Learners and admissions
Applications in, enrolled learners out. Each learner is held with the guardian, the class, the set and the house they belong to — one record, not a card index and a spreadsheet running side by side.
Schools
A school management system, built around the way your school runs.
Learners, fees, marks, attendance and reports in one place — instead of a paper register, a fee spreadsheet and a WhatsApp group holding the school together between them.
Where it starts
The records a school runs on are usually in four places.
The register is a book in the classroom. Fees live in a spreadsheet that one person understands. Marks are on paper until somebody types them into a report. And the parents — who paid, who has not, who was away last week — are answered from memory and goodwill.
None of that is a failure of the school. It is what a school looks like when the records were never built as records. One system means one answer to the same question, whoever is asked, and a term that closes with the numbers already counted.
What it holds
Ten parts, and you take the ones you need.
School management is the second sector we have delivered to. These are the parts of the system, each one a set of screens the office, the bursar and the teachers work in.
Fees, charged per term
A fee structure per grade and per term: tuition, levies, boarding, exam fees and extras, charged to the learner as a bill. When the school changes what it charges, the structure changes rather than the way the school bills.
A ledger per learner
Charges on one side, payments on the other, in date order. The balance a parent is told is the balance the office is holding, and the list of who still owes is a report instead of an afternoon with a calculator.
Payments receipted on the day
Money received against a learner's account is receipted and posted as it arrives, at the counter, by the person who took it — not at the end of the month when somebody finds the time.
Assessment and term reports
Marks captured by the teacher who taught the class, against a framework of your subjects and skills. The term report comes out in the school's own format, and can be printed, downloaded or emailed to a parent.
Attendance, by class and by day
The daily register marked on a screen rather than a page: present, absent, late, excused. The absences a parent is going to ask about are visible before they ask.
Timetables
Rooms, teachers, subjects, classes and lessons held together, so a clash is found while the timetable is being built rather than on the morning it happens.
Discipline, houses and activities
Incidents and behaviours recorded against the learner, with the counts by class, grade and house that a head is asked for at the end of a term.
Communication and parent access
Bulk email and SMS to a class, a grade or the whole school — and parent logins that show a family their own child: attendance, marks and account. No family sees another family's record.
The figures a head is asked for
Enrolment by class and grade, fees billed against fees collected, and attendance. Counted by the system, rather than by hand the night before a board meeting.
Fees and the ledger
Fees are where a school system earns its keep.
A school cannot bill a term that has already started — the money decides whether the term happens. So fees are the first part we build, and the part we get right before anything else.
- Fee structures built to the school's own shape — per grade, per term, with the categories the school actually charges: tuition, levies, boarding, exam fees, extras.
- A ledger per learner: every charge and every payment, in date order, with the balance carried.
- Payments receipted on the day they arrive, posted against the right learner.
- Arrears by learner, by class and by grade — the list to work before term ends, and the letters that come off it.
- Opening balances brought in at go-live, so the first term is not split between the system and the old spreadsheet.
- Statements a parent can be handed, and the collection figures a bursar or a board can be given.
It is not an accounting package and it does not run the school's bank account. It is the school's own record of who owes what and who has paid — the record the bursar works from and the parent is answered from.
What it costs
Priced in writing, from your own school.
This is the one thing on this site without a published number, and we would rather say that than invent one. A school with two hundred learners in one stream does not need what a school with twelve grades, boarding and a bus run does — so the number is written after a walkthrough, and it is a number we hold to.
The system, built
A written scope — the parts you are taking and the parts you are leaving — with a build fee against it. Priced from a walkthrough of your own school, never from a range.
The rollout
Your learners, guardians and opening fee balances brought in, the fee structures set up, roles assigned, and the office trained on the screens they will use every day. This is the part that decides whether a system is used or abandoned.
The running cost
A monthly line agreed before go-live, covering hosting, backups, patches and support with an allowance of our time. It is named on the invoice, not sprung on you after the first term.
If the school also wants a website, that is the published website list — three pages at US$100 · R1,652, five at US$250 · R4,130 — and it does not change because the school bought a system as well.
The questions schools ask
Before you book a walkthrough.
Do we have to take the whole system at once?
No. It goes in stages, and the usual first stage is fees — that is where a school is losing most on paper. Assessment and term reports are often next, then attendance and timetables. The parts you are not taking yet stay out of the build, and out of the bill.
Can it work with our own fee structure?
Yes — that is the point of building it rather than buying a package. Fees are set up per grade and per term, with the categories the school actually charges, including levies, boarding, exam fees and one-off extras. You should not have to change how the school bills in order to fit software.
How long does it take to go live?
About six weeks, in steps you can see and stop at any of them. Week one is the walkthrough and the written scope. Weeks two to four produce a first working version on your own data, so you are judging it rather than imagining it. Weeks five and six finish the remaining parts and train the office.
Will it run on the computers we already have?
Yes. It runs in a browser, so it works on the machines in the office as they are, and on a laptop or a phone when someone is away from school. There is nothing to install on each computer, and no new hardware to buy.
Where does our data live?
Each school gets its own installation and its own database — not a shared system where your learners sit beside another school's. Access is by named login with a role, and the record of who did what is kept.
Can parents see anything?
If you want them to. A parent login shows a family their own child only: attendance, marks and the fee account. Reports can also be emailed straight to parents at the end of a term, and email or SMS can go to one class, one grade or the whole school.
What about the records we already have?
They come with you. Learners, guardians and opening fee balances are brought into the system as part of the rollout, so you start a term with one record rather than two. What a school sends us — a fee book, a spreadsheet, a batch of report cards — is turned into the opening position.
A price, in writing
Tell us how the school runs
A few lines is plenty: how many learners, which grades, how fees are charged, and what is costing the office the most time. You will get a written scope and a price, not a range.
Schools
Bring the numbers you already have.
The walkthrough starts with the school as it is — the fee book, the register, the reports — and we tell you honestly whether a system is worth building for it yet.