FundEd Documentation
Everything you need to set up, manage, and scale your institution's fund collection process safely and effectively. Read closely to understand permissions, workflows, and best practices.
1. Introduction
Welcome to FundEd. FundEd is an isolated-tenant platform designed to help university and high school admins independently manage events, track student payments, and maintain crystal-clear financial transparency.
Core Philosophy: Workspace Isolation
Every admin registered on FundEd acts as a siloed Workspace. Your students, your events, and your payment receipts are completely hidden from every other admin on the platform. The only user who can access an overarching view is the Superadmin.
2. Getting Started
If you have just registered a new account, you must configure a few vital details before you can begin collecting funds. Walk through these three steps exactly in order:
Set up your UPI QR Code
In order to accept online payments, you must provide a valid UPI QR code.
Navigate to the Settings page on the bottom left of your Dashboard. Find the "Payment QR Codes" section. Upload an image of your Google Pay, PhonePe, or Paytm QR. The system analyzes the image to verify it's a genuine payment route. If it contains a regular URL, it will be rejected. Once uploaded, make sure to set it as Active.
Claim your Public URL Slug
Still in Settings, locate the "Student Portal Link" panel. Let's say you belong to Section A. Set your slug to something memorable like `section-a`.
This creates a customized URL (`/check-status/section-a`) which you will share globally with your students. If a student tries to search their name on the general app login, they won't find it. They MUST use your specific slug link.
Add your Students
Before you can request payments, students must exist in your database. Navigate to the Students tab. You can add them one by one, but for a whole class, we highly recommend the CSV Uploader. Ensure your CSV has headers named `name` and `rollNumber`.
3. Student Management
Your student database acts as the master record for all upcoming events.
- Searching & Filtering: Use the global search bar on the Students page to find specific roll numbers instantly.
- Updating Information: Did someone change their name or roll number? You can click the Edit icon on their row to adjust their details. Note that changing a roll number will not alter past payment trajectories.
- Deletions: You can permanently delete a student using the Trash icon. Warning: Deleting a student entirely obliterates their payment history across all your events. Instead of deleting, it's safer to just ignore them in future events unless they left the college entirely.
4. Event Management
Creating a Standard Event
When an excursion, t-shirt drive, or department party comes up, navigate to Events and click "Create Event". You'll specify a Name, Amount (e.g., 500), Deadline date, and importantly, an Event Description. The Description is visible to the student on their portal. Ensure you provide exact details on what the fund is for.
Event visibility & Status
Once created, an event is active indefinitely. You can view all payments linked specifically to an event by clicking into its detailed view. If an event finishes and the spreadsheet is cleared, you can't "archive" the event yet without deleting it, but you can simply ignore it or export the final report and then delete it if you want to declutter your dashboard. Note: Deleting an event deletes all associated payment screenshots.
5. Payment Processing Workflows
FundEd handles two distinct transaction routes: Online submissions and Manual cash hand-ins.
Online (UPI) Processing
Students scan your QR, pay on their app, visit your Student Portal, select their name, and upload the Success screenshot to your event. It lands in your dashboard under "Pending Verification". You must look at the screenshot, verify the UTR matches your bank app, and click "Approve" or "Reject". Rejecting will allow the student to try again.
Manual Cash Processing
If a student hands you a physical 500-rupee note, do not make them upload a blank screenshot. In your Admin Dashboard, click "Record Cash Payment". Select the Event, then the Student. The system already hides students who paid online. Enter the receipt number and the actual handed date. The status bypasses Pending and immediately becomes "Paid".
6. Major Events & Sync Link
A Major Event is purely an umbrella aggregator. It is used when a department (e.g., Computer Science) is organizing a massive fest, and they need Section A, Section B, and Section C's class reps to collect the money separately but sync the data upward to one central dashboard.
For Head Admins: Creating the Bridge
Instead of creating a Standard Event, click to create a Major Event. Once created, you will see a button to "Manage Connections". Inside, you can generate a new Sync Token. Optionally, you can just click the "Copy Quick Link" button. Share this link directly with the sub-admins (the class reps). They DO NOT need to be in your workspace.
For Sub-Admins: Supplying Data
When a class rep opens your Quick Link (`/join/[token]`), they will see a beautiful page inviting them to connect. They select which of their local Standard Events represents the fund collection for this Major Event, and they hit "Request Connection".
Closing the Loop
The Head Admin gets a "Pending" connection request. Upon clicking "Approve", the pipelines open. The Head Admin can now see real-time updates of how much money the Class Rep has secured, their expenses, and their net balance, without ever seeing the individual student names or screenshots.
7. Finance Tracking (Expenses & Extra Revenue)
Collecting funds is only half the battle. You must track where the money goes to maintain a perfect ledger.
- Expense Tracking: Navigate to any specific event page and open the Expenses panel. Here you log outgoing cash: DJ arrangements, decoration tape, food catering. Add exact amounts, categorize the expense, and optionally upload an image of the physical receipt for auditing.
- Additional Revenue: Sometimes funds enter an event that aren't tied to a specific student—like a HOD donating ₹5,000, or a corporate sponsor providing ₹10,000. Under the Additional Income tab on the event page, register these entries.
- Net Balance Computation: The system automatically calculates:
Net Balance = (Student Collections + Additional Revenue) - Expenses.
This represents the exact cash you should hold in your hands.
8. Settings & Team Collaboration
If you are overwhelmed with verifying hundreds of screenshots, hire a team.
In your Settings page, navigate to Team Members / Collab Users. You can generate a login (email and password) for an assistant. When they log in to your portal, they see YOUR students, YOUR events, and YOUR payments.
Role Restrictions & Security
To prevent sabotage, Collab users are heavily restricted. They can verify screenshots and add students, but they CANNOT: Delete events, modify Major Event sync tokens, alter the public slug, change the QR code, edit their own team permissions, or mass-delete students. If a collab user forgets their password, you (the root admin) can edit their profile in Settings and type a new one.
9. Reports & Analytics
At the end of an event, the university administration requires proof. Navigate to the Reports tab located on the side panel.
- Raw Export (CSV): Download a raw spreadsheet containing every single student format. Great for transferring over to institutional ERPs.
- Beautiful PDF Manifest: This generates a stunning, stylized PDF report summarizing the Total Projected Collection, Total Actual Verified, all logged expenses with categories, and the final list of students who have paid up. It serves as your official hand-off document to the Head of Department.
Note: If you encounter issues rendering PDFs with very large datasets, try exporting to CSV first, as the PDF relies on browser-memory to generate matrices on the fly.