Stavion ERP (Enterprise Resource Planning)
A Strategic Briefing for School Boards and Management

The administrative backbone your school has been managing without — until now.

Stavion ERP is a single, unified operating system for your institution — replacing fragmented registers, spreadsheets, and WhatsApp groups with one governed platform for academics, finance, communication, staff, and compliance. Designed specifically for the realities of running a school in Karnataka.

26
Fully integrated modules — academics, finance, HR, transport, communication and governance
6
Dedicated portals — for management, principals, teachers, parents, students and the public
3
Boards fully supported — KSEAB, CBSE and ICSE, each with its own grading, report card and board-exam workflow
DPDP
Privacy-by-design architecture, aligned to India's Digital Personal Data Protection Act, 2023
The Case For Change

What every school management already knows — but rarely says out loud

These aren't technology problems. They are governance, compliance, and reputational risks that compound quietly, year after year, until an audit, a parent complaint, or a staff exit forces the issue.

01

Institutional knowledge lives in people, not systems

When a long-serving clerk, accountant, or admin retires or resigns, years of fee records, concession histories, and student data go with them — or sit in personal Excel files no one else can interpret.

02

Management has no real-time view of the institution

Fee shortfalls, attendance drops, and staff leave patterns surface weeks late — often during the annual review, when it's already too late to act.

03

Compliance is reactive, not built-in

RTE quotas, DEO-format Transfer Certificates and receipts, POCSO staff verification, PT/EPF/TDS filings — each tracked separately, each a potential finding in an audit or inspection.

04

Parent expectations have permanently shifted

Parents who bank, shop, and order food on their phones now judge a school's professionalism by whether they can check attendance, fees, and results the same way. Schools that can't are quietly losing admissions to those that can.

05

Data protection is now a legal exposure

The DPDP Act, 2023 makes schools "data fiduciaries" for children's personal data. Spreadsheets emailed between staff, shared Google Sheets, and unsecured WhatsApp exports are now genuine compliance liabilities.

06

Every new requirement becomes a new spreadsheet

Transport this year, a scholarship tracker next year, a staff leave register the year after — each bolted on separately, none of them talking to each other, all of them someone's part-time responsibility.

Why Now

The window for getting ahead of this is closing

None of these pressures are hypothetical. They are already shaping which schools win admissions, pass inspections smoothly, and retain good staff — and which quietly fall behind. The gap between the two is widening every year.

⚖️

Regulatory tightening

DPDP Act enforcement, POCSO compliance audits, and DEO digitization drives are increasing the documentation schools must produce on demand.

🏫

Competitive admissions

In every Karnataka town, at least one competing school has already digitized parent communication and online fee payment — and is using it as a selling point.

👩‍🏫

Staff continuity risk

Teacher and admin staff attrition is high across Karnataka. Every undocumented process is a single point of failure waiting to happen.

📱

Parent expectations, permanently raised

WhatsApp-first communication is no longer a "nice to have" — it is now the baseline parents compare every school against.

How We're Different

Most ERPs are sold as a shell — and then sold to you again, module by module

The typical pattern in this industry: a school signs up for an "ERP," receives a thin core (logins, a basic student list, maybe attendance) — and then discovers that fee management, transport, exams, communication, payroll, and analytics are each a separate paid add-on, often from different vendors, that don't share data cleanly with each other.

What Your School Needs The Common Add-On Model Stavion ERP
Core student and admin records Included, but minimal Included — full profiles, documents, history
Fee management and online payments Often a paid add-on or third-party gateway Built into the core platform
WhatsApp / SMS parent communication Charged per message via a separate vendor Native, with English and Kannada templates
Exams, report cards and board-specific grading Usually built for one board; other boards need manual workarounds KSEAB, CBSE and ICSE each fully supported — pick your board and the workflow, grading and report card match it
Staff HR, payroll and statutory compliance A separate "HR module" — separate login, separate cost One platform — staff, payroll, PT/EPF/TDS included
Transport and library management Add-on modules, often third-party Included — switch on when your school needs them
Management analytics and dashboards "Premium" tier, sold separately Built in for principals and trustees
Data protection (DPDP Act 2023) Rarely addressed; left to the school Privacy-by-design from day one; full consent, export and erasure suite delivered in your rollout plan
Multi-vendor integration headaches Your office staff become the integration layer One platform, one vendor, one support line
Our philosophy is simple: a school should be able to grow into the platform — adding transport, payroll, or advanced analytics the moment it needs them — without re-negotiating contracts, re-training staff on a new system, or paying a different vendor for each piece. Scope and commercials are discussed directly with our team — every school's size and needs are different, and we'd rather have that conversation properly than publish a one-size-fits-all price list.
Price Transparency, Not Price Guessing

What the established players don't put on their pricing page

Every figure below is sourced, not estimated by us — and the pattern that emerges is consistent: a low headline number that doesn't reflect what a school actually pays once it needs full functionality, or no published price at all. We'd rather have a direct conversation about your school's scope than ask your board to compare against numbers that don't hold up once you ask the follow-up questions.

What this table actually shows: 3 of the 6 established players compared below publish no price at all — Blackbaud, ManageBac/Faria, and Entab CampusCare all quote per institution with zero public reference point. Where a headline number does exist, it's often the entry tier, not the full-featured cost: Fedena's own published ₹40,000+/year more than triples once the modules a school actually needs are added. Every school deserves to know what it's really signing up for before it signs — that's the conversation we'd rather have with you directly.
↔ Swipe sideways to compare all providers
Feature PowerSchool Blackbaud ManageBac Fedena Teachmint Entab CampusCare Stavion ERP
Headquartered In USA USA UK (London; global offices incl. Hong Kong) India India India India (Karnataka)
Academics & Admissions
Centralized student profiles + document vault ✓✓✓ ✓✓✓ ✓
Admission inquiry pipeline (CRM-style funnel) ✓✓✕ ✓✓✓ ✓
RTE 25% quota tracking ✕✕✕ ✓✓✓ ✓
Instant WhatsApp/SMS parent alert on absence ✕✕✕ ✓✓✓ ✓
Offline attendance marking (PWA, no signal required) ✕✕✕ ✕✕✕ ✓
Karnataka/CBSE/ICSE board-specific grading & report cards ✕✕✕ ✕✕✕ ✓
Class 10 board-exam workflow (SSLC / LOC / CISCE registration) ✕✕✕ ✕✕✕ ✓
Automated exam seating arrangement ✕✕✕ ✕✕✕ ✓
Timetable management ✓✓✓ ✓✓✓ ✓
Finance & Fees
Fee structure, challans & online payment ✓✓✕ ✓✕✓ ✓
Fee concessions / scholarships / sibling discounts ✕✓✕ ✓✕✓ ✓
DEO-compliant receipt numbering (Karnataka-specific) ✕✕✕ ✕✕✕ ✓
RTE government reimbursement tracker ✕✕✕ ✓✓✓ ✓
Cheque payment tracking ✕✕✕ ✓✕✓ ✓
Dedicated Fee Collector/Cashier role (separate from full Admin access) ✕✕✕ ✕✕✕ ✓
Communication
WhatsApp-first multi-channel notifications with SMS/email fallback ✕✕✕ ✓✓✓ ✓
Messaging (WhatsApp/SMS) included in subscription — no separate per-message billing to your school ✕✕✕ ✕✕✕ ✓
Cost-optimized notification routing (free push/in-app by default, paid channel reserved for urgent) ✕✕✕ ✕✕✕ ✓
Bilingual Kannada-language interface ✕✕✕ ✕✕✕ ✓
Parent-Teacher Meeting online slot booking ✕✕✕ ✕✕✕ ✓
In-app notification centre (bell icon) ✓✓✓ ✓✓✓ ✓
Staff & HR
Staff attendance, leave & substitution management ✕✕✕ ✓✕✓ ✓
Payroll with PT / EPF / TDS statutory compliance ✕✕✕ ✓✕✓ ✓
Bank salary transfer file generation (standard format) ✕✕✕ ✕✕✕ ✓
Compensation approval workflow (Chairman/Trustee sign-off, no new system role) ✕✕✕ ✕✕✕ ✓
Full staff self-service portal (documents, salary slips, resignation, probation, loans) ✕✕✕ ✕✕✕ ✓
Police verification / POCSO compliance tracking ✕✕✕ ✕✕✕ ✓
Operations
Transport route & vehicle management ✕✕✕ ✓✕✓ ✓
Vehicle document register + maintenance reminders ✕✕✕ ✕✕✕ ✓
Driver/attendant self-service portal ✕✕✕ ✕✕✕ ✓
Library management with fines/reservations ✕✕✕ ✓✕✓ ✓
Front Office / Visitor & Gate management ✕✕✕ ✕✕✕ ✓
Discipline records with counselor self-service ✕✕✕ ✕✕✕ ✓
Governance & Security
Two-factor authentication (2FA) ✓✓✕ ✕✕✕ ✓
Full audit logs (who/when/before-after on every change) ✓✓✕ ✕✕✕ ✓
Idle-timeout + biometric/PIN app-lock session security ✕✕✕ ✕✕✕ ✓
Role-based access control across all portals ✓✓✓ ✓✓✓ ✓
DPDP Act 2023 compliance suite (consent, export, erasure) ✕✕✕ ✕✕✕ ✓
Owner/Chairman read-only business dashboard ✕✕✕ ✕✕✕ ✓
Platform
Multi-tenant, isolated cloud architecture ✓✓✓ ✓✓✓ ✓
Offline-capable, installable PWA (works without signal) ✕✕✕ ✕✕✕ ✓
Native mobile app (Play Store / App Store) ✓✓✓ ✓✓✓ ✓ (v2.0)
Custom domain support ✕✕✕ ✕✕✕ ✓
All core modules on one platform, one vendor, one login ✕✕✕ ✓✕✓ ✓
Cost
Min* – Premium*: ₹/student/month ₹21–70 ₹280–390 ₹670–1,260 ₹7–42 ₹30–80 Not published Discussed directly
One-Time Setup, Onboarding & Data Migration ₹4.2L–8.4L+ (small to large) Reported as extra; no published figure ₹42K–16.8L+ (small to large) Charged separately; no published figure Not published Not published Included in your rollout plan
* Min = the vendor's cheapest published plan (lowest tier, fewest features).  Premium = the cost with all features/modules enabled, full-featured. Every figure is sourced from the vendor's own pricing or independent reviews — see "How We're Different" above for why we discuss our own pricing directly instead of publishing a list price.
The Platform

One system of record. Six purpose-built experiences.

Every stakeholder — from the school management committee to a Class 5 student — works from the same underlying data, through an interface designed for their role.

🏛️

Management / Admin

Full operational control — academics, finance, staff, compliance

🎓

Principal

Live institutional dashboard and approvals

👩‍🏫

Teacher

Attendance, marks, lesson tracking, communication

👨‍👩‍👧

Parent

Attendance, fees, results, notices — in English or Kannada

🧑‍🎓

Student

Timetable, results, assignments, school updates

🌐

Public Website

Admissions inquiries flow directly into the platform

The Technology Behind It

Your public website, built on the same modern technology as the world's leading platforms

Stavion isn't a website builder with plugins bolted on, or a generic template re-skinned for every client. Your school's public website is custom-engineered on a modern, secure, and future-proof foundation — and wired directly into the same platform that runs your admissions, fees, and communication.

For the full picture — including the exact technology stack, security architecture, and how everything fits together — see the dedicated Technology & Architecture Brief, written for both school leadership and any technical reviewer on your side.

Open the Technology & Architecture Brief →
The Big Picture

One platform behind your website, your office, and every parent's phone

Everything connects to a single system of record. Your public website is the front door — admission inquiries flow straight in. Behind it, Stavion holds one source of truth for your school. And as you're ready, new modules slot into the same core, one at a time — no new logins, no new vendors, no new spreadsheets.

🌐

Your Public Website

Admissions inquiries and school information — the first impression for every prospective parent.

↓
🏛️

Stavion ERP — Your Core Platform

A single shared database covering students, staff, fees, academics, attendance and communication — updated once, reflected everywhere.

↓

Modules switch on, one phase at a time

Admissions Attendance Fees and Payments Communication Exams and Report Cards Staff and Payroll Transport and Library Dashboards and Reports
The Module Universe

26 modules. One platform. Nothing held back behind a paywall.

Every module below is part of the same platform and the same data model. Your school enables what it needs today — and adds more as it grows, without migrating systems or re-keying data.

📚

Academics and Admissions

  • Admission pipeline and RTE quota tracking
  • Centralized student profiles and document vault
  • Daily attendance with instant parent alerts, offline-capable
  • Exams, marks entry and board-specific report cards (KSEAB/CBSE/ICSE)
  • Class 10 board-exam workflow and automated exam seating
  • Timetable management
  • Front office and gate/visitor management — dedicated reception and security access
Core
💰

Finance and Fee Governance

  • Fee structure, challans and due tracking
  • Online payments with auto-reconciliation
  • Concessions, scholarships and sibling discounts
  • Cheque and cash tracking
  • DEO-compliant receipt numbering
  • Dedicated Fee Collector access for your accountant/cashier — no full admin login needed
Core
📣

Communication and Engagement

  • WhatsApp / SMS / email alerts (English and Kannada)
  • Cost-optimized routing — free push/in-app by default, paid channels reserved for what's urgent
  • Notices, circulars and announcements
  • Parent-Teacher Meeting scheduling
  • Parent and student self-service portals
Core
👥

Staff and HR

  • Staff profiles, attendance and leave management
  • Substitution and duty roster management
  • Payroll with PT / EPF / TDS compliance, and standard-format bank transfer file generation
  • Compensation approval workflow — Chairman/Trustee sign-off on pay changes, no new system role needed
  • Full staff self-service portal — own salary slips, documents, resignation, probation, loans
  • Performance appraisal and probation tracking
  • Document vault and police verification / POCSO compliance
Core + Advanced
🚌

Operations

  • Transport route and student mapping, with vehicle document and maintenance reminders
  • Driver/attendant self-service portal — own route, documents, trip log
  • Library management with fine integration
  • Discipline and conduct records, with confidential counselor self-service
  • Scholarship and government scheme tracking
Switch On Anytime
📊

Governance and Insight

  • Principal and management analytics dashboards
  • Read-only Owner/Chairman business dashboard — no operational access required
  • Custom report builder — no developer required
  • Two-factor authentication, idle-timeout and biometric/PIN app-lock, full audit logs
  • DPDP Act 2023 compliance suite — consent, data export, erasure
  • Role-based access for management, staff and departments
Management Layer
How Adoption Actually Happens

A phased rollout — with your team trained at every step

Stavion is not handed over as a finished system on day one and left for your office to figure out. Modules go live in focused phases, each one paired with hands-on training for the staff who will use it — so adoption is steady, supported, and never overwhelming.

01

Foundation

Student and staff records, admissions with RTE quota and scholarship tracking, daily attendance with parent alerts, fee management and online payments, WhatsApp/SMS communication.

Office staff and teachers trained and live on daily workflows from week one.

02

Academic Cycle

Exams, marks entry and KSEAB/CBSE/ICSE report cards, timetable management, PTM scheduling, parent and student portals.

Teachers certified on marks entry and report cards ahead of the exam cycle.

03

Institutional Operations

Staff HR, leave and substitution management, payroll with PT/EPF/TDS compliance, transport and library.

HR and accounts team trained on payroll runs and statutory filings.

04

Governance and Scale

Management and principal dashboards, custom report builder, audit logs and 2FA, role-based access controls.

Management committee walkthrough, plus a dedicated rollout lead for what comes next.

Every phase includes validated data migration, on-site or remote training sessions, and a dedicated rollout lead — your team is confident and productive on each module before the next one arrives.
Built Where You Operate

Engineered for Karnataka schools — not adapted for them

Most ERPs are built for one board in one city, with the rules for everywhere and everyone else bolted on afterwards. We built the other way around: every school in Karnataka — whatever board it follows — gets the same depth of support.

Board-specific grading and report cards

KSEAB (grace marks, no-detention for Classes 1–8, co-scholastic areas, SSLC workflow), CBSE (LOC registration, internal assessment, optional 9-point grade band) and ICSE (CISCE registration, marks/percentage report cards) are each part of the core system — not a configuration workaround.

DEO-format documents

Transfer Certificates and fee receipts are generated in the exact register and numbering formats Karnataka inspectors expect.

True bilingual experience

Not just a translated menu — parent communications, notices, and portal screens are available in Kannada throughout.

Built for connectivity realities

Offline-capable attendance and key screens — sync automatically once connectivity returns — are part of the mobile rollout phase, designed for the patchy connectivity common in Tier-2 and Tier-3 Karnataka.

Aided and unaided post awareness

Staff records distinguish government-aided posts from management-paid posts — critical for Karnataka's mixed-funding school structures.

RTE and scholarship tracking

RTE quota seats and government scholarship schemes (NSP and others) are tracked as first-class records from day one — documentation ready whenever the DEO or NSP comes asking.

For the Board and Management Committee

Governance, security and compliance — by design, not by promise

These are the questions a management committee should ask any software vendor handling student and staff data. Here is how we answer them.

🔐

Two-factor authentication

The accounts that can change fees, marks, or configuration are protected by TOTP-based 2FA — not just a password.

📲

Session security, banking-app style

Idle sessions expire automatically, and a PIN or biometric app-lock guards the screen after any period unattended — so a phone left on a desk doesn't expose student or staff data.

🧾

Complete audit trail

Every change to financial or academic records is logged with who made it, when, and what it was before — answering disputes definitively.

🏢

Isolated, private data per school

Each school's records are held in their own private data schema — never pooled or shared with any other institution on the platform.

⚖️

DPDP Act, 2023 alignment

Built on a privacy-by-design architecture from day one. Consent capture, data export, and right-to-erasure workflows are delivered as part of your platform rollout — reducing your school's exposure as a data fiduciary.

🧑‍⚖️

POCSO and staff verification

Police verification status and POCSO-related compliance records are tracked for every staff member with student contact.

📂

Your data, exportable, always

School records remain the school's property. Bulk export is always available — no lock-in by data hostage.

What Changes For Your School

Designed around the outcomes that matter to each stakeholder

Management / Trustees

One dashboard for the entire institution

Fee collection status, attendance trends, staff leave patterns, and admissions pipeline — visible in real time, without waiting for a monthly report.

Principal

Less time chasing information, more time on education

Report cards, attendance summaries, and staff records are generated on demand — not assembled manually before every meeting or inspection.

Office and Admin Staff

One place to work, not five

Admissions, fees, attendance, TCs, and staff records live in a single system — eliminating duplicate data entry and cross-checking between registers.

Teachers

Attendance and marks that take minutes, not hours

Mobile-friendly, works offline, and automatically notifies parents — removing one of the most repetitive parts of a teacher's day.

Parents

A modern, responsive school — visibly

Real-time attendance alerts, online fee payment, and results in their own language build the trust that drives referrals and re-enrollment.

Compliance / Audit

Always inspection-ready

RTE records, DEO-format documents, staff verification status, and financial audit trails are ready the moment an inspector asks — no last-minute scramble.

How We Work Together

An implementation partnership, not a software drop-off

Moving from registers and spreadsheets to a unified platform is a change management exercise as much as a technical one. Our team is involved at every stage.

01

Discovery

We understand your school's board, structure, fee policies, and current processes — before any configuration begins.

02

Configuration

Your classes, sections, subjects, fee heads, and staff roles are configured to match how your school actually operates.

03

Migration

Existing student and staff records are migrated from Excel and paper registers — with validation, not blind upload.

04

Enablement

Hands-on training for office staff, teachers, and management — so adoption happens in week one, not over a semester.

05

Ongoing Partnership

As your school's needs evolve — a new module, a policy change, a new academic year — we configure it with you, not as a separate project.

How Stavion Reaches Your School

Delivered in four releases — starting with the one your families see first

Stavion doesn't arrive all at once. Release 1 — your school's new public website — goes live first, on its own, well ahead of the full platform: a professional online presence and a working admissions inquiry form from day one. The ERP core and every module after it follow on a deliberate cadence, each a complete, usable release, with full training before the next arrives.

Release 1

Public Presence

Public Website School Information & Admissions Pages Online Inquiry Form Custom Domain

Your school's professional public face, live on its own — capturing admission inquiries from day one, ahead of the ERP rollout.

In Progress
Release 2

Foundation

Student & Staff Records Admissions & RTE Tracking Attendance & Parent Alerts Fees & Online Payments Exams & Board Report Cards Timetable UDISE+ & Govt. Reports Management Dashboards Notification Hub

The complete operational core — everything a school needs to retire its registers and spreadsheets and run day-to-day on one platform.

Next Release
Release 3

Engagement & Operations

WhatsApp / SMS Communication Homework & Assignments Library Transport, Vehicle Documents & Driver Portal Payroll, Compensation Approval & Bank File Generation Staff Self-Service HR Portal PTM Scheduling Student Portal Discipline Records & Counselor Self-Service Front Office & Visitor/Gate Management Owner/Chairman Dashboard Mobile App (PWA) School Store

Deepens parent engagement and extends coverage to staff payroll, transport, library, and a dedicated student experience — layered in once Release 2 is settled into daily use.

On the Roadmap
Release 4

Scale & Integration

Admissions Form → ERP Integration Multi-Campus Management Full DPDP Data-Rights Suite Native Mobile App (Play Store / App Store)

Connects the public website directly into the ERP core, so admission inquiries flow straight into your pipeline — plus multi-campus management for school groups and a native app wrapping the same platform for both app stores.

On the Roadmap
Every release is paired with the hands-on training and rollout support described above — so by the time the next one arrives, your team is already getting full value from the last.
The Next Step

Let's discuss what this looks like for your institution specifically

You've seen the platform, the modules, and how a phased rollout actually works in practice. The next step is a conversation: which release fits where your school is today, what a realistic timeline looks like, and what your team can expect to be running — and trained on — within the first term.

Abhishek TN — Head of Marketing | +91 80953 54883
Sources and Verification

Every compliance claim in this briefing is grounded in an official government framework

Stavion ERP is built around the actual rules Karnataka schools are governed by — UDISE+ reporting, board-specific assessment and grading for KSEAB, CBSE and ICSE, the RTE Act's 25% quota, the DPDP Act's data-fiduciary obligations, POCSO child-safety norms, and national scholarship and credit-ID schemes. The links below are the primary government and board sources for every regulation referenced in this document, provided for your management committee's own due diligence.

UDISE+ M16
Unified District Information System for Education Plus — Ministry of Education's annual school data collection portal.
KSEAB M07
Karnataka School Examination and Assessment Board — grading rules, grace marks, and the SSLC board exam workflow.
CBSE M07
Central Board of Secondary Education — internal assessment weightage, LOC registration, and the Class 10 board exam workflow.
CISCE (ICSE) M07
Council for the Indian School Certificate Examinations — ICSE internal assessment, registration, and Class 10 board exam workflow.
DSERT Karnataka M02
Department of State Educational Research and Training — academic calendar and FLN/NIPUN Bharat guidance.
Karnataka School Education Dept. (DPI) M02 / M16
Department of Public Instruction — DEO/BEO hierarchy, recognition numbers, and RTE implementation rules.
RTE Karnataka Online M04
Right to Education Act — 25% quota admissions and lottery process for EWS/DG students.
National Scholarship Portal (NSP) M16
Central government scholarship eligibility, application, and disbursal tracking.
Academic Bank of Credits / APAAR M03
National student credit-ID framework — the APAAR ID captured in every student profile.
DigiLocker Roadmap
National document wallet — future integration target for verified document fetch.
DPDP Act, 2023 — MeitY M23
Ministry of Electronics and IT — the Digital Personal Data Protection Act and its data-fiduciary obligations for schools.
NCPCR M18
National Commission for Protection of Child Rights — POCSO compliance oversight referenced in staff verification tracking.
Ministry of Education, Govt. of India Roadmap
NEP 2020 policy framework — context for FLN/NIPUN Bharat and future board-pattern alignment.
Note: These are the primary official portals for each framework as of this briefing's preparation date. Government URLs and portal structures change periodically — we recommend your team independently verify each link before citing it in board minutes, audits, or contracts.