Vidyam · School ERP
Vidyam School ERP: the whole school, on a phone.
Attendance, fees, accounts, transport, hostel, library and payroll in one cloud system — with apps for parents, teachers and students, and no biometric machines, GPS boxes or servers to buy.
Empowering Institutions. Inspiring Excellence.
In short
Vidyam is a cloud-based school ERP from Polynexus, an Indian software company, for schools anywhere in India. It runs a school’s attendance, fees, accounting, transport, hostel, library and HR/payroll in one system, with apps for parents, teachers and students — and it needs no special hardware, because everything runs on the phones and computers a school already has.
At a glance
Modules
What Vidyam runs
Each module works on the same student and staff records, so a fee paid, a day absent or a bus changed is entered once and seen everywhere it matters.
Face-recognition attendance on a phone
Teachers mark attendance by recognising students’ faces with the camera of an ordinary smartphone. There is no biometric machine to buy, mount, power or repair, and no queue at a device at the gate.
Hardware needed: a smartphone the teacher already carries.
Fees and online payments
Fee structures by class and fee head, receipts generated by the system, and online payment through payment gateways, so parents can pay from their phone and the office sees the payment against the right student.
Gateway names are confirmed for your school during onboarding.
Double-entry accounting
Fee receipts, expenses and salaries post to proper double-entry books, so the accounts the school’s auditor sees come from the same records the office works in — not from a separate spreadsheet.
Transport tracking
Routes, stops and students on each bus, with live tracking that parents can follow in their app. It is designed to run without dedicated GPS boxes fitted to each vehicle.
Hostel
Rooms, allocations and hostel charges for boarding students, with hostel fees landing on the same fee ledger as tuition.
Library
Catalogue, issue and return, and overdue tracking, tied to the same student and staff records as everything else.
HR and payroll
Staff records, leave and salary processing, so payroll starts from the attendance and leave data already in the system.
Parent, teacher and student apps
Parents see attendance, fees, transport and notices; teachers mark attendance and manage their classes; students see what concerns them. Each role sees only what it should.
DPDP consent and audit trail
Parental consent under the Digital Personal Data Protection Act 2023 is recorded in the system, and changes to records leave an audit trail — so the school can show who changed what, and when.
Also available
Report cards
Mark entry and report-card generation, set up for the grading pattern of your board.
Digital transfer certificates
Transfer certificates generated from the student record, with a QR code the receiving school can use to verify them.
Substitute-teacher allocation
Suggestions for which free teacher can cover an absent colleague’s period, based on the timetable.
Student medical alerts
Medical conditions and allergies recorded once and shown to the staff who need to know.
Hardwareless
No machines to buy, mount or repair
Most school software quietly comes with a hardware bill: fingerprint terminals at the gate, a GPS box in every bus, a server in a back room. Vidyam is built so a school does not need any of it.
No biometric machines
Attendance uses face recognition on a teacher’s phone. There is no fingerprint or face terminal to buy, wall-mount, keep powered or send for repair.
No GPS units in buses
Transport tracking is designed around phones rather than a dedicated tracking box fitted to every vehicle.
No servers on campus
Vidyam is cloud-hosted and operated by Polynexus. There is no server room, no backup drive to rotate and no local IT person needed to keep it running.
Works on what you have
Office staff use a web browser on the computers they already have; teachers, parents and students use their phones.
That matters beyond the purchase price. Devices break, lose power and need someone on site to look after them. A phone-based system keeps working as long as the phones do — and every teacher already carries one.
Who uses it
One system, four kinds of user
- Office and accounts staff run admissions records, fee collection, receipts, the books and payroll from a web browser.
- Teachers take face-recognition attendance on their phone and manage their classes in the teacher app.
- Parents see attendance, fees due and paid, the school bus and school notices in the parent app, and pay fees online.
- Students see their own information in the student app.
- The principal and management see the whole school — attendance, collections, dues and staff — without asking three departments for three reports.
Security & data privacy
Built for children’s data
A school ERP holds some of the most sensitive data there is: information about minors. This is how Vidyam treats it.
- DPDP Act 2023: parental consent recorded in the system, and an audit trail of changes to records.
- Role-based access: a teacher, an accountant and a parent each see only what their role allows.
- Data travels over encrypted (HTTPS) connections between the apps, browsers and our servers.
- Each school’s data is isolated in its own workspace; one school cannot see another’s records.
- The school owns its data. Polynexus processes it only to run the service for the school.
- Backups of school data are taken on the cloud platform; ask us for the schedule and restore process.
Read the Vidyam section of our privacy policy for exactly what data is processed and why.
Onboarding
How a school goes live
No surprises: this is the whole process, in order.
- 01
Free live demo
We show Vidyam working on realistic school data — online, or in person at your school if you are in or around Nagpur. Bring the questions your office staff actually ask.
- 02
Scope and written quote
We agree which modules you need, how many students and staff, and what the school will pay, in writing, before anything starts.
- 03
Data migration
We import your existing student, staff and fee data from spreadsheets or your current system, and you check it before it goes live. Nobody re-types the admission register.
- 04
Configuration
Classes and sections, fee heads and instalments, bus routes, hostel rooms, staff roles and who can see what — set up to match how your school already works.
- 05
Staff training
Separate live sessions for office and accounts staff, teachers and the principal — online anywhere in India, or at your school if you are in or around Nagpur. Parents are onboarded to the app with a simple guide you can share.
- 06
Go-live and follow-up
We stay close through the first attendance cycle and the first fee collection, and fix what comes up. After that, support continues by email with the same team.
Across India
For schools anywhere in India
Vidyam runs in the cloud and on phones, so a school in any state uses it the same way. We onboard schools anywhere in India with a live online demo, remote data migration and live training sessions for each group of staff. The same team that builds Vidyam supports it — there is no hand-off to a separate support desk.
We are headquartered in Nagpur, so schools in and around the city also get on-site setup and training — see school ERP software in Nagpur and school ERP across Maharashtra.
Running a college rather than a school? Our higher-education edition is CampusNexus.
Founding Partner Program
Be one of the first schools on Vidyam
Polynexus is a new company. We were incorporated in 2025, and we are now looking for our first partner schools to run Vidyam with us. We would rather say that plainly than pretend otherwise.
Founding partners get:
- Priority support from the people who build the product, with direct email access to the team.
- Founding-partner pricing, agreed in writing before you start.
- Hands-on setup and training: live online sessions wherever you are in India, and on site at your campus if you are in or around Nagpur.
- A real say in the roadmap: the workflows you need are the ones we build next.
In return we ask for honest feedback, and for your permission to mention you as a partner once you are happy with the system. That part is entirely your choice.
FAQ
Vidyam: frequently asked questions
- What is Vidyam?
- Vidyam is a cloud-based school ERP for schools across India, built by Polynexus Technologies Private Limited. It covers attendance, fees and online payments, double-entry accounting, transport tracking, hostel, library and HR/payroll, with apps for parents, teachers and students.
- What does “hardwareless” mean?
- It means the school does not need to buy special equipment to run Vidyam. Attendance uses face recognition on a teacher’s phone instead of a biometric machine, transport tracking is designed around phones instead of GPS units fitted to buses, and the system is hosted in the cloud, so there is no server on campus.
- Does Vidyam work on mobile phones?
- Yes. Parents, teachers and students use Vidyam on their phones, and office staff can use it in a web browser on an ordinary computer.
- How does face-recognition attendance work without a machine?
- The teacher uses the camera on their own smartphone to recognise the students in class, and attendance is recorded against each student. Parents can then see it in their app.
- Is Vidyam compliant with the DPDP Act 2023?
- Vidyam records parental consent in the system and keeps an audit trail of changes to records, which are the tools a school needs to meet its DPDP Act 2023 obligations. Under the Act, the school is the Data Fiduciary for its students’, parents’ and staff’s data, and Polynexus acts as its Data Processor, processing that data only on the school’s behalf. Our privacy policy sets this out in full.
- Can we move our existing data into Vidyam?
- Yes. We import student, staff and fee records from spreadsheets or your current system as part of onboarding, and you review the imported data before going live.
- Is Vidyam available outside Nagpur and Maharashtra?
- Yes. Vidyam is cloud-based and runs on phones, so it is available to schools anywhere in India. Schools outside Nagpur are onboarded with a live online demo, remote data migration and live online training; schools in and around Nagpur can also have on-site setup and training.
- How much does Vidyam cost?
- We quote per school, based on the modules you need and the number of students. You get the price in writing before you commit. Early schools can join our Founding Partner Program for founding-partner pricing.
- Who is behind Vidyam?
- Polynexus Technologies Private Limited, a company incorporated in 2025 (CIN U62012MH2025PTC448054) and registered as an MSME under Udyam, with its office at Besa Road, Nagpur. We are a new company and are looking for our first partner schools.
See Vidyam on a real school day
A free live demo online, wherever your school is in India. We will walk through attendance, fees and the parent app using realistic data, and answer your office staff’s questions directly.