Rainbow Group ERP
Discovery playback · Revised after
your feedback
Rainbow Group ERP
Rebuilt after your written feedback, your CRM tracker terminology, your admission forms, checklists and receipts, and the visitor screens from your current system. Where you corrected us, the correction is marked. Where an answer is still open, it is marked as open rather than guessed.
Listing these first, because a playback is only useful if it shows what was wrong. Each is carried through every slide that follows.
Rainbow Group is the brand. Rainbow India Ltd is the company, and it sits above both business units.
A branch belongs to one unit. RPS and RIS run at separate locations with separate staff.
Grade is many to many with business unit. The counsellor selects the unit when starting an admission.
Numbers are reissued on a move. The child underneath them is permanent, with full history kept.
It records intent and money received, but does not block capacity and never cancels itself.
One account per child, not per family. Parents move between siblings and between years.
RPS and RIS each carry their own identity. Head office never contacts parents directly.
Held in the grade master as a service, with its own billing head, kept out of school revenue.
Five levels, in that order. The distinction that matters most is the first pair: Rainbow Group is a brand and not a legal entity, while Rainbow India Ltd is the company that employs staff, pays salaries, holds vendor relationships and raises purchase orders.
Nursery through Grade 4 exist in both units. A grade therefore cannot tell the system which school a child is joining, so grade is held as many to many with business unit, and the counsellor selects the unit when the admission is started.
Highlighted grades exist in both units. One grade record, mapped to both, rather than two separate records with the same name.Exact master to confirm
Because RPS and RIS run at different addresses with different staff, a parent enquiring for an overlapping grade is choosing where to send their child rather than weighing two schools at one campus. The counsellor records which unit the enquiry belongs to at the start.
Fee structure, document checklist, number series, receipt terms, approval chain and communication identity all follow from the unit selected at the start of the enquiry.
Grade 11 and 12 carry Science, Commerce and Humanities. The integrated option applies across all three, for students preparing for competitive examinations who attend mainly for their examinations. Grade 11 also takes external intake with academic screening.
Division replaces section throughout, per your correction. A grade is
the year of schooling. A division is one class of that grade at one
branch, with its own capacity, class teacher and roll numbers. Your
receipts already print the pair as Nursery >> A and
Class I >> B.
Entered per grade and per division. The second division opens only once the first is full.
Also held by gender within a division, as a warning rather than a block. A counsellor may proceed with a reason recorded.
A new admission takes a seat freed by a cancellation before any additional capacity is opened.
A provisional admission does not block capacity, so a held seat is never lost to a family who never completed.
This is the design that lets you reissue GR and enrollment numbers on a move without ever losing the child underneath them. It answers sibling matching, prior admissions, and how many of your intake came from your own preschool.
Permanent, and never changes. Created once and kept for life. It survives branch transfer, movement between business units, cancellation and re-admission. Everything else attaches to it.
Many per child, with exactly one active at any time. Each carries its own academic year, grade, division, roll number and status. A new admission creates a new one and retires the last.
Every enrollment code and GR number the child has ever held, with the date of each change and the reason for it. Nothing is overwritten, so a number printed on a receipt three years ago still resolves to the right child.
Linked manually by your staff through a siblings table. Links hold across business units and branches, so a child in RPS Nursery and a sibling in RIS Grade 3 are connected.
| Period | Where | GR number | Enrollment code | Status |
|---|---|---|---|---|
| 2025 to 2026 | RPS Hariniwas, Nursery | 2025-26/RPSHN/10 | 25HN0010 | Retired |
| 2026 to 2027 | RPS Manpada, Jr KG | 2025-26/RPSHN/10 | 26MP0044 | Retired |
| 2027 to 2028 | RIS Brahmand, Grade 1 | 2027-28/RIS/210 | 27RIS0210 | Active |
Extended care for working parents, around eight hours a day, inside RPS. Held in the grade master so teachers, children and attendance work exactly as they do for any other grade, with its billing kept deliberately apart.
Children enrol, teachers are assigned, divisions carry capacity and attendance is taken. Everything the platform already does for Nursery applies here with no special handling.
A separate account head and receipt series on a quarterly cycle, running from the date of admission to the end of the third month. A parent joining on 10 August is covered to 30 October, not to 10 November.
Service income reports separately, so an admissions figure or a school fee figure never quietly includes extended care money.
Anything a family opts into that is not a school year fits the same pattern: a service grade with its own dates, capacity, billing head and receipt series. Since pricing is already held per grade, adding one is configuration rather than development.
Your existing reason Day Care becomes Happy Times, so an enquiry that ends in extended care rather than a school admission is recorded as exactly that.
Principals, vice principals and sales staff at a branch work across everything there, so the branch is the boundary. Reaching another branch, or the whole group, is granted by the role rather than assumed. Teachers are narrowed further, to their assigned divisions.
Academics, Admissions, Sales, Marketing, Administration, HR, Accounts, IT.
The unit inside a domain. Preschool, Primary, Secondary, Talent Acquisition, Payroll.
Seniority as a number. Approvals, escalations and turnaround times all follow it.
Whole group, one business unit, one branch, one department, assigned divisions only, or own records only.
National, Zonal, Regional and Area Heads at head office. Below them, Relationship Associate reporting to Chief Advisor at the branch.
Three levels. CRM Executive for offline marketing, then Relationship Associates, then juniors. Budgets set at head office.
A Director of Academics below two Principals. RPS escalations reach the Branch Manager, RIS escalations reach the Sales Lead.
Every stage is one continuous record, so the source that produced the enquiry is still attached when the admission completes. Ownership passes between your teams, the record does not restart.
Website, Google, Meta, WhatsApp, referral, tie-up, event or walk-in. Checked against existing leads before anything else.
SystemA new family becomes a lead. A repeat becomes a linked duplicate event on the original.
SystemUnit and grade confirmed, scored, then assigned by rotation and current workload, with manual override.
CRM ExecutiveFirst contact within 24 hours. Visit booked into a real slot against branch timings and holidays.
RAFront desk registers the parent, RA meets them, counselling, tour and fee discussion.
Front Desk, RAOptional. Intent and a token amount recorded while documents are still coming.
RA, ApproverDocuments verified and signed off, payment complete, enrollment code and GR number issued.
SystemTaken directly from your existing RPS and RIS trackers, which you have asked to be the operational reference. The expanded status list we proposed earlier is dropped, including Visited.
Each lead carries its academic year separately, so the status master never fills up with year-tagged variants and stays the same list from one intake season to the next.
Teams see the short list. The system still records every status change with date, time, previous value, new value and the user, plus calls, follow-ups, booking and completion dates, closure, reopening and duplicate history.
Three calls, two WhatsApp messages and one email are required before a lead may be closed as not interested. The system enforces it rather than trusting it happened.
The change you asked for specifically. A parent may enquire through Meta, then Google, then the website, then WhatsApp. All four are recorded. Only the first is a lead.
Keeps its Lead ID, its first source, its date and time, its assigned Relationship Associate and its status. The first source is never overwritten, so first touch attribution stays intact.
Its own event ID, its own source, campaign, date and time. Recorded against the original lead. Counted in submissions and in marketing analysis, never in unique leads.
Original lead ID and duplicate event ID, parent and student name, mobile, email, business unit, branch, grade, original source with date and time, duplicate source with date and time, campaign and tracking values, time between the two, how many times this family has come in, which field matched, the assigned RA and the current status of the original.
A family that enquired last year and enquires again for the next intake is a genuinely new lead, not a duplicate. Detection runs within an academic year, so your unique count stays honest across seasons.
Each family carries a primary, secondary and third source. For a direct walk-in the second level of the source tree covers organic, sibling, telephonic and word of mouth.
They are measured differently and owned by different teams. Marketing works in campaigns and money, with no individual person involved. Admission works one family at a time. Everything you want to know about return on spend depends on the join between them holding.
Counted in totals per campaign and per day. No individual identity exists here.
Counted one family at a time, with a named owner and a next action at every step.
A confirmed stage in its own right, switched on or off per business unit. It exists for the real case where a family is committed and has paid something, but the paperwork is not finished.
Counselling and tour done, fee discussed, family intends to proceed.
Token amount or first instalment received. Documents still outstanding. Recorded against the lead.
Documents verified and signed off, balance received, post dated cheques or mandate secured.
Enrollment code and GR number issued. Only now does the student record exist.
Capacity is not blocked. A family who never completes cannot quietly occupy a place that another child could have taken.
No GR number and no enrollment code. Those are reserved for a completed admission, so your registers stay clean.
There is no automatic cancellation. Refunds and returning original documents need a person, so a person decides.
Every long pending provisional admission is listed with its age, what has been received and what is outstanding, with a cancel action when your team is ready to use it.
Read from your RIS admission form, your Grade 11 form, your registration form and both checklists. Documents become a master in their own right, mapped to business units, so the same document means the same thing wherever it appears.
Each document exists once in the master, then is mapped to a business unit and grade with its own mandatory or optional flag. Requirements also vary by country, which the master already allows for.
Verification happens at checklist level, exactly as your paper form works: counsellor's signature, then checked by, then approved by. Individual documents carry their own status, but no individual approval step.
Once the set is complete, a senior role verifies and applies a digital signature. The signature applies to the completed process, not to a single upload. Final verification sits with a head office role.Role to name
RIS asks for three photographs, student and both parents' Aadhaar, transfer certificate, birth certificate, marksheet, address proof, post dated cheque and a migration certificate on a change of board. RPS asks for two photographs, birth certificate, residential proof, Aadhaar and last report card. Grade 11 adds a post dated cheque for the following year.
Reminders go to the parent automatically against a defined turnaround time, with the pending list and due date held on the record rather than in someone's memory.
Which roles verify and sign off is configured per business unit rather than fixed, so RPS and RIS can differ without a change to the software.
Checklist complete, approved and digitally signed. An incomplete set blocks completion.
Recorded with a receipt from the correct business unit series.
Post dated cheques or an eNACH mandate, per your own terms.
Reconciled and confirmed by the authorised user before the admission closes.
Each looks like an admission and none of them is one. None creates a lead, and none appears in your conversion funnel. What changes is which numbers are reissued, and in every case the child record underneath is untouched.
| Movement | Child | GR | Enrollment | Roll | How it works |
|---|---|---|---|---|---|
| In-house rollover | unchanged | unchanged | unchanged | new | Promotion to the next year. A mini fee payment confirms the family is continuing, then the administrator assigns grade and division. Documents carry forward where they still apply. |
| Branch transfer | unchanged | unchanged | new | new | Within the same business unit. Cancelled at the old branch and admitted at the new one. The GR travels with the child, so it continues to name the branch where they started. |
| RPS to RIS, or reverse | unchanged | new | new | new | Cancelled in one unit and a fresh admission created in the other. Both numbers are reissued and the source is recorded as RPS or RIS accordingly. |
| Cancellation | unchanged | retired | retired | released | Numbers are retired permanently and never reused. The seat returns to the pool and is filled before any new capacity is opened. |
The financial step and the academic step are separate. A mini fee payment confirms the family is returning, and only then does the administrator place the child in a grade and division. That ordering is what stops a class list filling up with children who have not actually come back.
Because the child record is permanent and every number the child has held is kept with its date and reason, a move between units reissues numbers without breaking sibling links, prior admissions, or the question of how many of this year's Grade 1 intake came from your own preschool.
2025-26/RPSHN/10,
which still reads Hariniwas. That is by design and confirmed by you: the
GR records where the child started rather than where they currently sit.
Worth stating plainly, because in two years someone will find that
number and think it is a mistake.
Two applications: one for parents, one for teaching and branch staff. The parent app signs in with the child's active enrollment number, which means shared family phone numbers never collide.
The child's active enrollment number is the identifier. No mobile number, so both parents may use the same account and a shared number is never a conflict.
Everything for one child. A parent can also move between academic years to see previous grades, divisions and history.
Children your staff have linked appear here, including across business units and branches.
Choosing a sibling signs the parent out and returns to the sign-in screen with that child's enrollment number already filled in.
The account attaches to the permanent child record, not to the enrollment number. A transfer changes the number a parent types in, but the account, its history and its preferences carry across intact.
The old enrollment number stops working the moment a transfer completes. The notification module sends the new one automatically by WhatsApp and email, so a parent is never locked out without knowing why.
Access is entirely through the parent account. One fewer identity to manage, and one fewer set of credentials attached to a child.
Taken from the screens you shared. The structure is already right, so we are keeping its shape: purpose of visit, whom to meet by role and department, visitor details with a photograph, and a slip with its own number and a permission trail.
Registered at the desk, the Relationship Associate is notified, and the duplicate check runs before a lead is created.
An existing parent visiting a teacher or the office. Logged against the student.
Company, purpose, person being met, vehicle number, gate pass issued.
Role applied for and interviewer. The assigned hiring executive is notified automatically.
A unique slip number with date and time, the visitor marked verified or not verified, up to three visitors on one entry, remarks, whom they are meeting with the department, who gave permission, and a print action. All of it carries across.
A parent arriving a third time is flagged, because a family that keeps returning is either close to deciding or stuck on something worth knowing about.
You can add a visit type and decide what it asks for without a release from us. The same form builder later adds your own fields to leads, parents and students.
Friendship schools, daycares and corporates each get a private web address and a QR code. No account to create, no password to reset, no training required.
Alumni, parent, guest and special case, each tracked separately so you can see which relationship actually produces admissions.
One at a time through their page, or in bulk by spreadsheet. Every lead arrives tagged to that partner and branch, and runs through the same duplicate check as any other source.
Each agreement records a fixed referral amount. No percentages. The system calculates what has been earned, and nothing about money appears on the partner page.
Partner links and QR codes are bound to an academic year and lapse with it. Head office keeps access at any time.
Being explicit so there is no gap between what you expect and what we build. Everything on the right is a real want we have heard, and each is separate work rather than something quietly included.
Down from seven. The structural decisions are settled, and what remains is detail we would rather ask about than assume.
Now that a grade can belong to both units, we need your definitive list: which grades RPS runs, which RIS runs, and exactly where the overlap sits. This is the last thing standing between us and a final academic structure.
It appears in your live tracker. If it means an existing family enquiring for a second child, that is a sibling admission and should follow a shorter path with the parent record reused, rather than being closed. We suspect this reason is covering for a flow that does not exist yet.
You have confirmed final verification sits at head office. We need the role named and placed at an authority level, so it can be added to the role master and the approval matrix configured against it.
With one account per child, a family with three children holds three sets of credentials. May a guardian set the same password across their linked children, or does each account stay fully independent?
Worli, Mumbai
Prepared for Rainbow Group