Who Sees What in a School Management System

Principals, office staff, class teachers, the transport in-charge and parents each work from the same student record. What each of them sees is limited to what their role needs.

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One record, several roles

Schools and colleges split the work between the front office, accounts, the classroom and the management. Each group used to keep its own list of students. Here they read from one record, so a change made by the office appears for the teacher and the principal. Staff see only what their role allows. The institution decides the roles.

What each role sees

For principals and correspondents

Admissions this season, fee collected against due, attendance by class and exam results are visible to them without waiting for the office to compile the figures into a sheet.

For office and accounts staff

Admissions, fee receipts, concessions and reminders are handled from one screen per student. That keeps the counter work simple.

For class teachers

Teachers mark attendance, enter marks, see the timetable of their own section and message the parents of their class. Nothing else is needed on that screen.

For the transport in-charge

Route and stop lists show which students are on which bus. Vehicle service dates are tracked beside them. The list is short.

For parents

Parents receive absence alerts, fee reminders with the amount due, circulars and exam dates on a phone.

Where roles meet in the year

Several steps in the year cross more than one role. The office logs an enquiry and takes the admission, and the class teacher then marks attendance for that child. Accounts raises the instalments. Parents are reminded before each due date. At year end, students move up with their history intact, and a child who leaves receives the transfer certificate from the same record.

What the institution decides

Which logins exist and what each can open
Whether trustees or a correspondent get a view across institutions
Which staff may apply concessions
Whether teachers message parents directly or through the office
How parents are asked for their phone numbers

FAQ

Frequently asked questions

Can a class teacher see fee dues?

Only if the institution allows it. Teachers are given attendance, marks, the timetable and messages for their own class by default, and anything further is set at go-live.

Do parents get a login?

Parents receive alerts, reminders, circulars and exam dates on a phone. Whether they also get a portal is agreed with the institution during scoping.

Can a trust see more than one school?

Yes, where the trust runs several institutions and wants one view of fees. The scope of that view is agreed during implementation.

Who decides what a role can open?

The institution does. Roles are set up with the office at go-live and can be changed when staff change.

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