Yes. EDUBase keeps regular database backups off the application servers, and everyday removals such as leavers, voided fee transactions and reversed ledger entries keep their history, so it stays visible and traceable.
Does EDUBase back up our school's data?
Yes. EDUBase Cloud is hosted and maintained by the EDUBase team on managed cloud servers, so the school does not run its own server or take its own copies on a USB drive. Regular database backups are kept off the application servers, and EDUBase states that backups are periodically tested by restore.
Each school's data lives in its own separate database. In general, keeping one database per school means a single school's data can be backed up and handled on its own, without being mixed with another institution's records.
- One database per school: your records are never mixed with another school's.
- Regular backups kept off the application servers.
- External monitoring of the servers, the resolver and the messaging gateway, with alerting.
- All portal and app traffic runs over HTTPS.
What happens when a record is deleted or changed by mistake?
Much of the day-to-day work that looks like deleting in a school office does not erase history in EDUBase. A student who leaves is marked with a leaving date rather than removed, and the record stays reachable for old dues, challans and payment history. A returning child can be re-activated.
On the money side, the new finance ledger never edits or deletes a posted entry. A mistake is corrected by reversal, and both entries are kept. Cancelled fee transactions appear in the Voided transactions list with who cancelled them and when, and a salary paid by mistake is reversed rather than wiped.
- Students Not Currently Enrolled keeps leavers' history available.
- Student change log shows who changed a student's fee, class or status, and when.
- Past attendance can be corrected with the change logged, and a month can be locked once salaries are done.
- Accounting periods can be closed so nothing can be posted into them.
How can the owner see who deleted or changed what?
The User Logging page records who created, changed or deleted any record, written as plain sentences with a critical, important or normal severity badge. A link opens the record with the changed fields highlighted, so a disputed change can be checked in seconds.
A daily summary of important changes goes to the navbar bell and the Owner App, so the owner hears about significant edits without searching for them.
- Per-user, per-screen and per-action privileges, including view-only versus edit.
- Campus scope: a user sees only the campuses granted to them.
- Approvals: payments, discounts, salary changes, admissions and leave can require a second person.
- Data truncate is controlled by strict rights, and the action is logged.
Can the school export its own data?
Yes. Every fee report exports to Excel or CSV, including full-year audit exports, and every award list and examination report can be printed or exported. Vouchers, cards, certificates, letters and reports can also be produced as branded PDFs for print.
Many owners keep a monthly or term-end export of key reports, such as the Fee Audit Report, alongside the cloud backups. This is a sensible general practice for any school system and gives the office its own offline reference copy.
What should we do if we need something recovered?
First check whether the record still exists in another state: a leaver in Students Not Currently Enrolled, a cancelled payment in Voided transactions, or a reversed ledger entry in the general ledger. User Logging will show who made the change and when.
If the data genuinely needs to come back from a backup, contact EDUBase support by your school's WhatsApp group or by phone, 9:00 AM to 5:00 PM on working days. The team will explain what is possible for your case.
How EDUBase safeguards help with backups, recovery and export
| Safeguard | What it protects against | How it works in EDUBase |
|---|---|---|
| Off-server backups | Loss of the server or the database | Regular database backups kept off the application servers |
| One database per school | Records mixing with another school's | Each school's data lives in its own database |
| Leaver status | Losing a former student's history | Leavers keep a leaving date and history, and can be re-activated |
| Reversal-only ledger | Silent edits or deleted accounting entries | Posted entries are reversed, with both entries kept |
| Voided transactions | Unexplained cancelled fee payments | A list of every cancelled fee transaction, with who and when |
| User Logging | Not knowing who changed or deleted a record | Plain-sentence log with severity and the change highlighted |
| Approvals | One person making an unchecked money or HR change | Payments, discounts, salary changes and admissions can require a second person |
| Locks and closed periods | Changes after salaries or accounts are finalised | Lock attendance by month; close accounting periods and the financial year |
| Excel / CSV export | Having no copy outside the system | Every fee report exports to Excel or CSV, including full-year audits |
Related
- Cloud & Infrastructure Services — Managed hosting, one database per school, backups, monitoring and secure networking for education workloads.
- Data Migration & Onboarding — Students, families, fee plans, old dues, past payments and staff moved from Excel or any system, verified before go-live.
- Legacy System Transformation — Move from Excel registers, desktop software or an old portal to a modern cloud platform without losing history.
- Training & Support — Live Google Meet training, module video playlists, in-app docs and an AI assistant, with WhatsApp and phone support in working hours.
- Hosting security on edubaseems.com
- Users privileges security on edubaseems.com
- Finance accounting on edubaseems.com
- Student management on edubaseems.com
- Fee reports on edubaseems.com
- Employee attendance on edubaseems.com
- Bulk data import on edubaseems.com