Aarihants Group - Kids Education Management App

About Aarihants Group

Founded on February 12, 2014, Aarihants Group is a dedicated Kids Bhakti Sangeet and Dhol Tasha organization currently operating across Pune and PCMC regions. Led by Founder Mr. Abhay Chunilalji Jain and Co-Founders Mr. Nilesh Shantilalji Nahar and Mr. Siddharth Anil Katariya, the organization has a clear mission that goes beyond music education.

The aim and motto of Aarihants Group is not only to teach Jain Bhakti Sangeet but also to reduce the excessive influence of Bollywood and Hollywood music on young minds. The organization focuses on inculcating and nurturing the teachings of Jainism and Indian culture among the new generation, preserving spiritual and cultural heritage through engaging musical education.

Through structured classes, regular performances, and cultural events, Aarihants Group creates an environment where children learn traditional Jain bhajans, devotional songs, and the energetic art of Dhol Tasha - connecting them to their roots while building confidence, discipline, and community bonds.

The Challenge

As Aarihants Group expanded across multiple locations with hundreds of students, managing operations manually became increasingly complex and time-consuming.

Student Enrollment Chaos: New student registrations were handled through paper forms and phone calls. Collecting complete information—student details, parent contacts, medical information, batch preferences—was scattered across notebooks and Excel sheets. Verifying documents, processing enrollments, and assigning students to appropriate batches required significant administrative effort. Parents had to visit in person multiple times to complete enrollment.

Attendance Tracking Inefficiency: Manual attendance using paper registers was time-consuming and error-prone. With multiple batches running simultaneously across different locations, consolidating attendance data for reporting was a nightmare. Parents had no visibility into their child’s attendance. Monthly attendance reports required hours of manual compilation. Tracking attendance patterns to identify irregular students was nearly impossible.

Material Management Problems: Distributing costumes, Dhol Tasha instruments, learning materials, and uniforms lacked systematic tracking. The organization didn’t know which student received what items, leading to disputes and missing materials. Tracking material costs per student and ensuring returns of borrowed items was unmanageable. Inventory management across multiple centers was purely guesswork.

Payment Collection Struggles: Fee collection happened through cash or checks with manual receipt books. Tracking who paid, who had pending payments, which months were cleared—all required maintaining complex spreadsheets. Parents forgot payment dues without reminders. Generating financial reports for different fee structures (monthly, quarterly, annual) was tedious. No system existed to track payment history or send automated reminders.

Event Coordination Complexity: Organizing events, performances, and competitions involved coordinating students, volunteers, parents, and external participants. Communication happened through WhatsApp groups, phone calls, and word-of-mouth, leading to confusion. Event attendance tracking, participant registration, and post-event photo sharing were all manual processes. Planning logistics without knowing confirmed participation numbers was risky.

Volunteer Management: Volunteers—parents and community members helping with classes, events, and administration—needed systematic coordination. There was no approval process for volunteer applications, no way to track volunteer availability and contributions, or efficiently communicate specific tasks and requirements. Recognizing and appreciating volunteer efforts lacked data.

Communication Gaps: Important announcements about class cancellations, schedule changes, event updates, or cultural programs didn’t reach all parents consistently. Relying on WhatsApp groups meant messages got lost in chat floods. No confirmation whether parents actually received and read critical information.

Admin Burden: Founders and volunteers spent excessive time on administrative tasks—attendance compilation, payment tracking, material inventory, communication—leaving less time for actual teaching and cultural activities. Generating reports for management review required days of manual work.

Our Solution

We developed a comprehensive native Android application specifically designed for Aarihants Group’s unique needs, streamlining every aspect of their operations from enrollment to events.

Mobile App Screenshoots

Key Features

Intuitive Navigation Menu

Clean side navigation drawer providing quick access to all app features including Students section for managing enrollments, Enroll Student for new admissions, Attendance for daily tracking, Payments for fee management, My Profile for user information, Complaint/Query for issue reporting, Contact Us for support, Image Gallery for event photos, Notes for announcements, Event updates, Post creation, and About Us organization information. User profile display with role badges (Admin/Volunteer/Parent). Notification bell for important alerts and updates.

Comprehensive Home Dashboard

Central hub displaying all key modules with attractive icon-based layout including Attendance tracking, Notes and announcements, Event management, Payments handling, Complaints/Queries, My Profile access, Image Gallery browsing, Contact Us quick access, and About Us information. Bottom navigation for Home, Post feed, and Notifications. Clean, colorful interface appealing to both administrators and parents. Quick action buttons for frequently used features.

Student Registration & Enrollment

Complete digital enrollment system capturing all student information including personal details (name, age, date of birth, gender), parent/guardian information with multiple contacts, residential address and location, batch preferences and timings, medical information and emergency contacts, photograph upload, and document attachments (birth certificate, ID proof). Enrollment form validation ensuring complete information. Submission workflow with admin approval process. Enrollment status tracking (Pending, Approved, Rejected). Digital enrollment confirmation with unique student ID generation.

Admin/Volunteer Approval System

Structured approval workflow for new admins and volunteers with application submission form, document verification process, background check requirements, approval/rejection by founders, and role assignment (Admin, Volunteer, Teacher). Permissions management based on roles ensuring data security. Approval notification to applicants. Volunteer database with skills, availability, and contribution tracking. Admin dashboard showing pending approvals needing action.

Dual Attendance System - Manual & QR Scanner

Flexible attendance tracking with two methods: Manual Attendance with batch selection, student list display, date selection, quick mark present/absent toggles, save and submit functionality, and editing capability for corrections. QR Scanner Attendance with unique QR code generation for each student, quick scan upon arrival for instant attendance, automatic timestamp recording, bulk scanning for efficiency, and attendance confirmation notification to parents. Calendar view showing monthly attendance patterns with color coding—Present (Green), Absent (Red), No Class (Gray). Historical attendance reports with date filters. Attendance percentage calculation per student. Export attendance data for reporting.

Material Management & Tracking

Systematic tracking of all materials distributed to students organized by categories including T-Shirt, Bag, I-Card (identity cards), Notebooks, Costumes, Dhol Tasha instruments, and Accessories. Material issue tracking with student-wise inventory showing items issued, issue date, quantity, condition, and return status. Material request functionality for students/parents requesting additional items. Material return tracking with condition assessment. Material cost tracking per student for accounting. Inventory management showing available stock, issued items, and items to be returned. Photo documentation of issued materials. Automated reminders for material returns. Bulk material distribution during batch events.

Payment Management System

Comprehensive fee tracking and collection system with multiple payment features including payment recording with amount, date, mode (Cash, Check, Online, UPI), and receipt number generation. Fee structure management for different courses, batches, and durations (monthly, quarterly, annual). Payment history per student showing complete transaction record. Pending payment tracking with outstanding amount calculations. Payment reminders sent to parents via notifications. Receipt generation with organization branding and details. Payment reports by date range, batch, or payment mode. Refund tracking for dropouts or adjustments. Multi-child family discounts and scholarship management. Export payment data for accounting software integration.

Event Management & Coordination

Complete event lifecycle management from planning to execution including event creation with title, description, date, time, venue, and category (Performance, Competition, Workshop, Cultural Program). Event poster/banner image upload. Participant registration tracking showing confirmed attendees. External participant management for competitions open to other organizations. Event material requirements and checklist. Volunteer assignment for event coordination tasks. Event updates and reminders to registered participants. Post-event photo gallery upload and sharing. Event feedback collection from participants and parents. Event history archive with photos and participation records. Event calendar showing upcoming programs. Push notifications for event announcements and reminders.

Social Feed & Posts

Engaging social feed for sharing organization activities with post creation supporting text, images, and videos. Rich media support for educational content and event highlights. Like and reaction system for community engagement. Comment functionality for discussions and feedback. Share options spreading information to external platforms. Post categories (Achievement, Announcement, Event, Media Coverage, Student Spotlight). Timestamp and author information on each post. Post moderation by admins ensuring appropriate content. Trending posts highlighting popular content. Post search and filtering capabilities. Video posts with YouTube integration for performances and tutorials.

Group Chat Communication

Multi-level group communication system facilitating coordination including batch-wise groups for class-specific communication, volunteer groups for coordination, parent groups for announcements, admin groups for management discussions, and event-specific groups for temporary coordination. Group member management with add/remove capabilities. Text messaging with emoji support. Media sharing (images, videos, documents). Message read receipts showing delivery status. Important message pinning for visibility. Message search within groups. Notification controls for managing alerts. Group description and purpose clarity.

Notes & Announcements

Centralized announcement system for important information including class schedule changes, holiday notifications, fee deadline reminders, event invitations, policy updates, achievement celebrations, and general circulars. Rich text formatting for clear communication. Attachment support for PDFs and images. Priority marking for urgent announcements. Read confirmation tracking ensuring message receipt. Announcement history archive for reference. Category-based filtering (Academic, Administrative, Event, Achievement). Push notification delivery for immediate visibility. Announcement editing and deletion by authorized admins.

Complaint & Query Management

Structured issue reporting and resolution system with complaint submission form specifying issue type, description, photo attachments if needed, and priority level. Query categories including Academic, Administrative, Payment, Material, Event, Technical, and General. Ticket tracking system with unique complaint ID. Status workflow (Submitted → Under Review → In Progress → Resolved → Closed). Admin assignment of complaints to specific team members. Resolution timeline tracking for accountability. Resolution comments and explanation. User notification on status updates. Complaint history per user showing all submissions. Analytics showing common issues and resolution times. Feedback rating post-resolution.

Image Gallery & Media Library

Organized photo and video repository documenting organization activities with event-wise albums organizing media chronologically. Class activity photos showing regular training sessions. Performance videos from stage shows and competitions. Achievement galleries celebrating student accomplishments. Downloadable high-resolution photos for parents. Slideshow viewing mode for presentations. Social media sharing integration. Caption and description support for context. Photo tagging identifying students (with privacy controls). Gallery search by event, date, or student. Album cover customization. Like and comment functionality on photos.

My Profile Management

Personal profile section for all users including student profiles showing enrollment details, batch information, attendance statistics, payment history, and materials issued. Parent profiles displaying linked children, contact information, and communication preferences. Admin/Volunteer profiles showing role, responsibilities, and permissions. Profile photo upload and editing. Emergency contact information maintenance. Notification preferences customization. Privacy settings control. Password change functionality. Account deactivation option.

Contact Us & Support

Multi-channel support access for assistance including phone numbers with click-to-call functionality, email addresses with compose option, office address with map integration, social media links (Facebook, Instagram, YouTube), website access, office hours information, and FAQ section for common queries. Support ticket creation for technical issues. Response time expectations. Contact history showing previous interactions.

About Us & Organization Info

Comprehensive organization information including founder profiles and vision, organization history and milestones, mission and objectives explanation, achievements and recognition, course offerings and curriculum details, location information for all centers, success stories and testimonials, affiliated organizations and partnerships, photo gallery of facilities, and downloadable brochures and material.

Technical Architecture

Native Android Development (Java): Built using Java for robust, high-performance Android application. Material Design guidelines ensuring intuitive user experience. Activity lifecycle management for efficient resource usage. Fragment-based architecture for modular UI components. RecyclerView for efficient list displays. Custom adapters optimizing data presentation. Background services for notifications and sync.

Django Backend Framework: Python Django REST framework powering backend API. RESTful API design for clean client-server communication. Django ORM for database abstraction and queries. Token-based authentication ensuring secure access. Custom middleware for request processing and logging. Celery integration for asynchronous task processing. Django admin panel for backend management.

PostgreSQL Database: Relational database storing all application data with normalized schema design reducing redundancy. Complex queries for reporting and analytics. Full-text search capabilities for finding students, events, etc. Transaction support ensuring data consistency. Backup and restore procedures for data safety. Indexing for fast query performance. JSON field support for flexible data storage.

AWS Cloud Infrastructure: Application hosted on AWS for scalability and reliability. EC2 instances running backend services. RDS PostgreSQL managed database service. S3 storage for images, videos, and documents. CloudFront CDN for fast media delivery. Elastic Load Balancer distributing traffic. Auto-scaling for handling variable loads. CloudWatch monitoring system health.

QR Code Technology: QR code generation using standard libraries. Unique code per student embedded with student ID. QR scanner using device camera with real-time detection. Validation preventing duplicate scans and fraud. Offline QR code storage for network-independent scanning. QR code printing support for physical cards.

Push Notification System: Firebase Cloud Messaging for Android push notifications. Targeted notifications by user role and groups. Scheduled notification delivery for reminders. Rich notifications with images and actions. Notification analytics tracking delivery and engagement. Notification preferences respecting user choices.

Security Implementation: Encrypted data transmission via HTTPS. Password hashing using industry-standard algorithms. Role-based access control protecting sensitive data. SQL injection prevention through parameterized queries. XSS protection in data display. CSRF token validation for forms. Session management with timeout. Privacy compliance for student data.

Technology Stack

Android (Java)

Django

PostgreSQL

AWS

Business Impact

Administrative Efficiency:

• 80% reduction in administrative time spent on manual tasks
• 95% attendance tracking accuracy with QR code system
• 100% digital record-keeping eliminating paper registers
• Real-time data access for decision-making

Student Management:

• 500+ students enrolled and managed digitally across locations
• Complete student profiles with all information centralized
• Material tracking eliminating losses and disputes
• Attendance patterns identifying irregular students for intervention

Parent Engagement:

• Instant attendance updates keeping parents informed daily
• Payment transparency with complete transaction history
• Event participation made easy through digital registration
• Direct communication channel through app messaging

Financial Management:

• 100% payment tracking with digital receipts
• Automated reminders improving collection rates by 40%
• Financial reports generated instantly
• Reduced payment disputes with transparent records

Event Success:

• 100+ events organized and documented
• Higher participation through easy registration and reminders
• Photo sharing preserving memories digitally
• Volunteer coordination streamlined through app

Operational Visibility:

• Real-time dashboard showing organization health
• Data-driven decisions based on attendance and engagement patterns
• Performance metrics tracking growth and impact
• Scalability supporting expansion to new locations

What Made It Successful

Cultural Context Understanding: We understood that this wasn’t just a generic education app—it was about preserving Jain culture and traditions. Features like material tracking for traditional costumes, event management for cultural performances, and community building through group chats reflected deep understanding of the organization’s mission.

QR Code Innovation: Implementing QR-based attendance was a game-changer. It made attendance marking fast, accurate, and even fun for children while giving parents real-time updates. The dual system (manual + QR) provided flexibility for different scenarios.

Role-Based Access: Different users (founders, admins, volunteers, parents) needed different access levels. The sophisticated permission system ensured security while empowering appropriate people with necessary tools.

Offline Capability: Recognizing that events often happen in venues with poor connectivity, we built offline capability for critical features like attendance marking with automatic sync when connectivity restored.

Native Android Performance: Choosing native Android development over cross-platform delivered superior performance, smooth animations, and excellent camera integration for QR scanning—critical for user experience.

Visual Appeal: The colorful, icon-based interface appealed to all age groups—from young students to elderly volunteers. Clear navigation and intuitive design required minimal training.

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Digitize Your Cultural or Educational Organization

Aarihants Group’s digital transformation demonstrates how mobile technology can help cultural organizations preserve traditions while operating efficiently in the modern era.

Our Organization Management Solutions:

Student enrollment and management systems, attendance tracking with QR codes, payment and fee management, event coordination platforms, volunteer management systems, material inventory tracking, group communication tools, parent engagement apps, and performance analytics dashboards.

Organizations We Serve:

Cultural organizations, music and dance academies, sports clubs, community centers, religious education institutions, hobby classes, coaching centers, and any membership-based educational or cultural organization.

Let’s discuss your organization’s needs and create a digital solution that helps you focus on your mission while we handle the operational complexity.