See what convocation management changes at your institution
Before vs. after adding convocation management to iVake
Where you are today
Holding you back
An eligibility list that is already wrong
The graduate list was exported before the supplementary results, and departments send back sheets of pending dues and missing marks to reconcile.
Pain point
Guest passes through a web form
Graduates register guests on a form that cannot see who they are, some submit twice, and wheelchair requests sit in a column nobody reads.
Pain point
Robes ordered on an old headcount
The robe and stole order went to the supplier on an early count, and graduates confirmed after a revaluation are not in it.
Pain point
A seating plan in a slide
The hall layout lives in a presentation, and a change to the venue’s capacity is noticed days before the ceremony.
Pain point
- 4+Spreadsheets describing one ceremony
- WeeksOf emails with departments
- 3+Places a graduate’s name is typed
Your institution, transformed
Everything connected
Eligibility from live records
Only graduates with results declared, credits complete and no dues outstanding are on the list, and it changes when a result does.
Solved
Guests registered against the graduate
Each graduate registers guests within the limit for their ceremony, and accessibility needs go to the venue coordinator.
Solved
Orders from the confirmed list
Robe sizes collected at registration go to the supplier from the confirmed list, with late additions marked.
Solved
One name on every document
The degree certificate, the ceremony booklet and the transcript read the same verified name and degree.
Solved
- 1Verified record behind every certificate
- 0Lists merged by hand
- 1Profile carried on into alumni
Ready to make the switch? See how it works for your institution.
A graduate list built from actual results and dues
Every name read out at convocation should have a declared result, complete credits and cleared dues behind it, not a departmental sheet sent before the supplementary results.
- Eligibility checked against results, credits, library and hostel no-dues and fee balances before a name joins the list
- The list updates when a revaluation or supplementary result changes a graduate’s status
- Differences between the name on the record, the registration and the certificate flagged weeks ahead
Guests, robes and seating on one record, not five spreadsheets
The guest form, the robe order, the seating plan and the accessibility requests all describe the same ceremony. They belong on the same record as the graduate.
- Guest passes tied to each graduate, with a limit per ceremony and a waiting list for extra requests
- Accessibility needs captured at registration and sent to the venue coordinator with the seat block
- Robe and stole sizes collected at registration and sent to the supplier from the confirmed list
Certificates and degree award written once
When the certificate says one thing, the transcript another and the ceremony booklet a third, the error began with keeping the same details in three places.
- Certificates drawn from the verified name, degree, specialisation, distinction and award date
- Batch generation with a preview queue that holds changed or unconfirmed records for the registrar
- Marking the degree awarded updates the student record, and the graduate carries on as an alumnus
Convocation management features
Everything you need to run convocation from the records you already keep
Graduate registration
Attendance, name confirmation, robe size and fee on the graduate’s record.
Guest passes
A set number of passes per graduate, with a waiting list for more.
Special requests
Wheelchair seating, interpreters and reserved places sent to the venue team.
E-passes
Passes delivered in the app or on WhatsApp, or collected at a counter.
Seating & ceremonies
Seat blocks and several ceremonies, each with its own list and capacity.
Degree certificates
Batch generation from the verified record, reviewed before printing.
DigiLocker & ABC
Issued certificates sent to the graduate’s DigiLocker and Academic Bank of Credits.
Audit trail
Every eligibility change, certificate and award logged with who made it.
Frequently asked questions
Get answers to common questions about convocation management
How does the system decide who is eligible for convocation?
From the live record: declared results, completed credits, cleared library, hostel and fee dues, and any programme conditions such as a project or internship. Graduates who do not meet every condition are held back with the reason shown. When a result is declared or a due is cleared, the list changes without an export, and the registrar sees who is confirmed, pending or ineligible, and why.
Can we hold separate ceremonies for different faculties or campuses?
Yes. Each ceremony has its own date, venue, capacity, graduate list, guest limit and seating plan, and staff who take part in more than one ceremony are warned if the timings overlap.
How do guest passes work, and what about requests for more?
Each graduate receives the number of passes set for their ceremony and registers guests against their own record, so the limit holds. Requests for more go on a waiting list, and passes not claimed by a date you set are released to it. Accessibility needs are captured when guests are registered and sent to the venue coordinator.
What happens to student records after the ceremony?
When the registrar marks the ceremony complete, the degree and award date are written to each graduate’s record and the transcript reflects them. The graduate carries on as an alumnus on the same profile, with programme, batch and result intact, so the alumni directory needs no import.
How do you prevent name and distinction errors on degree certificates?
Certificate details come from one verified record. Graduates confirm the name on their certificate when they register, and distinctions and medals are confirmed by the examination office before printing. The registrar reviews a preview that holds any record with recent changes or unconfirmed details, so the certificate, the booklet and the transcript cannot disagree.
Does it handle robes and stoles?
Yes. Sizes are collected at registration for each graduate and degree, and the order for the supplier comes from the confirmed list. Collection is recorded, so the counter knows who has their robe, who is still waiting, and who was confirmed after the order went in.
Can degree certificates go to DigiLocker?
Yes. Issued marksheets and certificates go back into the student’s DigiLocker and Academic Bank of Credits, so employers and other institutions can check them digitally. Downloads from iVake use signed links that expire.
What about graduates who cannot attend?
Graduates choose in absentia when they register. They are left out of the seating plan, and their certificate is issued digitally and posted or collected, with the dispatch recorded against their record.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily- Built for the DPDP Act
- Full security details
Built for your institution type
See how this feature works for your specific institution
UniversitiesSeveral ceremonies across faculties and campuses
Degree collegesGraduate lists from university results and no-dues
CBSE, ICSE & state-board schoolsClass 12 graduation day passes and certificates
Residential & international schoolsGraduation ceremonies with guest registration
ITIs, polytechnics & skill centresCertificate days for each completed batch
Professional collegesDegree certificates sent to DigiLocker and ABC
Integrations, comparisons & tools
Extend convocation management with integrations, see how iVake compares, and run the numbers
Related features
Alumni Management
A verified graduate directory that starts from students already in iVake.
Event Management
Events, registrations and attendance kept against the people who came.
Secure Transcripts
Transcripts and certificates issued digitally, for others to verify.
Examination System
Hall tickets, evaluation, revaluation and results from the records already kept.
Online Fee Payment
UPI, cards and net banking, with a receipt the moment payment is confirmed.
Thesis Management
Theses tracked from topic registration to viva voce.
More in strategic capabilities
Explore other features in this category
Ready to run convocation from the record?
See how iVake builds the graduate list from results and dues, and issues every certificate from one verified name.
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