Online Coaching Institute Management Software

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Confidential © Techior Solutions Pvt. Ltd.
www.techior.com
Online
Coaching Institute Management Software
(OCIMS)
User Guide

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Index
(Click on Page No to jump to page)
INTRODUCTION ------------------------------------------------------------------------------------------------------------------ 4
QUICK START GUIDE FOR ONLINE C.I.M.S --------------------------------------------------------------------------------- 5
LOGIN TO ONLINE CIMS: ------------------------------------------------------------------------------------------------------- 7
FORGOT PASSWORD: ----------------------------------------------------------------------------------------------------------- 8
HOMEPAGE (POST-LOGIN): --------------------------------------------------------------------------------------------------- 9
ADD NEW BRANCH: ------------------------------------------------------------------------------------------------------------11
ADD BRANCH AS FRANCHISE CENTRE:-------------------------------------------------------------------------------------12
EDIT BRANCH --------------------------------------------------------------------------------------------------------------------13
EDIT BRANCH (CONTD.): ------------------------------------------------------------------------------------------------------14
MANAGE FRANCHISE PAYMENT --------------------------------------------------------------------------------------------15
(FOR INSTITUTE ADMIN ACCESS ONLY) -----------------------------------------------------------------------------------15
MANAGE FRANCHISE ORDER MANAGEMENT ---------------------------------------------------------------------------17
(FOR INSTITUTE ADMIN ACCESS ONLY) -----------------------------------------------------------------------------------17
ADD NEW COURSE--------------------------------------------------------------------------------------------------------------21
ADD NEW SUBJECT: ------------------------------------------------------------------------------------------------------------22
ADD BRANCH ADMIN: ---------------------------------------------------------------------------------------------------------23
MY PROFILE: ---------------------------------------------------------------------------------------------------------------------24
CHANGE PASSWORD:----------------------------------------------------------------------------------------------------------25
ADD BATCH:----------------------------------------------------------------------------------------------------------------------26
ADD BATCH ATTENDANCE:---------------------------------------------------------------------------------------------------28
ADD STAFF:-----------------------------------------------------------------------------------------------------------------------30
ADD STAFF ATTENDANCE:----------------------------------------------------------------------------------------------------32
MANAGE STAFF PAYMENTS:-------------------------------------------------------------------------------------------------34
SALARY SLIP PREVIEW: --------------------------------------------------------------------------------------------------------37
ADD TEST:-------------------------------------------------------------------------------------------------------------------------38
MANAGE TEST RESULTS: ------------------------------------------------------------------------------------------------------40
ADD TEST RESULTS: ------------------------------------------------------------------------------------------------------------41
MANAGE STUDENTS: ----------------------------------------------------------------------------------------------------------42
ADD ENQUIRY:-------------------------------------------------------------------------------------------------------------------44
EDIT ENQUIRY: ------------------------------------------------------------------------------------------------------------------45

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ADD REGISTRATION:-----------------------------------------------------------------------------------------------------------46
ENQUIRY FOLLOW-UP ---------------------------------------------------------------------------------------------------------49
ANNOUNCEMENTS: ------------------------------------------------------------------------------------------------------------51
PREPARE INSTALLMENTS (STAGE-I): ---------------------------------------------------------------------------------------53
PREPARE INSTALLMENTS (STAGE-II): --------------------------------------------------------------------------------------54
PRINT PREVIEW OF AN INSTALLMENT SCHEDULE: ---------------------------------------------------------------------55
PAY INSTALLMENTS (STAGE-I):----------------------------------------------------------------------------------------------56
PAY INSTALLMENTS (STAGE-II): ---------------------------------------------------------------------------------------------57
EDIT INSTALLMENTS: ----------------------------------------------------------------------------------------------------------59
PRINT RECEIPT: ------------------------------------------------------------------------------------------------------------------61
PAY FULL FEES (STAGE-I): -----------------------------------------------------------------------------------------------------62
PAY FULL FEES (STAGE-II): ----------------------------------------------------------------------------------------------------63
RECEIPT FOR FULL FEES PAID WITH OTHER FEES:-----------------------------------------------------------------------64
PAY MONTHLY / HOURLY FEES (STAGE-I):--------------------------------------------------------------------------------65
PAY MONTHLY / HOURLY FEES (STAGE-II):-------------------------------------------------------------------------------66
PAY OTHER FEES (STAGE-I): --------------------------------------------------------------------------------------------------67
RECEIPT FOR PAYMENT OF OTHER FEES IS AS BELOW:----------------------------------------------------------------68
MANAGE ROLES: ----------------------------------------------------------------------------------------------------------------69
ADD / EDIT ROLES:--------------------------------------------------------------------------------------------------------------70
ADD USERS: ----------------------------------------------------------------------------------------------------------------------72
EDIT USERS: ----------------------------------------------------------------------------------------------------------------------74
MANAGE USER LOGIN SECURITY:-------------------------------------------------------------------------------------------75
MANAGE EXPENSES: -----------------------------------------------------------------------------------------------------------77
EDIT EXPENSES: -----------------------------------------------------------------------------------------------------------------78
MANAGE INVENTORY:---------------------------------------------------------------------------------------------------------79
MANAGE TRANSPORTATION ------------------------------------------------------------------------------------------------84
MANAGE HOSTEL ---------------------------------------------------------------------------------------------------------------88
MANAGE HEALTH RECORDS -------------------------------------------------------------------------------------------------92
SETTINGS:-------------------------------------------------------------------------------------------------------------------------94
POP-UP REMINDERS: -------------------------------------------------------------------------------------------------------- 103
POP-UP ALERTS:--------------------------------------------------------------------------------------------------------------- 105
POP-UP MESSAGES: ---------------------------------------------------------------------------------------------------------- 106

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Introduction
Online Coaching Institute Management System simplifies managing the
administrative process of Institutes and Training Academies.
The features include:
Ø Institute configuration
Ø Multi-Branch Management
Ø Franchise Management
Ø Franchise Order Management
Ø Franchise payments
Ø User management
Ø Role management
Ø User Role Security
Ø SMS and eMail configuration
Ø Data import from Excel
Ø Student enquiry (saving student details)
Ø Enquiry Follow-up
Ø Student registrations
Ø Fee payments
Ø Staff Salary payments
Ø Automatic Installment calculations
Ø Discounts
Ø Refunds
Ø Configuring courses offered
Ø Keeping staff (instructor) records
Ø Batch formation
Ø Attendance (Staff & Students)
Ø Keeping record of test marks
Ø Keeping track of expenses
Ø Keeping track of inventory
Ø Keeping track of transport
Ø Keeping track of hostel
Ø Keeping track of health records
Ø Lots of reports to view data as required:
· Payments Received Reports
· Outstanding Payment Reports
· Attendance Reports
· Batch Performance Reports
· Student Reports
· Follow-up Reports
· Expenses Reports
· Inventory Reports

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· Franchise Reports
· Transportation Reports
· Hostel Reports
· Health Reports
· Staff Reports
· I-cards (Staff & Student)
· User Reports
· Accounting Report
· Test Reports
· Batch Time Table
Quick Start Guide for Online C.I.M.S
Data Management:
Step 1: Acquire Appropriate License
Obtain either Trial or Premium License for Online C.I.M.S by contacting Techior
Step 2: Data Creation/ Acquisition
i) Add Courses to your Institute / Branch. Click on Courses>Manage Courses
ii) Add Subjects to your Institute / Branch. Click on Courses>Manage Subjects
iii) Add a Branch to your Institute. Click Branches>Manage Branches>Add Branch.
iv) Add Courses / Subjects to your branch by using the courses tab or Manage
Courses>Add Course from Institute.
v) Add Enquiry(s) to your branch. Click Students>Add Enquiry.
vi) You can also import enquiries from excel. Click Students>Manage
Students>Import Enquiry Data from Excel
vii) Add Registration(s) to your branch. Click Students>Add Registration.
viii) You can also update an enquiry to a registration. Click Students>Manage
Students>Register or Click Students>Add Registration>Update from Enquiry.
Step 3: Batch, Test, Staff and Staff Salary Creation
i) Add a Batch to your branch. Click Batch>Manage Batches>Add Batch.
ii) Add a Test to your branch. Click Tests>Manage Tests>Add Test.
iii) Add Test Results for your Test. Click Tests>Manage Test Results.
iv) Add staff for your branch. Click Staff>Manage Staffs>Add Staff.
v) Add staff salary setup for your branch. Click Staff>Set Staff Payment.
vi) Add staff salaries to your branch. Click Staff>Make Staff Payment.
Step 4: Take Attendance
i) Take attendance for a batch. Click Batch>Manage Batch Attendance.
ii) Take attendance for a staff. Click Staff>Manage Staff Attendance.

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Step 4: Payments
i) Add a new Installment for a Student. Click Payments>Prepare Installment.
ii) Accept an Installment payment. Click Payments>Pay Installment.
iii) Accept full fee for a subject. Click Payments>Pay Full Fees.
iv) Accept Monthly/Hourly Fees from a student. Click Payments>Pay Monthly/Hourly
Fees.
v) Accept other fees from a student. Click Payments>Pay Other Fees.
vi) Make refunds to a student. Click Payments>Make Refund.
Step 5: Utilities
i) Make payment for expenses incurred. Click Payments>Manage Expenses.
ii) Manage Stock / Inventory. Click Utilities>Manage Inventory.
iii) Manage Transportation. Click Utilities>Manage Transportation.
iv) Manage Hostel. Click Utilities>Manage Hostel.
v) Manage Health Records. Click Utilities>Manage Health Records.
Administrative Settings:
i) Other Fees: Here you can configure any additional fees (over and above the course fees)
that the students need to pay. This may include admission fees, parking fees,
examination fees, lab fees, etc.
ii) SMS Configuration: You can choose to send SMS using any one of the following 2
methods:
Bulk SMS Service
Using GSM (Only available to Premium Users)
iii) E-Mail Configuration: Here you can configure the email server details along with User-Id
and password which will be used to send E-Mails about fees reminders, test marks,
attendance and make announcements to a selected group of students.
iv) Message Templates: Here you can set your default message templates to be used while
sending SMS & Email to your students.
v) Expense Category: Here you can maintain the list of the various categories of expenses.
These expense types are then used to keep track of the expenses being incurred in the
institute. The categories of payment are defined here, while the actual payments being
made are tracked in Manage Expenses tab in Payments.
vi) Automated Emails: Here you can configure whether you want daily / weekly / monthly
status mails of your institute to be sent via email to your Institute Admin or Branch Admin.
This is an email sent by the system giving information about total enquiries, registrations,
follow-ups, etc.
User Management: Here you can perform the User Management for your Online CIMS
software. You can add new users, and configure them so that they may or may not have
administrator privileges. You can add Branch Admin(s), create new roles / user types and
create users as per the user type. You can also implement user role security, i.e. if you
want to secure user access within a specific time frame from a specific terminal only.

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Login to Online CIMS:
Open the link, www.onlinecims.com in your web browser to reach the login page.
Enter your UserName and Password to Login to your Institute / Branch.

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Forgot Password:
If you don't remember your password, click on "Forgot Password?" on the Login Page.
In "Password Recovery" window, type in the Username and Email Id(Registered) and
click Submit.
After clicking “Submit”, please check your email. Your Username and Password will be
mailed to you.

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Homepage (Post-login):
Once logged in, either Institute Home Page or Branch Home Page shall open depending
upon the login id used.
If you login with InstituteAdmin userid, then you will land at the branch selection page.
Click on a branch name in the grid to select a branch.
Institute Admin Home Page:
Note: Other than adding a new branch, data can be created for the below mentioned
modules both at Institute Level and at Branch Level:
· Courses (Courses Tab)
· Subjects (Courses Tab)
· SMS Settings (Settings Tab)
· Email Settings (Settings Tab)
· Other Fees Types (Settings Tab)
· Expense Types (Settings Tab)
· Message Templates (Settings Tab)

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Branch Admin Home Page:
If you login with BranchAdmin userid, then you will land at the Manage Students page.
You can go into Settings to setup the configuration of your branch, or go into Courses
menu to add the courses and subjects offered in your branch. You can also import the
courses and subjects from institute level.

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Add New Branch:
At Institute Homepage, list of branches (if already created) are displayed. To add a
branch, select "Add Branch".
In Add Branch, fill all the required fields along with the Tax Rate and click Save.
E-mail for New Registrations and Payments Received are sent on the E-Mail id given
during Branch Registration.
Note: Email Messages are only sent if Email settings are saved in the Settings section for
that specific branch. To save these settings, please refer “Settings” module from the
Index.

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Add Branch as Franchise Centre:
In Add Branch, fill all the required fields along with the Tax Rate and choose the
checkbox for “Make Branch as Franchise Center” visible below. Now fill all the required
fields below for the franchise center and click “Save”.

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Edit Branch
To edit / update a branch, choose the edit icon for a branch on the Manage Branches
Page.

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Edit Branch (Contd.):
If a branch is no more in the active state or has been temporarily closed, then choose the
“Inactive” status and click “Save”. When a branch is in “Inactive” status, all the data
created with that branch will no more be visible to other users. Any Branch Admin logins
or other logins created for that branch will be disabled.
Below confirmation will pop-up when “Inactive” state is chosen and “Save” is clicked:
If a branch which is in “Inactive” state needs to be set to “Active” state, choose the edit
icon for a branch on the Manage Branches Page. Choose the “Active” status and click
“Save”. When a branch is set back to “Active” status, all the data created with that branch
will be visible again to other users. Any Branch Admin logins or other logins created for
that branch will be enabled.
Below confirmation will pop-up when “Active” state is chosen and “Save” is clicked:
Note: Only Institute Admin users have the authorization to perform the Active / Inactive
Status Changes at branch level.

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Manage Franchise Payment
(For Institute Admin Access Only)
Go to Branches > Franchise Payment
Follow tips as instructed.

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Make Payment (Select Franchise) (Stage-I):
Make Payment (Payment Calculation) (Stage-II):

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Manage Franchise Order Management
(For Institute Admin Access Only)
Go to Branches > Franchise Order Management

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Order Items (Select Franchise) (Stage-I):
Order Items (Place Order) (Stage-II):

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Receive Items (Receive Orders) (Orders List) (Stage-I):
Receive Items (Choose Pending Order) (Stage-II):

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Receive Items (Receive Order) (Stage-III):

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Add New Course
To Add Courses at Institute level, Click Courses-> Manage Courses-> Add Course.
To Edit / Delete a Course, Click Courses-> Manage Courses

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Add New Subject:
To add a subject, select "Add Subject" from Manage Courses Tab or Click Courses->
Manage Subjects. Fill the required fields and click Save.
Duration: Years, Months, Days, Hours and Session.
Fees Type:
Full Subject Fees: Choose this option if fees needs to be taken either in lumpsum or by
installments. Mention the Total Fees in the amount section. Choose whether subject fees
should be taxable or not. If lumpsum payment is required, choose “Installment Allowed:
No” else choose “Installment Allowed: Yes” and mention the number of installments.
Choose Yearly, Monthly or Session as Duration (Recommended).
Monthly / Hourly Fees: Choose this option if fees needs to be taken either via on a
monthly basis or via hourly basis. Choose whether subject fees should be taxable or not.
Payment will depend on how many hours or months are given in the duration box.
Choose Month as duration for Monthly Fee Type and Hourly as duration for Hourly Fee
Type (Recommended).

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Add Branch Admin:
To Add Users, click Users->Manage Branch Admin. Click "Add Branch Admin" to
create a branch admin user.
Below confirmation box pops-up when save is clicked:

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My Profile:
To view / edit your current login profile, click Profile-> My Profile.

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Change Password:
To change password for your login, click Profile-> Change Password.
Enter Old Password, New Password and Confirm Password and click Save. If Email
settings have been saved at the Institute / Branch level, then a Password Change E-Mail
will be sent to the registered e-mail id of the user.
Note: Follow the steps for Manage Courses / Subjects, Users, Reports, Profile and
Settings if you are logged in as Branch Admin.

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Add Batch:
After selecting a branch, to add a Batch, click Batch-> Manage Batches-> Add Batch
Click Edit / Delete on Manage Batches Page to edit / delete an existing batch.
While adding a new batch, only Batch Name and Batch Time are mandatory. Check
"Affiliate this batch to course" to affiliate this batch to a course/subject.
If a batch is affiliated to a course/subject, then staffs related to that course will be
displayed in Trainers Box. Choose a trainer who will teach the students in the batch. If
you have not entered staff information in the system, then this can be added later by
editing the batch. Add students to the batch by clicking the "Add Students" button.

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Add Students to a Batch:
When "Add Students" is clicked, search page to add students will open. Default list of
registered students will be displayed if affiliate check was done for a course/subject.
Choose the student(s) or tick the “Select All” checkbox in the grid heading and click
"Select". Now Click Save to save the batch.
To “Edit” a batch, click Edit on Manage Batches page. Now when students are searched,
choose the specific course/subject of that batch and click search or just click search to get
the list of remaining students who are not part of the batch.
To delete a batch, click on the delete icon(X) for the specific batch.

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Add Batch Attendance:
To take attendance of a batch, click Batch-> Manage Batch Attendance. Click Edit /
Delete to edit / delete an attendance taken earlier.

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Else click "Add Attendance" to add a new attendance.
Select a date for which attendance is to be taken using the calender function and choose
the batch from the dropdown list. By default, all the students of the selected batch will be
listed under the “Present Students” box. Choose the student(s) who are absent and click
">>" to move the selected students to “Absent Students” box. Choose SMS option to send
a SMS to student/father/mother or choose Email to send an email informing the
student/father/mother about absenteeism. Once done sending messages, click Save to
save the attendance record.

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Add Staff:
To add the details about a staff member, click Staff-> Manage Staff.
Click Edit / Delete to edit / delete a Staff added earlier.
Else click "Add Staff" to add a new staff.

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In add Staff page, Staff can be Teaching or Non-teaching. Choose the required option,
fill all the mandatory fields and click Save.

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Add Staff Attendance:
To take attendance of a staff, click Staffs-> Manage Staff Attendance. Click Edit / Delete
to edit / delete an attendance taken earlier.

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Else click "Add Staff Attendance" on Manage Staff Attendance Page to add a new
attendance.
Select the checkbox if a staff was present, else ignore checking the box and click Save.
Date by default will be current date, but can be changed to a past date. "No of Hours" box
is required to fill if hourly payment of staff needs to calculated.

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Manage Staff Payments:
Here you can setup the salary of your Teaching / Non-teaching Staff and accordingly pay
their salaries.
Add a new Staff Payment Structure:
To add a Salary Structure, click Staff > Set Staff Payment
There are 3 ways in which payment can be made to staff:
1. Fixed salary.
2. Hourly salary – Rate per hour is fixed. Payment is based on hours logged in staff
attendance.
3. Fixed with commission – In addition to some basic salary, a fixed percentage of
student fees is paid to the staff. This salary option is available only for the
teaching staff.
Choose a Staff from the list to open the payment details section. Now enter all the
required fields and click Save.

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Edit a Staff Payment Structure:
To edit a staff payment setup, go back to “Set Staff Payment” and choose the staff from
the listing in the grid to open their salary setup. Once done with changes, click Save.
Pay a Staff Payment:
Here you can make your staff payments as per their setup created by “Set Staff Payment”
module. To make a staff payment, click Staff > Make Payment

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Choose a Staff from the list, to open his / her “Income” details section. Now enter the
values for the remaining fields namely, “Advance Against Salary” / “Mobile (Exceed
Limit)” / “Deduction for being absent” and click Save.
Once done, click on “Print Salary Slip” to open the salary slip

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Salary Slip Preview:

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Add Test:
To add a test, click Tests-> Manage Tests.
Click Edit / Delete to edit / delete a Test added earlier.
Edit Test:

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Click "Add Test" to add a new test.
In "Create Test" page, Enter a Test Name, choose a single / multiple courses with its
respective subject(s) and marks for each subject. Maximum of 5 subjects are allowed per
test. Once done, click Save.
Add Test:

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Manage Test Results:
To manage Test Results, click Test-> Manage Test Results.

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Add Test Results:
To add Test Results, click Test-> Manage Test Results.
Select a test name from the drop-down list, choose the date and time (default date is
current date) for the test and select the batch which is required to give this test.
Once the above 3 fields are chosen, below grid will open where marks need to be entered.
To enter the marks if a student is present, check the check-box and enter the marks. If the
student is absent, leave the check-box unchecked for that specific student. If a student has
not registered for a subject which is a part of the test, then entering marks for the student
is not allowed. Marks box will be disabled or greyed-out.
Choose SMS option to send a SMS to student/father/mother or choose Email to email a
student his/her test results. Once done sending messages, click Save to save the Test
Results.

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Manage Students:
To view all the students in your branch, click Students-> Manage Students.
To import new enquiry students, click "Import Enquiry data from excel" link on "Manage
Students" page.

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Now in Import Data section, click on "here" (hyperlink) to download the excel sheet
format. Once downloaded, fill the sheet with the student details and save the sheet.
Note: Don't use any kind of special formatting while entering data in the sheet. Also don't
change name of the sheet. Click F5 on your keyboard if the "Loading" window hangs up
when excel file is downloaded.
Now click "Choose File" and go to the path where the excel file is saved, choose the
excel file and click "Open". Enter the student data in this file. Once the file is ready to be
uploaded, click “Choose file” to select the file. Then click on "Import" to import the
student data.
Below confirmation message will pop-up when import is completed.

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Add Enquiry:
To manually enter enquiries, click Students-> Add Enquiry.
Now enter the details as required or only the mandatory (*) fields for an enquiry and click
Save.

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Edit Enquiry:
Click Students > Manage Students
To Edit an enquiry, click the Edit icon in the grid on Manage Students Page.
To Delete an enquiry, first edit the enquiry and make the student “Inactive”. Then delete
using the “Delete” button. Students who are in “Active” state cannot be deleted.
Click on “View Details” link in the grid for Registered student to open Student Details
Report.

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Add Registration:
Click Students-> Manage Students.
To Edit a registration, click the Edit icon in the grid for a respective student on Manage
Students Page.
Default status is “Active”. Choose “Inactive” status if you want to inactivate a student.
When Inactive is chosen, choose the reason (On Leave / Session Completed / Drop-out /
Didn’t Join / Other) for the status change and click on “Update” to save changes.
To delete a registered student, first edit the student and change the Status to “Inactive”.
Then use the “Delete” button to delete the student registration and all related records.
Students in “Active” state cannot be deleted.
You can also click "Register" link on the Manage Students Page. Register link is visible
in the right side of the students table. To register a new student, click Students-> Add
Registration. Now enter the details as required or only the mandatory (*) fields for a
registration and click Save. Registration Number is generated automatically. If required,

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click "Enter Manual Registration No" to enter your own registration number. Last 10
registration numbers can be seen in the drop-down list.

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Click on "Update from Enquiry" link on “Add Registration” form to update an enquiry
student for registration.
Choose the specific student by clicking the "Right Arrow", enter the remaining
mandatory fields if left empty and click Save.

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Enquiry Follow-up
The follow-up feature is provided to save the details of the follow-up calls which have
been made to the students.
Here you can search for particular student lists for which the follow-ups are to be done.
You can search for students using First name, Last name or search for all students who
have either enquired about or registered in a particular course and/or subject. You can
also specify a range of dates within which the enquiry has been done in order to do the
follow-ups. After specifying the search criteria, click on “Search” button. This will list all
the students who match the search criteria. Then select the students from the list one by
one to do the follow-ups.
In the follow-up details, you can select a status of the call made. Some of the pre-defined
call statuses are “Busy”, “Call Back”, “Don't Call”, “No Response”, “Remark”,
“Switched Off” and “Wrong Number”. You can define your own call status depending
upon your need. There is a checkbox provided to indicate whether the student is
interested in joining the courses or not. Also, there is a remarks field where any
comments from the follow-up calls can be added.
If status is set as “Call back” then the user is prompted for a call back date. Enter the date
when you are supposed to call back. When you login to the system on the specified call
back date, a message pops-up to remind you that you are supposed to call the enquiry.
The information saved in this form during follow-up calls can be seen in the reports to
track the progress of the follow-ups. See Reports Module section for details about the
follow-up reports that are available.
Add Enquiry Follow-up:
To add Enquiry follow-up, click Students-> Enquiry Follow-up.

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Enquiry Follow-up Window:
Now choose the specified criteria below to search a student, select a status or type of
follow-up and click Save.

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Announcements:
To make an announcement (Birthday Reminders, Outstanding Payments, Session Start
Reminders and other types of follow-ups), click Students-> Announcements.
Now choose a "Student Option" and search for the respective students, choose either
SMS (Bulk / GSM) or Email to send message(s) to them.
Messages can be sent to:
· A single student. Use “Search by name” to find the particular student.
· A Batch. Select the Batch name and send messages to all or selected students of
the batch.
· Subject Enquiries. Select a particular course, subject and time span (“From date”
and “To date”) and click on “Go” button. This will give the list of students who
have enquired for the selected course within the selected time frame, but not
registered yet. You can then send announcements about the beginning of a new
batch or discount offers, etc. to all or selected students from the list.
· All registered. Select a “From date” and a “To date”. This option gives you a list
of all the students who have registered in your institute in the selected time frame.

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This can be used to make announcements like institute holidays, or change in
working hours, etc. to all or selected students from the list.
· All enquiries. This option gives a list of all the students who have enquired at
your institute within a selected time frame but not registered yet. This option can
be used to make discount offer announcements, etc.
· All batches. This option gives a list of all the students who are currently registered
at your institute and are a part of one or multiple batches.
· Birthday wish. This option is used to list the students whose birthday is the
current system date. It can be used to send birthday greetings to the students who
are enrolled in the institute.
Once you have selected the list of students to whom you want to send the message, select
the option SMS or eMail, type in the message and click on “Send” to send the message.

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Prepare Installments (Stage-I):
Click Payments-> Prepare Installment
Click “Create New Schedule” to open the below window:

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Prepare Installments (Stage-II):
Now search the student and click on “Schedule” for the respective student in the grid to
open the below screen. Follow the tips as instructed.

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Print Preview of an Installment Schedule:

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Pay Installments (Stage-I):
Click Payments-> Pay Installment and click “Accept Payment”.
Now search the student and click on “Schedule” for the respective student to open the
below screen. Click on “Pay” to open the payment schedules for the student.

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Pay Installments (Stage-II):
Click on “Pay” to proceed to payment screen. Follow the tips as instructed.

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Below confirmation window will pop-up to confirm payment done:
Once a payment is made, it will show up in “Payment History”.
Click on the Print icon in the Payment History grid to print a payment receipt.

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Edit Installments:
Before making a payment, if installment needs to be modified, click on “Edit” for an
installment to open the below window:
Choose “Change Date” to open below:
Choose “Change Discount” to open below:

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Choose “Payable Amount” to open below:
You can change the value for “Total” if student wants to pay less. The Balance amount
will be adjusted as per the options given below:
· Settle Difference Equally in Remaining Installments
· Settle Difference with Next Installment
· Settle Difference with Last Installment
· Settle Difference with New Installment
Once you’re done, click “Done” to save the changes.

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Print Receipt:
Once payment is taken, click on the “print” icon of an installment in the payment history
window. Receipts can be exported (use the 1st
icon on the Top Menu) to various file
formats like .pdf, .xls, .doc etc. Receipts can also be printed (use the 2nd
icon on the Top
Menu).
Print Receipt Preview:

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Pay Full Fees (Stage-I):
Click Payments-> Pay Full Fees-> Manage Payments-> Accept Payment

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Pay Full Fees (Stage-II):
Follow the tips as instructed.

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Receipt for Full Fees Paid with Other Fees:

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Pay Monthly / Hourly Fees (Stage-I):
Click Payments-> Pay Full Fees-> Manage Payments-> Accept Payment
Follow the tips as instructed for below:

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Pay Monthly / Hourly Fees (Stage-II):
Select the student and then Select subject to open the below window:
Choose the subject (s), enter No. of Months / Hours and click “Submit” to open the initial
window. Now Follow tips as instructed..

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Pay Other Fees (Stage-I):
Click Payments > Pay Other Fees. Click “Accept Payment”. Follow tips as instructed..

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Receipt for payment of Other Fees is as below:

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Manage Roles:
You can create user access roles to restrict the access to specific modules. By default,
below mentioned roles are available for use:
ü Branch Admin
ü Accountant
ü Counselor
ü Trainer
Access Permissions for the above mentioned roles are as below:
ü Branch Admin: Full Access to Branch.
ü Accountant: Access specific.
ü Counselor: Access specific.
ü Trainer: Access specific.

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Add / Edit Roles:
To create a role, click Users > Manage Roles > Add New Role

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Add New Role Window:
Enter a role name, choose the check-boxes for access permissions and click Save.
Edit a Role:
To edit a role, just choose a role from the drop-down list, modify access and click Save.

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Add Users:
To add a new user, click Users > Manage Users > Add User

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Choose the type of role for the user from the drop-down list, enter the user contact details
and click Save.
Use the “Check Availability” option to check if the user id being created is unique. If it
already exists, below pop-up message will be displayed:

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Edit Users:
To edit an existing user, click Users > Manage Users
Now choose the Edit option for a user to open the Edit User Form. Perform the necessary
changes and click Update.

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Manage User Login Security:
Click Users > Manage User Login Security
Here you can implement user role security, i.e. if you want to secure user access within a specific
time frame or from a specific terminal only. To add user login security, click “Add Login/Logout
Time” link.

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Add / Edit Login/Logout Time:
Follow the tips as instructed.

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Manage Expenses:
The Expenses tab in the Utilities module is used to keep track of the expenses which are
being incurred in the institute on a day to day basis. This can be used to keep a record of
all the bills (like electricity, telephone, etc.) and also other recurring expenses (like
stationary, equipment, refreshments, etc.)
The expense category is defined in the Settings section.
To add a new expense, click Utilities > Manage Expenses
While making an entry for an expense, you can just select the expense type from the list,
enter the date of expense, the amount and any remarks that you may want to add. Click
on “Save” button to save the expense entry.

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Edit Expenses:
To edit an expense, click Utilities > Manage Expenses
Now choose the Edit option for an expense to open the Edit Expense Form. Perform the
necessary changes and click Update.

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Manage Inventory:
Go to Utilities > Manage Inventory
Add Inventory Item:
Go to Utilities > Manage Inventory > Add Item

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Add / Edit Item:
Follow tips as instructed..

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Manage Receive Items:
Go to Utilities > Manage Inventory > Receive Item
Add / Edit Receive Item:

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Manage Issued Items:
Go to Utilities > Manage Inventory > Issue Item
Edit / Issue Item:

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Manage Return Items:
Go to Utilities > Manage Inventory > Return Item
Add / Edit Return Item:

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Manage Transportation
Go to Utilities > Manage Transportation > Manage Buses
Add Bus:

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Manage Bus Stops:
Go to Utilities > Manage Transportation > Manage Bus Stops
Add Bus Stop:

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Manage Bus Routes:
Go to Utilities > Manage Transportation > Manage Bus Routes
Add / Edit Bus Route:

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Manage Bus Assignment (Assign Student Bus):
Go to Utilities > Manage Transportation > Assign Student Bus
Assign Student Bus:

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Manage Hostel
Go to Utilities > Manage Hostel > Manage Hostel

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Add / Edit Hostel:

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Manage Rooms:
Go to Utilities > Manage Hostel > Manage Rooms
Add / Edit Room:

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Manage Room Assignment (Assign Hostel Room):
Go to Utilities > Manage Hostel > Assign Hostel Room
Add / Edit Assignment (Assign Hostel Room):

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Manage Health Records
Go to Utilities > Manage Health Records
Add / Edit Health Checkup Record:

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Manage Doctors / Clinics:
Go to Utilities > Manage Health Records > Manage Doctors/Clinics
Add / Edit Doctor / Clinic:

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Settings:
Other Fees:
Here you can configure any additional fees (over and above the course fees) that students
need to pay. This may include admission fees, parking fees, examination fees, lab fees,
etc. To add this type, click Settings > Other Fees > Add Other Fees

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Add / Edit Other Fee:
Add Window:
Edit Window:
Click Edit for an Other Fee type from the Other Fees Window, do the required changes
and click Update.

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SMS Configuration:
You can choose to send SMS using any one of the following 2 methods:
1. Bulk SMS Service
2. Using GSM
Bulk SMS Service: Here you can configure the SMS server details along with userid and
password which will be used to send SMS about fees reminders, test marks, attendance
and make announcements to a selected group of students. To add this setting, click
Settings > Sms. Click “Add New SMS Setting”

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Add New SMS Setting:
Enter the SMS Settings Type (E.g.: Promotional / Transactional / Other), enter the SMS
API in the server string window and click “Save”.
Using GSM:
Refer to a separate document “CIMS – GSM Mobile Setup” for details about how to
configure and send Sms using your GSM Mobile.

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E-Mail Configuration:
Here you can configure the eMail server details along with userid and password which
will be used to send eMails about fees reminders, test marks, attendance and make
announcements to a selected group of students. To add this setting, click Settings > Email
You will receive the below message when email settings are saved successfully.

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Message Template:
Here you can create SMS / Email templates for sending SMS / Emails to students or their
parents for broadcasting Test Results, Attendance Details of students, and Outstanding
Payment Reminders. To add these templates, click Settings > Message Template

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Expense Category:
Here you can maintain the list of the various categories of expenses. These expense types
are then used to keep track of the expenses being incurred in the institute. The categories
of payment are defined here, while the actual payments being made are tracked in
Manage Expenses tab in Utilities > Manage Expenses.
To add an expense category, click Settings > Expense Category
Add the expense and click Save.
Add Window:
To edit an expense category, click Settings > Manage Expense Category
Select an expense to open it in edit mode, make the necessary changes and click Update.

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Edit / Update Window:
Automated Email:
Choose whether you want daily / weekly / monthly status mails of your institute to be sent via
email to your Institute Admin or Branch Admin. Once done, click “Save”.

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Config (Only Accessible to Branch Admin):
Click Settings > Config
Here you can upload the logo for your branch and also change the tax rate specifically for
your branch. The logo will appear in the heading on all reports and payment receipts.

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Pop-up Reminders:
Following Pop-up Reminders will show up post-login if the required details are available.
Birthday Reminder:
Payment Due Reminders:

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Follow-up Reminders:

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Pop-up Alerts:
Restricted / No Access Message: You will receive the below message if you try to
access a page, which your user id is not authorized to do so.
Time-out Message: You will receive the below message when your current login session
expires. By default, session will time-out in 20 minutes, if there is no user activity.

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Pop-up Messages:
No Sms Settings Available: You will get the below pop-up message while sending
Sms’s, if no Sms Settings are saved in the settings section
No Email Settings Available: You will get the below pop-up message while sending
Emails, if no Email Settings are saved in the settings section
Change Password Email Message: You will get the below pop-up message, when you
change password for a user

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