Education

Admissions document management for colleges

Every marksheet, certificate and ID proof is read by AI and filed against the right student. Abscode DMS shows what is still missing, moves each application through the teams who verify and approve it, and keeps a record of who did what.

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Abscode DMS files an applicant's admission documents and flags what is missingA marksheet and an Aadhaar card with its number masked are read by AI and filed to the student's record. The missing migration certificate goes back to the admissions office, and every step is logged.Class XIIMarksheetNameKavya IyerMarks92.4%AadhaarXXXX XXXX 4821MigrationcertificateRead by AIFiled to her recordAadhaar maskedMigration certificate missingBack to admissions officeKavya IyerB.Sc. PhysicsEvery step logged
The problem

Where admission paperwork goes wrong

Most admission offices still run on folders, inboxes and spreadsheets. The same four problems come back every season.

Documents arrive scattered

Marksheets come by email, ID proofs over chat apps and certificates as photocopies at the counter. One student's papers end up in five places.

Details are typed in by hand

Someone opens every file, works out what it is and types the name, date of birth and marks into a spreadsheet. It is slow, and in a rush things get missed.

Missing papers are chased one by one

A migration certificate here, a category certificate there. No student's file shows clearly which papers are still missing.

No one can show who approved what

When a decision is questioned months later, there is no reliable record of who checked the documents and who signed off.

How it works

How an admission runs in Abscode

One application, from first upload to final decision. You choose the stages, and who acts at each one, in the approval workflow.

1. Documents uploaded

Your staff or the applicant uploads each document. A scan or a clear phone photo is fine.

2. Read by AI and filed

AI works out whether it is a marksheet, ID proof, certificate or photo, picks out the name, date of birth, marks and course applied for, and files it against the student's record.

3. Checked for completeness

Completeness checks look for every required document, and field rules check that each required detail is filled in and correctly formatted.

4. Verified by your teams

The document verification team and the eligibility reviewer each review the application at their step. Anything missing or wrong is sent back for rework, then returns to the same step.

5. Maker-checker approval

One person prepares the admission decision, and a second person checks and approves it before it is final.

6. Decision recorded

The decision stays on the student's record, with a full audit trail of who did what, and when.

What it does

What Abscode DMS does for admissions

Grouped the way an application moves. Your own stages, with a team at each step, start on the Professional plan. Items marked Enterprise are available on the Enterprise edition only.

Documents in and moving

Every document comes in, lands on the right student's record and reaches the right team.

Upload, scan or photoStaff or applicants upload each document. Scans and phone photos are fine.
Read by AITells a marksheet from an ID proof, certificate or photo, and picks out the details.
Filed to the right studentEach document is filed against the student's record, with no sorting by hand.
Your stages, your teamsSet stages such as document verification and eligibility review, and assign who acts at each.

Checked and decided

Gaps and errors caught early, and decisions approved by a second person.

Field rulesEach required detail is checked: filled in, and in the right format.
Completeness checksChecks that every required document is on the student's record.
ReworkAnything missing or wrong is sent back, then returns to the same step.
Maker-checker approvalOne person prepares the decision, and a second person checks and approves it.

Kept and controlled

Every student's file in one place, with access, history and retention under your control.

One record per studentEvery document in one place, earlier versions kept, and found by the student or by the details inside a document.
Audit trail and retentionA full audit trail of who did what, and when, with retention rules for how long records stay.
Access by role, Aadhaar maskedEach person sees only what their role allows. Aadhaar is masked on view, and the number is not stored.
Enterprise: your deployment, your systemsOn-premise or dedicated cloud deployment, and custom integrations with systems such as your student information system.
Who it is for

Built for colleges, universities and their admission offices

  • Colleges that admit a new batch every year and want each student's documents in one place, checked the same way every time.
  • Universities where admission work is shared across several teams, from document verification to the final decision.
  • Admission offices, along with the verification teams and eligibility reviewers who handle the documents each season.
Questions

Frequently asked questions

Can we set up our own admission stages?

Yes. You configure the stages, for example application received, document verification, eligibility review and final decision, and assign who captures, who checks and who signs off at each step. Your own stages are available from the Professional plan.

What happens when a document is missing or wrong?

Completeness checks show when a required document is missing, and field rules catch details that are empty or in the wrong format. The application is sent back for rework, and once it is fixed it returns to the same step.

What does the AI read from each document?

It works out what the document is, such as a marksheet, an ID proof, a certificate or a photo, and picks out details like the student's name, date of birth, marks and the course applied for. Then it files the document against that student's record. Scans and phone photos are fine.

Who can see a student's documents?

Only the people whose role gives them access. A full audit trail records who did what, and when. Aadhaar is masked on view, and the Aadhaar number is not stored.

Does Abscode DMS replace our student information system?

No. Abscode DMS keeps the admission documents and the record of each decision, and your student information system stays as it is. On the Enterprise edition, we can build a custom integration with it, and deploy Abscode DMS on-premise or on a dedicated cloud.

Try Abscode DMS for your admission office

Keep each student's documents on one record, read and filed by AI. From the Professional plan, set your own admission stages and the team at each step. Priced on usage, not per user.

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