School Operations
Every operational thread, in one place.
Strong schools depend on dependable operations. Admissions, attendance, fees, accounting, HR, payroll, library and printed documents all work from the same data - so departments stop maintaining conflicting records and start working from one source of truth.
Admissions & people
Every enquiry matters. Every parent deserves a professional welcome.
A parent’s first interaction with a school shapes their confidence long before admission is confirmed. The process feels simple to them because the complexity is handled behind the desk.
Admission enquiry CRM
Log a walk-in in seconds and track it through five stages - new, contacted, visited, admitted, closed - across five lead sources, with the conversion rate calculated for you.
Guided student registration
A six-step wizard covering basic details, fees, health notes, academics, documents and review. Progress is saved server-side, so an interrupted admission can be finished later.
Bulk import from a spreadsheet
Admit a whole class from Excel using a 21-column template. Rows that fail come back as a downloadable error workbook, so nothing is silently dropped.
Families, not just students
Siblings share one family code and one parent login. The same family lookup pulls every sibling onto a single fee voucher, and credentials can be sent to the parent over WhatsApp.
Documents on file
Birth certificate, B-Form, previous school certificate, photograph and other papers upload against the student record, with the original filename and file type retained.
Promotion, transfer and leaving
Promote, graduate or transfer students between campuses as one bulk action at year end, then issue serial-numbered School Leaving Certificates with conduct grade and QR code.
Fees & collections
The counter should be the fastest desk in the school.
Fee collection is where most school software becomes visible to parents. It should be quick, accurate, and produce a receipt the family can keep.
Fee structures that follow the student
Amounts resolve in a fixed order - a per-student override, then the class amount for the academic year, then the catalogue default - so billing is always predictable.
Concessions and discounts
Apply standing concession rules per student or fee type, and apply a further discount at the counter at the moment of collection.
Invoices and printed vouchers
Generate invoices in numbered batches and print vouchers from your own design - one, two or three copies per page, each with a QR code, up to 500 in a single run.
A cashier screen that behaves like one
Take part payments line by line, apply a discount, charge or waive a late fee, and accept cash, bank, cheque or online - each routed to the correct account.
Receipts in the format you use
Print to browser, download an A4 PDF, or print to a 58mm or 80mm thermal roll at the counter.
Late fees with a policy, not a guess
Set a flat or daily charge with grace days per campus. The policy is snapshotted onto each invoice, so changing it later never re-prices history. Accrual runs nightly, or on demand with a dry-run preview.
Finance & accounting
Financial clarity that supports educational excellence.
Finance is essential, but it should never dominate the school’s attention. Because every transaction posts to the ledger as it happens, the accounts are a by-product of running the school rather than a month-end project.
A real chart of accounts
Account types, groups, control accounts and per-student subsidiary ledgers are seeded for every school and campus, with default mappings for receivables, cash, bank, income, discounts, payroll and more.
Every transaction posts itself
Invoices, collections, discounts, late fees, expenses, payslips and library fines each write a balanced double-entry journal automatically. The ledger is never a separate exercise.
Manual vouchers when you need them
Journal, receipt, payment and contra vouchers with automatic reference numbering.
The statements an accountant expects
Trial Balance, Balance Sheet, Profit & Loss, General Ledger and Receivable Aging - each scoped to the selected financial year, on screen and as PDF.
Receivable aging that reconciles
Five aging buckets plus an explicit unallocated bucket, with a built-in check against the Fee Receivable control balance.
Year-end close that actually closes
Four preconditions are checked, income and expense sweep into Retained Earnings, a per-account snapshot is frozen, and the books are sealed so nothing can be back-dated - with no role able to bypass it, head office included.
Staff, payroll & library
The people who run the school, on the same system.
Staff attendance, leave, salary and library circulation belong to the same connected record - and land in the same ledger.
Staff records and designations
Employee profiles with designation, employment status and access role. Only active and on-leave staff are payroll-eligible.
Staff attendance
Present, absent, late or half day, with a monthly grid report and a half-day-weighted percentage.
Leave types and approvals
Define leave types with annual day quotas and a colour, then process requests through to approval.
Salary templates and payslips
Build templates from allowance and deduction components, generate monthly payslips, and disburse by cash, cheque or bank transfer.
Payroll that reaches the ledger
Each payslip writes two journal entries - salary recognition when generated, disbursement when paid - both linked back to the payslip.
Library circulation
Catalogue, membership, issue and return, with fines that post proper double-entry journals at charge, collection and reversal.
Printed documents
Your paper, your design.
Schools are judged on the paper they hand out. Every printed document is laid out by the school, in the school’s own identity.
Design once, print forever
A drag-and-drop designer lays out ID cards, certificates, report cards, payslips, datesheets and fee vouchers, with a live preview.
Ready on day one
Six working templates are provisioned for every new school, alongside 24 ready-made style presets, so printing never waits on design.
Batch printing
Render up to 500 ID cards in one request, returned in the order selected, with explicit counts for anything skipped.
Merge fields that read like language
Over thirty tokens are available to templates, including date of birth written in words and gender-aware pronouns.
Our promise
Strong operations create more space for education.
How we deliver it
- Attendance and leave
- HR and payroll
- Fees and collections
- Finance and accounting
- Library circulation
- Designed, printable documents
Everything above is what the office works with. What reaches the family - the voucher, the receipt, the reminder and the notice - runs on the same records. See communication & portals.
See your own fee cycle running in Cyber Campus.
We can walk through your fee structure, your vouchers and your reports in the demo, using examples that match how your school actually bills.