Frequently Asked Questions

Scolvia is a comprehensive School ERP (Enterprise Resource Planning) system designed specifically for educational institutions. It integrates all aspects of school management including admissions, student information, attendance, fees, examinations, communication, and reporting into a single unified platform. Scolvia serves schools, colleges, universities, coaching centers, academies, and multi-campus institutions.

Scolvia is designed for all types of educational institutions including K-12 schools, colleges, universities, professional training academies, competitive exam coaching centers, international schools, and multi-campus institutions. Whether you have 100 students or 50,000, Scolvia scales to meet your needs with appropriate feature sets for each institution type.

Scolvia is primarily a cloud-based SaaS (Software as a Service) solution, which means no server installation or maintenance is required at your end. However, we also offer on-premise deployment options for Enterprise customers who require data to remain within their infrastructure due to regulatory or policy requirements.

No technical expertise is required. Scolvia is designed with an intuitive, user-friendly interface that anyone can use after basic training. We provide comprehensive onboarding, video tutorials, and documentation. Our support team is always available to help with any questions.

Yes, Scolvia includes a powerful Multi-Campus Management module available in our Enterprise plan. This allows you to manage multiple campuses from a central dashboard while maintaining campus-level autonomy. You can compare performance across campuses, handle inter-campus transfers, and generate consolidated or campus-specific reports.

Scolvia stands out with its built-in WhatsApp messaging via WhatsKonnect (no separate integration needed), modern intuitive interface, comprehensive feature set covering all institution types, flexible pricing, and exceptional customer support. Unlike many competitors, we offer real-time communication, biometric attendance, and advanced analytics as standard features.

Each plan includes a base student capacity: Starter covers up to 200 students, Professional up to 500, and Enterprise up to 1,000. Beyond your included limit, additional active students are billed at $0.20 per student per month — so you always pay for exactly what you use. There are no per-user fees; all staff accounts are included in every plan.

Scolvia offers three monthly plans: Starter at $49/month (200 students included), Professional at $149/month (500 students included), and Enterprise at $299/month (1,000 students included). All plans share the same per-student overage rate of $0.20/student/month for any active students beyond the included limit. A one-time $49 activation fee applies to all plans.

Yes. Start by requesting a free personalized demo — our team will walk you through the platform based on your institution type. After the demo, eligible institutions can access a trial period to explore the system with real data before committing. Contact our sales team during or after the demo to arrange your trial.

Yes, you can upgrade or downgrade your plan at any time. Upgrades take effect immediately, giving you instant access to additional features. Downgrades take effect at the start of your next billing cycle. We prorate any payments when you upgrade mid-cycle.

All plans include a one-time $49 activation fee which covers account provisioning and initial configuration. Your monthly subscription then covers software access, cloud hosting, updates, and standard support. Optional premium add-ons — such as SMS credits, WhatsApp credits, AI Assistant, and advanced analytics — are available at separately quoted rates. On-site training, custom development, or complex data migration are scoped and priced transparently before any work begins.

We accept all major credit cards (Visa, MasterCard, American Express), debit cards, bank transfers, and PayPal. All transactions are processed securely through PCI-compliant payment gateways.

Annual billing options are available for institutions that prefer upfront payment. Contact our sales team during the demo to discuss annual pricing and any available commitment discounts for your institution size.

If you approach your plan's student limit, we'll notify you with upgrade recommendations. You'll have a 30-day grace period to upgrade. During this period, all existing student records remain accessible, but new admissions may be limited until the upgrade is completed.

Scolvia includes 20+ integrated modules: Student Management, Admissions, Family Management, HR & Staff, Attendance (with biometric support), Class & Section Management, Examination Management, Timetable Scheduling, Fee Management, Online Fee Collection, Payroll, Finance & Accounting, POS, WhatsApp Integration, SMS, Parent Portal, Student Portal, Staff Portal, Mobile Apps, Transport Management, Library Management, Download Center, Reports & Analytics, and Multi-Campus Management (Enterprise).

Yes, Scolvia offers native mobile apps for both iOS and Android. Parents can view attendance, fees, results, communicate with teachers, and receive instant notifications. Students can check timetables, download study materials, view results, and track their progress. The apps are free to download and included with all plans.

Absolutely! Parents have dedicated access through both a web portal and mobile app. They can view their child's attendance, academic progress, fee status, timetable, examination results, and communicate with teachers. Real-time notifications keep parents informed about important updates, events, and emergencies.

Yes, Scolvia includes a Biometric Attendance module that integrates with fingerprint and RFID devices. Attendance records sync automatically with the system, trigger instant SMS/WhatsApp alerts to parents, and feed into comprehensive reports. The system supports multiple devices across different locations.

Scolvia's Examination Management module handles the entire exam lifecycle: schedule creation, seating arrangements, marks entry (manual or OMR import), grade calculation (supporting GPA, CGPA, percentage, and custom schemes), report card generation, and result distribution via WhatsApp/SMS/Email. You can create unlimited exam types (unit tests, mid-terms, finals) with different weightages.

Yes, the Online Fee Collection module integrates with multiple payment gateways (Stripe, PayPal, and regional providers) allowing parents to pay fees via credit/debit cards and other locally supported payment methods. The system auto-generates digital receipts, updates ledger entries in real-time, and sends payment confirmations via WhatsApp. You can also create customized challans for offline payments.

Yes, Scolvia includes comprehensive Finance & Accounting and Payroll Management modules. Track income and expenses, manage general ledger, generate balance sheets, handle local tax and VAT calculations, and create vouchers. The payroll module manages salary structures, deductions, allowances, payslip generation, and bank transfer files.

Scolvia provides 100+ pre-built reports covering admissions, attendance, fees, examinations, finances, and staff. Reports can be customized, scheduled for automatic generation, and exported to PDF or Excel. Enterprise plans include advanced analytics with dashboards, trend analysis, and predictive insights.

Security is our top priority. Scolvia employs bank-level 256-bit SSL encryption for all data transmission, AES-256 encryption for data at rest, and secure data centers with SOC 2 compliance. We perform daily automated backups with point-in-time recovery, maintain GDPR compliance, and never share your data with third parties.

For web access, any modern browser (Chrome, Firefox, Safari, Edge) with internet connectivity is sufficient. The mobile apps require iOS 12+ or Android 8+. No special hardware is needed for the web version. For biometric attendance, compatible fingerprint/RFID devices are supported.

Yes, we perform automated daily backups of all customer data with 30-day retention. Backups are stored in geographically distributed data centers for disaster recovery. Enterprise customers can request custom backup schedules and extended retention periods. Point-in-time recovery allows restoring data to any specific moment.

Yes, Professional and Enterprise plans include API access for integrations. Scolvia currently integrates with Stripe, PayPal, and MSG91. Additional integrations for accounting software, video conferencing, and SSO are on the roadmap. Contact us to discuss a custom integration.

Scolvia maintains a 99.9% uptime SLA for all paid plans. Our infrastructure runs on redundant cloud servers with automatic failover. In the rare event of downtime, our status page provides real-time updates and we provide service credits as per our SLA terms.

We release updates every 2 weeks with new features, improvements, and security patches. Major feature releases occur quarterly. All updates are deployed automatically with zero downtime. Release notes are published in advance, and we offer sandbox environments for Enterprise customers to test updates.

Yes, you own your data. We provide comprehensive data export functionality allowing you to download all student records, financial data, reports, and documents in standard formats (CSV, Excel, PDF). We also assist with data migration to your new system upon request.

Standard setup takes 1-2 weeks including data migration, configuration, and training. Full implementation with customizations typically takes 4-6 weeks depending on institution size and complexity. Enterprise implementations with multiple campuses may take 8-12 weeks. We provide a detailed timeline during the onboarding kickoff.

Yes, comprehensive training is included with all plans. Starter includes online video training and documentation. Professional adds live webinar training sessions. Enterprise includes on-site training at your campus. We also provide train-the-trainer sessions to create internal champions who can help other staff.

Yes, we offer data migration services from Excel sheets, existing ERPs, or databases. Our team handles data mapping, validation, and migration with minimal disruption. Historical student records, fee data, and staff information can be preserved. Migration is included free for up to 5,000 records in Professional and unlimited in Enterprise.

All plans include access to our knowledge base, video tutorials, and community forums. Starter includes email support with next business day response. Professional adds priority email and chat support with a 4-hour response target during business hours, plus phone support. Enterprise includes a dedicated account manager and on-site support visits. Support is available Monday to Friday, 9:00 AM – 6:00 PM GMT.

Standard onboarding is free for all plans including basic configuration, training, and data migration (within limits). Enterprise plans may have optional fees for extensive customization, complex data migration from legacy systems, or on-site implementation support. All fees are quoted transparently upfront.

Yes, we offer customization services for Enterprise customers. This includes custom report development, workflow modifications, integration development, and feature enhancements. Custom development is quoted separately based on requirements. We also accommodate feature requests in our product roadmap.

Scolvia integrates with WhatsKonnect — a WhatsApp Business API provider — to send automated notifications directly to parents' WhatsApp. This includes fee reminders, attendance alerts, exam results, emergency notifications, and general announcements. Messages are delivered instantly with high open rates (95%+ compared to 20% for emails).

Yes, you need a WhatsApp Business account connected through WhatsKonnect, our integrated WhatsApp provider. Scolvia assists with the onboarding process. Once set up, messages are sent from your institution's official number with your branding.

WhatsApp messaging costs are based on WhatsKonnect's per-conversation pricing, which varies by country. These costs are separate from your Scolvia subscription. Additional WhatsApp credits beyond your plan's bundled allowance are available as a pay-as-you-go add-on. Most institutions find the cost negligible compared to the engagement improvement.

Scolvia supports sending fee reminders, payment receipts, attendance alerts (absent/late), exam schedules, result announcements, homework notifications, event invitations, emergency alerts, and general announcements. Messages can include text, PDFs (fee receipts, report cards), and images.

Yes, parents can reply to messages and their responses are captured in Scolvia's communication log. Staff can view and respond to these messages from within the Scolvia dashboard. This creates a two-way communication channel while maintaining records for future reference.

WhatsKonnect onboarding typically takes 1-2 business days. Scolvia's team handles the full setup — including webhook configuration, message template approval, and testing. You'll be sending messages within a few days of starting the process.