Reception Suite - Lotus International School

🪷 Lotus International School

School Suite

🖥️

Gatepass

Gate passes, pickup tracking & bus management

— passes today Open →

📒

Reference Register

Document requests, TC tracking & reference numbers

— entries this FY Open →

📲

Fee QR

UPI fee cards with QR code for each student

— studentsOpen →

💸

Due List

Pending fee balance, class-wise tracker

— students due Open →

💬

WA Inbox

Parent replies, reply within 24 hrs

— messages Open →

🖥️ Gatepass 0 today

Search Student

Picked Up By *

Relation *

Reason

Bus / Transport

Picker Photo

📁 Upload Photo Instead

🚌 Today's Passes by Bus 0

Bus Passes

🔒

Settings Protected

Enter admin password to continue.

⚙️ Settings

Database URL

Sync Code

Force refresh on tab focus

Resets localMod on tab focus, forcing a fresh fetch from Firebase. Turning OFF saves ~45 MB/month bandwidth. Synced via Firebase — change from any device.

Sync students with Reference Register. Use the same URL & Sync Code as Reference Register → Settings → Student DB.

Database URL

Sync Code

Students sync every 30s. Changes push instantly. Force Fetch se aaj ki cache ignore ho jaati hai.

Add / Edit Student

Name *

Adm No * (max 8 chars)

Class

Father

Mother

Bus

📱 Parent Phone (WhatsApp)

🏠 Address

📥 Bulk CSV Upload

Columns: name, admissionNumber, class, fatherName, motherName, phone, busNumber

Bulk Add (one per line)

Variables: {name}{class}{pickedby}{relation}{time}{date}{reason}{bus}

🐦 Send Mode

WhatsApp Web

Opens WhatsApp app directly

Meta Cloud API

Sends automatically via server

Gate Pass Issued — Message Template

Admin WhatsApp Number

Include country code, no + or spaces. Leave empty to disable admin alerts.

Admin Alert Template

📲 Send Options

Send WhatsApp to parent on pass issue Send admin WhatsApp alert on pass issue Auto-launch WhatsApp directly (skip confirmation popup)

⏱ Admin Message Delay

Enable delay before admin WhatsApp

Delay (seconds) sec

Parent WA fires instantly. Admin WA opens after this delay via a tap button.

Meta WhatsApp Cloud API

Phone Number ID

From Meta Developer Console → WhatsApp → API Setup

Access Token

Use a Permanent Token for production

Template Name (Pass Issued)

Leave empty to send plain text (only works within 24hr window)

Language Code

Template Name (Gate Out) (optional)

Sent to parent when student exits gate. Parameters: {{1}} name | {{2}} class | {{3}} gate out time | {{4}} date

Language Code (Gate Out)

Template Parameters:

{{1}} name | {{2}} class | {{3}} picked by
{{4}} relation | {{5}} date & time | {{6}} reason

Admin WhatsApp Number (optional — also send alert here)

Send admin alert via Meta API too

Students are flagged as frequent when they are picked up X or more times out of the last Y active school days (days that had any gate passes).

Min Pickups (X)

Out of N Active Days (Y)

Students picked up 4+ times in the last 6 active school days will appear in Quick Pass.

Auto-prints slip on every pass issue. Batch-print from Records tab.

Page Size

Orientation

Slip Position on Page

Where on the paper the slip prints (useful for pre-cut paper or label sheets)

Enable auto-print on gate pass issue

Uncheck to stop slip from printing automatically

Skip Preview Window

Directly opens browser print dialog (faster)

✅ Print picker photo on slip

If a photo was captured, it will be included on the printed slip

✍️ Principal Signature

Upload once — appears automatically on every printed slip.

📁 Click to upload signature

Height (mm)

Max Width (mm)

on slip

⬛ Black & White print

Removes all colours and backgrounds — saves ink, works on any printer

🔥 Force Push to Firebase

Clears Firebase completely and pushes your current local data. Use when another device deleted records but they still show here.

📦 JSON Backup

⬆️ Restore from JSON

📋 CSV Student Upload → Column Mapping → Auto Sync

Upload CSV/Excel, column mapping popup will appear, then pushes to Firebase.

📂 Upload Students CSV

From

Select dates to preview…

✈️ Every gate pass is logged to your school's private Telegram channel — with photo if taken, text-only if not. When a pass is deleted, the message is deleted too.

Bot Token

Get from @BotFather — see setup guide below

Chat IDs (add upto 10 — all receive every message simultaneously)

Channel / group / personal chat ID — use @userinfobot to find yours

Enable Telegram school log

Approve / Deny buttons

Adds ✅ Approve and ❌ Deny buttons to each Telegram message. If approved, signature prints on the slip; if denied, blank signature line.

🌐 Sync to all devices

On/Off will apply on every device connected to same Firebase. Uncheck = only this device.

📋 Bot Setup — Step by Step

Step 1 — Create a bot

1. Open @BotFather on Telegram
2. Send /newbot
3. Give it a name — e.g. Lotus Gate Pass
4. Give it a username — e.g. LotusGatePassBot (must end in "bot")
5. BotFather will send you a Token — paste it in the field above

Step 2 — Create a private channel

1. Create a new private Channel on Telegram
2. Add your bot as an Administrator with Post Messages permission
3. Send any message in the channel, then open this URL:
https://api.telegram.org/botYOUR_TOKEN/getUpdates 4. Copy the "id" value from the chat object (starts with -100...)

💠 Use your school's Office 365 account. One-time setup by IT admin: enable Tenant ID and ROPC — then email + password login works directly.

Microsoft Email (Office 365)

Password

Tenant ID

Get this from Azure Portal — see steps below

Upload Folder Path (optional)

Empty = saves to a "GatePasses" folder in root

Enable OneDrive photo upload (Office 365)

📋 IT Admin Setup — Step by Step

Step 1 — Find your Tenant ID

1. Open portal.azure.com with any school Office 365 account
2. Click your name in the top-right corner
3. Click Switch directory
4. Your Tenant ID (Directory ID) will be shown — copy it

Step 2 — Enable ROPC (done by IT Admin)

1. portal.azure.com pe jao → Azure Active Directory
2. App Registrations → All Applications
3. Search for: Microsoft Office (App ID: d3590ed6...)
4. Go to Authentication tab
5. Set "Allow public client flows" → Yes
6. Save ✅

Step 3 — Disable MFA (for this account only)

1. Azure AD → Users → select the account that will be used for upload
2. Multi-Factor Authentication → set to Disabled
3. Or ask IT admin to create a dedicated service account with MFA disabled

⚠️ Use a dedicated account — do not use your main admin account. Create a separate account specifically for gate pass uploads.

Month

Scope

Export all settings — Firebase URLs, Telegram tokens & chat IDs, Print config, Signature, WhatsApp templates — as one JSON. Import on any device to restore instantly.

⬆️ Import Settings

⚠️ Only this device's local data will be cleared — Firebase data stays safe. Page will reload.

App-wise Clear

Full Reset

⚡ Quick Pass 0

Frequent pick-ups (4+ of last 6 active days)

Loading…

📱

Send WhatsApp

—

Opening WhatsApp…

⏱ Opening in 3s…

⚡

—

Picked Up By *

Relation

Reason (optional)

📒 Reference Register

0 Total 0 0

⏱️ Live Tracker

Pending requests with elapsed time

✅

All clear — no pending requests.

📦 Ready to Deliver

Documents ready for collection

🎉

No documents ready to deliver yet.

📊 Breakdown

📅 Date

⚡ Status

👤 Issue To

📄 Document Type required

Select document type… ▼

📱 WhatsApp

📎 Attach File

📂 Drop file or click to browse

💬 Remarks

🔒

Settings Protected

Enter password to access settings.

tap 5×

🏷️ General▼

App Name

"Issue To" label

"Doc Type" label

🔢 Reference Number Format▼

Prefix

Separator

Status that triggers Ref No generation

Preview: LIS/2025-26/0001

🔢 Override Next Number

Use this to skip numbers or reset the sequence for a financial year. The next ref number generated will be this value.

Financial Year

Next Number

🔄 Status Types▼

First status = default for new requests. The Prepared status generates Ref No.

📄 Document Type Presets▼

These chips appear in the Add Entry form — click to select a document type. Add or remove as needed.

🔐 Entry Permissions▼

Set Allowed, Password, or Blocked for Edit, Delete, and Status Change — per status.

Override Password (shared for edit, delete & status change)

🗂️ Dashboard Status Mapping▼

Tracker list shows Card 2 status. Ready to Deliver shows Card 3. Delivered pill shows Card 4.

🟠 Pending Tracker

🟣 Ready to Deliver

🟢 Delivered (pill)

Extra

📱 WhatsApp▼

🐦 Send Mode

WhatsApp Web

Opens WhatsApp app directly

Meta Cloud API

Sends automatically via server

Variables: {refno} {name} {doctype} {status} {date} {timestamp}

Admin WhatsApp Number

Auto-open WhatsApp on every status change Send admin WhatsApp alert on status change

⏱ Admin Message Delay Enabled sec

Parent WA fires instantly. Admin gets a tap button after this delay.

Meta WhatsApp Cloud API

Phone Number ID

From Meta Developer Console → WhatsApp → API Setup

Access Token

Use a Permanent Token for production

Default Template Name (used if status-specific not set)

Language Code

Per-Status Template Names

Template Parameters:

{{1}} name | {{2}} refno | {{3}} doctype
{{4}} status | {{5}} date & time

Admin WhatsApp Number (optional — also send alert here)

Send admin alert via Meta API too

☁️ Cloud Upload — File Storage▼

When status is set to Prepared and a file is attached, it uploads automatically. You can enable one or more platforms.

Firebase Storage Bucket URL

Firebase Console → Storage → gs://your-project.appspot.com

Firebase API Key

Firebase Console → Project Settings → Web API Key

Upload Folder (optional)

Enable Firebase Storage upload Make files publicly accessible

📋 Wix Page Code (Firebase)

Storage → Rules: set allow read: if true;. Then paste this code in your Wix page.

💡 Use a Microsoft personal or school account. Files are automatically renamed to the Reference Number before upload.

Microsoft Email

Password

Upload Folder Path (optional)

Path relative to OneDrive root. Leave empty for root folder.

Enable OneDrive auto-upload

⚠️ Note: OneDrive ROPC auth may be blocked on some organisational accounts. Personal Microsoft accounts (outlook.com, hotmail.com) work best. School/Office 365 accounts require IT admin approval.

🌐 Only 2 fields are pushed — Student name and PDF file. Uses your existing "Transfer Certificates" collection.

Wix Site ID

Wix Dashboard → Settings → General Info → copy the Site ID

Wix API Key

Wix Dashboard → Settings → API Keys → New Key → give CMS permission

Collection ID (exact name)

Exact name of your collection as shown in Wix

🔑 Wix Field IDs — how to find them

1. Wix Dashboard → CMS → open "Transfer Certificates" collection
2. Click the Settings (⚙️) icon at the top
3. In the Fields tab, each field shows its Field Key in grey
4. Note the Field Key for the name column and the file/PDF column

Name Field Key

Field Key of the student name column

File Field Key

Field Key of the PDF file column

Enable — push to Wix CMS when status is set to Prepared

💡 How it works: When you attach a file to an entry and set the status to Prepared, the PDF is automatically uploaded to Wix Media and saved in the "Transfer Certificates" collection with the student name and file link.

✈️ A notification is sent to your Telegram channel whenever a Reference Register entry is added, updated, or deleted.

Bot Token

Can be same as Gate Pass bot or a separate one

Chat ID

Your private channel or group Chat ID

Notify when a new entry is added Notify when an entry is deleted Enable Telegram notifications (Reference Register)

👥 Student Database▼

Upload Excel/CSV: Name AdmNo Class Phone FatherName MotherName

📂

Drop Excel/CSV or click

➕ Add Manually

Name *

Adm No

Father

Mother

Class

Phone

Bus No

Address

Name	Adm No	Class	Father	Mother	Phone	Bus	Address	Del

Page 1

📤 Export Register▼

Scope

Month

🔗 Firebase Sync▼

Database URL

Sync Code

Student DB

Student DB URL

Student DB Code

🌐 Wix Public Board

When Firebase is connected, prepared TCs are auto-published to /public_board in your Firebase DB. Paste your Firebase URL below in the Wix widget to display them on your school website.

🔒 Settings Password▼

Leave blank to disable password protection.

New Password

Confirm

📅 Financial Year Management▼

FY can only be deleted when it has no entries. A PDF export will be generated automatically before deletion.

Add New FY (start year)

💾 Backup & Force Sync▼

🔥 Force Push to Firebase

Clears Firebase completely and pushes current local data. Use when another device deleted entries but they still show here.

📦 JSON Backup

⬆️ Restore from JSON

⚠️ Danger Zone▼

🎉

Reference Number Generated!

Tap to copy

—

📎 Attach Document File (optional — TC / certificate PDF)

📂 Drop file or click to browse

🔄 Change Status

Ref:

📱 Send WhatsApp

Sending to:

Opening WhatsApp…

⏱ Opening in 3s…

📱

Fee QR

0 selected

All Classes

0 students

📱

No Students Yet

Upload an Excel file or add students manually
in the Students tab

🔥

Firebase Connected

Tap to sync students from database

📤

Excel Upload

No file

📊

Drag & drop or click to upload Excel

Supports .xlsx, .xls, .csv

Required: Name + Class · Optional: ID, Section, Phone, Amount

🗂️

Map Columns

Append to existing

📋

Student Database

0 students

💾 Data restored from last session. No need to re-upload Excel.

🔥

Firebase Student Database

Not connected

Auto-fetch students from Gatepass Student DB. Use the same URL and Path set in Gatepass → Settings → Student DB.

Firebase RTDB URL

DB Path (e.g. SYNC_CODE or SYNC_CODE/students)

Access Code / Secret

💳

UPI Payment Config

Encoded in QR

UPI ID *

Payee Name *

Transaction Prefix

MCC Code

Preview URL:

🏫

School Info (on Fee Card)

School Name

WhatsApp Number

Card Title

Session / Year

💬

WhatsApp Message Template

{name} {class} {id} {amount}

💡 {name} {class} {id} {amount} — auto-replaced per student

🔒

Security & Controls

💬 WhatsApp Notifications

Show/hide the WhatsApp send button

🔑 Settings Password

Set a password to protect Fee QR settings. Leave blank to remove protection.

New Password

Confirm

🎴

Fee QR Cards Preview

➕

Add Student

Full Name *

Class *

Section

Admission No

Fee Amount (₹)

📱 Phone / WhatsApp

💸 Due List

₹0

Outstanding

⚠️

Pinned file — tap anywhere to reload

🔍

💸

No Fee Data

Go to Settings → Upload Excel to load data

0 selected

📲

Sending WhatsApp Messages…

Preparing…

💳

No Transactions Yet

Payments will appear here automatically after QR scan

💬

WhatsApp Inbox

0 Open conversations

🗂 Archived

Parent

⏰ 24-hour window closed — this chat is read-only

💬

WhatsApp Inbox Settings

Separate WA Worker + Firebase config

Enter your Worker URL → click Copy Webhook Code → paste into your wa-worker.js → deploy on Cloudflare → set the Callback URL in Meta Console

WA Worker URL

Webhook Verify Token

WA Inbox Firebase URL (separate DB — independent of Due List)

Firebase Auth Code (optional)

Meta Phone Number ID

Meta Access Token

Auto-refresh

🔐 Settings Password (blank = no lock)

📋 Cloudflare Worker Code

Create a new file wa-worker.js, paste this code, and deploy to Cloudflare

// Save settings first to see your config

⚙️

Due List Settings

Data sync, WhatsApp & Payments

🔒

Settings Protected

Enter password to access Due List settings

📄

file.xlsx

Last loaded: —

Auto-reload every 🟢 Active

Column Mapping

Admission No

Student Name

Class

Mobile No

Total Due

Received

Balance

Sheet Name

🏷️ Class Filter Mode

Single

One class at a time

Multi

Multiple classes

Upload Excel from any device → data syncs to all devices via Firebase.

Database URL Auth Code (optional) ⏱ Auto-Pull Interval

QR generates automatically when you send WhatsApp. Payments tracked in Transactions tab.

Cloudflare Worker URL Redirect Page URL Transaction Firebase URL (separate DB for payments) Transaction Firebase Secret

Meta API Credentials

📅 Double Month

Send double month in message

Extra Month:

Message Templates

Display Mode

Show All

Processed transactions appear normally mixed with others

Group by Processed

Processed transactions grouped at the bottom under a separator

Hide Processed

Processed transactions hidden from the list entirely

Auto-Delete

Auto-delete after 15 days

Transactions marked as Processed will be permanently deleted from Firebase 15 days after being processed

Settings Password

Leave blank to disable password protection on this settings modal.

Danger Zone

Firebase data will remain intact. Only local settings, column mapping, and cached data will be cleared. Page will reload.