What does the Acavya student information system keep, and what can it print?
The student information system keeps one master record per student with guardians, siblings, identifiers, documents and history, runs year-end promotion, and prints transfer certificates, bonafide letters and ID cards with QR verification.
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Who is it for, and what hurts today?
- IT and data-entry operator: the same child typed into the school register, the CBSE sheet, the state portal and an Excel file. Acavya keeps one master record and exports it in the portal formats, leaving Aadhaar out.
- Front office: certificates retyped on request and April queues for TCs. Certificates are generated from data with a register number and a QR code anyone can scan.
- Class teacher and principal: twins, shared phone numbers, a child with custody restrictions and names that changed. The record handles each of these explicitly.
- Parent: a lost TC or a wrong date of birth. Parents can view the profile and request corrections, and the correction needs approval and keeps history.
What can it do?
- Available now: Names in any script, date of birth, category, CWSN, mother tongue, photo with a consent level, and these identifiers side by side: admission number, Scholar or General Register number (printed on the TC), roll number, PEN, APAAR, CBSE registration number and board roll number.
- Available now: Aadhaar handling: only the last 4 digits and a keyed hash are stored, uploaded Aadhaar images are masked automatically, the full number is never stored and exports leave it out.
- Available now: Several guardians with relationships, a primary contact, a fee-notice recipient, custody restrictions and authorised pickups. Siblings are suggested from guardian phone numbers and confirmed by a person.
- Available now: Adult students (18 or more): the student is the primary contact and parent visibility needs the student consent.
- Available now: Section and batch transfers with history, and year-end rollover with promoted, detained and re-exam decisions, new roll numbers and a dry-run preview.
- Available now: Withdrawal with a reason and a no-dues check across fees, library, store, hostel and transport. Dues are recorded and shown, and where state law forbids withholding they never block the TC.
- Available now: Certificates with a register number and QR verification: TC in CBSE and state formats (bilingual), bonafide, character, date-of-birth extract and fee certificate, plus custom templates.
- Available now: ID cards: a designer and bulk PDF in CR80 and A4 sheets with a QR or barcode. A documents vault per student with sensitivity tags and a name-change history with approval.
- Available now: An APAAR consent register with an opt-out option and an Aadhaar-name and date-of-birth mismatch report before CBSE registration.
- Available now: Import wizard for Excel or CSV: column auto-mapping, validation of dates, phones, duplicates, twins and guardian matching, Kruti Dev detection and conversion, preview, dry-run, an error file and undo within 24 hours.
- Available now: Alumni records, self-service document requests with payment, duplicate TC with an affidavit or FIR reference and migration-certificate tracking.
What does the AI do here, and who approves it?
- The import wizard uses AI to suggest which of your Excel columns maps to which field and flags clean-up suggestions. You confirm every mapping before anything is saved.
- Document OCR can pre-fill a record from a birth certificate or marksheet, cropped to the needed fields and always confirmed by a person.
How does it work?
What does the Acavya student information system keep, and what can it print?
Import
Upload your Excel or CSV, accept or fix the suggested column mapping, and run the dry-run.
Check control totals
Compare the totals shown with your old system, then commit. The last import can be undone for 24 hours.
Maintain
Guardians, transfers and corrections are edited with history; sensitive changes need approval.
Issue and roll over
Print certificates with QR codes during the year and run the rollover preview at year end.
Does it work in Hindi, offline and on WhatsApp?
- Hindi and English labels throughout, a bilingual TC, and Devanagari that renders correctly in PDFs.
- Kruti Dev text pasted from old files is detected and converted to Unicode during import.
- Parents receive certificates and ID card links on WhatsApp; a certificate QR can be scanned from any phone, with no app.
- Student and guardian screens work on a PWA; bulk jobs such as rollover run on the server and need a connection.
What can it not do?
- UDISE+, APAAR and CBSE portals have no public API for private software. Acavya produces the exact-format export or a guided checklist, and a person uploads it.
- Board-issued documents such as board marksheets and migration certificates are not produced by Acavya; it tracks them.
- A full Aadhaar number is never stored, so portal operators enter it from the originals.
- Importing is only as good as the source file; the wizard reports problems, it does not guess silently.
Can it print a TC when fees are pending?
Where state law forbids withholding documents for dues, the dues are shown but the TC is never blocked. The behaviour is a setting, so confirm your rule with your lawyer.
How do QR certificates work?
Each certificate carries a register number and a QR code. Scanning it opens a public check that confirms the document type, the institute and its status, and it discloses nothing more.
Can it hold twins and shared phone numbers?
Yes. Twins are separate records with the same guardians, and one phone number can be linked to several children while sibling matches stay human-confirmed.
Will it import my messy Excel file?
Usually, with errors listed in a downloadable file. Dates, phone formats, duplicates and Kruti Dev Hindi are handled, and you review a preview before committing.
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