Admissions that keep every applicant moving.
Many applicants slip away over a slow reply, a missing document, or a seat that sits empty while the waitlist waits. The Admissions module of UIMS follows each applicant from the first enquiry to the first day as a student, in one system, for Schools, Colleges, Universities and Coaching Centres.
Admission season is where good applicants slip away.
The money, the seats and the reputation of an institution are decided in a few weeks. The work that decides them is slow, repetitive and split across spreadsheets, phone calls and paper files.
Enquiries wait for a call back
A parent asks a question on Monday and hears back on Thursday. By then, the family has enrolled somewhere else.
Documents are chased by phone
Officers ring families one by one for missing marksheets, then check each one by hand against the original.
Marks and categories are taken on trust
A typed percentage or a claimed reserved category gets into the merit list before anyone checks the certificate.
Seats stay empty while the waitlist waits
An offer is not answered, nobody follows up, and the seat is not given to the next student in line.
Merit lists are hard to defend
When a parent asks why a child was not selected, the office has to rebuild the reasoning from a pile of files.
Government returns are rebuilt every year
Admission numbers are copied out of registers again for AISHE, UDISE+ or NIRF, and the copies disagree with each other.
From first enquiry to first day, in five stages.
Each stage hands the applicant's record to the next one. Nobody re-types a name, a phone number or a mark.
Capture
Every enquiry is saved with its source, and a counsellor is assigned the same day.
Apply
The family applies on the institution's own portal, from a phone, with a one‑time code.
Verify
Documents come from DigiLocker or are uploaded, and every claim is checked against proof.
Decide
Reviewers score on the institution's own sheet. Offers go out when the institution releases them.
Enrol
The deposit is paid, the seat is allotted, and the applicant becomes a student with one click.
Admission management that works the way your office works
Six things your admissions team can do differently. Each one removes a step that used to depend on memory, a phone call or a spreadsheet.
Follow up with every enquiry before a rival does.
A lead that is answered in the same hour is a lead that stays. UIMS keeps every enquiry in one list, shows where it came from, and gives it to a counsellor automatically, so nothing waits in a shared inbox.
Counsellors see who to call first, because each lead carries a score. Reminders fire when a follow-up is due, and an overdue lead moves to another counsellor rather than going quiet.
- Enquiries from walk-ins, calls, the website and forms, each tagged by source.
- Leads move through each stage: new, contacted, follow-up, qualified and converted.
- Round-robin or least-busy assignment, with overdue leads reassigned.
- Lead scores, and grouped segments that receive a planned series of messages.
- Consent recorded for each purpose, with "do not disturb" respected.
- One click turns a lead into an application, with nothing retyped.
Sign in with a one‑time code
Half finished? The application is kept, and the family picks up where they left off.
Let families apply from a phone, once for each child.
Most applications are started on a phone at night. UIMS lets families finish them there, on the institution's own branded portal, with a one‑time code instead of a password to remember.
One parent account can apply for several children, and every application is numbered automatically within its admission cycle. Unfinished applications are kept, so no family starts again from the beginning.
- Branded portal, with sign-in by one‑time code.
- One parent account for more than one child.
- Applications numbered for each admission cycle.
- Subject choices and previous marks, checked against the School's subject-combination rules.
- A personal statement, with an optional short AI summary for the reviewer.
- A checklist that shows what is still missing.
- Reference letters requested, recorded and tracked.
- A list of unfinished applications for the office to chase.
- An anti-ragging undertaking for Colleges and Universities.
Check every claim before it counts toward a seat.
A merit list is only as good as the numbers in it. UIMS checks what the applicant has told the institution against the official record, before an offer is made, and keeps a reason for every hold.
The same applicant should never be two people in your records. Duplicates are caught by email, phone and national ID numbers, and the office sees the match before anything is merged.
- One applicant, one record, with duplicates caught by email, phone and national IDs.
- National IDs such as APAAR, ABC, PEN and Aadhaar, stored safely and checked for format.
- A parent's consent recorded before a child's ID numbers are kept.
- Documents from DigiLocker, with the issuer's digital signature checked, or uploaded by hand.
- Each document verified or rejected by an officer, with a reason given.
- Typed marks compared with official marks; an offer is held if they differ.
- Reserved-category claims compared with the certificate before they count.
- AI reads the marks off a marksheet as a suggestion, and the officer confirms.
- Suspicious applications flagged for an officer: the same document on two applicants, one phone across different names, or an impossible date of birth.
Typed marks, checked against the marksheet
Marksheet from DigiLockerDigital signature of the issuer checked
Score fairly, and book interviews without the back-and-forth.
Fair admission depends on everyone scoring the same way. UIMS gives each institution its own weighted scoring sheet, shares applications across reviewers, and balances the scores of strict and lenient reviewers so that one person's habits do not decide a seat.
Entrance scores count too. Scores from national or state exams, or from the institution's own online test, go onto one common scale, and each programme decides whether a test score is required, optional or not considered. Interview times are chosen by the applicant from a public link, and the calendar invite follows automatically.
- Scores from national or state entrance exams, or the institution's own online test.
- Each programme sets whether a test score is required, optional or not considered.
- Different exams converted to a common scale, so they can be compared.
- Weighted scoring sheets set by the institution.
- First and second readers, each with a personal queue.
- Strict and lenient reviewers balanced out.
- Blind review hides personal details from reviewers.
- Applicants pick an interview slot, and can reschedule it.
- Panels fill in scorecards, and no-shows are recorded.
- Calendar invites sent for each interview.
Release decisions on results day, and never let a seat sit empty.
Decisions stay private until the institution releases them, so every family hears on the same day, or one at a time when that suits the office better.
An offer carries a reply deadline. If the family does not answer in time, the offer lapses and the seat goes back to the waitlist, where the next applicant moves up without a call from anyone.
- Offer, waitlist, defer, reject or withdraw, decided by the office.
- Release all decisions at once, or one by one.
- Conditional offers, such as a minimum score in Class 12, checked when the result arrives.
- A firm choice and a backup choice kept by each applicant.
- Digitally signed offer letters that anyone can verify online.
- Offers lapse on time, and the waitlist moves up.
Results day
Decisions stay private until you release them. Release them all at once, or one at a time.
Seats by section
Allot seats by your own rules, and show exactly how each one was given.
Merit is not the only rule an institution follows. Reservation, points for distance or siblings, and counselling rounds all change who gets which seat. UIMS applies those rules as the institution wrote them, and keeps a record of each decision.
When a parent asks why their child got a particular seat, the office can answer from the record, not from memory.
- Merit lists built on the institution's own rules and tie-breakers, frozen and published as a PDF.
- Points-based admission for Schools, such as distance, sibling and staff-child rules.
- A recorded lottery for RTE 25% seats in Indian Schools, and for any over‑subscribed seats.
- Reserved seats by category, including special groups and extra seats, shown on a seat matrix.
- Section allotment for Schools, batch allotment for coaching by entry order or by merit, and batch reshuffling.
- University counselling across affiliated Colleges, in several rounds, where students can lock a seat, hold it, or move up.
- Waitlists that move up when a seat frees.
Take the deposit the moment the family says yes.
The seat is confirmed when the money is in. UIMS takes the deposit from the portal and posts it straight to the fee account, so the record is complete without a second entry.
Fee waivers and merit scholarships are applied at this point too, according to the rules the institution set. Refunds need a second person to approve them.
- Deposit paid online from the applicant portal.
- Application fees and waivers by category.
- Refund rules set by the institution, with a second approver for each refund.
- Merit scholarships applied at admission, by the applicant's score.
Deposit received
Receipt sent to the familyOn WhatsApp and email
Keep families informed without a single phone call.
Parents ask the same question at every stage, because they do not know where their child stands. UIMS answers before they ask, with a message at each important step, on WhatsApp and by email.
The wording belongs to the institution. Each School or College can change its own messages, so families hear the institution's voice.
- Automatic WhatsApp and email messages at each key step, such as application received, decision released and deposit due.
- Message wording that each institution can edit.
See the whole funnel, and produce the government returns without rebuilding them.
Admissions leaders need to know where the funnel leaks: how many enquiries become applications, how many offers are accepted, and how many accepted students actually join. UIMS shows those numbers, and compares them with last year.
Returns for AISHE, UDISE+ and NIRF are prepared from the same records. A field that was never collected is marked as not captured, rather than filled with a guess.
- An admission funnel: enquiries, applications, offers, acceptances and joins.
- This year compared with last year.
- Breakdowns by programme, class, category and lead source.
- How many offered students join, and how many drop out before joining.
- How full the reserved seats are.
- Ready data for AISHE, UDISE+ and NIRF, with uncollected fields marked as not captured.
- Every report downloads to Excel or PDF.
Admission funnel, this year
Bar widths are illustrative. Real counts come from the institution's records.
Admission flow
Shape the admission flow to your institution, not the other way round.
A School's intake is not a University's intake. The admissions office can change its own flow without a programmer: add a step, skip one, rename it, choose the documents that are required, and decide whether a deposit is taken.
Next year's changes do not disturb applications already in progress, and country packs make sure the identity documents, categories and government returns follow the institution's own country.
- Add, skip and rename steps in the admission flow.
- Choose which documents are required, and whether a deposit is needed.
- Change the flow for the next year without touching live applications.
- Country packs for identity documents, categories, wording and government reports. India is one pack, and England and other countries follow the same pattern.
Built for the people who run admissions.
Each person in the intake has a different job. UIMS gives each of them the screens for their job, and nothing more.
Admission counsellors
Talk to families, follow up on time, and see which enquiries are hot.
You want the next call to be the right one.
Admission officers
Run the intake, check documents and make the decisions that are yours to make.
You want fewer phone calls and fewer files to check.
Reviewers and interview panels
Read applications, score them on one sheet and record interview results.
You want scores that can be defended.
Applicants and parents
Apply on a phone, upload documents, accept the offer, pay the deposit and track each step.
You want to know where you stand, without ringing the office.
Principal, registrar or director
Watch the funnel, approve the sensitive steps and see the numbers for the board.
You want the seats filled and the process fair.
Admissions joins the rest of your institution.
An admission is the start of a student's record, not the end of an admission form. These modules pick it up the moment it is confirmed.
Fee Management
The deposit becomes a bill in the fee account. Parents pay the rest online, in one place.
Finance & Accounts
Every deposit and fee reaches the books, without anyone keying it again.
Assessment Engine
Entrance tests run on the same question banks and secure delivery as the rest of the institution's exams.
Student Engagement
The new student joins the student records, with attendance and timetable ready for day one.
Scholarships
Merit awards are applied at admission, according to the score the applicant earned.
Alumni
When the student graduates, they join Alumni with the same record they built as a student.
One system for every kind of institution, and built to be trusted.
A group that runs a School, a College and a Coaching Centre does not need three admission systems. It needs one that speaks each institution's language.
One system, the right words
The same admissions engine serves a School, a College, a University and a Coaching Centre. Each institution sees its own terms: class and section, programme and semester, course and batch.
Your name on every screen
Each institution runs the portal under its own logo, colours and web address.
Decisions you can explain
Every lottery, merit list and offer is recorded. An institution can show exactly how a seat was given.
Built for audits
Built for CERT-In empanelled security audits, following OWASP standards, with an audit trail and separate approval for money.
Questions admissions teams ask before they buy.
What is the admissions module?
The Admissions module runs the whole intake of students: enquiries, applications, document checks, merit lists, interviews, offers, deposits and seat allotment. It is one module of UIMS, an ERP, and it connects to fees, accounts and student records.
Can parents apply online from a phone?
Yes. Applicants and parents apply on the institution's own branded portal, signing in with a one‑time code. One parent account can apply for more than one child, and a half-finished application can be picked up later.
Does UIMS work with DigiLocker for documents?
Yes. Marksheets, certificates and ID proofs can be pulled straight from DigiLocker, and the issuer's digital signature is checked. Documents can also be uploaded by hand, and an officer verifies each one.
How are marks checked against the marksheet?
Marks that the applicant types in are compared with the official marks. If they do not match, the offer is held until an officer reviews it. Reserved-category claims are compared with the certificate in the same way before they count.
Can UIMS run the RTE 25% lottery for Schools?
Yes. The RTE 25% seats in Indian Schools are allotted by a fair lottery, and the draw is recorded, so the School can show exactly how each seat was given. Points-based rules, such as distance and sibling rules, can be applied too.
How are merit lists made in UIMS?
Merit lists follow the institution's own rules and tie-breakers. Once frozen, the list is published as a PDF. Reviewers' scores are balanced, so a strict reviewer and a lenient reviewer do not decide the outcome unfairly.
Can admissions reports feed government returns?
UIMS produces ready data for the government returns used in India, including AISHE, UDISE+ and NIRF. Any field the institution did not collect shows as not captured, rather than a guessed number. Every report can be downloaded to Excel or PDF.
Can we change the admission steps ourselves?
Yes. The admissions office can add or skip steps, rename them, choose which documents are required and decide whether a deposit is needed, without programming. Changes for next year do not disturb applications already in progress.