School ERP Requirements Checklist
54 points to check before you buy school ERP software. Tick them on screen or print the list, and score every vendor on the same points.
Score Schoolites against this checklist
Book a 30-minute demo and we will go through the checklist point by point with your own fee structure and classes.
- A 30-minute walkthrough of the modules you actually need
- Your exact price shared on WhatsApp before you pay anything
- First 1 month free after a small one-time registration fee (covers onboarding & training).
- We import your data and train your staff
Book a free demo
4 quick details. We'll WhatsApp you within 2 working hours to fix a time.
- 30 minutes
- No obligation
- Your exact price
- 1We WhatsApp youwithin 2 working hours
- 2Pick a timethat suits your day
- 3Live walkthrough30 minutes, your needs
How to use this checklist
Use one checklist per vendor on your shortlist. Type the vendor name, then during the demo ask the vendor to show each point live and tick Yes, Partly or No. Skip the points your school does not need. Your ticks are saved in this browser. Print or save as PDF, then click Clear for the next vendor.
The vendor with the most Yes marks in your important sections, at a price you can afford for three years, is usually the right choice.
Students and admissions
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Enquiry capture from website, calls and walk-ins | |||
| Online admission form with document upload | |||
| Admission fee collection online | |||
| Student profile with parents, siblings, documents and photo | |||
| Section allotment and roll numbers | |||
| Year-end promotion in bulk | |||
| TC, bonafide and character certificates from records | |||
| UDISE+ fields and export |
Fees and accounts
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Fee heads, instalments and class-wise fee plans | |||
| Concessions, scholarships and sibling discounts | |||
| Late fee rules | |||
| Online payment by UPI, cards and netbanking | |||
| Automatic receipts on WhatsApp / email | |||
| Automatic fee reminders with a payment link | |||
| Cash and cheque entry at the counter | |||
| Daily collection and dues reports | |||
| Income and expense tracking |
Academics
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Daily attendance on the teacher app | |||
| Absent alerts to parents | |||
| Exam setup with your board's pattern | |||
| Marks entry by subject teachers | |||
| Report cards in your board's format | |||
| Automatic timetable generation and clash checks | |||
| Substitution management | |||
| Homework and class notes |
Parents and communication
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Parent app on Android and iOS | |||
| App works on basic phones and weak networks | |||
| Languages your parents read | |||
| WhatsApp messaging from the school's number | |||
| SMS and email | |||
| Delivery reports for messages | |||
| Circulars and notice board |
Operations
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Transport routes, stops and transport fees | |||
| GPS bus tracking for parents | |||
| Staff records, leave and attendance | |||
| Payroll and salary slips | |||
| Library | |||
| Hostel | |||
| Inventory and assets | |||
| Biometric or RFID attendance devices (optional) |
Reports and management
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Owner / principal dashboard on the phone | |||
| Role-based access for staff | |||
| Multi-branch reports (if you have branches) | |||
| Export any report to Excel |
Vendor, cost and data
| Requirement | Yes | Partly | No |
|---|---|---|---|
| Written 3-year price for all modules you need | |||
| Messaging and payment gateway charges stated | |||
| Data migration done by the vendor | |||
| Staff training included | |||
| Go-live plan with dates | |||
| Support hours, channels and response time | |||
| Two reference schools you can call | |||
| Full data export at any time | |||
| Daily backups | |||
| Parent consent and data protection practices |
Tip
Ask for the "Vendor, cost and data" answers in writing. They are the points schools most often regret not checking.
Next, read how to choose school management software or compare common products in our school ERP comparison.
Table of Contents
All of this in one price
Schoolites covers every functional point here, with data import and staff training by our team.
Book a free demoFAQs: school ERP requirements
Expert answers to the most common questions on this topic
At minimum: student records, admissions, fees with online payment, attendance, exams and report cards in your board's format, a parent app and messaging. Most schools also need transport, staff and payroll. On the vendor side, require clear pricing, data migration, training, support and full data export.
Type the vendor name, then tick Yes, Partly or No for each point as the vendor shows it live, not just describes it. The score bar adds up your answers. Print or save it as a PDF, click Clear, and repeat for the next vendor. You can also print a blank copy and fill it in by hand.
Yes. Copy the points into your request for proposal and ask vendors to answer each one in writing with a price.
For most private schools: online fees with reminders, report cards for your board, a parent app parents will use, data migration by the vendor, and a clear 3-year price.
Schoolites covers every functional point on this list in one per-student price, and our team handles migration and training. Book a demo and score us yourself.
A small one-time registration fee (covers onboarding, data import and staff training), then 1 month free, then a simple monthly price per student with every module included. We share the exact numbers on WhatsApp before you pay anything.
Bring this checklist to your Schoolites demo
We will show every point live, with your own data.