Every bed has an address
Hostels are organised as wing › floor › room › bed.
School ERP
Your whole school, in one system
Botspot School Management runs admissions, attendance, fees, exams and hostels in one place, without spreadsheets or registers.
Hostel management in 3D: wings, floors, rooms and beds
See occupancy at a glance
Each window is a room. A warm glow means it is occupied.
- Vacant
- Half occupied
- Full
Every bed, every status
Free, reserved and occupied beds in one view.
- Free
- Reserved
- Occupied
Room facilities, priced per room
Paid facilities are priced per room, separate from the room fee.
Allocate. Invoice follows.
One student, one bed. The hostel fee invoice is generated automatically.
AllocatedFee invoice generated
- Hostel
- Wing A
- Floor 3
- Room 304
- Bed B
School ERP
What is Botspot School Management?
Botspot School Management is a school ERP application built by Botspot Infoware. It keeps enquiries, admissions, student records, attendance, timetables, exams, fees, library, transport, notices and hostel beds in one database, so every office works from the same student record.
- Access
- Any modern web browser
- Used by
- Principal, teachers, class coordinators and the accounts office
- Accounting
- Every fee invoice is linked to a journal entry in accounting
- Indian compliance
- Aadhaar, APAAR ID, PEN and UDISE code on every student record
- Hostel
- Wing, floor, room and bed allocation with a 2D room board and 3D building map
Less paperwork, more teaching
One system to run admissions, attendance, fees and hostels for your school
One Odoo application replacing spreadsheets and registers, covering admissions, attendance, fees, exams, library, transport and hostel allocation.
Hostel 3D building Rooms glow by occupancy across wings and floors.
Everything a school office does today, in one Odoo app
One record, start to finish
An admission enquiry becomes an application, and an approved application creates the student and parent record automatically, with no re-typing.
Fees tied to accounting
Every fee invoice is linked to a journal entry, so the accounts team and the school office always see the same payment status.
Hostel down to the bed
Hostels are modelled as wings, floors, rooms and individual beds, with allocation, renewal and vacate tracked as a full history per student.
Indian-compliance ready
Aadhaar, APAAR ID, PEN and UDISE code are first-class fields on every student record from day one, not bolted-on custom fields.
Day-to-day school operations
Basic features every school needs
The foundation of the system: the registers and records that teachers, class coordinators and the accounts office use every day.
Daily attendance
Open the class attendance sheet for a date, mark each student present or absent on one list, then confirm. Present, absent and total counts are calculated automatically for the class.
Timetable & periods
Set school periods with start times, end times and recess once, then build each class weekly timetable by assigning a subject, teacher and room to every period across every weekday.
Examinations & grade scales
Create an exam against an exam type and grade scale, load students from the active class, and enter theory and practical marks per subject. Grades and pass or fail follow automatically.
Fee structure & invoices
Link fee categories to accounting products, combine them into a fee structure with line items, and bill students as fee invoices that support paid, partially paid or confirmed status.
Library
Catalogue books by category with total copy counts. Issuing a book reduces availability; returning or marking a copy lost updates the count again so library stock always stays current.
Transport
Record vehicles, drivers, attendants, routes and stops in one place, then mark any student as a transport user with a specific assigned route and pickup stop across the school.
Beyond basic record-keeping
Special features that connect departments
These capabilities link the front office, accounts and communication together instead of leaving them as separate spreadsheets.
Admission workflow with auto-enrolment
A prospective family starts as an enquiry, then converts into a full admission application. It moves through submitted, verified and approved stages, and enrolment creates linked parent and student records without front-office re-keying.
Fee-to-accounting integration
Confirming a fee invoice can generate the matching accounting journal entry. Payments and reconciliation are read back automatically, updating the invoice between confirmed, partially paid and paid without any duplicate manual entry.
Targeted notices & circulars
A circular can be targeted by medium, standard or class and published with a mail template, so only the relevant students and parents are notified instead of sending one blanket message out to the whole school community.
Dashboard walkthrough
School & Hostel dashboards
School dashboard
- Students, staff and fee collection at a glance
- Admissions and enquiry status in simple charts
- Class results, attendance and library alerts
Hostel dashboard
- Free, reserved and occupied beds in one view
- 2D room board and 3D building occupancy map
- Search a student or bed and open its details
What sets this system apart
Genuinely distinctive capabilities
Most school software stops at "hostel: yes/no". This system goes further where it matters.
Bed-level hostel allocation with renewal history
Hostel buildings are modelled as hostel → wing → floor → room → bed, and each room can carry its own paid facilities. Every allocation moves through a full lifecycle, and each renewal links back to the last one, building a complete occupancy history per bed, not just a yes/no flag.
Leadership KPI dashboard
A single dashboard brings together academic toppers, class-wise academic averages, the admissions and enquiry pipeline, fee-collection status, overdue library books and hostel occupancy, so a principal does not have to open six different lists to see how the school is doing this term.
Indian-compliance student fields
Aadhaar number, APAAR ID (Automated Permanent Academic Account Registry), PEN and UDISE code are built into every student record from day one, alongside category and medical details, fields most generic school software leaves out entirely or bolts on later as free-text notes.
Off paper, in real time
Parents in the loop, attendance without the register
Two features that take the school day off paper: updates that reach parents where they already read their messages, and attendance that records itself.
WhatsApp parent communication
Stay connected with parents through WhatsApp. Schools can easily share student attendance, test marks, important announcements and other updates directly with parents, keeping them informed in real time.
- Attendance the moment the register closes for the day
- Test and exam marks as soon as results are published
- Circulars, holidays and fee reminders to one class or the whole school
Animation: the school broadcasts a daily update to 420 parents. A parent's phone then receives three WhatsApp messages in turn — the day's attendance, a unit-test result and an Annual Day announcement — and the parent replies to confirm.
Smart biometric attendance
Simplify attendance management with real-time biometric attendance for teachers and staff. Schools can use that attendance data to accurately calculate salaries, working hours, or hourly wages for visiting and external faculty.
Biometric attendance works for students too, so the traditional attendance register is no longer needed. Teachers save the time they spent calling the roll and spend it on teaching, while the system records and manages attendance on its own.
- Staff and visiting faculty punch in and out; hours roll straight into payroll
- Hourly wages calculated from the logged time, not from a handwritten sheet
- Students marked automatically, with no register to collect or re-enter
Animation: a finger is scanned and matched on a biometric device, three punch-in entries appear in the day's log, a ring fills to show 41 of 42 students present, and the week's payable amount for a visiting teacher is calculated from the hours recorded.
How the pieces fit together
Detailed feature workflows
- Enquiry: a family's interest is logged with student and parent name, then tracked through contacted, visited and interested stages.
- Admission created: an interested enquiry is converted into an admission application, in draft status.
- Submitted: the family's application and documents are submitted for review.
- Documents verified: the office confirms the submitted documents are in order.
- Approved: the school approves the application for admission.
- Enrolled: enrolling the application automatically creates the parent and student records and links them back to the admission.
- Draft: a bed allocation is created for a student against a specific room and bed.
- Pending payment: the hostel fee for the stay is awaiting collection.
- Allocated: the bed is confirmed occupied by the student, with an auto-generated fee invoice.
- In renewal / Renewed: at renewal time a new allocation is linked back to the previous one, preserving full history.
- Vacated / Cancelled: the bed is released and becomes available for the next allocation.
- Open the register: the teacher opens the class attendance sheet for today's date.
- Mark each student: present or absent is recorded per student line.
- Confirm: the sheet is confirmed, moving it from draft to done and locking in present/absent/total counts.
- Draft invoice: a fee invoice is raised against the student's fee structure.
- Confirmed: the invoice is confirmed and, where configured, its accounting journal entry is created.
- Payment registered: a payment mode is recorded; the invoice updates to partially paid or paid based on the amount received.
- Synced with accounting: later reconciliation on the accounting side is read back automatically to keep the fee invoice status accurate.
Residential facilities
Hostel management, down to the bed
Every hostel building is broken down into a clear hierarchy: a hostel contains one or more wings, each wing has floors, each floor has rooms, and each room has individually tracked beds. This mirrors how a warden actually thinks about the building, rather than treating "hostel" as a single flag on the student record.
- Each room can carry its own paid facilities (for example an attached bathroom or air-conditioning), priced independently of the base room fee.
- A bed allocation links one student to one bed for a stay, and the system prevents a student from holding two active hostel bookings at the same time.
- Allocations follow a clear lifecycle (draft, pending payment, allocated, in renewal, renewed, vacated or cancelled), so the warden always knows the real status of every bed.
- Renewing a stay creates a new allocation linked back to the previous one, building a complete renewal history per student rather than overwriting the record.
- Allocating a bed can automatically generate the matching hostel fee invoice, keeping occupancy and billing in step.
What school administrators ask first
Frequently asked questions
Does the fee module integrate with accounting?
Yes. Every fee invoice is linked to a journal entry in Accounting, so payments recorded in either place stay in sync automatically.
How does a student move from enquiry to an enrolled record?
An enquiry is converted to an admission application, which moves through submitted, documents-verified and approved stages. Approving and enrolling the application automatically creates the linked parent and student records.
Can the system manage hostel rooms and beds individually?
Yes. Hostels are organised into wings, floors, rooms and individual beds, each room can carry its own paid facilities, and every allocation follows a lifecycle from draft to allocated, renewed or vacated.
Does the system support Indian compliance fields for students?
Yes. Student records capture Aadhaar number, APAAR ID, PEN and UDISE code alongside standard admission and academic details.
Is there a dashboard for school leadership?
Yes. A KPI dashboard shows academic toppers, class averages, admission and enquiry pipelines, fee-collection status, overdue library books and hostel occupancy in one screen.
See it running on your own admissions and fee data
Talk to Botspot Infoware about a walkthrough of the Botspot School Management System, configured for your board, standards and fee structure.
Or write to us directly at contact@botspotinfoware.com
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