optional lat/long for stop suggestions
- Medical - allergies, chronic conditions, medication, doctor and mandatory emergency contact
- Transport - uses transport, route, pickup and drop stops, authorised pickup persons
- Documents - birth certificate, TC, Aadhaar copy, caste and medical certificates with verification
- Biometric Enrollment - 5-10 face captures with automatic quality checks
- Consent - biometric, photo-use and communication consent with method, notice version and timestamp
Guardians & siblings
- Guardians are a separate many-to-many table - at least one per student
- Sibling linking: one parent account (one mobile) sees all their children
- Primary contact and can-pickup flags used at the gate and on the bus
- Guardian photo for authorised pickup verification
Lists, lifecycle & ID cards
- Search and filter by class, section, gender, transport and status; column chooser and bulk actions
- Lifecycle: Applicant -> Admitted -> Active -> Alumni / Left / Transferred (TC issued) / Detained
- ID card generation as PDF with photo and QR code
- Export any filtered list to XLSX / CSV / PDF; sensitive fields need extra permission and are logged
Student lifecycle
StudentEnrollment keeps one section per session, so history survives promotions and transfers.
Teacher & staff management
Staff records, assignments, attendance and substitutes
Teaching and non-teaching staff, drivers, attendants and security in one place - with the assignments that drive attendance scope, timetables and leave cover.
Staff records
- Personal, Employment, Qualification, Contact, Bank (optional), Documents and Biometric Enrollment tabs
- Staff type: Teaching / Non-teaching / Driver / Attendant / Security
- Employment type Permanent / Contract / Guest, designation, department, shift and reporting manager
- Driver specifics: licence no. and expiry, badge no., police verification date, medical fitness
- Payroll details (bank, IFSC, PF/UAN, ESI) kept in a separate restricted table
Assignments
- Class teacher of a section
- Subject teacher for class-section-subject combinations
- HOD, transport duty, gate duty and exam duty
- Assignment validates timetable clashes and max periods per day / week
Staff attendance
- Face recognition at the gate or a staff-room kiosk with liveness
- Mobile geo-fenced check-in against the campus location and radius
- Biometric / RFID device integration
- Late arrival and early departure reports with late minutes
Leave & substitutes
- Leave balances per leave type and a staff leave calendar
- Substitute (proxy) teacher allocation for each affected timetable slot
- Overlap warnings when too many staff are off on the same day
Bulk import & export
Move a whole school in an afternoon - with nothing saved until it's clean
Downloadable XLSX templates with drop-downs and an Instructions sheet. Every row is validated in the background, you preview the result, and only then commit.
Templates
- Students, staff, class/section/subject masters, timetable, holidays
- Routes & stops (with lat/long), student-route mapping, opening leave balances
- Historical attendance (date x student x status) for migration
- Header row, example row, data-validation drop-downs (class, section, gender)
Upload, map, validate
- Columns auto-matched by header name; adjust the mapping if needed
- Background validation: types, required fields, duplicates, class/section/route lookups
- Preview: N valid rows, M errors - download an error file with an 'error' column per row
- Commit inserts in batches of 500, each batch in its own transaction
After import
- Guardian accounts created and de-duplicated by mobile; siblings linked automatically
- Optional welcome SMS / WhatsApp with the app link
- Photo ZIP upload: file name = admission_no.jpg, matched automatically
- Optional face enrollment from photos - only for students with consent
- Import report saved for audit
students_2026-27.xlsx
Columns auto-matched: 36 / 38
Valid rows
1,247
Errors
3
- Row 14 ·
date_of_birth- Expected DD-MM-YYYY, got 2015/04/03 - Row 27 ·
section- Section 'D' does not exist for Class 6 - Row 41 ·
father_mobile- At least one guardian mobile required
Class & section assignment
Sections, roll numbers and promotions without spreadsheets
Each student belongs to exactly one section per session, and the history is kept. Bulk tools handle the start-of-year rush and the year-end promotion.
Assignment
- Bulk 'assign section' straight from the student list
- Auto-distribute by gender, alphabet or random balance
- Section capacity warnings
- Section transfer with full history
Roll numbers
- Auto-generate alphabetically by first name or by admission number
- Regenerate on demand for a whole section
- Locked after the first attendance is recorded
Promotion wizard
- Map Class N section X -> Class N+1 section Y
- Exclude detained and left students
- Copy transport and elective choices forward
- Colleges: semester subject registration, elective groups and lab batches (B1 / B2) within a division
Attendance
Every source, one register, one click to confirm
AI cameras pre-fill the register; teachers review confidence scores and snapshots and confirm. RFID, QR and manual marking work for everyone - the product works fully without face recognition.
How the AI camera layer worksSources
- AI camera at the gate, classroom and bus
- RFID / NFC card tap
- QR scan from the ID card or parent app
- Teacher manual marking on web or mobile
- Staff mobile geo check-in
Statuses
- Present, Absent, Late, Half-day
- On Leave (approved), On Duty (event / sports), Excused, Holiday
Teacher review
- AI pre-filled register with confidence and snapshot per student
- Confirm or edit in one click; uncertain matches flagged for review
- Audit trail of every change: who, when, old and new status
Rules engine
- Gate entry before school start = Present; after the late threshold = Late
- No gate entry and no classroom detection by the cutoff = Absent -> parent alert
- Early-exit detection from gate-out events
- Evaluated every 5 minutes during school hours
Period & lecture-wise
- Period / lecture attendance linked to the timetable slot
- Subject-wise percentage for colleges
- Shortfall warnings, e.g. below 75%, to students, parents and advisors
Corrections
- Request -> approve workflow for changes
- Records lock after N days, except for admins
- Every correction stored with reason, requester and approver
Period 1 · Maths · 08:30
Class 5 - A register
- 1Aanya Gupta0.82Present
- 2Aarav Sharma0.77Present
- 3Arjun Mehta0.71Late
- 4Diya PatelOn Leave
- 5Ishaan Rao0.41Review
- 6Kabir SinghAbsent
1 uncertain match needs your check
Confirm registerLeave management
Digital leave for students and staff - attendance updates itself
Parents apply from the app, staff apply from the staff app. Configurable approval chains, balances and accrual rules, and approved leave flows straight into attendance.
Student leave
- Applied by the parent (app) or the student (college)
- Types: Sick, Family function, Medical appointment, Religious, Sports / Event (OD), Other
- Document upload, e.g. medical certificate required after N days
Staff leave
- Casual (CL), Sick / Medical (SL / ML), Earned (EL), Maternity / Paternity
- Duty leave, Comp-off and Loss of pay
- Balances with accrual (monthly / yearly) and carry-forward limits
Approvals
- Configurable multi-level approval chain per leave type
- Defaults: class teacher -> principal (school), batch coordinator (coaching), faculty advisor / HOD (college)
- Auto-approve rules, e.g. 1-day student sick leave
- SLA escalation for pending requests
Automatic attendance
- Approved leave auto-marks attendance as 'On Leave'
- Leave cancels pending absent alerts and suppresses missed-bus alerts
- Half-day and period-level leave
- Leave calendar, overlap warnings and reports
Leave request · Diya Patel, 6-B
Level 2- Parent appliedSick leave · 2 days · medical certificate attached
- Class teacherApproved · 'Get well soon'
- PrincipalPending · SLA escalates in 4 h
On approval: attendance auto-marked ‘On Leave’ and pending absent alerts are cancelled.
Transport
Vehicles, routes, stops and trips - with a live map
Everything the transport desk manages, plus AI boarding detection on the bus so you know exactly which children are on board - not just where the bus is.
Explore bus safetyFleet & crew
- Vehicles: registration, bus / van, capacity, GPS / edge device, CCTV
- Fitness, permit, insurance and PUC expiry reminders
- Drivers and attendants with licence and police verification details
Routes & stops
- Routes with vehicle, driver, attendant, shift (pickup / drop) and active days
- Stops with lat/long, sequence, scheduled times and geofence radius
- Student-to-stop mapping with separate pickup and drop stops
Trips & live tracking
- Pickup and drop trips with start / end, status and device
- Live map, trip replay and board / drop logs
- Missed-bus, unexpected-stop, speed and device-health alerts
Route R-12 · Pickup
31 / 34 boarded- Depot07:15
- Sector 2107:42
- Market Road07:50
- Green Park07:57
- School08:05
Communication & notifications
The right alert, on the right channel, in the parent's language
Push-first to keep costs down, with SMS and WhatsApp for the events that matter. Every message is tracked and retried.
Channels
- Mobile push (FCM / APNs)
- SMS with DLT-registered templates (India)
- WhatsApp Business API
- Email and in-app inbox
Events
- Absent, late, left early
- Boarded bus, dropped at stop, bus approaching (geofence)
- Leave approved / rejected, attendance shortfall
- Notices and announcements to all, parents, staff or a section
Control
- Parent preferences per event x channel
- Quiet hours and language selection
- Delivery tracking with retries and a notification log
Reports & analytics
From the daily summary to the board-format monthly register
Reports your office already prints - generated automatically - plus analytics that catch problems early.
Attendance
- Daily summary by class / section
- Monthly register in the format of the physical register
- Student attendance card and defaulter list
- Late-comer report and gate in/out log
Analytics
- Chronic absenteeism detection (e.g. absent > 10% of days)
- Trend charts by class, section and day
- AI accuracy dashboard: auto-marked vs corrected, per camera
Staff, transport & delivery
- Staff attendance and leave reports
- Transport trip reports
- Export to XLSX / PDF and scheduled email reports
Parent app
Everything a parent needs, on one screen
OTP login with the registered mobile number - no passwords to forget. One account covers all siblings.
For parents
- Child dashboard with today's status and attendance %
- Attendance calendar per month
- Live bus map with ETA - only their child's bus, only during trips
- Board / drop, absent and late alerts
- Apply leave with attachments and track approval
- Notices, consent management and multiple children
- Large-text mode and multi-language UI
Thursday, 8 October
08:06
- EduPresence07:18
Bus R-12 has left the depot
Track live in the app.
- EduPresence07:37
Bus approaching
Bus R-12 will reach Sector 21 stop in ~5 minutes.
- EduPresence07:42
Boarded
Aarav boarded bus R-12 at 07:42 at Sector 21 stop.
- EduPresence08:05
Reached school
Aarav reached school at 08:05.
Staff app
The register in every teacher's pocket
For teachers and admins - the same scoped data as the web app, optimised for quick actions.
For teachers & admins
- Mark and verify attendance, including the AI pre-filled register
- Approve student leave as class teacher; second-level approvals for HODs
- Apply own leave and see balances
- Today's timetable and substitute assignments
- Geo-fenced check-in for staff attendance
Bus kiosk app
An offline-first device on every bus
A native Android kiosk app on a rugged tablet (or a Linux edge box) at the bus door: camera, GPS, 4G and an attendant screen in one.
On the bus
- Trip start / end by the attendant or automatically by geofence
- AI boarding camera matching against the route roster first
- Name, photo and green tick on screen for every board / alight
- Manual override list and RFID tap for unknown or low-confidence faces
- Offline queue - events are never lost when 4G drops
- SOS button and a loud alarm if a child is still on board at trip end
Gate console
A live view for the security desk
Web / tablet console for gate security, fed by the gate cameras in real time.
At the gate
- Live recognition feed with names and photos
- Unknown-face alerts
- Late-comer and early-exit approvals
- Visitor entry log
- Authorised pickup verification with guardian photos
- 'Please look at camera' prompt; RFID / QR fallback for masks and helmets
- Ananya Iyer · 9-AGate 1 IN · 07:51
- Rohan Das · 7-CLate · 08:24 · approve?
- Unknown personGate 2 · 08:26 · no match
- Mrs. K. Verma (guardian)Authorised pickup · Ira, 2-B
Security & roles
Ten roles, each seeing exactly what it should
Permissions are role-based plus object-scoped. A teacher only sees the sections and subjects assigned to them; a parent only sees linked children; a driver only sees the route and stops.
Security & privacy detailsSuper Admin (platform owner)
Creates and suspends institutions, plans and billing, global AI model versions, support access and audit.
Institution Admin / Principal
All data of their own institution: sessions, classes, sections, staff, students, rules, devices, cameras, reports and approvals.
Office / Admission Staff
Adds and edits students, bulk import/export, documents, ID cards and transfer certificates.
Teacher / Faculty
Marks and verifies attendance for assigned classes and subjects, approves student leave as class teacher, applies own leave.
HOD / Coordinator
Department or batch-level reports, second-level leave approval and substitute (proxy) assignment.
Transport Manager
Routes, stops, vehicles, drivers, attendants, student-stop mapping, live bus map and bus device health.
Bus Attendant / Driver
Bus app: start/end trip, manual boarding override and SOS. Drivers see only the route and stops.
Gate Security
Gate console: live recognition feed, visitor log, late-comer and early-exit approvals.
Parent / Guardian
Child attendance, live bus location and board/drop alerts, apply leave for the child, notices and consent management.
Student (senior / college)
Own attendance %, subject shortfall warnings, apply leave and view timetable.
Security controls built in
- RBAC (role -> permission set) plus object scope: teachers see only their sections and subjects, parents only their linked children
- JWT access tokens (15 min) with rotating refresh tokens; OTP login for parents; TOTP 2FA for admins
- Encrypted in transit and at rest, biometric templates encrypted with separate keys per institution
- Aadhaar stored encrypted and masked (XXXX-XXXX-1234), never included in exports
- Immutable audit log of every create / update / delete, every export and every biometric access
- Every campus and bus device has its own revocable credentials
- Hosted in an Indian cloud region; nightly backups with monthly restore drills
See every module with your own data
We'll import a sample of your student list, set up your terminology and show the AI register, leave approvals and the bus alerts live.
- Free campus survey
- Live in days without hardware
- Hosted in India