Schools
Keep the school register, pin each school on the map for visit check-ins, decide who works it, and record class-wise enrolment.
/admin/schoolsSchools is the register every visit, adoption, order and request is made against. A rep only sees the schools they have been put on, so a school missing from here, or given to the wrong person, is a school nobody works.
Add a school
Open a new school
Open Schools and select New School. The form opens on a page of its own.
Say which school it is
Under Identity, enter the School code and School name.
Give its address
Under Location, enter the Address, City / District, State and Pincode. Add a Phone and an Email for invoices if the school has them.
Pin its gate
Under Visit geofence, paste a Google Maps link and select Use, or type the Latitude and Longitude. See Pin a school on the map.
Classify it
Under Classification, enter the Board and pick the Potential. Add the sampling and decision months if you know them.
Decide who works it
Under Assignment, pick the Territory and the Accountable executive (owner). Add anyone else who works the school under Also accountable.
Save
Select Create school. You return to the register, and everyone you put on the school is told in the app and by email.
To add many schools at once, use Import.
Fields
| Section | Field | What to enter | Required |
|---|---|---|---|
| Identity | School code | At least 3 characters, for example SCH60051. No two schools may share a code. | Yes |
| Identity | School name | The name as the school uses it. | Yes |
| Location | Address | The postal address. | Yes |
| Location | City / District | Shown in the register and searched on. | Yes |
| Location | State | The state the school is in. | Yes |
| Location | Pincode | Six digits. | Yes |
| Location | Phone (optional) | 6 to 15 characters. | No |
| Location | Email for invoices (optional) | Where the billing desk emails the school's invoices, receipts and credit notes. | No |
| Visit geofence | Latitude, Longitude | The school gate. Leave both blank for no fence. | No |
| Visit geofence | Radius in m (100–500) | How far from the pin a rep may check in. Blank means 100 m. | No |
| Classification | Board | For example CBSE. | Yes |
| Classification | Potential | LOW, MEDIUM or HIGH. | Yes |
| Classification | Sampling month 1–12 | The month the school samples books, as a number. | No |
| Classification | Decision month 1–12 | The month the school decides, as a number. | No |
| Assignment | Territory | From Geography. | Yes |
| Assignment | Accountable executive (owner) | The one person reports put against the school. | Yes |
| Assignment | Also accountable | Anyone else who works the school. | No |
If a field is wrong or a code is already taken, the message appears under that field and nothing is saved.
Pin a school on the map
A rep checking in to a visit from the Android app must be standing within the school's radius, or the check-in is refused. A school with no pin has no fence, so check-ins there are accepted from anywhere. See Visits in the app.
The coordinates are the one thing on the form nobody can proofread by eye. A single wrong digit puts the fence somewhere the rep will never stand, and it only shows up weeks later as a refused check-in at the right gate. So paste them rather than type them:
Copy the link
In Google Maps, tap the school gate to drop a pin, then Share → Copy link. Short maps.app.goo.gl links work too, and so does a pair like 26.9124, 75.7873.
Paste and use it
Paste it into Fill from a Google Maps link and select Use, or press Enter. The Latitude and Longitude fill in, and the form says "Filled in … — check it below."
Check the pin
Select Check this pin on Google Maps to see where the coordinates land before you save.
- The radius can only widen the fence, from the 100 m default up to 500 m. Past that, the fence no longer means "at the school".
- A link to a search rather than a dropped pin is refused. Tap the exact spot in Maps and share again.
- To remove a wrong pin, empty both boxes and save. The school then has no fence until you pin it again.
Put people on a school
The owner is the single name that reports and registers put against a school. Also accountable is for large schools worked by more than one rep, such as one for sampling and another for the order. Everyone on a school, owner included, sees it in their register and can log visits, raise orders and place requests against it.
- The picker groups people by role and leaves out warehouse and accounts staff, who have no school register, and anyone switched off. Someone switched off who is already on the school still shows, so you can take them off with the cross on their name.
- Up to 25 people can be on one school, owner included.
- You can also do this from the person's side, under Schools on their patch on their record in Executives. A school's owner can only be changed here, on the school.
- Everyone newly put on a school is told in the app and by email. People already on it hear nothing.
Schools added from the field
A rep who visits a school nobody has entered can add it from the visit form, on the portal or in the app, and log the visit straight away. See Add a school from a visit. The school goes on the rep's list with them as its owner:
- Its code is the next in the series its town already uses, for example
JPR-080afterJPR-079. A territory with no codes yet starts atNEW-001. - Its potential starts at MEDIUM. Its board is the one the rep gave, or "Unconfirmed".
- If the rep added it from the app at the gate, it is pinned where they stood, with the standard 100 m fence. A school added on the portal has no pin.
Every administrator gets a notification and an email: "Aditya Vyas added Shiksha Niketan, Chomu, from a visit." Its Check the school button opens the school's form. Until an administrator saves it, the school carries an Added from the field badge in the register, and its form opens with a note asking for the check.
Check the name, address and territory, set the potential and board, and pin the school if it has no pin. Then select Save changes. Saving confirms the school and removes the badge. If the school turns out to be a copy of one already on the register, and has nothing recorded against it, delete it.
A rep cannot add a school that is already on the register with the same name and pincode. They are told whose list it is on and to ask you to add them to it.
Edit a school
Select the pencil on the school's row. Change what you need on the Edit School page, then select Save changes.
Record enrolment
Enrolment is the number of students in each class. An adoption's value is worked out as enrolment times list price, so an adopted title for a class with no enrolment adds nothing and is flagged "no enrolment". See Adoptions.
Open the enrolment
Select Enrolment on the school's row. The dialog is for the current academic year, which runs April to March.
Enter the students
Enter the number of students for each class, from Nry, LKG and UKG through 1 to 12. Leave a class blank if the school doesn't teach it.
Save
Select Save enrolment.
Delete a school
Select the bin on the school's row, then confirm. The school goes, with its enrolment.
A delete can't be undone. SalesYatra refuses it once the school has visits, orders or anything else recorded against it, with "Cannot delete this school — other records still reference it." There is no switch to retire a school that has history, so delete only schools added by mistake.
The register
The register lists Code, Name, City / District, Potential, Territory and Executives. A school a rep added that no administrator has saved yet shows Added from the field next to its name. The Executives column names the owner, then "+2" or similar when others are on the school too. The search box matches name, code and city, and the list shows 15 schools a page.
Related
Last updated on