In a private school official grades are kept in the national or school information system, but admissions, fee instalments, meal and transport charges, trip consent and parent communication are the school’s own burden. When all this runs across separate spreadsheets and WhatsApp groups, finance and administration are constantly chasing each other. In the system we build, every step from a prospective parent’s enquiry to the contract, from the instalment plan to sibling and early-enrolment discounts, is kept in one place. The parent portal shows announcements, consent requests, meal menus, transport details and payments, and leadership tracks collections and occupancy in real time.
Problems we see in private schools
- Scattered tracking of prospective families during admissions
- Late instalments and confusing discount calculations
- Parent announcements lost in WhatsApp groups
- Trip consent forms collected on paper
Modules
Admissions and CRM
Prospective parents, school visits, scholarship exams and the contract process.
Fees and instalments
Tuition, meals, transport and supplies; discounts and instalment plans.
Parent portal
Announcements, messages, consent forms, menus and payments.
Classes and teachers
Classes, timetables and teacher information.
Events and trips
Digital consent forms, attendance lists and fee collection.
Management reports
Occupancy, re-enrolment rate, collections and arrears reports.
How it works day to day
- 1
A prospective parent applies and a school visit and interview are scheduled.
- 2
Once enrolment is confirmed the contract and instalment plan are created.
- 3
Throughout the school year announcements and consent requests run through the parent app.
- 4
As instalment dates approach parents receive a reminder and a payment link.
- 5
During re-enrolment existing families are invited into the system first.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small single-campus schools, widely used school management packages can meet most needs.
When custom software pays off
For multi-campus schools with their own discount and scholarship rules that see the parent experience as part of their brand, a custom system strengthens re-enrolment and payment discipline.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 24 screens and 11 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €550 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Will we have to enter data twice alongside our school information system?
Official grades stay in your existing system; we import student lists and the necessary data to keep double entry to a minimum.
Can parents pay through the app?
Yes. Instalments can be paid by card, and bank transfers and direct debits are matched as well.
Can existing data and balances be migrated?
Students, parents, contracts and remaining instalments are imported and checked during setup.
How is student and parent data protected?
Role-based permissions, encrypted connections, access logs and a GDPR-compliant retention policy.
