School letter and document software
Arkantara's school letter software helps the school office issue letters for students and staff from templates, with sequential numbers and PDFs on the school letterhead. Student, staff, and school documents are stored privately with versions and viewing rights. A QR code on each letter lets outside parties check it.
Documents Available from the Professional package
What you can do
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School letters from templates
Create letter templates for students or staff with fields such as name, NIS, NISN, class, academic year, and purpose. Fields are validated before a template is saved.
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Automatic letter numbers
Numbers run per template per year in the school's format, such as 001/SK/X/2026. The letter text is stored as issued, so old letters never change.
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PDFs on school letterhead
Student and staff letters come out as PDFs with the school letterhead, ready to print and hand over.
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QR document verification
Issued letters carry a QR code to a verification page on the school site. Without sign-in, it shows only the type, number, masked name, date, and status.
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School document archive
Store student, staff, and school documents by category with version history. Files sit in private storage and download only for people allowed to see them.
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Viewing rights and archiving
Set who sees each document: managers only, owner and managers, or the whole school. Archived documents are permanently deleted once their retention period ends.
Frequently asked questions
How can outside parties check that a school letter is genuine?
Scan the QR code on the printed letter. The verification page on the school site opens without sign-in and shows the letter type, number, the holder's masked name, date, and status. The code is signed by the system, so it cannot be guessed or altered.
Which documents can be verified with a QR code?
Letters issued from templates, payment receipts, report cards, graduation letters (SKL), and extracurricular certificates, depending on the modules in the school's package. Grades are never shown on the verification page.
Can parents see their child's documents?
Yes, for the child's documents set to owner and managers or to the whole school. Guardians open them from the Documents tab in the parent portal, while documents set to managers only stay hidden.
Related features
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- Student savings app for schoolsStudent savings app for schools: one account per student, numbered deposits and withdrawals, the balance after every entry, PDF passbooks, and parent access.
- Teacher payroll software for schoolsSchool payroll software for teachers and staff: salary components, allowances and deductions, attendance-based pay, period approval, PDF payslips, bank files.
- School inventory and asset softwareSchool inventory software to track school assets by location and condition, plus loans, maintenance, depreciation, barcode or QR labels, and consumables.
- School reports and analytics dashboardSchool reports to download as CSV and PDF: students, classes, attendance, grades, student progress, and an executive dashboard for finance and operations.
See your school in it
A 14-day trial with every module, with nothing to install at the school. Pricing is per school, not per student.