Software Functional Specification
High Level
Please read this notice before using or relying on the contents of this document.
This document is a Functional Specification prepared by Taurius Technologies for School. It describes the intended business capabilities, user roles, workflows, and high-level system behaviour of the proposed School Management System. It is written for executive, management, and operational stakeholders — not as a technical design or binding contract.
Subject to refinement. Module names, screen layouts, reports, integrations, and delivery timelines described herein are indicative and may change based on:
Wireframes and sample metrics shown in this document are illustrative only and do not represent live data or final user-interface design. Technical architecture, database schema, API specifications, security audits, and source code are covered in separate technical documents.
This document is marked Confidential and is intended solely for authorised personnel of School and Taurius Technologies. Unauthorised copying, distribution, or publication is prohibited.
© 2026 School & Taurius Technologies. All rights reserved.
This table records all revisions to the Functional Specification. The current approved version is indicated on the cover page.
| Version | Date | Author | Changes |
|---|---|---|---|
| 1.0 | June 2026 | Taurius Technologies | Initial release — executive summary, scope summary, architecture, 61 modules, workflows, role dashboards, integrations, reports, mobile app features, analytics, AI roadmap, and stakeholder benefits. |
| 1.1 | 30 June 2026 | Taurius Technologies | Added sample UI wireframes for all role dashboards; disclaimer page; document control and version history; glossary appendix; print page numbers; updated portal URLs to ameyaworldschool.in. |
| Document Information | |
|---|---|
| Document Title | School Management System — Functional Specification |
| Institution | School |
| Prepared By | Taurius Technologies (+91 94945 90667 · joseph@tauriustech.com) |
| Classification | Confidential — Internal / Client Use Only |
| Current Version | 1.1 |
School proposes a unified School Management System (SMS) — a digital platform designed to manage every aspect of school operations, from student admission to graduation, from fee collection to payroll, and from classroom teaching to parent engagement — all in one secure, cloud-ready environment.
The system replaces fragmented manual processes, paper registers, and disconnected spreadsheets with a single source of truth accessible to authorized users anytime, anywhere. It empowers the leadership of School with real-time visibility, strengthens accountability across departments, and elevates the experience for teachers, students, and parents — supporting our mission: The Joy of Learning, For Life.
To digitize, automate, and streamline the complete lifecycle of school administration — academic, financial, operational, and communicative — enabling the institution to focus on its core mission: quality education and holistic student development.
| Stakeholder | Primary Value |
|---|---|
| 🏛️ Management & Trustees | Financial visibility, compliance, strategic analytics |
| 👨🏫 Principal | Institution-wide KPIs, academic oversight, policy enforcement |
| 👩🏫 Teachers | Less admin burden, focused teaching, easy student tracking |
| 👨👩👧 Parents | Real-time updates on child progress, fees, and school events |
| 🎓 Students | Access to timetable, homework, results, and learning resources |
A single-page overview of the complete School Management System scope proposed for School — covering academic, administrative, financial, and communication capabilities in one unified platform.
| Category | Coverage | Count |
|---|---|---|
| Core Functional Modules (Section 7 — Module Descriptions) | ||
| Academic Admission, registration, classes, timetable, homework, exams, report cards, promotion, TC | 17 | |
| Administration Teachers, employees, attendance, transport, hostel, library, inventory, visitor, leave, assets | 14 | |
| Finance Fees, scholarships, payroll, salary, purchase orders, vendor management | 6 | |
| Communication Notices, announcements, events, calendar, SMS, WhatsApp, email, parent chat, complaints | 9 | |
| Student Welfare Medical records, discipline, certificates, bonafide, student & staff ID cards | 7 | |
| Governance & System Dashboard, reports engine, analytics, settings, roles, permissions, audit, backup | 8 | |
| Total Core Modules Counted from Module Descriptions in this document | 61 | |
| Additional Platform Deliverables (not included in core module count) | ||
| Report Categories Admission, attendance, fees, exams, payroll, inventory, daily/monthly/yearly, custom | 16 | |
| Role Dashboards Super Admin, School Admin, Principal, Teacher, Student, Parent, Accountant, Reception, Librarian, Transport, Hostel | 11 | |
| Mobile Apps Dedicated apps for parents, teachers, and students | 3 | |
| AI Features Roadmap items — attendance, face recognition, chatbot, predictions, generators | 9 | |
How this is calculated: 61 core modules (Section 7) + 16 report categories + 11 dashboards + 3 mobile apps + 9 AI roadmap features = 100 total scope items.
The earlier “70+” figure was an estimate. This table reflects actual counts from this document.
The School Management System is organised as a single, secure platform that connects all school stakeholders to shared data and business processes. Each user sees only what their role permits — through a web portal or mobile app — while the institution maintains one central record for students, staff, fees, and academics.
Information flows top-down: users access the platform through web or mobile, interact with role-specific dashboards, and all actions are recorded in a single secure database.
| Layer | Purpose | Examples |
|---|---|---|
| Users | Everyone who interacts with the system | Principal, teachers, parents, students, admin, accountant, librarian, transport staff |
| Access Channels | How users connect to the school | Web browser on desktop/tablet, mobile apps, automated alerts |
| Central Platform | Single control centre for the institution | Dashboards, approvals, reports, announcements, role permissions |
| Business Modules | Department-specific functions | Admissions, fees, exams, payroll, library, transport, hostel |
| Data Foundation | Trust, security, and continuity | One student record, backup & restore, audit trail, access control |
| Integrations | Connect with external services | Payment gateways, GPS bus tracking, SMS/WhatsApp providers |
The platform is organised into seven integrated domains. Each domain groups related capabilities that share the same student and staff records — so information entered once is available everywhere it is needed.
| Domain | Primary Users | Key Outcome |
|---|---|---|
| 📚 Academic | Teachers, Admin, Principal | Structured learning lifecycle from admission to graduation |
| 💰 Finance | Accountant, Admin, Parents | Transparent fee collection and financial control |
| 👥 HR & Staff | Admin, Principal, HR | Complete staff records, payroll, and leave management |
| 🏫 Operations | Librarian, Transport, Hostel staff | Day-to-day school services running smoothly |
| 💬 Communication | All users, especially Parents | Timely, targeted information to the right audience |
| 🎓 Student Welfare | Admin, Teachers, Parents | Holistic student care — health, conduct, identity |
| 📊 Governance | Principal, Management, Trustees | Visibility, accountability, and institutional oversight |
The following diagrams show how everyday school processes flow through the system — step by step, with clear responsibility at each stage. This gives leadership a practical view of how work moves from enquiry to completion.
From first enquiry to fully enrolled student — automated tracking at every step
Every school day — from roll call to parent alert
Transparent fee cycle from invoice to receipt
From exam planning to results in parents' hands
Student or staff leave — tracked and approved digitally
Teacher to parent — no diary lost, no missed updates
| Workflow | Primary Benefit | Automated Actions |
|---|---|---|
| 📝 Admission | Paperless onboarding with full audit trail | Status tracking, fee link, ID card, welcome checklist |
| ✅ Attendance | Instant parent awareness of absences | SMS/app alerts, dashboard KPIs, monthly reports |
| 💰 Fee Collection | Faster collection, fewer defaulters | Invoices, reminders, receipts, defaulter lists |
| 📋 Examinations | Consistent, timely result delivery | Hall tickets, mark validation, report card generation |
| 🏖️ Leave | Approved leave reflected in attendance | Approval routing, notifications, attendance sync |
| 📚 Homework | Parents always informed, teachers accountable | Push notifications, due-date reminders, grade feedback |
Each user role receives a tailored dashboard showing only the information and actions relevant to their responsibilities. Access is controlled through role-based permissions. Sample UI wireframes below illustrate the intended screen layout for each role.
| Aspect | Description |
|---|---|
| Purpose | Manage multiple schools or the entire SaaS platform from a central control panel. |
| Major Responsibilities | School onboarding, subscription management, global settings, platform health monitoring, cross-school analytics. |
| Key Screens | School list, subscription plans, platform analytics, user management, system configuration, support tickets. |
| Permissions | Full access across all schools; create/suspend schools; manage billing and global policies. |
| Reports Available | Multi-school enrollment summary, revenue by school, platform usage, subscription status, audit logs. |
| Aspect | Description |
|---|---|
| Purpose | Central command centre for day-to-day school operations and data management. |
| Major Responsibilities | Student & staff records, academic setup, fee configuration, user accounts, module settings, data integrity. |
| Key Screens | Home analytics, student list, teacher list, class/section setup, fee types, attendance overview, notice board, settings. |
| Permissions | Full access within assigned school; manage all modules except super-admin functions. |
| Reports Available | Admission trends, enrollment by class, attendance summary, fee collection, staff list, custom exports. |
| Aspect | Description |
|---|---|
| Purpose | Executive overview of institutional health — academic, financial, and operational. |
| Major Responsibilities | Monitor KPIs, review exam performance, approve leave/discipline actions, oversee fee collection, strategic planning. |
| Key Screens | Analytics home, attendance heatmap, exam performance charts, fee collection gauge, teacher attendance, event calendar. |
| Permissions | Read access to all modules; approval authority for leave, discipline, promotions; limited edit on policies. |
| Reports Available | Student strength, attendance %, fee collection %, exam analysis, department-wise performance, revenue vs expenses. |
| Aspect | Description |
|---|---|
| Purpose | Daily teaching workspace — classes, attendance, homework, marks, and student progress. |
| Major Responsibilities | Mark attendance, assign homework, enter marks, communicate with parents, view timetable, submit leave requests. |
| Key Screens | My classes, today's schedule, attendance entry, homework/assignment panel, marks entry, student profiles, announcements. |
| Permissions | Access only assigned classes and subjects; create/edit attendance, homework, marks for own classes. |
| Reports Available | Class attendance report, homework completion, subject-wise marks summary, student progress cards. |
| Aspect | Description |
|---|---|
| Purpose | Personal academic portal for learning, schedules, and self-service information. |
| Major Responsibilities | View timetable, submit assignments, check results, access learning materials, view fee status. |
| Key Screens | Home summary, timetable, homework list, assignment submissions, exam results, fee details, library, notices. |
| Permissions | View own data only; submit assignments; request leave (if enabled). |
| Reports Available | Personal attendance record, mark sheet, report card, fee receipt history. |
| Aspect | Description |
|---|---|
| Purpose | Stay connected with child's school life — attendance, academics, fees, and communication. |
| Major Responsibilities | Monitor attendance, pay fees, view results, receive notifications, communicate with teachers, register complaints. |
| Key Screens | Child profile, attendance calendar, fee payment, exam results, homework tracker, transport tracking, circulars, chat. |
| Permissions | View linked children only; pay fees; submit leave/complaint requests. |
| Reports Available | Child attendance report, fee receipt, progress report, transport route details. |
| Aspect | Description |
|---|---|
| Purpose | Manage all financial transactions — fee collection, expenses, payroll, and accounting. |
| Major Responsibilities | Collect fees, track defaulters, manage income/expense heads, process payroll, generate financial reports. |
| Key Screens | Fee collection, pending fees, income/expense ledger, payroll processing, scholarship management, daily cash summary. |
| Permissions | Full access to fees, accounts, payroll modules; no access to academic or HR master data editing. |
| Reports Available | Fee collection (daily/monthly/yearly), pending fees, income & expense, payroll summary, scholarship disbursement. |
| Aspect | Description |
|---|---|
| Purpose | Front-desk operations — visitor management, enquiries, and gate pass issuance. |
| Major Responsibilities | Register visitors, issue gate passes, handle admission enquiries, manage appointment scheduling. |
| Key Screens | Visitor log, gate pass generator, enquiry register, appointment calendar, student quick lookup. |
| Permissions | Visitor and gate pass modules; read-only student lookup; no financial or academic edit access. |
| Reports Available | Daily visitor log, gate pass register, enquiry summary. |
| Aspect | Description |
|---|---|
| Purpose | Manage library catalogue, memberships, and book circulation. |
| Major Responsibilities | Catalogue books, register members, issue/return books, track overdue items, manage fines. |
| Key Screens | Book catalogue, member list, issue/return screen, overdue alerts, library usage statistics. |
| Permissions | Full library module access; read-only student/staff lookup for membership. |
| Reports Available | Books issued/returned, overdue list, popular titles, member activity, inventory status. |
| Aspect | Description |
|---|---|
| Purpose | Manage school transport fleet, routes, drivers, and student assignments. |
| Major Responsibilities | Assign students to routes, manage vehicles and drivers, track buses in real time, handle transport fee linkage. |
| Key Screens | Route map, vehicle list, driver roster, student-route assignment, live bus tracking, transport fee status. |
| Permissions | Full transport module; read-only student data for route assignment. |
| Reports Available | Route-wise student list, vehicle utilization, transport fee collection, daily trip log. |
| Aspect | Description |
|---|---|
| Purpose | Manage boarding facilities — rooms, allocations, mess, and hostel attendance. |
| Major Responsibilities | Room allocation, hostel fee management, mess menu planning, hostel attendance, visitor restrictions. |
| Key Screens | Room inventory, student allocation, mess schedule, hostel attendance, fee linkage, complaint register. |
| Permissions | Full hostel module; read-only student profiles for boarders. |
| Reports Available | Occupancy report, hostel fee collection, mess attendance, room-wise allocation. |
The system is organized into integrated modules that share a common database, ensuring consistency and eliminating duplicate data entry.
The School Management System connects with trusted third-party services to extend its capabilities — without forcing staff to use multiple disconnected tools. Integrations are configured once in Settings and then work automatically across admissions, fees, attendance, online classes, and parent communication.
School may enable any combination of the integrations below based on operational need. Required integrations support core workflows described in this document; Recommended integrations significantly improve parent engagement; Optional integrations depend on the school's preferred tools.
💻 Virtual Learning & Online Classes
Schedule and launch live online classes, parent–teacher meetings, and staff briefings directly from the timetable. Meeting links are shared with students and parents via the portal and mobile app.
Conduct virtual lessons and school meetings for institutions already using Microsoft 365. Class teams can be linked to subjects and sections for organised collaboration.
Sync learning materials, assignments, and class announcements for schools on Google Workspace. Teachers manage content in Classroom while parents view progress in the school app.
💳 Payments & Finance
Enable secure online fee payment by parents through the web portal and mobile app. Supports UPI, cards, net banking, and wallets. Automatic receipt generation and reconciliation with the accounts module.
Compatible providers include Razorpay, PayU, CCAvenue, and other RBI-authorised payment aggregators — selected during implementation.
📱 Communication & Notifications
Send automated SMS for attendance absences, fee reminders, exam schedules, admission status updates, and emergency broadcasts. Delivery reports tracked in the system.
Deliver circulars, fee receipts, report cards, and two-way messages on WhatsApp — the channel most parents check daily. Supports template-based notifications and approved message types.
Formal communications — report cards, receipts, password resets, staff notifications, and scheduled report delivery to management and trustees.
🏫 Operations & Security (referenced in System Architecture)
Real-time school bus location shared with admin and parents. Route status, ETA alerts, and transport fee linkage in one view.
Automated student and staff attendance at gates and classrooms. Reduces manual roll call and improves accuracy.
| Integration | Priority | Business Purpose | Where Used in This Document |
|---|---|---|---|
| Payment Gateway | Required | Online fee collection during admission and throughout the year | Admission Workflow · Fee Module · Parent App · Commercial Proposal |
| SMS Gateway | Required | Instant alerts for attendance, fees, and emergencies | Executive Summary · Attendance Workflow · Notifications Module |
| WhatsApp Business API | Recommended | High-engagement parent communication and circulars | Communication Domain · Parent App · Module Descriptions |
| Email (SMTP) | Recommended | Formal notices, receipts, and management reports | Access Channels · Email Notifications Module |
| Zoom | Optional | Live online classes and virtual meetings | Online Classes Module · Teacher / Student Apps |
| Microsoft Teams | Optional | Virtual lessons for Microsoft 365 schools | Online Classes Module · Staff Collaboration |
| Google Classroom | Optional | Assignment and learning material sync | Online Classes · Learning Material · Homework Module |
| Bus GPS Tracking | Optional | Parent peace of mind; transport oversight | System Architecture · Transport · Parent App |
| Biometric / RFID | Optional | Automated attendance at entry points | System Architecture · Attendance Module · Future AI |
Comprehensive reporting across all modules enables data-driven decisions at every level of the institution.
| Report Category | Key Reports Included | Typical Users |
|---|---|---|
| 📋 Admission Reports | New admissions by month/class, enquiry conversion, source-wise admission, waitlist status | Admin, Principal |
| ✅ Attendance Reports | Daily/monthly attendance, class-wise %, chronic absentees, teacher attendance, comparison trends | Principal, Teachers, Admin |
| 💰 Fee Collection Reports | Collection by date/class/mode, collection vs target, payment mode breakdown, receipt register | Accountant, Principal, Admin |
| ⚠️ Pending Fees | Defaulter list by class, aging analysis, reminder history, partial payment tracking | Accountant, Admin |
| 📝 Exam Reports | Subject-wise analysis, pass/fail ratio, toppers list, class average, comparison across terms | Principal, Teachers |
| 📊 Student Performance | Individual progress, class ranking, subject-wise trends, co-scholastic assessment | Teachers, Principal, Parents |
| 👩🏫 Teacher Performance | Class result analysis, attendance punctuality, syllabus completion, student feedback | Principal, Admin |
| 📚 Library Reports | Books issued/returned, overdue items, popular titles, member activity, stock status | Librarian, Admin |
| 🚌 Transport Reports | Route-wise occupancy, fee collection, vehicle utilization, trip logs | Transport Manager, Admin |
| 💵 Payroll Reports | Monthly salary register, deductions summary, department-wise cost, payslip batch | Accountant, Principal |
| 📦 Inventory Reports | Stock levels, consumption trends, reorder alerts, asset register | Admin, Store Manager |
| 📈 Income & Expense | Profit & loss, income heads, expense heads, budget vs actual, fund flow | Accountant, Trustees |
| 📅 Daily Reports | Today's attendance, fee collection, visitor log, cash summary — single-page snapshot | Principal, Reception |
| 📆 Monthly Reports | Monthly summary pack — admissions, attendance, fees, exams, expenses | Principal, Management |
| 📊 Yearly Reports | Annual review — enrollment trends, financial summary, academic outcomes, staff turnover | Trustees, Management |
| 🔧 Custom Reports | Build-your-own reports with filters, columns, grouping, and scheduled email delivery | All authorized users |
A dedicated mobile application keeps parents connected to their child's school life — anytime, anywhere.
| Feature | What Parents Can Do |
|---|---|
| ✅ Attendance | View daily attendance status; receive instant alerts when child is marked absent |
| 📚 Homework | See assigned homework with due dates and completion status |
| 📋 Assignments | Track assignment submissions and view teacher feedback/grades |
| 📝 Exam Results | Access mark sheets, report cards, and exam schedules |
| 💳 Fee Payment | Pay fees online, view receipts, and check pending dues |
| 🚌 Transport Tracking | Track school bus location in real time on a live map |
| 📢 Circulars | Read school circulars, notices, and official announcements |
| 🔔 Notifications | Receive push notifications for all important school updates |
| 🏖️ Leave Requests | Submit leave applications for their child with reason and dates |
| 📋 Complaint Registration | Register complaints with tracking and resolution updates |
| 💬 Chat with Teacher | Secure messaging with class teachers and subject teachers |
| 📅 School Calendar | View holidays, exam dates, events, and PTM schedules |
Empowers teachers to manage classroom activities from their phone — reducing time spent on administrative tasks.
| Feature | What Teachers Can Do |
|---|---|
| ✅ Attendance | Mark daily class attendance quickly from the mobile device |
| 📚 Homework | Create and assign homework with attachments and due dates |
| 📋 Assignments | Publish assignments, review submissions, and provide grades/feedback |
| ✏️ Marks Entry | Enter exam and assessment marks directly from the app |
| 📊 Student Progress | View individual student academic history and performance trends |
| 🏖️ Leave Request | Apply for leave and track approval status |
| 📢 Announcements | Send class-specific or school-wide announcements |
| 🕐 Schedule | View personal timetable, substitution schedule, and upcoming classes |
A student-centric app that supports learning, organization, and self-service access to academic information.
| Feature | What Students Can Do |
|---|---|
| 📚 Homework | View assigned homework, mark as complete, and access reference materials |
| ✅ Attendance | Check personal attendance record and percentage |
| 📋 Assignments | Submit assignments online with file upload and view grades |
| 📝 Results | Access exam marks, report cards, and academic rankings |
| 🕐 Time Table | View daily and weekly class schedule with room and teacher details |
| 💰 Fee Details | View fee structure, payment history, and pending amounts |
| 📚 Library | Search catalogue, view issued books, and check due dates |
| 📖 Learning Material | Access subject-wise study materials, videos, and practice questions |
The Principal receives a command-centre view with real-time Key Performance Indicators (KPIs) and interactive charts for strategic oversight.
| Chart / Analysis | Insight Provided |
|---|---|
| 👥 Student Strength Trend | Enrollment growth over 12 months; new admissions vs total strength |
| ✅ Attendance Heatmap | Daily attendance % across all classes; identify low-attendance classes |
| 💰 Fee Collection Gauge | Collection progress against annual target; monthly collection trend |
| 📝 Exam Performance Chart | Class-wise and subject-wise pass rates; comparison across terms |
| 🏛️ Department-Wise Analysis | Performance, staffing, and resource allocation by department (Science, Arts, etc.) |
| 👩🏫 Teacher Attendance | Staff punctuality and leave patterns; substitute requirement forecast |
| 📈 Revenue vs Expenses | Monthly income/expense comparison; net surplus/deficit trend |
| ⚠️ Pending Fees Breakdown | Defaulter analysis by class with aging buckets (30/60/90 days) |
| 🚌 Transport Status | Route occupancy, vehicle status, and transport fee collection |
| 📚 Library Usage | Books issued per month, popular categories, member engagement |
| 🍩 Enrollment by Class | Student distribution across grades — identify over/under capacity classes |
| 👤 User Overview | Breakdown of students, teachers, and staff in the system |
The platform roadmap includes intelligent automation powered by Artificial Intelligence to further reduce manual effort and unlock predictive insights.
The School Management System delivers measurable value to every participant in the education ecosystem.
Your Technology Partner
Taurius Technologies brings proven expertise in education technology to deliver a secure, scalable School Management System tailored for School — with commitment that extends well beyond go-live.
A skilled team with deep experience building school administration platforms, academic workflows, and parent-facing applications — ensuring reliable delivery on schedule.
Role-based access control, encrypted data transmission, audit logs, and daily backups — designed to protect sensitive student, staff, and financial records.
Hosted on secure cloud infrastructure with high availability — accessible from anywhere, with no on-site server maintenance burden for the school.
Responsive web portal and dedicated mobile apps for parents, teachers, and students — keeping every stakeholder connected on the devices they use daily.
Branded for School with configurable modules, fee structures, report formats, certificates, and workflows that match your institution's policies.
Hands-on training for admin staff, teachers, accountants, and reception teams — plus user guides and go-live support so everyone is confident from day one.
A named support channel during business hours for issue resolution, guidance, and system queries — your team is never left navigating problems alone.
Ongoing software updates, security patches, backup monitoring, and included enhancement hours — keeping the platform current and dependable year after year.
A clear product roadmap including mobile apps, AI-powered features, and new modules — the system grows with School's evolving needs.
We view every school engagement as a lasting relationship — not a one-time project. Taurius is committed to Ameya's digital journey for years to come.
Contact Taurius Technologies to schedule a demonstration, discuss phased implementation, or request a detailed commercial proposal.
Plain-language definitions of common terms used throughout this document, intended for non-technical readers such as school management, trustees, and administrative staff.