Book a free demo
ProductsMobile appsSolutionsServicesAboutBuying guideContactBook a free demo

Help Center

Getting started: a trust office

A checklist for the owner of an organisation with several institutions: institutions, legal entity, logins, roles, books, reports, privacy and the phone app.

Organisation · Getting started · Last checked 2026-10-19

The organisation is the trust or society that runs one or more institutions. The owner sets up the organisation first.

Organisation set-up

  1. Organisation > Organisation profile. Fill the name, registration number, phone, email, address and logo. The address prints on receipts and certificates.
  2. Organisation > Institutions. Add or check each institution (school, junior college, ITI, hostel and so on). Each has its own principal, UDISE code, board, year, fees and staff. Open each one's Institution profile and State and board. Choose the state and board, and switch on features
  3. Organisation > Legal entities. Record the form of the trust, registration numbers, financial year start month, the finance level and the books mode (Dashboards only, Tally, or Kept in SunRuby). The trust dashboard and trust reports
  4. Organisation > Trustees. Keep trustee records. They are records only, with no login. Give a trustee a read-only login separately if you want them to see the dashboard.

People and roles

  1. Organisation > Users. Give each person a sign-in with a role at an institution. Give a staff member a sign-in
  2. Organisation > Roles. Use the ready roles, or make your own. Only the owner changes roles. Roles: make and change custom roles
  3. Decide who approves what. The institution settings have rules for who must approve payroll, vouchers, refunds and more, and whether one person may approve their own.

Money and channels

  1. Plan levels. The finance level, payroll level and timetable level are set by the owner. Higher levels unlock budgets, grants, donations, arrears and the generator.
  2. Books. Choose Tally or SunRuby. Switch the books on or Send fee receipts and accounts entries to Tally
  3. Online payment accounts and Channels (SMS, email, WhatsApp). Switch on online fee payment, WhatsApp: switch it on and record opt-in

Privacy and AI

  1. Privacy. Accept the processor agreement, name the contact and grievance officer, publish the notices. DPDP: privacy notices and the consent register
  2. AI assistant. Off until you opt in. The AI data assistant

Watch

  1. Dashboard and Trust reports for the whole group. Alerts and the Weekly digest go to leaders.
  2. Audit trail under Institute shows who changed what.

Using SunRuby already? Press the ? button at the top of any screen for the guide to that screen.

Back to the Help CenterCannot find it? Write to us