K-12 School Management Software

Digital enrolment forms for new and returning students, document collection and verification workflows, and student profiles with full academic history. Medical information and allergy records with staff alert access configured by role. Sibling linking for families with multiple children enrolled, with household-level communication preferences. Annual re-enrolment workflow with pre-filled data from the previous year -- parents confirm rather than re-enter, reducing completion rates.

Bulk import from a previous student information system (SIS) for schools migrating to the new platform. Common migration sources include PowerSchool, Skyward, and Infinite Campus, which each export in specific CSV formats or support REST API extraction. We scope the migration strategy during discovery: field mapping, data cleansing for inconsistent historical records, and a parallel-run period where both systems operate before cutover.

FERPA compliance applies to all student records. For students under 13, COPPA restrictions govern any system features with online behavioural tracking or personalisation components. We document the FERPA access controls for each user role -- teachers, administrators, and support staff have different permissible access scopes -- and include the required parental consent flows for any data sharing that falls outside the school's standard educational function. IEP (Individualized Education Program) and 504 plan document management is included where required, with appropriate access restrictions so only designated staff with a legitimate educational interest can view plan details.

Daily and period-by-period attendance entry for class teachers and subject teachers, with mobile-friendly mark roll interface for teachers who use tablets in class. Automated attendance capture via RFID card scan or QR code scan at school gates -- students tap or scan on arrival, the system marks them present and timestamps the event. RFID integration uses HF (13.56 MHz) MIFARE cards with compatible fixed readers or mobile handheld readers for bus or excursion scenarios.

Absence notification sent to parents via SMS or push notification as soon as a student is marked absent, with a parent response option for pre-authorised absences. Late arrivals are recorded separately from absences and noted on the day's attendance record. Attendance reporting by class, year group, and individual student across any date range -- exportable for state reporting requirements in CEDS (Common Education Data Standards) or SIF (Schools Interoperability Framework) format where mandated.

Threshold alerts for chronic absenteeism trigger automatically when a student's attendance falls below configurable thresholds (typically 90% or below, which flags chronic absenteeism risk in most US state frameworks). Pastoral or welfare staff receive the alert with the student's attendance history so they can act before the problem reaches a reportable level. Attendance data feeds directly into state compliance reports -- eliminating the manual extract and reformat step that typically adds hours to each reporting period for administration staff.

Teacher mark entry by subject and assessment type with configurable assessment weightings per your school's curriculum structure. Weighted grade calculation applies the weighting formula you define -- for example, 30% formative assessment, 40% summative, and 30% examination -- and recalculates the course grade automatically as new marks are entered. The system supports percentage, letter grade, GPA (on 4.0, 5.0, or 7.0 scales), attainment descriptors (Working Below / At / Above Grade Level), or narrative-only grading depending on the year group and subject.

Automated report card generation at the end of each term populates the student's results, attendance record, and teacher comments into your school's report card template. PDF generation applies your school letterhead, branding, and layout. Teacher comment fields support free text entry with a configurable minimum character count and a generative AI comment assistant (optional) that generates a draft comment from structured performance data that the teacher then edits and approves.

Grade distribution reporting for department heads shows result spreads by class and year group, flags outliers, and supports curriculum review discussions. Parent access to individual student grades is configurable -- some schools provide real-time grade access through the guardian portal while others restrict access to term-end report cards only. Both models are supported. The gradebook also exports in the format required by your state's reporting system, removing the end-of-year data extract and reformatting task from your administration team.

Class schedule building with conflict detection across teachers, rooms, and student groups. The timetabling engine applies constraint satisfaction to prevent the most common errors: a teacher assigned to two classes simultaneously, a room double-booked, a student group scheduled for two subjects at the same period, and specialist spaces (science labs, art rooms, gymnasiums) assigned without checking capacity or equipment requirements.

Teacher allocation to periods applies subject qualification matching -- the system flags when a teacher without the required subject qualification is proposed for a class, and prevents scheduling a teacher above their contracted teaching hours per week. Room assignment tracks specialist equipment requirements per room type and applies clash prevention automatically.

Bus routing for school transport is included where required. We integrate with the Google Maps Distance Matrix API to calculate optimised bus routes and stop sequences based on enrolled students' home addresses, minimising total route distance and journey time within the driver schedule and bus capacity constraints. This optimisation is run at the start of each school year when enrolment is confirmed and re-run when significant address changes occur.

Exam schedule management handles the additional complexity of exam season: invigilator assignments, room capacity constraints for exam conditions, clash detection for students sitting multiple exams, and seating plan generation per examination room. Schedule publishing to teacher, student, and parent portals so every stakeholder has the current timetable in one authoritative place, not in a PDF emailed three weeks ago.

Web and mobile portal giving parents access to their child's attendance records, grade results, fee statements, and payment history. Portal access is secured with two-factor authentication -- parents verify identity via OTP SMS or an authenticator app -- which is particularly important when the portal provides access to sensitive student records and financial data.

Direct messaging to the class teacher or subject teacher without going through a school email chain. Message threads are stored against the student record so any staff member handling the account has context for prior communications. School announcements and event calendar with RSVP tracking for school events, excursion consents, and parent-teacher conference booking.

Absence reporting by parents before the school day starts -- parents submit the reason for absence through the portal, the attendance system marks it as authorised, and the class teacher sees the pre-authorised absence when they take the roll. This eliminates the phone call volume to the front desk every morning. Push notifications for key events are configurable per parent: absence alerts, grade releases, fee due dates, school closures, and emergency broadcasts. FERPA requires that portal access is strictly limited to the student's own data -- the authentication and data access layer enforces this at the database query level, not just the UI, so a parent cannot access another student's records through API manipulation. For families with multiple children enrolled, each child's data is displayed under the same login with explicit per-child data separation.

Fee schedule configuration by year group, fee type, and payment period. Tuition, activity fees, excursion fees, and technology levies are configured with their own due dates, instalment options, and concession rates. Online payment is processed via Stripe for US and international clients, or via local payment gateways (Eway, Westpac PayWay for Australian schools; Sage Pay for UK schools) with receipt generation on payment and automatic ledger reconciliation.

Outstanding fee tracking generates an aged receivables view with days overdue per account and per fee category. Automated reminder sequences run before due dates (7-day and 3-day reminders) and after (3-day, 14-day, and 30-day overdue escalations) with message content and channel configurable per reminder step -- SMS for urgent reminders, email for standard notifications. Direct debit authorisation collection for maintenance contract families eliminates the manual payment chase entirely for those accounts.

Government compliance report generation covers the formats specific to your jurisdiction. For US schools, this includes CEDS (Common Education Data Standards) formatted enrolment and attendance exports for state education agencies, and SIF (Schools Interoperability Framework) compliant data exchange for districts participating in the SIF standard. For Australian schools, ACARA enrolment census, My School reporting data, and NAPLAN registration exports are included. UK schools receive DfE census data in the XML schema required for statutory submissions. Multi-school network reporting aggregates enrolment, attendance, and financial data across all campuses for the network administration team, with campus-level drill-down available for site-specific reporting.