Admissions and learner records
Applications, admission numbers, UPI, guardians, medical notes and documents for every learner.
Primary, JSS, secondary & colleges
School management system built for Kenyan schools
Run admissions, fees, exams and parent communication from one dashboard, with M-Pesa fee payments that match themselves and CBC report cards in a few clicks.
FromKES 150,000
- Fixed quote in writing
- You own everything
- M-Pesa built in
Overview
Fees, exams and parents, finally in one place
Many schools still run on exercise books, spreadsheets and bank statements. The bursar spends days matching M-Pesa payments to learners, teachers type report card comments by hand, and parents call to ask for balances. A school management system ends that.
Parents pay fees by M-Pesa using the learner’s admission number, and each payment is matched, receipted and reflected in the balance automatically. Teachers enter marks once and the system produces CBC report cards with rubric levels and comments, plus analysis for KPSEA, KJSEA and KCSE classes.
Parents get a portal and SMS or WhatsApp updates on balances, results and announcements. We built QuizMaster, an exam platform used by Kenyan CBC schools, so we know how schools work. Add a school website for admissions and a WhatsApp assistant for parents’ questions.
Features
Features of the school management system
Fees and M-Pesa
Fee structures by grade and term, M-Pesa payments matched to learners, automatic receipts and balance reminders.
Exams and CBC report cards
Marks entry, rubric levels (EE, ME, AE, BE), comments and printable report cards, plus subject and class analysis.
Attendance and timetables
Daily attendance, timetables and teacher allocation, with absence alerts to parents.
Parent portal and SMS
Parents see balances, results and notices, and you send bulk SMS and WhatsApp announcements.
Reports for management
Collections, arrears, enrolment and performance dashboards for the principal and board.
Built for
Who uses our school management system
Primary & junior schools
PP1 to Grade 9, with CBC/CBE assessment and KPSEA and KJSEA analysis.
Secondary & senior schools
Streams, subjects, pathways, boarding and KCSE analysis.
Colleges & TVETs
Courses, intakes, units, fees and transcripts.
School groups
Several campuses in one system, with reports for the whole group.
Pricing
School management system pricing and what’s included
FromKES 150,000
School management systems start at KES 150,000, depending on the modules, the number of learners and whether you have several campuses. We can roll it out in phases, starting with fees and adding exams and the parent portal the next term, so the cost is spread out.
Included
- Setup with your classes, streams and fee structures
- Import of learners and balances from your spreadsheets
- M-Pesa Paybill integration with automatic matching
- Report cards in your school’s format
- Training for the bursar, teachers and office staff
- Launch support and an optional maintenance plan
Works with
- M-Pesa Daraja (Paybill)
- Africa’s Talking SMS
- WhatsApp Business Platform
- Bank statement import
- Excel import & export
- Google Workspace
How it works
From first message to launch
- 1
Chat or send a brief
Message us on WhatsApp, or write up what you need. A quick video works too.
- 2
Video call
30 minutes to talk goals, customers, features and budget. No jargon.
- 3
Quote & deposit
A fixed price and timeline in writing. A 50% deposit books your slot.
- 4
Build, launch, support
You review as we build, we test speed, SEO and payments, then go live and keep it running.
Does it support CBC report cards?
Yes. Report cards use the CBC rubric levels (Exceeding, Meeting, Approaching and Below Expectations) with teacher comments, in your school’s layout. Classes still on 8-4-4 get mean grades and rankings.
How does M-Pesa fee payment work?
Parents pay to your school Paybill with the learner’s admission number as the account. The system receives the payment from Safaricom, matches it to the learner, updates the balance and sends a receipt by SMS, with no matching by hand.
Can we move our existing data?
Yes. We import learners, guardians, fee balances and past results from Excel or your old system, and check the totals with your bursar before going live.
Can parents use it on their phones?
Yes. The parent portal works in any phone browser, and parents without smartphones get balances and results by SMS.
How is learner data protected?
Each user sees only what their role allows, every change is logged, data is backed up regularly and all access is encrypted, in line with Kenya’s Data Protection Act, 2019.
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Let’s talk about your school management system
Tell us about your business in a few lines, a short video or a WhatsApp message. You’ll get ideas and a fixed quote, with no obligation.