A staff member can open their own account on a desk computer and again on a phone browser, but two people should never share one username: EDUBase signs staff in with school code, username and password, sessions expire, and the activity log records what the username did, not who typed it.
What actually happens when one login is used on two devices?
A cloud portal treats each browser or app as a separate signed-in session. The fee clerk who opens EDUBase on the counter PC and then on the office laptop is simply holding two sessions against the same username. Both see the same data, because the data lives in the school's database on the server, not on the machine.
The important consequence is not technical, it is accountability. EDUBase's User Logging page records who created, changed or deleted a record, with the changed fields highlighted and a severity badge. If two clerks share one username, the log can only tell you the username. A voided fee transaction, a discount, a changed fee plan — all of it becomes untraceable to a person.
EDUBase sessions expire, so an unattended screen does not stay open indefinitely. Staff passwords are reset by an admin, which means you can cut off a device by resetting the password rather than hunting for the machine.
- Staff sign in with the institute code, a username and a password.
- Sessions expire; a forgotten login on a shared PC does not stay live forever.
- User Logging shows who changed what, with the record opened and the change highlighted.
- A daily summary of important changes reaches the navbar bell and the Owner App.
- Password reset is done by an admin, so access can be withdrawn quickly.
Why should every staff member have their own login?
EDUBase allows unlimited staff logins, so there is no reason to make the accounts clerk and the front desk share one. Rights are granted per user, per screen and per action, including view-only versus edit, and a user can be restricted to the campuses they belong to.
Separate logins also make your approval chain real. Payments, discounts, salary changes, admissions and leave can require a second person — that control only means something when the requester and the approver are genuinely two accounts.
For teachers, the app login is created from the employee record in Staff Management, and classes and subjects are assigned there. That is the same identity the teacher uses to mark attendance, write the diary and message parents, so a shared teacher account would mix up diary entries and attendance marks between staff.
- Unlimited staff logins, so each person gets one.
- Per-user, per-screen and per-action privileges; campus scope limits what a user can reach.
- Approvals only work as a control when requester and approver are different accounts.
- Teacher App logins are created from the employee record and tied to assigned classes.
- Requisitions keep request, approve and issue as three separate permissions.
How do parents, owners and gate devices sign in differently?
Not every user type uses a username and password. Parents log in to the Parents App with a rotating one-time code sent to the registered mobile, so there is no shared password to leak between families, and staff can look up or reissue that code from the Parent App OTP Portal when the SMS does not arrive.
Attendance hardware is treated as a separate identity again. Attendance tablets, QR scanner phones, face attendance gates and the SMS sending phone each hold their own revocable device token. A tablet that goes missing is cut off on its own, without changing anybody's password.
All portal, app and integration traffic runs over HTTPS, and each school's records sit in its own database on EDUBase's managed servers, so one school's logins can never reach another school's data.
- Parents: one-time code to the registered mobile, no shared password.
- Staff and owners: institute code plus username and password on web and the Android apps.
- Devices: revocable tokens per tablet, scanner or sender phone.
- One database per school; HTTPS on the portal, apps and integrations.
What should a school's login policy look like in practice?
Write down the rule once and enforce it with privileges rather than trust. The pattern most schools settle on is: one account per human being, rights granted by job, campus scope applied to multi-campus staff, and approvals switched on for money and HR changes.
Then use the reports you already have. The activity log with its severity badges tells you what happened; the owner's daily summary tells you without logging in at all. Day Wise Paid Challans shows collections by day and by user, which is the cash-up check on your counter staff.
- One login per person; never one login per desk or per department.
- Grant only the screens and actions the role needs; use view-only where possible.
- Restrict multi-campus users to their campuses from the navbar switcher.
- Turn on approvals for payments, discounts, salary changes and admissions.
- Review User Logging and Day Wise Paid Challans as a routine, not only after a dispute.
How each type of EDUBase user signs in and on what
| User type | How they sign in | Usual devices | What the school controls |
|---|---|---|---|
| Office and finance staff | Institute code, username and password on the web portal | Counter PC, office laptop, phone browser | Per-screen and per-action rights, campus scope, admin password reset |
| Teachers | Login created from the employee record, used in the Teachers App | Their own Android phone, web portal | Assigned classes and subjects, leave and diary approval |
| Owner or principal | Institute code, username and password in the Owners App and portal | Phone, any computer | All campuses, approvals, announcements, message oversight |
| Parents | Rotating one-time code sent to the registered mobile | Their own Android phone | OTP portal for login help, feature restrictions by months overdue |
| Attendance devices | Their own revocable device token, not a staff password | QR scanner phone, biometric terminal, face attendance tablet | Registered devices list; remove or pause a gate |
| SMS sender phone | Portal-issued credential for the free SMS Sending App | One Android phone per campus with the school's SIM | Campus-wise sending, SMS report and delivery logs |
Related
- Cloud & Infrastructure Services — Managed hosting, one database per school, backups, monitoring and secure networking for education workloads.
- Training & Support — Live Google Meet training, module video playlists, in-app docs and an AI assistant, with WhatsApp and phone support in working hours.
- Education ERP & LMS Development — Custom school, college and academy management software, or new modules on top of EDUBase EMS.
- Users privileges security on edubaseems.com
- Hosting security on edubaseems.com
- Hrm employees on edubaseems.com
- Parents app controls on edubaseems.com
- School setup on edubaseems.com
- Qr biometric attendance on edubaseems.com