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HIT Academic ERP
Admin Panel v2.0
A
Admin
Super Admin
Dashboard
—00:00:00
A
Admin
Home Dashboard
Admin Dashboard
Real-time overview — Haldia Institute of Technology
Admission & Collection Report
Day-wise
Date
New Admissions
Payments
Collected
Pick a date range and click Generate
Course-wise
Course
New Admissions
Payments
Collected
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
#
App No.
Student Name
MAKAUT Roll No
Course
Session
Sem
Gender
Caste
Religion
Hostel
Admission
Status
Docs
Action
Pending Approvals
All pending items requiring admin action
App No.
Student Name
Course
Admission Type
Submitted
Actions
Req No.
Student
Course
Certificate Type
Purpose
Requested
Actions
Student
Sem
Total Fee
Requested Partial
Balance
Reason
Requested
Actions
Student
Type
Bank
Amount Applied
Applied On
Actions
Student
Sem
Amount
UTR No.
Bank
Payment Date
Actions
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.
Permanent Address
Present Address
Father Details
Mother Details
Local Guardian Details
Family & Financial Details
Bank Details (for Scholarship / Refund)
Class 10th Details
Class 12th Details
Subject-wise Marks (Class 12)
Auto-loaded from board master when board is selected
Select Class 12 Board above to load subjects
Academic Year Gap (If Any)
Entrance Exam Details
Upload student documents. Max 5MB each. PDF, JPG, PNG only. Documents will be verified by admin.
Basic Documents (Required)
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Choose File
Caste Certificate
Choose File
Choose File
EWS Certificate
Choose File
Disability Certificate
Choose File
Sports Certificate
Choose File
Defence Certificate
Choose File
Special Category Documents
Choose File
Choose File
Choose File
Enrollment Details
Clicking Create Student will: 1. Create the student account with all details 2. Set the admission status to Pending Approval 3. Send login credentials to student's email: —
Admission Discount
Configured per course — requires approval
Medical Information
Transport
Digital Profiles (Optional)
Upload passport photo (JPG/PNG)
Upload signature image (JPG/PNG)
Fee Structure Preview
Loading fee structure...
Summary Preview
Complete all steps to see summary
Category & Gender Report
Course-wise and Session-wise student distribution by category, gender, and hostel status
Cash / DD / NEFT / RTGS / UPI — offline payment recording by admin
1 Find Student
A
—
—
2 Payment Details
Semester Fee Breakdown
Payment History
Receipt No.
Semester
Mode
Amount
UTR / Ref
Date
Receipt
Payment Recorded Successfully!
Receipt No:
CC / Loan Reconciliation
Allocate bank disbursements semester-wise — smallest fee heads first, carry forward excess to next semester
1 Find Student
A
—
—
Total Fee
—
Paid
—
Balance
—
2 Bank Disbursement Details
3 Semester-wise Allocation Preview
Smallest fee heads settled first within each semester
Enter disbursed amount above to see allocation
Existing Funding on this Student
Type
Bank
Sanctioned
Disbursed
Remaining
Status
Date
—
Academic Sessions
Add / Edit Session
Session
Start
End
Status
Students
Current
Funding / Loan Approvals
WB CC, Bank Education Loans — approve, sanction & track disbursements per semester
Student
Course
Sem
Own Fund
Bank Fund
Total
Submitted
Status
Action
Student
Sem
UTR / Ref
Bank
Amount
Date
Proof
Status
Action
What is Carry Forward?
When a student's bank payment exceeds the current semester fee, the excess is held here pending your approval before being credited to the next semester.
Student
From Sem
To Sem
Excess Amount
Source Payment
Created
Status
Action
Review
Fee Fine Management
Define fine rules · Apply monthly fines · Waive fines · View fine log
Fine Configuration
Session
Type
Grace Days
Per Month
Per Day
Max/Sem
Status
Action
Student
Sem
Fee Head
Month
Fine (₹)
Applied
Waived
Semester Dates
Sem
Start Date
End Date
Fee Due Date
Fine From Date
Exam Date
Funding Application — Manage & Approve
Scholarships & Discounts
Add / Edit Scholarship
Name
Type
Value
Applies To
Auto-suggest Categories
Source
Status
Semester Dates & Fee Due Dates
Set fee due dates, class start/end, exam dates per course & session
Import data from old ERP — CSV · Excel · JSON · XML · SQL Dump — with duplicate detection, validation preview and rollback
0
TOTAL
0
VALID
0
DUPLICATE
0
INVALID
0
TO INSERT
0
TO UPDATE
Duplicate Handling:
Row
Key
Name/Ref
Amount/Value
Status
Importing…
Download Import Templates (CSV)
Migration ID
Module
File
Format
By
Started
Inserted
Updated
Skipped
Failed
Status
Actions
Click Search to load history
Migration Detail
Loading…
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: —
Old ERP's Course/Session IDs don't line up with ours. Any old value seen during a sync attempt shows up here — map it once and re-run the sync.
Crosswalk
Type
Old Value
Old Label
Maps To
Pull One Student Now
Pulls registration, admission form, parents, and fee/payment history for this one student.
Sync All Students
Pulls every student found in old ERP's registration table, with fee history. Can take a while for a large institution — runs synchronously, don't close this tab while it's running.
Pull One Employee / Teacher Now
Source: old ERP's Employee_Master. Department is resolved via ID Mapping — map it there first if flagged.
Chart of Accounts (one-time)
Pulls old ERP's Account Groups and Ledgers (Tbl_Accounts_Group / Tbl_Accounts_Ledger) into the General Ledger module here. Safe to re-run — already-imported codes are skipped, not duplicated.
Individual fee payments are pulled automatically together with each student on the Students tab — no separate action needed there.
Copies every old-ERP table exactly as-is into a separate erp_raw_* table — auto-creating the table and any missing columns as needed. This is a raw, unvalidated mirror for reference/reporting; it does not feed into Students/Employees/Fees (use the other tabs for that curated, validated import).
Old Table
Raw Mirror Table
Old Rows
Mirrored Rows
Last Synced
Status
Click "Discover Tables" to list everything in the old ERP database
Relation Pull Log
Old-ERP tables whose student_id/emp_code-style columns were detected and resolved against your real Students/Employees records. Every synced table gets a _link_*_key column holding the matching real key — join on that to connect raw data to actual students/employees.
Raw Table
Relates To
Link Column
Total Rows
Resolved
Resolution
Sync some tables first, then refresh
Take a table already pulled into the raw mirror and merge it into a real, curated table this app uses. Pick a target (or type a new table name), review the column-by-column match, then approve — nothing is created or copied until you click Execute.
1. Pick Source & Target
2. Review Column Mapping
Old Column
Old Type
Action
Target Column
Target Type
Promotion History
Old Table
→ Target
Rows
New Cols
Status
Created By
No promotions saved yet
Inspect any table in any database — schema and sample data shown as real SQL, no sync required. Uses the saved Connection Settings by default; fill in "Browse a different connection" below to point this at another database without overwriting your saved settings.
Browse a Different Connection (optional — leave blank to use saved settings)
This connection is used only for browsing on this tab — it's never saved. Fill in Host to activate it; clear Host and refresh to go back to the saved connection.
0 table(s) found
Sync History
When
Type
Rows
Inserted
Updated
Failed
Status
By
Collection Ledger
Mode-wise fee collection ledger — Cash, Bank, Online, ICICI PG
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.
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.
Student
Admission No
Course
Sem
Type
Outstanding (₹)
Fee Cleared
Submitted
Status
Action
Submit Examination Form
Training / Internship Records
Track student internships & industrial training placements
Add Record
All Records
Student
Company
From
To
Description
Class Timetable
Weekly routine per session / course / semester
Day
Period
Time
Subject
Teacher
Room
Select session, course and semester
Placement Cell
Company drives, student registrations & offers
Company
Role
Type
CTC
Drive Date
Registered
Selected
Status
Registrations
Student
Course
Status
Rounds
Mentor System
Mentor-student roster & interaction log
Mentor
Student
Course
Assigned
Interaction Log
Date
Type
Notes
Counselling Workflow
Direct · Decentralized (WBJEE/JEE) · Lateral counselling rounds & allotments
Round
Type
Name
Start Date
Reporting
Allotted
Admitted
Status
Action
Name
Phone
Rank
Course
Category
Type
Allotment Date
Reporting
Status
Freeze
Action
Semester Results
Upload & manage university semester results (SGPA/CGPA/percentage) per student
Student
Sem
Univ Roll
Total
Obtained
%
SGPA
CGPA
Status
Action
Fee Collection Calls
Agent calling log · Follow-up tracking · Fee due date management
Student
Phone
WhatsApp
Sem
Call Date
Response
Follow Up
Called By
Notes
Session
Semester
Due Date
Late Fee Starts
Grace Days
Notes
Unpaid Fee Students
Students with outstanding balances — highlight & initiate collection actions
Compare UTR submissions against actual payment records. Unmatched UTRs need manual review.
UTR Number
Submitted Amount
Student
Date
Status
Matched Payment
Variance
Verify UTR Submission
Admin Reports
User list · Role access · Student data · Fee status · Hostel allocation · Seat allotment
Name
Email
Phone
Role
Status
Last Login
Role
Portal
Users
Members
Adm No.
Name
Gender
Category
Course
Phone
Parent Names
Class 12 %
English Marks
Photo
Adm No.
Student
Course
Charged
Paid
Balance
Late Fine
Status
Student
Gender
Course
Hostel
Hostel Gender
Room
Floor
Check-in
Finalized
Gender Check
Name
Phone
Rank
Category
Course
Type
Round
Allotment Date
Reporting
Status
Freeze
Discount Master
Define named discounts (Merit, TFW, Staff Child…). All apply to Tuition Fee only.
Name
Type
Value
Applies To
Notes
Assigned To
Status
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Student
Course
Sem
Type
Old Discount
New Discount
Reason
Requested By
Status
New Discount Type
Always Tuition Fee only
Student Fee & Discount
View per-student fee ledger, assign or change discounts, and manage carry forward.
Sem
Fee Head
Charged
Discount
Net
Paid
Balance
Late Fine
Status
—
Current Discounts by Semester
Sem
Discount Name
%
Discount (₹)
Status
Assigned By
Date
Change Request History
Type
Old
New
Reason
Requested By
Status
Approved By
Date
Date
Receipt No.
Mode
Total Paid
Head-wise Allocation
Carry Fwd Generated
Assign / Change Discount
Discount applies only to Tuition Fee. All other fee heads remain unchanged.
Payment Reconciliation Priority
Lower order = paid first when a payment is received. Tuition Fee should always be last.
Order
Fee Head
Tuition 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.
Student
Adm No.
Course
From Sem
Amount
Source Payment
Status
Created
Carry Forward Decision
Refunds & Bank Reconciliation
Multi-step refund approval workflow and bank-side payment reconciliation.
Student
Course
Sem
Amount
Reason
Mode
Status
Requested
Actions
Receipt No.
Student
Mode
Gateway
TxnID / Ref
ERP Amt
Bank Ref
Bank Amt
Settled
Charges
Mismatch
Status
New Refund Request
Bank Reconciliation Entry
Fee Reports
Discount, collection, due, carry forward, refund, bank recon, and head-wise reports.
Adm No.
Student
Course
Sem
Discount Name
%
Tuition (Gross)
Discount (₹)
Tuition (Net)
Student
Adm No.
Sem
Type
Old Discount
New Discount
Reason
By
Status
Date
Adm No.
Student
Phone
Course
Sem
Fee Head
Net
Paid
Balance
Late Fine
Due Date
Status
Fee Head
Sem
Students
Charged
Discount
Net
Paid
Balance
Student
Adm No.
Course
From Sem
To Sem
Amount
Action
Status
Date
Student
Adm No.
Course
Sem
Amount
Mode
Status
Requested
Approved By
Paid At
Payment Mode
Transactions
Total Amount
Fee Audit Log
Complete immutable record of every discount change, payment, reconciliation, and approval. Nothing is ever deleted.
Date & Time
Student Key
Sem
Action
Entity
Old Value
New Value
Performed By
IP
Certificate Request — Update Status
Update Status
Request History
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User Master
Create, edit and delete admin/staff login accounts and assign their role
Add / Edit User
Name
Email
Role
Last Login
Status
Action
Menu Access — —
Base access comes from the role —. Tick to grant a module beyond the role, untick to hide one the role would normally show. Changes apply only to this user.
Super Admin and IT Admin always have full menu access — per-user overrides don't apply to this role.
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.
Client
API Key
Scope
Allowed IPs
Status
Created
Last 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
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
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)
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.
Student
Admission No
Course
Sem
MAKAUT Roll No
MAKAUT Reg No
Login Audit
Who logged in, from what IP, when, and how long they stayed — across every portal (admin, staff, student, parent, consultant).
Name
Portal / Role
IP Address
Login Time
Logout Time
Stay Time
Status
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
Order
Student
Sem
Amount
Refunded
Status
Date
Loading…
Refund via ICICI Gateway
This calls ICICI's Refund API directly (REFUND transactionType) and reverses the fee ledger on success.
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
Phone
Type
Channel
Message
Status
Date
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
SORT
COURSE NAME
MANDATORY SUBJECTS (10+2)
SUBJECTS CONFIGURED
STUDENTS ENROLLED
STATUS
ACTIONS
Discount Types for
Discount Name
Value
Type
Applies To
Needs Approval
Allowed Roles
Sort
Active
Add Discount Type
Add Course
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
#
Course
Subject Name
Theory Total/Min
Practical Total/Min
Grand Total
Type
Actions
+ Add Subject
1. CATEGORY *
B.TechB.Tech / UG Programs
—
M.TechM.Tech / PG Programs
—
MBAMBA / MCA Programs
—
2. COURSE *
Choose UG, PG or MBA to filter courses.
3. SUBJECT DETAILS
Theory Marks
Practical Marks
0
Theory Total
0
Theory Min
0
Practical Total
0
Practical Min
Grand Total: 0Overall Min Required: 0
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 Name
Type
Pharmacy Eligible
Status
Actions
Add Board
Board Subject Master
Theory + Practical total & passing marks per board
Set a single passing percentage for all subjects in
Course Eligibility
Set mandatory 10+2 subjects required for each discipline
Quick Eligibility Checker Tool
All Disciplines — 0 records
#
Discipline
Mandatory Subjects (10+2)
Other Relevant Courses
Notes
Actions
Add Eligibility Rule
Student Detail
Change Stream / Branch
Admin-only. Already-paid semesters are never touched — only unpaid semesters from the effective semester onward are rebuilt against the new fee structure.