DocsReception

Reception

Front-office management — log enquiries, mail, calls, visitors, and complaints. Path: Sidebar → Reception.

Admission Enquiry Reception → Admission Enquiry

Track prospective student enquiries before formal admission. Path: Reception → Admission Enquiry → Add Enquiry.

Field	Status	Description
Name	Required	Prospective student's name.
Gender	Required	Male / Female.
Birthday	Optional	Date of birth.
Father Name	Required	Father's full name.
Mother Name	Optional	Mother's full name.
Mobile No	Required	Contact mobile number for follow-up.
Email	Optional	Email address.
Address	Required	Full address of the family.
No of Child	Required	Number of children in the family.
Class Applying For	Required	Which class the student wants to join.
Previous School	Optional	Name of the previous school attended.
Assigned	Required	Staff member who is handling this enquiry.
Reference	Required	How they found the school (configured in Reception → Reference).
Response	Required	Response type — select from configured options (e.g. Positive, Negative, Pending).
Note	Optional	Any notes from the conversation.
Date	Required	Date of the enquiry.
Next Follow-Up Date	Optional	When to call back.

To admit an enquiry student, open their enquiry details and click the Admit button — it pre-fills the Add Student form with their information.

Postal Record Reception → Postal

Log incoming and outgoing postal items. Path: Reception → Postal → Add Postal Record.

Field	Status	Description
Type	Required	Dispatch (outgoing) or Receive (incoming).
Reference No	Required	Postal/courier tracking reference number.
Sender Title	Required	Name/title of the sender.
Receiver Title	Required	Name/title of the receiver.
Address	Required	Full address of sender/receiver.
Note	Optional	Any notes about this postal item.
Date	Required	Date of dispatch or receipt.
Document File	Optional	Upload a scan of the document.
Confidential	Optional	Toggle ON if this is a confidential item — it will only be visible to authorised staff.

Call Log Reception → Call Log

Record all incoming and outgoing phone calls at the school reception. Path: Reception → Call Log → Add Call Log.

Field	Status	Description
Call Type	Required	Outgoing or Incoming.
Calling Purpose	Required	Purpose of the call — select from configured options or add new.
Name	Required	Name of the caller / person being called.
Mobile No	Optional	Their phone number.
Date	Required	Date the call happened.
Time Slot (Start–End)	Required	Start time and end time of the call. Duration is auto-calculated.
Follow-Up Date	Optional	If action is needed, set a follow-up date.
Note	Optional	Summary of what was discussed.

Table columns: Name, Mobile No, Calling Purpose, Call Type, Date, Start Time, End Time, Follow-Up Date, Duration, Note.

Visitor Log Reception → Visitor Log

Track every visitor entering the school. Path: Reception → Visitor Log → Add Visitor.

Field	Status	Description
Visiting Purpose	Required	Select from configured purposes (e.g. Parent Meeting, Vendor, Inspection).
Name	Required	Full name of the visitor.
Mobile No	Optional	Visitor's phone number.
Date	Required	Date of visit.
Entry Time	Required	Time of entry into school.
Exit Time	Optional	Time of exit.
Number of Visitor	Required	How many people are visiting (e.g. 1, 2, group of 5).
ID Number	Optional	ID document number (Aadhaar, PAN, etc.).
Token / Pass	Optional	Visitor pass number or token issued at gate.
Note	Optional	Any additional notes about the visit.

Complaint Reception → Complaint

Record and track complaints from parents, students, or staff. Path: Reception → Complaint → Add Complaint.

Field	Status	Description
Complaint Type	Required	Category of the complaint (create types via the Type dropdown).
Assign To	Required	Which staff member is responsible for resolving this complaint.
Complainant Name	Required	Full name of the person raising the complaint.
Complainant Mobile No	Optional	Their phone number for follow-up.
Note	Optional	Detailed description of the complaint.
Date	Required	Date the complaint was raised.
Document File	Optional	Upload any supporting document.

Resolving a Complaint

Click the resolve icon on any pending complaint. Enter Date of Solution and Action Taken — then click Update. The complaint status changes from Pending to Resolved.

Reference Reception → Reference

Create the list of reference sources that appear in the Admission Enquiry form. E.g. "Facebook Ad", "Google Search", "Word of Mouth", "School Fair", "Existing Parent".

Frequently Asked Questions

How do I admit a student from an Enquiry record?

Open the enquiry → click the Details icon → click Admit Student. The Add Student form opens pre-filled with the enquiry data. Complete remaining required fields and save.

What is "Calling Purpose" in Call Log?

It is a configurable category for the type of call — e.g. "Fee Enquiry", "Admission Enquiry", "Complaint Follow-Up". You can add new purposes directly from the Call Type dropdown in the Call Log form.

Attendance

Library