Help Center

Getting started

General

• Getting started with SunRubyWhat to do on the first day, for a school, a junior college, an ITI, a hostel or a trust office.
• Sign in and choose your languageSign in with your email or phone number, sign in with a code, and switch between English, Marathi and Hindi.

How to use each menu

Academics

• Academics and timetable: what the menu doesStandards, divisions, subjects, rooms, the timetable generator, substitutions, syllabus and homework.

Attendance

• Take daily attendanceMark a class present, absent, late or on leave for the day, and undo a mistake.
• Attendance: what the menu doesDaily and period registers, student leave requests, reports, biometric import and trade test eligibility.

Books

• Add a financial yearAdd a year such as 2027-28 under Books > Years and locks, so vouchers can be dated in it. Needs the Standard plan
• Books: what the menu doesVouchers, reports, chart of accounts, years and locks, automatic postings, budgets, grants, donations and packs for the CA. Needs the Standard plan

Communication

• Send a notice or circularWrite a notice, choose who sees it, publish it and see who has read it.
• Communication: what the menu doesNotices, messages, templates, delivery rules, the message log and the WhatsApp pages.

Exams

• Enter exam marksCreate an exam, schedule it and enter marks for each subject paper.
• Publish results and print report cardsPublish an exam, check the results and ranks, and print a student's report card.
• Exams: what the menu doesExams, marks, results, report cards and grading.

Fees

• Collect a fee and issue a receiptTake a payment in cash, by cheque or UPI at the counter and print the receipt.
• See who has not paid and send remindersList students with fee dues, call the guardian, collect, or send a reminder to everyone on the list.
• Fees: what the menu doesCollecting fees, invoices, dues, receipts, fee structures, online payments and fee law.

General

• Your dashboard and personal pagesThe Dashboard, Alerts, weekly digest and the pages that belong to you: My space, payslips, tax, attendance and privacy.

Hostel

• Gate pass for hostel residentsA resident asks to go out; the parent approves, then the warden; the gate marks out and in.
• Hostel: what the menu doesResidents, rooms, allocations, roll call, gate passes, mess, visitors, complaints, incidents and medical.

Institute

• Institute: what the menu doesAcademic years, settings, the institution profile, state and board, staff logins, the audit trail and dashboard settings.

Organisation

• Organisation: what the menu doesInstitutions, trustees, legal entities, users, roles, the AI assistant and channels for the whole organisation.

Payroll

• Run payroll for a monthCalculate the month's pay run, have it approved by a second person, lock it, download the bank file and mark it paid.
• Payroll: what the menu doesPay runs, pay profiles, salary structures, loans, payslips, statutory rules and income tax.

Data protection

• Data protection: what the menu doesThe DPDP readiness pages: requests, consents, notices, breaches, retention and the privacy agreement.

Staff

• Apply for leave and approve leaveStaff apply for leave and see their balance; the principal approves or rejects.
• Staff: what the menu doesThe staff list, staff attendance, leave, leave types and attendance from biometric devices.

Students

• Admit a new studentAdd one student with their parents and class in four steps.
• Import students from a spreadsheetLoad many students from an Excel or CSV file, check the file first, then confirm.
• Issue a leaving certificate or a bonafide certificatePrint a bonafide certificate from a student's profile, or issue a leaving certificate (LC, TC) when a student leaves.
• Students: what the menu doesAdmissions, the student list, imports, certificates, ID cards, promotions and government exports.

Fix a problem

AI assistant

• The Ask button is missingWhy the Ask button of the AI assistant does not show for you, and what each switch controls.

Books

• Why can't I add a grant, a budget or a donation?Grants, budgets, donations, fixed assets and the CA packs need the Advanced finance level, which only the organisation owner can set. Needs the Advanced plan
• Why can't I switch the books on?The usual reasons the Books menu or the Switch the books on button is missing or refused, and what fixes each. Needs the Standard plan

Set-up and administration

Books

• Switch the books onKeep your accounts in SunRuby. Five steps: chart of accounts, start date, account mapping, opening balances, switch on. Needs the Standard plan

Institute

• Give a staff member a sign-in and a roleCreate a user, give a role at your institution, and switch a user off.
• Reset a parent's or staff member's sign-inHelp someone with a new phone, a changed number or a code that does not arrive, without a visit to the office.