PTM Management Software in Chatmadi School ERP.
Most PTMs in Indian schools run on paper RSVP lists, last-minute WhatsApp reminders, and handwritten notes that nobody reads again. Chatmadi handles the full lifecycle: schedule the meeting, track WhatsApp RSVPs automatically, record structured notes per student, and follow up on every action item until it is done.
Every Step of the PTM Lifecycle in One Place
From creating the event to sending post-meeting follow-ups, Chatmadi handles every step so teachers spend their energy on the conversations, not the admin.
PTM Event Creation
Create a PTM event for any class with a title, date, and time. Chatmadi automatically generates an RSVP record for every enrolled student in that class. The RSVP list starts with all students in pending status and updates as parents confirm or decline.
RSVP Extraction from WhatsApp
After sending the PTM announcement to the parent WhatsApp group, paste the entire group conversation into Chatmadi. The AI reads every message and identifies who confirmed, who declined, and who sent a conditional response. Your RSVP list is built in seconds without counting replies manually.
AI Preparation Cards per Student
For each confirmed attendee, Chatmadi generates an AI preparation card for the teacher. The card contains a 2 to 3 sentence summary of the student's current status, 4 to 6 specific talking points backed by real data, and 2 to 3 sensitive areas to handle carefully based on welfare flags or previous PTM notes.
Structured Meeting Notes
During or after each parent meeting, the teacher records notes per student including concern categories, what the school agreed to do, what the parent agreed to do, and whether a follow-up is required. Notes are stored permanently on the student profile so future teachers can see the full meeting history.
AI-Generated Follow-Up Messages
After meeting notes are saved, Chatmadi generates a follow-up WhatsApp message summarising what was discussed and what both parties agreed to do. The teacher reviews and sends the message directly from Chatmadi. Parents receive a clear written record of what was agreed.
WhatsApp-Ready Announcements
The messages tab lets you generate three types of WhatsApp messages in one click: a PTM announcement with date and time, an RSVP reminder for parents who have not responded, and a no-show outreach for parents who confirmed but did not attend.
RSVP Status Tracking
The RSVP panel shows every student in the class with their current status: pending, confirmed, declined, or conditional. The count of confirmed, declined, and pending parents is shown at the top. Teachers can manually update any status for parents who confirmed by phone.
Follow-Up Tracking
Meeting notes include a follow-up required flag. Students where follow-up is needed appear in a separate list so teachers and principals can see which post-PTM commitments are still outstanding. When a follow-up is completed, it is marked done with the date recorded.
The AI PTM Preparation Card
Before each PTM, Chatmadi generates a personalised preparation card for every student whose parent is confirmed to attend. The teacher reads each card before the meeting and walks in with full context on every child.
The card is generated by AI pulling from every data source available for that student. It identifies specific patterns and flags specific numbers the teacher can reference directly in the conversation.
Data the AI reads per student
Example preparation card structure
Kavya is a Class 7 student currently performing at 68% overall, slightly below the class average of 72%. She shows strength in English and Social Studies but has been struggling with Science since the September unit test.
Her attendance is 81%, within threshold but worth mentioning. Homework completion rate dropped from 85% in Term 1 to 60% in Term 2. Science score dropped from 74% in FA1 to 51% in FA2, suggesting a specific gap in the recent syllabus.
Previous PTM note from April mentions family relocation stress. Parent was emotional in that meeting. The welfare flag from October about peer conflict is marked resolved but should not be brought up unprompted.
Suggest additional Science support before the SA2. Ask about the homework completion drop since October. Confirm whether the family has settled following the relocation mentioned in April.
What Changes for Each Role
PTM management in Chatmadi makes every meeting more productive for teachers, gives principals visibility across the school, and gives parents a better experience before, during, and after the meeting.
For Class Teachers
- ✓Walk into every parent meeting with a full brief on that child prepared by AI. No last-minute scrambling to remember which student has which issue.
- ✓RSVP extraction from WhatsApp group paste means your attendance list is ready in 10 seconds instead of 30 minutes of manual counting.
- ✓Post-meeting follow-up messages are drafted by AI based on your meeting notes. Review and send in one click. Parents have a written record of what was agreed.
For Principals
- ✓School-wide PTM metrics show RSVP rates across all classes so you can identify which classes have low parent engagement before the PTM day.
- ✓Meeting notes and follow-up records are stored permanently per student. When a teacher changes mid-year, the incoming teacher can read the full PTM history.
- ✓Outstanding follow-up items across all classes are visible in one view so nothing agreed in a parent meeting gets forgotten.
For Parents
- ✓Receive PTM announcements and reminders on WhatsApp without needing to check school portals or notice boards.
- ✓Reply confirmed or declined on WhatsApp. The RSVP is recorded automatically without anyone needing to manually note it down.
- ✓After the meeting, receive a WhatsApp message summarising what was discussed and what both school and parent agreed to do next.
PTMs Where Every Teacher Is Prepared and Every Parent Leaves With a Written Follow-Up.
PTM management is included on all Chatmadi plans including the free Starter plan. Create events, track RSVPs, and record meeting notes at no cost. AI preparation cards, WhatsApp RSVP extraction, and automated follow-up messages are available from the Growth plan at Rs.500 per month for up to 150 students.