12 Ultimate Benefits of Using Student Database Management System


Meet Patel

Senior editor

Parul Saxena

Chief editor

Last updated: February 8, 2021


Schoolknot : No. 1 In School Management Software

Educational institutions need to manage huge data of students for managing school affairs systematically. To streamline the process of managing student data, a lot of educational institutions are investing in a high-performance student database management system. The cloud or web-based software helps you store and organize student-related data in a centralized database so that you can easily access, edit, or update data whenever required.

The student database management system automates the process of data handling, thus, saving you a great deal of time. What’s more, it also minimizes the chances of human error. The best thing about student database software is that it can be accessed from anywhere 24/7. The software also comes with a lot of impressive features for streamlining school administration. Now that you know what a student database software is, let’s shed light on the benefits of using a feature-packed student database management system:

Top Benefits of Using Student Database Management System

1. Manages Student Information

A student database management system manages all information pertaining to students’ attendance, assignments, academic reports, curriculum details, project details, exam details, grades, achievements, medical history, address, accounts, and much more. It also allows teachers to access all student-related information with ease.

2. Streamlines Communication

A student database management system facilitates smooth communication between students and teachers, parents and teachers, and between students. Gone are the days when teachers used to send notes to parents in the school diary. With student database software, teachers can notify parents about important school events such as parent-teacher meetings, sports day/annual day celebrations, etc instantaneously. The software also allows teachers to send instant updates to parents about their ward’s attendance, performance reports, disciplinary problems, students’ bus boarding, school bus arrival, and much more over SMS or email.

Student database management software also facilitates smooth interaction between teachers and students by allowing them to collaborate beyond the four walls of the classroom. The software allows the interaction to take place over the online application where teachers can respond to students’ queries in real-time.

3. Admission Management

An efficient student database management system takes care of the admission process as well. The software takes care of the registration process, admission approval, documents uploading, test and interview schedules, and much more, thus, reducing workloads to a great extent. 

Student database software also allows students and parents to fill application forms as per their convenience. Thus, students and their parents don’t need standing in long queues to get an application form or to get their admission-related queries answered as everything is done online.

Looking for Database Management System? Check out SoftwareSuggest’s list of the best database management system solutions.

4. Minimizes Paperwork

Student database management system helps you manage students’ personal records effortlessly. It keeps the digital track of student data, thus reducing paperwork. Other than personal records, a lot of documents such as admission forms, student records, financial aid paperwork, etc. are created and filed by schools on a regular basis. It is important to maintain the security of these records not only for future reference but also because those documents may contain sensitive information about students. Managing and securing large volumes of paper files is not an easy task as you may end up misplacing the files, or the files may fall into wrong hands.

With a student database management system you neither have to worry about security risks nor have to worry about losing any physical file or confidential document. The software stores each document securely and also helps you track the required document in the blink of an eye.

5. Extremely Secure and Reliable

Cloud-based student database management system is way more secure and reliable than manually stored information. Student database software stores all student and school-related data on a cloud-based server to secure your files. Moreover, role-based access prevents unauthorized access to your highly confidential files. The software offers multiple automatic backups of data to make sure you do not end up losing your valuable files. What’s more, automated security updates also prevent the software from getting hacked by cybercriminals.

Also, Read: 8 Best Student Record Management System for Schools & Institutes

6. Simplifies Attendance Management

A student database management system leverages biometric tools to help teachers maintain quick records of students’ attendance. The software offers student attendance management features that require students to scan their fingerprints while entering or leaving the classroom or school premises. The software automatically takes care of the attendance of students, including half days,  late coming, etc., without any human intervention.

Thus, a student database management software relieves teachers from the monotonous task of calling out each student’s name for attendance. It also keeps proxy attendance at bay and provides teachers with summaries of absentees and regular latecomers. What’s more, this feature also allows school administrators to keep tabs on teachers’ and other staff members’ attendance besides helping them calculate leaves quickly and accurately.

7. Easy Library Management

Student database management system comes with library management tools to streamline the process of managing in-house operations of school libraries. The library management tool offers a lot of benefits to school librarians, students, teachers, as well as parents. It assigns a barcode to each library book to facilitate seamless tracking, cataloging, and transaction of books. The tool also allows library users to search, check status, and read books and periodicals online.

8. Smooth Transportation Management

A student database management system comes with a school transportation tracking tool. It helps schools manage the address of students and also allows school authorities and parents to track the location of the school bus and monitor the activity of the bus driver in real-time. The school bus tracking tool also notifies school authorities and parents in case of any emergency. The software also keeps parents updated in the event of delay in the arrival of the bus at the stop.

9. Timetable Management

A student database management system also facilitates better class management. Creating a timetable for your school is perhaps the most time-consuming of all administrative tasks. Student database software comes with a timetable management feature to help you schedule classes subject-wise. The feature helps you meet the requirements of different education boards. The tool also helps you make changes to a timetable by cancelling a class or scheduling a new class. The timetable management tool sends notifications to teachers about changes in schedules. It also displays the availability and unavailability of teachers. Last but not least, it sends daily updated timetables to parents and students to add to their convenience.

10. Supervise Multiple Branches with Ease

Student database management system helps you manage multiple branches of your school so that you can offer students with a consistent learning experience. The software also helps you streamline various processes across branches so that you can maintain uniformity and cohesiveness across branches. With the help of a feature-rich student management software, you can enable the different branches of your school to record and store student/teacher/employee data, manage performance reports, and access different student and administration-related reports in real-time.

11. Easy Access To All

Both teachers and parents play a pivotal role in the overall development of students. Every student needs unwavering support from teachers and parents to grow and thrive. Thus, schools should take measures to keep parents informed about what is being taught to their wards at school. The student database management system helps schools keep parents in the loop so that the latter remains informed about their ward’s performance. With this software, parents can have access to their child’s attendance, assignments, as well as academic and co-curricular activities. It also enables parents to stay connected with teachers and interact with them to understand how they can support their child’s studies.

12. Helps Build a Supportive Alumni Network

School alumnus play a key role in helping students with placements. Besides assisting in employability, talented alumni also act as mentors and offer career guidance to students so that they can gain a competitive edge in today’s job market. Student database management system helps you build a strong alumni network by automatically adding the name of students to its alumni database.

The Bottom Line

These are the 12 benefits you can reap by investing in a high-tech student database management system. If you want to boost the productivity of your educational institution, it is high time you invested in an efficient student management software to stay relevant in the age of digital transformation. However, before making the final purchase decision, make sure you pick a user-friendly and fully-featured student database software to meet the requirements of your educational institution. Last but not least, do a bit of online research to choose a reputable vendor that offers an efficient support team to resolve your issues 24/7.

Meet S Patel, Works as a Digital Marketing Executive, at SoftwareSuggest. He loves to advise and help people. In leisure time he likes to be involved in sports activities and listening to music.

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