Rainbow Group ERP
Our understanding · Discovery, for
correction
Rainbow Group ERP
Our reading of your organisation, your sales and marketing operation, and your admission process. Everything here is something we believe has been decided. Where we are guessing, or where we found a conflict, we have marked it.
Company and institution do two different jobs. Rainbow is the company: it employs your staff, pays salaries, raises purchase orders and holds vendor and supplier relationships. RPS and RIS are the institutions: they hold the academic identity, the grades, the registers and the receipt terms. Neither the institution nor the branch owns the other, because a branch may run either institution or both.
A grid, not a tree. Each tick is one operating unit with its own registers and numbers. Illustrative below, we will fill it with your actual list.
| Branch | RPS Preschool | RIS International | What that branch is |
|---|---|---|---|
| Hariniwas, Thane West | ✓ | – | Preschool only |
| Brahmand, Thane West | – | ✓ | International school only |
| A shared branch | ✓ | ✓ | Both, two units at one address |
| Remaining branches, to be listed with you | – | – | Either or both |
Because the grid has two axes, every number can be reported three ways. This is what you would lose if RPS and RIS were built as parents of their branches.
All of RPS across every branch, or all of RIS. Enquiries, walk ins, admissions, cancellations and cost per admission for one school as a whole, which is the view your institution heads will want.
Everything happening at Hariniwas, whichever school it belongs to. This is the Branch Manager view, and it is also how access is decided.
RPS at Hariniwas on its own. Its registers, its receipt series, its counsellors and its conversion rate, separate from RIS at the same address.
Your GR numbers already show this.
2025-26/RPSHN/10 carries both the institution and the
branch. RIS currently shows only RIS because it runs at
one branch today, which is worth deciding on before a second one
opens.
Your two receipts differ in real ways. Cheque bounce is 350 on RPS and 500 on RIS, the late penalty appears on RIS only, and the contact address differs. Each institution keeps its own terms and its own formats.
Clearing up two words that are easy to mix. A grade is the year of
schooling, such as Nursery or Class I. A section is a division of one
grade at one branch, such as Nursery A. Your own receipts print the pair
together as Nursery >> A and
Class I >> B.
Your principals, vice principals and sales staff at a branch work across both institutions there, so the branch is the boundary. Reaching another branch needs an explicit grant. Teachers are narrowed further, to the sections assigned to them.
The broad area of work. Academics, Admissions, Sales, Marketing, Administration, HR, Accounts, IT.
The unit inside a domain. Preschool, Primary, Secondary, IT Infrastructure, Talent Acquisition.
Seniority as a number, so a Director outranks a Coordinator outranks a Teacher. Approvals and escalations follow this.
Group wide, one institution, one branch, one department, only sections assigned to me, or only my own records.
Three levels. CRM Executive for offline marketing, then Relationship Associates, then juniors. Budgets are set at head office.
National Head, Zonal Head, Regional Head, Area Head at head office. Below them, Relationship Associate to Chief Advisor at the branch.
RPS runs Directors, then Sales Head and Chief Admin, then Relationship Associates. RIS runs Director, then two Vice Principals split by grade range, with Academic Coordinator alongside.
Every stage below is one continuous record, so the source that produced the enquiry is still attached when the admission completes. Ownership passes between your teams, the record does not restart.
Website, Google, Meta, WhatsApp, referral, tie up school, event, or organic walk in. Parent receives an automatic acknowledgement.
SystemContact, grade and branch verified. Junk filtered. Scored Hot, Warm or Cold with a priority.
CRM ExecutiveAssigned to a branch Relationship Associate within 24 hours. Hot leads surface first on the daily list.
System, RAFirst call within 24 hours. Visit booked into a real slot, against branch timings and holidays.
RAFront desk registers the parent, RA meets them, counselling and branch tour, fee discussion.
Front Desk, RAForm fee, application form, document checklist, verification, concession approval where needed.
RA, ApproverEnrollment code and GR number issued, welcome pack sent, parent onboarded to the app.
SystemThey are measured differently and owned by different teams. Marketing works in campaigns and money, with no individual person to speak of. Admission works one family at a time. The join is the moment a lead is created, and everything you want to know about return on spend depends on that join holding.
Counted in totals per campaign and per day. No individual identity exists at these steps.
Counted one family at a time, with a named owner and a next action at every step.
Your process describes statuses before the walk in and after it. We hold these as a single list with defined moves between them, so a lead is never counted twice and every closure carries a reason.
Fees, distance, transport, timings, curriculum, infrastructure, chose another school, invalid number, duplicate. Your process also sets a floor of three calls, two WhatsApp messages and one email before a lead may be closed as not interested.
A closed lead reopens with a reason and stays the same lead, so the original source, every call and every note remain attached to it.
Parked against a chosen academic year. When that year opens the lead returns for review, rather than appearing silently in a follow up list with a two year old phone number.
Taken from the RPS and RIS fee receipts you shared. Each becomes a format your administrator can edit in the software rather than a rule buried in code, so a change of format does not wait for a release.
| Number | Pattern we read | Your example | Resets |
|---|---|---|---|
| Enrollment Code | Year, branch, serial | 25HN0010 |
Per branch, per admission year |
| GR Number | Academic year, institution and branch, serial | 2025-26/RPSHN/10 |
Per unit, per academic year |
| Receipt Number | Year, unit, serial | 25HNHN0950 |
Per unit, per collection year |
| Transaction ID | Prefix, unit, date, time, random | S02HN1103261608… |
Never, unique per payment |
| Lead Number | Prefix, date, institution, serial | LD-03.08.2026-RPS-2 |
To be confirmed with you |
| Class printed on receipt | Grade, then section | Nursery >> A |
Per academic year |
The Enrollment Code carries the admission year. The GR Number carries the academic year and resets each year. Different numbers doing different jobs, and both stay with the student.
A cancelled admission retires its number permanently with a recorded reason. Two staff issuing at the same moment cannot be given the same number.
Receipt 25HNHN0950 is dated March 2026 and collects for
the year 2026 to 2027. Any report on collections will state which of
the two years it means.
HNHN and
RISRIS. That looks like an error in your current system, so
tell us whether to keep it for continuity or correct it.
Friendship schools, daycares, referrers, brands and corporates each get a private web address and a QR code. No account to create, no password to reset, no training required.
One at a time through their page, or in bulk by uploading a spreadsheet. Every lead arrives already tagged to that partner and to the branch.
A simple list showing how many leads they sent and roughly where each one stands.
Each agreement records a fixed amount or a percentage. The system calculates what has been earned. Nothing about money appears on the partner page.
Your front desk sees parents, vendors, candidates and guests. Each is asked for different information, so the visit type decides which form appears.
Registered at the desk, a Relationship Associate is notified, and a lead is created or matched to one that already exists.
An existing parent visiting a teacher or the office. Logged against the student.
Company, purpose, person being met, gate pass issued.
Role applied for, interviewer, handed to HR.
You can add a visit type and decide what it asks for, without a release from us. The same form builder later adds your own fields to leads, parents and students.
A parent visiting a third time is flagged, because a family that keeps returning is either close to deciding or stuck on something worth knowing about.
Taken from your own operating standard. An admission cannot be marked complete until every one of these has actually happened, which is what makes your admission count trustworthy at any point in the year.
Checklist complete and approved. An incomplete set blocks submission. Required documents can differ by grade and by country.
Cash, cheque, card or online, recorded with a receipt from the correct institution series.
Post dated cheques, a mandate, or a standing instruction, captured where your policy requires one.
Payment reconciled and confirmed by the authorised user before the admission closes.
The enrollment code and GR number are issued at this moment and not before. A family that never completes leaves no half created student record behind, so your registers stay clean.
A discount beyond an agreed limit routes to the right approver automatically, with the request, the reason and the decision all recorded against the lead.
Being explicit now so there is no gap between what you expect and what we build. Everything on the right is a real want we have heard, and each is separate work rather than something quietly included.
Each of these changes something structural, and each becomes more expensive to change later. Everything else we can carry forward on our reading and confirm as we go.
Your code contains the branch and you want the code to last a lifetime. Choose one: remove the branch letters, or accept that the code records where a student started. We can proceed either way, but not with both.
We hold father, mother and guardian as separate people, so either parent can have a login and see all their children across both schools. Since login uses a mobile number, we need your rule when two parents share one: separate numbers required, or a choice at login.
You have said direct admissions are rare. We need to know whether they are possible, because every admission tracing back to its source cannot hold if some have no source.
Likely your largest single admission route, and it did not come up in the sessions. We have it as a transfer, with the number unchanged and no lead created. Please confirm, and tell us whether it counts in source reporting.
Needs a commitment from whoever runs your website, and cannot be added afterwards. Without it, advertising spend can never be tied to a specific admission.
One account under Rainbow means every message to every parent, for both schools, shows Rainbow as the sender. Separating them later means a second WhatsApp business account. Please confirm this is what you want.
Two things to settle together. RIS numbers carry only
RIS with no branch letters, which holds only while RIS
runs at one address. And the receipt number repeats the unit, as
HNHN and RISRIS. Both are cheap to change
now and expensive once a second RIS branch is issuing numbers.
Tell us to correct them, or to keep them exactly as they are for
continuity.
Worli, Mumbai
Private & Confidential