Project Name
Salesforce School Management Platform for a Multi-Campus K-12 Network: Built and Live in 12 Weeks
A multi-campus K-12 school network in India managing admissions, academics, attendance, fee collection, and parent communication across several campuses had no unified platform connecting any of it. Each function ran on its own tool or process: paper application forms, offline fee registers, Excel timetables, WhatsApp announcements, and a separate system for every task a teacher needed to complete in a day. With expansion plans already in motion, the leadership team commissioned Ksolves to build a single platform that would replace all of it. Ksolves designed and delivered a custom Salesforce school management platform on Sales Cloud Enterprise Edition with three Experience Cloud portals, online payments, and a native admin back-office, built and live in under 12 weeks.
- Admissions Had No Digital Layer: Parents submitted physical application forms that were manually entered into spreadsheets. Applications were lost. Duplicate entries were common. There was no way for a family to check application status without calling the school office, and no way for staff to track the pipeline across campuses without reconciling spreadsheets manually.
- Parents Had No Self-Service Access: Parents had zero visibility into attendance, grades, fee status, or leave requests between school visits. Every inquiry required a phone call or a trip to the office. For a network planning rapid expansion, this was not a service problem that would resolve itself at scale.
- Fee Collection Was Manual and Slow: Fee tracking ran in offline registers with cash-only collection. There was no online payment option, no automated invoicing, and no systematic follow-up on outstanding balances. Reconciling fees across campuses consumed the finance team's capacity on every collection cycle.
- Teachers Operated Across 5 Disconnected Tools: Attendance marking, grade entry, timetable access, leave approvals, and student records, each lived in a separate system with no integration. Teachers spent approximately two hours daily on administrative overhead that should have taken minutes in a unified environment.
- Students Had No Self-Service Channel: Students could not view their own schedules, request gate passes, submit leave applications, or download report cards without staff intervention. Every routine request is added to the administrative queue.
- Timetables and Announcements Were Ungoverned: Timetables were built in Excel and circulated as PDFs. Announcements went out through WhatsApp groups with no targeting, no scheduling, no audit trail, and no delivery confirmation.
Ksolves designed the platform around a single governing principle: every stakeholder gets a purpose-built self-service interface, and Salesforce serves as the single source of truth for all school data. The build used an AI-accelerated delivery methodology with Claude by Anthropic across architecture design, Apex code generation, Lightning Web Component development, Flow configuration, debugging, and documentation, compressing what would typically be a five to six month engagement into under 12 weeks.
- Public Applicant Portal: A fully public Experience Cloud page allows parents to apply without registration. A three-step Screen Flows wizard collects student details, guardian information, and documents, auto-generates a unique application number, sends confirmation via Platform Events, and provides real-time status tracking from Applied through to Enrolled, with no login required at any stage.
- Student and Parent Portal: A shared portal with role-based visibility delivers eight self-service modules: dashboards, colour-coded attendance calendars, report card viewers with CGPA calculation, a fee manager with Stripe-powered online payments across Card, UPI, NEFT, and Cheque, leave request submissions with multi-level approval workflows (Teacher, HOD, Principal), gate pass requests with QR code generation, weekly timetables, and auto-rotating announcements.
- Staff Portal: Teachers access a personalised Lightning Web Component dashboard showing today's schedule, pending assessments, and leave approvals. Marks entry is structured per-student per-subject with Apex-driven auto-save. Leave approval workflows are one-click with full audit trails across every action.
- Admin Back-Office: Administrators manage admission pipelines, publish timetables for all students in a single action, track invoices and fee collection, publish report cards via Scheduled Flows, manage school-wide attendance, approve gate passes, and broadcast targeted announcements, all from native Salesforce without switching systems.
Technology Stack
| Category | Technology |
|---|---|
| Core Platform | Salesforce Sales Cloud Enterprise Edition |
| Portals | Experience Cloud, Lightning Web Components |
| Payments | Stripe Payment Gateway, REST API, Webhooks |
| Automation | Apex Batch, Scheduled Flows, Platform Events |
| Security | FERPA-Aligned Security Framework |
| Delivery | Claude by Anthropic (AI-Accelerated Development) |
- 80% Faster Admissions Processing: Paper applications that took 5 to 7 days to process with manual data entry and no status tracking are replaced by a three-step online wizard with auto-generated application numbers and real-time status visibility, reducing end-to-end processing to under one day.
- 90% Reduction in Parent Office Visits: The self-service portal gives parents real-time access to attendance, grades, fees, leave status, and report cards. Fee payments, leave requests, and gate passes are handled entirely online with no office visit required.
- Fee Collection Cycle Cut from 30 Days to 3 Days: Stripe-powered online payments with auto-invoicing, webhook-driven confirmation, and automated reminders replaced cash-only manual collection, reducing the average outstanding balance cycle to under three days.
- Teacher Admin Time Down from 2 Hours to 45 Minutes Daily: The Staff Portal consolidates marks entry, attendance, leave approvals, and timetable access into one interface, cutting daily administrative overhead by more than half across all teaching staff.
- Full Platform Live in Under 12 Weeks: AI-accelerated delivery with Claude by Anthropic across architecture design, Apex code generation, LWC development, and documentation compressed a build of this scope, four portals, and 30+ features, from a typical five to six-month timeline to under 12 weeks.
- 30+ Features Across 4 Portals on One System of Record: Admissions, academics, attendance, fee collection, gate passes, leave management, timetables, and parent communications unified on a single Salesforce platform across all campuses for the first time.
Ksolves delivers Salesforce consulting services and purpose-built platform development for education networks that need to replace fragmented manual operations with a governed, scalable digital infrastructure. Before this engagement, the school network was managing a growing student body across multiple campuses with paper forms, offline registers, and disconnected tools. After deploying the custom Salesforce school management platform, admissions processing dropped by 80%, fee collection accelerated from 30 days to three, and every stakeholder, parents, students, teachers, and administrators, moved to self-service from day one of launch.
The architecture is built to scale with the network’s expansion plans, with Salesforce EDA integration, multi-district deployment, and advanced analytics ready to activate as the next phase of growth begins.
Ready to replace paper forms and disconnected tools with a single Salesforce platform?
