HIT

HALDIA INSTITUTE OF TECHNOLOGY

Academic ERP — Admin Login

Forgot your password? Contact your IT Admin / Super Admin to reset it from User Master.

HIT Academic ERP

Admin Panel v2.0

A

Admin

Super Admin
Dashboard
A
Admin
Home Dashboard

Admin Dashboard

Real-time overview — Haldia Institute of Technology

Admission & Collection Report
Day-wise
DateNew AdmissionsPaymentsCollected
Pick a date range and click Generate
Course-wise
CourseNew AdmissionsPaymentsCollected
Pick a date range and click Generate
Admissions (Monthly)
Fee Collection (Monthly)
Approval Status
Gender Distribution
Course Distribution
Funding Sources
Pending Approvals
Recent Payments
VIEW STUDENT ADMISSION DATA
Apply filters above and click Search
You can filter by course, session, semester, caste, religion, gender, and more

Pending Approvals

All pending items requiring admin action

App No.Student NameCourseAdmission TypeSubmittedActions

Create Student (Direct/Admin Entry)

Admin-initiated student creation — credentials sent by email. Complete all tabs.

Personal Details
Admission Details
Used by the Exam Management System to look up this student — must be unique
Saves just these two fields right away — no need to go through the rest of this form.

Category & Gender Report

Course-wise and Session-wise student distribution by category, gender, and hostel status

Discount & Scholarship Report

Student-wise discount applied — scheme, gross fee, net fee & balance

Fee Structure

Configure semester-wise fees per course & session

Ledger Management

Create ledger, view, waive fines, override fees

Students (filtered)
Total Fee
Total Collected
Total Outstanding
App No.NameCourseAdm. TypeSession Total FeePaidBalance LedgerAction
Select session or search student above

Manual Payment Entry

Cash / DD / NEFT / RTGS / UPI — offline payment recording by admin

1 Find Student

CC / Loan Reconciliation

Allocate bank disbursements semester-wise — smallest fee heads first, carry forward excess to next semester

1 Find Student

Academic Sessions

SessionStartEndStatusStudentsCurrent

Funding / Loan Approvals

WB CC, Bank Education Loans — approve, sanction & track disbursements per semester

Fee Fine Management

Define fine rules · Apply monthly fines · Waive fines · View fine log

Fine Configuration
SessionTypeGrace DaysPer MonthPer DayMax/SemStatusAction

Scholarships & Discounts

NameTypeValueApplies ToAuto-suggest CategoriesSourceStatus

Semester Dates & Fee Due Dates

Set fee due dates, class start/end, exam dates per course & session

Academic Calendar

TitleTypeStartEndSessionAction

Document Verification Queue

Review and verify uploaded student documents

Hostel Management

Rooms · Allotments · Applications · Fee · Reports

Total Beds
Occupied
Available
Pending Apps

Hostel Damage Reports

Log & track hostel property damage, apply fines

Report Damage
Reports
StudentRoomDescriptionDateFineStatus

Consultant Management

Approve consultants, manage referrals & commissions

CodeNameEmailOrganizationReferralsConvertedStatusAction

Withdrawal Requests

Request KeyStudentCourseReasonRequestedStatusAction

Data Migration

Import data from old ERP — CSV · Excel · JSON · XML · SQL Dump — with duplicate detection, validation preview and rollback

Old ERP Sync

Pull live data from hiterp.in (old ERP) — on-demand per student, or scheduled incremental sync

Old ERP Database Connection
Old ERP (hiterp.in) runs on ASP.NET/IIS. Ask the old-ERP team for read-only database credentials — MySQL or SQL Server both work.

Last sync checkpoint:

Collection Ledger

Mode-wise fee collection ledger — Cash, Bank, Online, ICICI PG

All Collection
0 txns
Cash
0 txns
Bank (DD/NEFT/RTGS/IMPS)
0 txns
Online (UPI)
0 txns
ICICI PG (Gateway)
0 txns
All Transactions (0)
Receipt No.StudentAdmission No.CourseModeSemAmountDateRef
TOTAL

Reports & Analytics

Generate admission, fee, gender, state-wise, funding reports

👥
Enrollment Report

All students with status

💰
Fee Collection

Date-wise collection

🧾
Daily Collection Report

Accounting ledger, mode-wise

⚠️
Defaulters Report

Overdue fee students

📊
Outstanding Dues

Summary per student

🗺️
State-wise

Students by state

⚧️
Gender Distribution

Course-wise gender split

🏅
Scholarship Alloc.

Discount allocation list

🏦
Funding Distribution

Loan/CC/scheme stats

🧩
Custom Report Builder

Pick columns, export Excel

Report Categories

Counselling & Direct/Readmission admission reports — filters, dashboard, sort/paginate, export

Total Students
Paid Students
Due Students
Payable Amount
Collected Amount
Due Amount

Accounts Module

Full fees/accounts menu. Plain items open the matching page now; PARTIAL opens the closest existing page; COMING SOON isn't built yet.

General Ledger

Chart of Accounts, double-entry vouchers, Trial Balance & Ledger Statement

Account Groups
CodeNameNature
Ledgers
CodeNameGroupOpening Bal.

Day Book — Accounting Ledger

Day-wise transaction register with date filtering and CSV export

Select a date range and click Apply

ERP Reports — Financial Intelligence

SAP S/4HANA style comprehensive reporting with real-time filtering and CSV export

Report Parameters
Collected (Period)
Outstanding
Total Expected
This Month
Students
Collection by Payment Mode
Payment ModeTransactionsAmountShare
Run report to see data

Certificate Requests

Review and process student certificate requests

Pending
Processing
Ready / Downloaded
Rejected
StudentCertificatePurposeRequestedStatusAction
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Accounting Ledger

Credit & Debit reporting · Student/Course/Session/Date filters

Total Credited (Received)
₹0
Total Refunded
₹0
Net Collection
₹0
DateReceipt No.StudentCourseSessionSem ModeGatewayTxnID / RefType Credit (₹) Debit (₹) Remarks Receipt

Employee Master

Teaching & Non-Teaching staff records

PhotoEmployeeCategoryDepartmentDesignationTypeJoiningContactStatusActions
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Departments

DepartmentCodeHODStaff CountStatusActions

Designations

Teaching
DesignationStaffActions
Non-Teaching
DesignationStaffActions

Staff Document Verification

EmployeeDoc TypeUploadedPreviewActions
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HR Reports

Total Employees
Active
Inactive / Exited
Teaching Staff
Non-Teaching Staff
Departments
New Joiners (This Month)
Avg Experience (Yrs)
Last Payroll Net
Avg Attendance % (This Month)
Pending Documents

Shift Master

Shift NameStartEndRotationalStaff AssignedActions

Staff Attendance

Daily check-in/out tracking · Manual marking · Monthly summary

Marked Attendance
EmployeeDepartmentCheck InCheck OutHoursStatusFlags
Not Marked Yet
EmployeeDepartmentAction

Payroll Management

Generate monthly payroll · Approve · History & payslips

Generate Payroll Run
Calculates gross pay from each employee's salary structure, deducts PF/ESIC/Professional Tax, and applies Loss-of-Pay for days below the monthly attendance requirement. Only employees with a saved salary structure are included.

Leave Management

Leave types & rules · Applications & approval · Balance tracking

EmployeeDeptLeave TypeFromToDaysReasonStatusDecided ByAction

Employee Loans & Reimbursements

Loans, salary advances & repayment tracking · Staff reimbursement approvals

New Loan / Salary Advance
EmployeeTypeDatePrincipalPayableRepaidStatus

Employee Benefits & Policy

PF · ESI · Medical Insurance · Gratuity — policy config & employee assignments

Policy NameTypeEmp %Empl %Coverage / InsurerCeiling (₹)Applicable ToStatus

Faculty Research

Publications (journals, conferences, books) · Patents (Indian & International)

FacultyTitleTypeJournal/ConfYearImpact FactorIndexed InVerifiedAction

Promotions & KPI

Promotion policy, employee KPI tracking, promotion approval

Policy NameFrom DesignationTo DesignationMin Service (yrs)Min KPI ScoreApprovalStatus

Faculty KPI

Annual appraisal — teaching, research, student outcome, activities

FacultyDeptTeaching %ResearchOutcome %ActivitiesTotal ScoreGradeYearAction

Exam Cell

Examination form management · Fee clearance verification · Approval workflow

Fee Clearance Policy: Students with outstanding fee dues cannot submit examination forms. The system checks all dues up to the current semester before form submission.
StudentAdmission NoCourseSemTypeOutstanding (₹)Fee ClearedSubmittedStatusAction

Training / Internship Records

Track student internships & industrial training placements

Add Record
All Records
StudentCompanyFromToDescription

Class Timetable

Weekly routine per session / course / semester

DayPeriodTimeSubjectTeacherRoom
Select session, course and semester

Placement Cell

Company drives, student registrations & offers

CompanyRoleTypeCTCDrive DateRegisteredSelectedStatus

Mentor System

Mentor-student roster & interaction log

MentorStudentCourseAssigned

Counselling Workflow

Direct · Decentralized (WBJEE/JEE) · Lateral counselling rounds & allotments

RoundTypeNameStart DateReportingAllottedAdmittedStatusAction

Semester Results

Upload & manage university semester results (SGPA/CGPA/percentage) per student

StudentSemUniv RollTotalObtained%SGPACGPAStatusAction

Fee Collection Calls

Agent calling log · Follow-up tracking · Fee due date management

StudentPhoneWhatsAppSemCall DateResponseFollow UpCalled ByNotes

Unpaid Fee Students

Students with outstanding balances — highlight & initiate collection actions

StudentCourseCurrent SemOutstandingOverdue HeadsLast PaymentPhoneWhatsAppAction

Settlement Dashboard

Real-time collection · UPI · Credit/Debit · Daily settlement · Downloadable reports

By Payment Mode
ModeTransactionsAmount (₹)
Daily Collection
DateTxnsAmount (₹)
Transaction Detail
ReceiptStudentCourseSemAmountModeUTR / GatewayDate

UTR Management

UTR verification · Bank reconciliation · Payment matching · Settlement tracking

UTR NumberStudentAdm NoSemAmount (₹)BankTransfer DateSubmittedStatusAction

Admin Reports

User list · Role access · Student data · Fee status · Hostel allocation · Seat allotment

NameEmailPhoneRoleStatusLast Login

Discount Master

Define named discounts (Merit, TFW, Staff Child…). All apply to Tuition Fee only.

NameTypeValueApplies ToNotesAssigned ToStatus
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Student Fee & Discount

View per-student fee ledger, assign or change discounts, and manage carry forward.

Payment Reconciliation Priority

Lower order = paid first when a payment is received. Tuition Fee should always be last.

OrderFee HeadTuition Fee?Set Priority

Priority 900 = last (Tuition Fee). Lower numbers are settled first from each payment.

Carry Forward Management

Excess payments pending approval. Approve to carry forward to next semester or initiate refund.

StudentAdm No.CourseFrom SemAmountSource PaymentStatusCreated

Refunds & Bank Reconciliation

Multi-step refund approval workflow and bank-side payment reconciliation.

StudentCourseSemAmountReasonModeStatusRequestedActions

Fee Reports

Discount, collection, due, carry forward, refund, bank recon, and head-wise reports.

Adm No.StudentCourseSemDiscount Name%Tuition (Gross)Discount (₹)Tuition (Net)

Fee Audit Log

Complete immutable record of every discount change, payment, reconciliation, and approval. Nothing is ever deleted.

Date & TimeStudent KeySemActionEntityOld ValueNew ValuePerformed ByIP

User Master

Create, edit and delete admin/staff login accounts and assign their role

NameEmailRoleLast LoginStatusAction

Roles & Permissions

Control which sidebar sections each role can see. Super Admin & IT Admin always have full access.

External API Keys

Read-only integration keys for outside systems (exam management system, etc.) — never shared with our own admin/student login.

ClientAPI KeyScopeAllowed IPsStatusCreatedLast Used

Exam Fee Clearance API — Documentation

For the Exam Management System integration team. Same content as the emailed integration guide, kept in sync here.

1. What This API Does
Lets the Exam Management System check, per student per semester, whether that semester's fees have been fully cleared — for exam-form eligibility / admit-card generation. Read-only; never modifies HIT-ERP data.
2. Base URL
Local / staging:
Production (hit-erp.com):
https://hit-erp.com/api/v1/external/exam_fee_status.php
Not active until today's code is deployed there — currently returns 404 on that domain.
3. Authentication
Send the key on every request as a header — not a query parameter, not in the body:
X-API-Key: <the key generated on the External API Keys page>
Scoped to exam_fee_status only. Manage/revoke from the External API Keys page.
4. GET ?action=get_fee_status
One row per student per semester — course type/code/name, student name, roll number, semester code/name, plus clearance status for that row.
Optional query parameters:
  • session_id, course_id, student_key — filter scope
  • roll_no — MAKAUT roll number, one student, all their semesters
  • reg_no — MAKAUT registration number, same as roll_no but by registration number instead
  • sem_number — one semester instead of all
  • only_cleared=1 — drop rows that aren't cleared
{
  "status": true, "code": 200, "message": "Fee status",
  "data": [
    { "course_type": "UG", "course_code": null, "course_name": "Computer Science and Engineering",
      "name": "AADRITA ROY", "roll_no": "001-21-0797", "reg_no": "REG-2021-0055", "sem_code": "SM01",
      "sem_display_name": "First Semester", "fee_status": "CLEARED", "outstanding_amount": 0 }
  ]
}
5. GET ?action=get_students_bulk
One row per student with full data — name, DOB, gender, category, contact, parent names, photo URL — for course-wise, semester-wise, or roll-number-wise bulk fetches (e.g. building a roster or admit cards). Not per-semester like get_fee_status — one row per student, at their current semester.
Optional query parameters:
  • session_id, course_id, student_key — filter scope
  • sem_number — only students currently in this semester
  • roll_no — one MAKAUT roll number, or a comma-separated list for a true bulk lookup in one call (e.g. 001-21-0797,001-21-0798)
  • reg_no — same as roll_no but by MAKAUT registration number, also comma-separated
  • page, limit — pagination; limit defaults to 500, max 2000
{
  "status": true, "code": 200, "message": "Students",
  "data": {
    "total": 2748, "page": 1, "limit": 500,
    "rows": [
      { "app_number": "APP-2026-0023", "admission_no": "HIT-2026-ChE-023",
        "name": "Koushik Mandal", "roll_no": "HIT-2026-ChE-023", "reg_no": null,
        "course_type": "UG", "course_code": null, "course_name": "Chemical Engineering",
        "session_name": "2026-27", "sem_number": 1, "gender": "Male", "dob": "2006-03-09",
        "category": "General", "reservation_type": "None", "phone": "9790256940",
        "email": "koushik.mandal23@demo.com", "father_name": null, "mother_name": null,
        "approval_status": "approved", "photo_url": null }
    ]
  }
}
6. GET ?action=get_cleared_students
One row per student — only students with zero outstanding across every semester so far (same cumulative formula the admin panel itself uses to gate exam forms). Optional: session_id, course_id.
7. Field Reference
  • course_type — UG / PG / MBA / MCA / Diploma
  • course_code — your numeric course code (blank until an admin fills it in via Course Master)
  • roll_no — MAKAUT roll number, falls back to our internal admission number if not yet entered
  • reg_no — MAKAUT registration number, unique per student
  • sem_code — SM01 through SM10 (get_fee_status only)
  • sem_number — plain semester number, 1–10 (get_students_bulk only)
  • fee_status — CLEARED or PENDING
  • outstanding_amount — amount still due, in Rupees
  • photo_url — full URL to the student's photo, or null if none uploaded
8. Error Responses
401 missing/invalid/revoked key · 403 key not authorized for this endpoint · 400 unknown action. All errors: {"status": false, "code": ..., "message": "..."}

API Tester

Make a real call to the external API from here — exactly what the Exam Management System will do — to verify a key or response before handing it off.

Equivalent cURL
Fill in the form above…
Response
No request sent yet.

MAKAUT Registration

Enter each student's MAKAUT Registration Number and Roll Number for their current semester. The Exam Management System looks up students by either of these — the Roll Number must be unique per student.

StudentAdmission NoCourseSemMAKAUT Roll NoMAKAUT Reg No

Login Audit

Who logged in, from what IP, when, and how long they stayed — across every portal (admin, staff, student, parent, consultant).

NamePortal / RoleIP AddressLogin TimeLogout TimeStay TimeStatus

Payment Gateway

ICICI Orange PG — submit/update the merchant kit (credentials) and switch between Sandbox and Live

Active Environment
Sandbox / UAT Kit
Production / Live Kit
Register With ICICI

When completing merchant onboarding on the ICICI Developer Portal, register these URLs:

While live mode is off (or the kit is incomplete), students pay through a sandbox/demo flow so the rest of the system can be tested end-to-end without real credentials.

Last updated:

Gateway Orders & Refunds
OrderStudentSemAmountRefundedStatusDate
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Mail Settings

SMTP credentials used to send OTPs, password resets, receipts and other notifications

SMTP Credentials
Send Test Email

Save your settings first, then send a test email to confirm SMTP login + delivery actually work.

For Gmail: enable 2-Step Verification on the mailbox, then create an App Password (Google Account → Security → App Passwords) and paste it above — your normal account password will not work.

Last updated:

SMS / WhatsApp Settings

Gateway credentials for SMS & WhatsApp notifications

Gateway Credentials
No gateway is wired up yet — messages will be logged/queued but not delivered until this is configured with a real SMS/WhatsApp provider account (e.g. Twilio, Gupshup, MSG91).

Last updated:

SMS / WhatsApp Log

Compose & review sent/queued messages

Compose Message
Log
PhoneTypeChannelMessageStatusDate

Receipt Branding

Logo, authorised signature and official seal/stamp embedded on every payment receipt PDF

Until real images are uploaded here, receipts show clearly-labelled sample signature/stamp placeholders. Upload PNG/JPG files (max 2MB each, transparent-background PNG recommended for signature and stamp).
Institute Logo
No logo uploaded yet
Authorised Signature
No signature uploaded yet
Official Seal / Stamp
No stamp uploaded yet
Last updated:

Course Master

Manage UG, PG and MBA courses — all disciplines in one place

🎓
Under Graduate Courses
— active · — students
📚
Post Graduate Courses
— active · — students
💼
MBA Courses
— active · — students
Under Graduate Courses
SORTCOURSE NAMEMANDATORY SUBJECTS (10+2)SUBJECTS CONFIGUREDSTUDENTS ENROLLEDSTATUSACTIONS

Fee Master

4-Year Program Fee Structure — Semester-wise per session, course and admission type

4-Year Program Fee Structure
Select session and course above, then click Load Structure

Subject Marks Master

Mandatory subjects and marks for each course-category combination

UG Courses — Subjects Configured
#CourseSubject NameTheory Total/MinPractical Total/MinGrand TotalTypeActions

School Boards

Manage recognised school boards and eligibility for pharmacy courses

Total Boards
Regular Boards
Open Schools
Not Pharma Eligible
Note: NIOS and some open school boards are not eligible for Pharmacy (B.Pharm) as per university norms. Students from these boards cannot apply for pharmacy courses.
School Boards — 0 records
#Board / Council NameTypePharmacy EligibleStatusActions

Board Subject Master

Theory + Practical total & passing marks per board

Select a board above to see its subjects

Course Eligibility

Set mandatory 10+2 subjects required for each discipline

Quick Eligibility Checker Tool
All Disciplines — 0 records
#DisciplineMandatory Subjects (10+2)Other Relevant CoursesNotesActions