--- title: "Frequently Asked Questions | SquareCampus School Operating System" description: "Answers to common questions about SquareCampus, the School Operating System for Indian schools and trusts: getting started, features, security and identity, pricing, implementation and support." canonical: https://squarecampus.com/faq/ describedby: https://squarecampus.com/llms.txt --- Frequently asked questions # The questions institutions actually ask. Getting started, modules, security, data ownership, pricing, and what support looks like after go-live. If it isn’t answered here, the demo covers it. ### What does SquareCampus actually replace? SquareCampus consolidates admissions, academics, finance, communication, transport, hostel, library, and compliance into one OS, replacing the patchwork of ERPs, SMS tools, and spreadsheets. Instead of juggling multiple disconnected systems, you get a single source of truth for all campus operations. ### Who is SquareCampus for? Schools, educational trusts, multi-campus school groups and, as a governed operating layer over the systems they already run, higher-education institutions in India. It suits institutions that want operational governance, accountable ownership and leadership visibility, whether they run one campus or many. It is not designed for an institution that needs only basic attendance, fees and report cards at the lowest possible licence price. ### How fast can we go live? We provide migration support, role-based training, and a dedicated success partner to configure your policies and timelines. Rollout is sequenced around your academic calendar, and the timeline is agreed during scoping based on your data complexity. ### How do we get started? Book a guided demo. We map your workflows, share a rollout plan, and align on timelines and commercial terms. After discovery you receive a written proposal with the licence, the separately scoped lines such as migration and integrations, the training schedule and go-live milestones. ### What data can be migrated from our existing systems? We support migration of student records, fee history, attendance data, academic records, staff information, and communication history. Our team works with you to map your existing data structure to SquareCampus and validates the migration with a parallel run before go-live. ### What modules are included in SquareCampus? SquareCampus covers admissions, student management, academics, fee & finance, attendance, timetable & scheduling, communication, transport, hostel, library, HR & payroll, and reports & analytics. Every module works on the same unified institutional data model, so records stay consistent across workflows. ### Will it integrate with our existing systems? Yes. We provide APIs and connectors for LMS, ERP, HR, and payment partners so data flows cleanly without manual exports. Our REST APIs support webhooks for real-time sync, and we have pre-built integrations for popular payment gateways and government portals. ### Can we build our own frontend or mobile apps on SquareCampus? Yes. Institutions that want their own portal, frontend or mobile apps can build on SquareCampus development APIs. Access is scoped to the same role-based permissions and audit trail as the platform and is granted after a compliance review, so what you build inherits the institution's governance rather than bypassing it. ### Do you have mobile apps? Yes. Parents and students use dedicated mobile apps (iOS and Android) for fee payments, attendance tracking, progress reports, and announcements, available in ten Indian languages. Staff have a fully responsive web experience optimized for day-to-day operations on any device. ### Can we customize workflows and forms? Absolutely. SquareCampus supports configurable approval workflows, custom form fields, and flexible fee structures. You can define your own admission stages, leave policies, exam patterns, and report formats without writing code. ### How does the multi-campus feature work? Multi-campus support includes centralized policy management with branch-level overrides, consolidated reporting across all locations, unified student database with campus-specific views, and role-based access that respects organizational hierarchy. Head office sees everything; branch admins see their campus. ### How often is the product updated? Updates ship continuously, covering new capabilities, performance improvements, and security patches. Releases are planned to avoid disrupting school hours, and admins are notified of significant updates through in-app announcements. ### How secure is our data? Data is encrypted in transit and at rest. Access is role-based with granular permissions, audit trails are part of the product design, and the platform runs on monitored cloud infrastructure with automated backups. Detailed security documentation is available through the security review process. ### Where is our data stored? The platform is designed with an India-first hosting posture, keeping institutional data in an Indian cloud region. Hosting details and backup design are documented and shared during security review. ### What compliance standards do you follow? SquareCampus is designed with privacy-by-default principles and built to support institutions' obligations under the IT Act 2000, the DPDP Act, and education sector guidelines. The platform includes consent management, data retention controls, and export capabilities for regulatory requests. ### Can we control who sees what data? Yes. Our 5-tier RBAC (Role-Based Access Control) system provides granular permissions at Organization, School, Campus, Department, and Staff levels. You define exactly what each role can view, create, edit, or delete across every module. ### What happens to our data if we leave? You own your data. If you decide to leave, we provide a complete export in standard formats (CSV, JSON) within 30 days of request. After the transition period, we securely delete all your data from our systems as per our data retention policy. ### Can an institution use normal SquareCampus credentials? Yes. Every plan includes SquareCampus-managed credentials with role-based access. Privileged roles are designed to carry additional sign-in verification, applied according to the institution's policy. Single sign-on is an option, not a requirement. ### Does Pro support institutional single sign-on? Yes. Pro adds optional single sign-on with Microsoft Entra ID for the institution's own tenant, subject to technical onboarding. Staff sign in with their existing institutional accounts under the institution's own MFA, Conditional Access and user-assignment policies, and SquareCampus continues to govern authorisation. The institution chooses the sign-in mode: SquareCampus-managed credentials only; SquareCampus credentials alongside institutional single sign-on; Institution-enforced single sign-on, where the institution's policy requires it and the configuration supports it. ### Does SquareCampus access our Outlook or Microsoft 365 data? No. Standard Microsoft Entra ID sign-in is used to authenticate identity. Access to email, files, Teams, SharePoint or other Microsoft Graph data is not required for sign-in. ### Does single sign-on automatically create and remove users? No. Single sign-on authenticates users. Automated provisioning, deprovisioning and joiner-mover-leaver lifecycle controls are identity governance requirements scoped under Enterprise rather than part of SSO. ### What identity governance does Enterprise add? Enterprise is differentiated by identity governance rather than by having SSO. Identity requirements across several campuses or directories, directory-group to role mappings, SSO enforcement policy, joiner-mover-leaver lifecycle controls, identity migration and identity audit controls are scoped as Enterprise requirements during technical discovery. The identity provider establishes who a person is. SquareCampus decides what that person may do: institution membership, campus scope, roles, workflow privileges, record access and operational permissions are governed inside SquareCampus and are never derived from an email address or domain alone. ### Is pricing public? The licensing model is published on the pricing page; figures are issued in a written proposal after institutional discovery. One annual institutional licence, calculated through progressive student-volume bands and shaped by the plan selected (Starter, Pro or Enterprise), the institution's complexity and its deployment profile. ### What is included, and what is scoped separately? The licence covers the platform capability represented by the plan, the standard SquareCampus parent and staff mobile apps, and the standard onboarding and support that belong to that plan. Complex legacy migration and data cleaning, bespoke integrations, custom engineering, premium implementation, private-cloud or on-premises deployment, exceptional SLA or support requirements and metered third-party usage are scoped and quoted as their own lines rather than folded into the licence. There is no hidden module wall inside the licence, and every separately scoped line appears in the proposal before you sign. ### What happens as enrolment grows? Billable enrolment is agreed in the order form using active enrolled students. The marginal per-student rate reduces as enrolment grows through successive volume bands; growth is reconciled through an agreed true-up mechanism, and reductions are normally considered at renewal. ### Is SquareCampus appropriate if we only need attendance and fees? Usually not. SquareCampus is priced for institutions that want operational governance, workflow ownership, exception management, institutional visibility, accountability and auditability. To an institution that needs only the cheapest attendance, fees and report-card product it will look expensive, and that is a correct reading rather than a misunderstanding. ### How many Founding Institutional Partner positions exist? There are exactly two Founding Institutional Partner positions, ever: one school or eligible school institution, and one university. Once both positions are allocated, the programme closes permanently. A Founding Institutional Partner is not an ordinary customer. The position involves a strategic capital commitment under a separately executed agreement, material participation in product validation, and structured roadmap input. Under the executed agreement a Founding Partner receives defined roadmap influence, a protected 40% discount on Enterprise commercial terms, white-labelled mobile apps without the standard white-label charge, and any other privileges explicitly agreed. ### Is the mobile app charged separately? No. The SquareCampus parent and staff mobile apps are included in every plan at no additional charge. A white-labelled Android and iOS build, published under your institution's own branding and store listings, carries a single charge that covers the entire agreed term, whether that is one year or many. Founding Institutional Partners receive the white-labelled build without the standard white-label charge. ### What about support after launch? You get a named success partner, live chat/email support during business hours, and proactive health checks. We help with new session rollovers, audits, policy tweaks, and any questions that arise. Premium support tiers with extended hours are available. ### How is value measured? SquareCampus publishes no measured outcomes. A pilot is designed to measure one agreed metric against a written baseline: for example, days between an attendance threshold breach and a recorded follow-up, or the time from collection close to a reconciled position. The value case is specific to the institution and is judged on that evidence, not on a vendor's percentage. ### Is there a trial or pilot option? A pilot is a paid, scoped 60–90 day engagement on one campus or one workflow bundle, judged against a written baseline, that ends in convert, extend or stop. There is no free trial. A guided demo environment with synthetic data is available for evaluation. Still deciding? ## Bring the unanswered questions to a guided demo. We map your current stack, show how the operating model changes daily work, and answer the specifics for your institution. [Book a guided demo](https://squarecampus.com/demo/) · [Explore the platform](https://squarecampus.com/platform/)