Configurable
Configured for your institution, not bent around a template
Every institution has its own calendar, grading rules, fee heads and approval chains. In iVake, campuses, departments, programmes, batches, sections and fee structures are settings rather than custom code, so the system follows the way you already work.
- Class, section and subject for CBSE, ICSE or a state board; semesters, credits and NEP entry and exit points for higher education
- Grading rules and weighted internal assessment set for each programme
- Fee heads, instalments, concessions, scholarships and sibling discounts as configuration
- Assignment rules, reminder schedules and approval chains set up by your administrators, versioned and visible
- An application form for each programme, with conditional fields and eligibility rules
Data Import / Export
Your data in, and your data out whenever you ask
Students, staff, past results and fee ledgers come across from spreadsheets, Tally or an older system and are reconciled before go-live. Everything iVake holds can be exported in open formats at any point, including after the contract ends.
- Imports from Excel, Tally, older ERPs or database exports, mapped with you first
- A trial import into a test copy, with counts reconciled line by line before you sign off
- Near-duplicate records held for a person to decide, never merged silently
- Scheduled extracts to your reporting tool, and day book and ledgers to Tally or Zoho Books
- A full export of every record and document in open formats, including after the contract ends
Web-Based
Hosted for you, used from a browser or the app
iVake is run for you in the cloud, so there is no server to buy and nothing for your IT team to maintain on campus. Office staff work in a web browser, and parents, students and teachers use the mobile apps.
- Office staff work from a web browser on a desktop or laptop
- Mobile apps for parents, students and teaching staff, with one parent login per family
- The teacher app works offline and syncs when the connection returns
- Staff sign in with Google Workspace, Microsoft Entra ID or SAML
- No additional infrastructure to run as you add modules
Modular
Start with what you need, and add the rest when you are ready
Most institutions switch on one part first, usually admissions before a season or fees before a term, and add the rest over the next intakes. Every module writes to the same student record, so nothing needs migrating between modules later.
- Four modules: admission management, campus operations, training and placement, and alumni management
- Every campus operations module included at every size, priced per student
- Admission, placement and alumni management as flat monthly add-ons
- Each module reads the same student record, with no exports between them
Multi-Currency
Priced and billed in the currency your campus uses
iVake serves institutions in India, the GCC, Southeast Asia and Africa. Outside India your subscription is quoted in local currency with your own tax in place of GST, and fee structures can be set in the currency each campus bills in.
- Subscription quoted in Indian rupees in India, and in local currency elsewhere
- Local tax applied in place of GST for institutions outside India
- Fee structures set in the currency a campus bills in
- Group figures reported campus by campus, in each campus’s own currency
Multilingual
Speak to families in the language they use
Families respond when they are addressed in the language they use at home. iVake sends messages and forms in the applicant’s language, routes enquiries to a counsellor who speaks it, and drafts replies in the language a family wrote in.
- Messages, forms and AI replies in the applicant’s language
- Enquiries routed by language, so a family reaches a counsellor who speaks it
- Follow-ups drafted in the language the family wrote in, for the counsellor to approve
- WhatsApp, SMS and email to parents in English and Indian languages
Multi-Organisation
One system for every campus in the group
A group with eleven campuses runs one system with eleven contexts. Each campus keeps its own programmes, seat matrix, fee structure and team, and the group office sees one combined view in which every term means the same thing everywhere.
- Campus, school, department and programme, with settings inherited down the tree
- Each campus with its own academic calendar, examination rules and admissions team
- Central fee policy with local approval, and concession chains that differ by campus
- Access set by campus, department, programme and role
- Group dashboards that drill down to campus and programme
Cloud & Private Deployment
Hosted in your region, with a private option for groups
iVake runs as a hosted service, with your records held in your own region: India for Indian institutions, and the corresponding region in the GCC, Southeast Asia or Africa. Where a group needs a dedicated database or a private deployment, we quote for it.
- Primary and standby databases, documents and backups held in your region
- Nothing replicated across a border for convenience
- Automated daily backups with point-in-time recovery, and restores that are tested
- A dedicated database or private deployment quoted where a group requires it
Open Data, No Lock-in
Not open source, but your data is never locked in
iVake is not open-source software, and we would rather say so plainly. What most institutions want from open source is freedom from their supplier: to build on their own data, and to leave if they choose. iVake gives you that through open formats and a documented API.
- Every record and document exportable in open formats, whenever you ask
- A full export after the contract ends, with deletion on the schedule in the agreement
- A documented REST API and webhooks over everything iVake stores
- Scheduled extracts and a read replica for your own reporting tools
Secure
Student records protected at every step
You are holding marks, fees, health notes and identity documents for people who often cannot consent for themselves. Access is narrow by default, every change is recorded, and the service is built for India’s DPDP Act.
- Access set by campus, department, programme and role, with financial and health information restricted separately
- Every create, update, approval, export and AI action recorded with the actor, the time and the previous value
- TLS on every connection, encrypted documents and backups, and signed download links that expire
- Staff accounts opened and closed from Google Workspace, Microsoft Entra ID or SAML
- Your records are never used to train AI models
Web Services & API
Connect your own systems through a documented API
Your website, app, dialer and reporting tool read and write through documented endpoints. The systems you already run, from payment gateways to Tally and DigiLocker, connect without changing how they work.
- REST API over leads, applications, students, fees, attendance and results
- Webhooks on state changes, so your systems react instead of polling
- Scoped keys with per-endpoint permissions and rate limits, and a sandbox before live data
- Razorpay, PayU, Cashfree, HDFC and ICICI gateways, UPI, Tally and Zoho Books
- DigiLocker, APAAR / ABC, Moodle, Google Classroom, Teams & Meet, Power BI and Looker Studio
See how it fits your institution
Send us a sample of your data before the call, and we will show you iVake configured for an institution like yours: your campuses, your programmes and your fee structure.