Ans: Web based Institute Management Software helps manage from Inquiry to Certification like Branches, Student, Staff, Courses, Batches, Fees, Attendance, and Marks. Now you can manage your institute from anywhere, anytime. All you need is internet connection and your username and password. It allows you to manage multiple branches and gives consolidated reports to monitor your business. Provides easy reports like Payment received, Outstanding fees, Marks, Attendance etc.
Ans: Login to www.techior.com & click on CIMS Online, there you will find a link Try it now free, click on it & you can purchase a subscription and instantly get a username and password on our server Or you can setup your own server and manage your institute and branches exclusively through your website.
Ans: The product is very easy to use and considers that most operators are not technology savvy people. You can streamline the coaching institute business and store your data in an organized manner.
Ans: CIMS which provides you the convenience of 24x7 access from anywhere. You can manage your institute remotely from anywhere. You can restrict user to access the software without permission.you will get 100+ reports with different 20 categories at a single click .
Ans: Using Onlinecims you will save your time instead of making manual entries. Data is any time available to view.
Ans: All you need is internet connection, browsers and your username and password.
Ans: Click “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.
SMS:Here you can set SMS settings by putting string , then you will be able to send messages to students.
E-Mails:Here you can define e mail settings for sending e mails to the student.
Message Template: Here you can define message templates for SMS or Emails
Expense Types: 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 Expenses under utilities.
Automated Email: Depending on the setting Daily, weekly, monthly an automated mail will be sent to email id is defined.
Userbased security: Here you can set user based security for all users & can also view log for user login details.
Notification: Notifications can be received for library & staff leaves. Need to set e mail id for receiving notifications
Document type: Here you can specify the different types of documents to be collected from the students. e.g Degree certificate, address proof, Marklist, etc.
To add document type, mention the document type & then click on save. The documents submitted by students can be scanned and saved in the system.
Registration No. format: Here you can define your own registration number format.
Ans: First select the class tab, click on Add and add the names of the classes that are offered at your institute.Here Class fees can be defined with the number of the maximum subjects.After defining class, add subjects under the class. Fees can be set at course level. which will be then divided equally as you add subjects under that course.
Add a subject:
Then select the subject tab to add the subjects belonging to the class. Select the class name added earlier and add the names of the subjects that are offered under the selected class at your institute. If fees is not defined at course level, then it can be defined for each subject separately.
Ans: Enquiry Add a new student details.
When a student walks into the institute for the first time to enquire about the courses offered, fees, duration, etc. the student details can be saved using the student enquiry form. Here, you can add all the relevant information like student name, address, contact numbers, date of birth, educational qualification, etc. You can also attach a digital photograph of the student along with his / her contact information. In this form, you can mark the class / course in which the student is interested.
Ans: The follow-up sub menu is provided under Students menu.It is 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 Class. 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 “Show” 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 status are “Busy”, “Switched off”, “No response”, etc. 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. The information saved in this form during follow-up calls can be seen in the reports to track the progress of the follow-ups.
Ans: Click on Admission/Register tab
This form is used to enroll a student for a particular class. You can either enter all the required details or choose a student from the enquiry by clicking on select from enquiry. Registration Number is auto-generated by default. If in settings registration number format is saved, then registration number will be shown accordingly. Select the class in which the student wants to register & then select the fee category from drop down( by default Regular is selected) and click on “Save" to save the information. If the student is making payment at the time of registrations then you can click on “Save & Pay”
Ans: Subject fees can be taken in a lump-sum amount from the student. Click on “Pay Monthly/hourly Payment” tab. Then search the student & then click on Pay , then Select the subject for which payment is to be done . Enter “Discount” (optional) either in amount or in percentage, Enter “Tax” (optional) either in amount or in percentage, choose the “Pay Date”, Enter “Provisional Receipt” Number if required, choose “By Cheque” if payment is being received in cheque and click on “Save”.
Ans: This module is used to keep track of the fees paid by a student. It also performs installment calculations. Just select the name of the student in create installment using the drop down menu, select the class for which the payment is to be done, and the number of installments in which the payment will be done. Also you can define the interval period Then whenever the student pays an installment, enter the amount paid and save the information. The tax on the amount paid is calculated according to the tax rate set in the configuration by branch admin. To save the installments click on “Save” & if you want to proceed for payment then click on “Save & Pay”option
Payment can be done by cheque or cash. If the student pays by cheque, then click on the “By Cheque” box. This allows you to enter the cheque number and the bank details for later reference. If the payment is done by cash, then simply click on Save. If you want to take print out click on “Save& Print”.
Click on “Edit all installment ” to change the Installment Amount or Installment Date or both. Once done, click “Save”.Click on “Remarks” to open the window to enter some remarks. Once done, click on “Save”.
Ans: Printing a receipt: To print a receipt for the payment, click on the “Receipt” button at the bottom of the form. You can choose to print a single receipt or a double receipt. If you choose double receipt, it will create 2 copies of the same receipt which can be printed on a single page. This is useful for you to keep a record (copy) of the receipts that have been issued.
Ans: Giving Discount: When an installment payment is being done, a student can be given Discount. The discount can be either a fixed amount or a percentage of the fees. Discount can be given while creating installments or by opening installments in edit mode.
Ans: Other Fees Payment: Here the student can pay other fees separately. From payment option select pay other fees. Here student can be selected by entering registration number or by selecting the student from the dropdown. Select the type of other fees to be paid by ticking the checkboxes .If tax rate is to be fixed or changed, can fix it or change it. If the other fees to be paid by cheque, tick on checkbox of By Cheque, fill all the details & click on save. The receipt can also be generated by clicking on Receipt button.
Ans: Giving Refund: The payment module also allows refunds to be made to the students. Select refund from payment menu & select Refund submenu , select the student name, enter the amount to be refunded and click “Save”.
Ans: Here we can create batches for a class. The batch can be associated with a course so that only registered student for that course can be added in that batch. Batch can also be created for all student irrespective of the courses registered.
Ans: I - Cards can be prepared for registered students. Open registered student in edit mode here you will find Print I card option. I-cards can also be generated from report menu.
Ans: Student can submit the scanned copies of different documents. Go to Register->document, select student name of whom documents to be saved ,Select the document type, date of submission & then browse the image & then click on add & then click on save.
Ans: This is used to send messages to make an announcement to a selected group of students. You can choose to send SMS or an E-Mail. In the “Send To” box you can choose the group of students to which the message has to be sent. You can also choose to send messages to the students alone and/or to the mother/father of the students. Messages can be sent to:
• A single student. Use “Search by name” to find the particular student. • Section. Select the Section name and send messages to all or selected students of the section. • Class . Select a particular Class, and click on “Go” button. This will give the list of students who have enquired for the selected class within the selected time frame, but not registered yet. You can then send announcements about the beginning of the class 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. 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/school within a selected time frame but not registered yet. This option can be used to make discount offer announcements, etc. • All sections. This option gives a list of all the students who are currently registered at your institute/School and are a part of one or multiple sections. • 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 E-Mail, type in the message and click on “Send” to send the message.
Ans: Utilities > Expenses: The Expenses Submenu is under Utilities menu 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 type is defined in the Setting section. While making an entry for an expense, click on add expense , enter the amount , paid to details & just select the expense type from drop down. Enter the date of expense. Click on “Save” button to save the expense entry.
Ans: Manage students > Import student data from excel
Import is used to import student enquiries data from an excel spreadsheet into the OCIMS. This is useful for the first time users of the software – the student data available in excel can be directly imported into SMS, thus saving the effort and time required for data entry. The student data should be available in the specified format in excel. Before importing the data, user needs to set the system date to dd/mm/yyyy format.
Ans: This module helps to Keep track of student attendance for a particular class. Select the class/section and the date for which the attendance has to be taken. It comes up with the list of students in the selected class/section. By default, all the students are placed in the “present” category. Select the students who are absent and click the arrow (>>) button to move the selected students into the “absent” category. Finally, click the “Save” button to save the attendance for that date. To filter the Sections for which attendance has not been taken for the selected date, choose the checkbox “Show Sections for which attendance is not taken”.
You can also send SMS or eMail to the students and/or parents informing them about their absenteeism from this form itself. Just select SMS or eMail option, and type in the message to be sent. By default, a message has been provided which is just an informative message about the missed class. You can choose to send the message to the student, the mother and/or the father of the student.
Ans: Test module is used to enter the marks obtained by the students of a particular class in a test. To add test result select batch name & test name from drop down, It comes up with the list of students in the class. Then select the test name and enter the marks obtained by each student in that particular test using this form. If a student was absent on the day of the test, then tick the “Absent” checkbox next to the marks column for that student. This data is used for analyzing the progress of the students and the class.
Ans: Staff module is for keeping Staff master details like name, photograph, address, contact numbers, email, educational qualification, experience and the subject(s) which the Staff is going to teach. It allows you to add/modify Staff information. Double-click on a Staff name in the list of the Staff at the bottom of the form to see the staff details. Then make the required changes and click “Update” to save the changes.
Ans: Here you can Set up salary for a Staff To pay a Staff’s salary, choose a Staff name and select payment type while making the staff payment , select staff name & click on pay . A screen will open with the Fixed salary details & Deduction details, here Deduction against advance salary & Deduction for being absent fields are given. The values filled in these fields will get deducted from the payable amount after clicking on Calculate button. Then click on Save button to save the salary payment for the selected staff.
Ans: Attendance To take attendance of Staff , click on add staff attendance, it will open a window where it will show you the list of staff, here tick present & then enter number of working hours. If staff is absent then do not tick present check box.
Ans: 170+ payment reports are available.
Ans: Here you can perform the User Management for your OCIMS software. You can add new users, and configure them so that they may or may not have administrator privileges. Here you can assign different permissions to the users according to their role. If the password of an existing user has to be changed, select the user from the grid and tick on the check box of Change password. Enter the new password and click on update button. You can also change the username if you want.
Ans: Yes , you can print payment receipts later on also, go to reports >Payment Reports> select backdate payment reports> select student name & then click on Show , select receipt to be printed & click on Print.