ScholaSys · Student Management
Every child’s records, in one place
Keep enrolments, parents and guardians, notes and school history together, and move the whole school to the next grade at year end in a few clicks.
What it does for your school
One record per child
Legal names and the name a child is known by, date of birth, ID or passport number, home language, grade, class, transport service, photo, and the previous school with its transfer card and report.
Parents and guardians
Record every father, mother, guardian and other contact with their phone numbers and email addresses, and choose who receives the school’s statements and financial documents.
Notes and history
Staff add notes, for example what was agreed about an outstanding account. ScholaSys adds every email and SMS it sends to the child’s notes by itself.
How it works
- Capture the enrolment: the child’s details, grade, class, start date and payment plan.
- Add the parents, guardians and other contacts.
- Record changes as they happen. A child who stops attending for a while can be suspended, so no fees are raised until they return. A final date stops fees after the child’s last day.
- At year end, open Promotion. ScholaSys proposes each child’s next grade and class; untick anyone staying back, adjust classes and apply.
Good to know
- Class lists and contact lists to print, or export to PDF, Excel, Word or CSV.
- Search across every column of the student list, choose the columns you need, and export any list to Excel or PDF.
- Sibling and staff discounts are set on the child’s record and applied to the fees automatically.
- An audit trail records every change to a child’s record: who made it, when, and the values before and after.
- Children who have left are kept as historical records you can show at any time.
Questions schools ask
Can we still see children who have left the school?
Yes. Children who have left are kept as historical records, and you can include them in the student list at any time.
What happens to school fees when a child leaves?
ScholaSys invoices fees up to the child’s final date and then stops. If a child stops attending for a while, set a suspend date and no fees are raised until you remove it.
How does year-end promotion work?
ScholaSys lists every child with the next grade and the first class of that grade. You untick the children who are not moving up, change classes where needed, and apply the promotion for the whole school at once.
See ScholaSys working for your school
Book a demonstration and we’ll show you how ScholaSys handles your fees, registers and parent communication.
012 653 0440 · info@scholasys.co.za · Eldoraigne, Centurion