Learners
Learner register, enrolment, promotions and relatives.
Smarter management. Every campus.
Every campus,
one connected system.
Admissions, academics, fees and staff in one connected system — built for nursery, primary, secondary, tertiary and university campuses, with sixteen modules that all work from the same register and calendar.
Runs the calendar of
Nursery
Primary
Secondary
Tertiary
University
- 16
- modules, from admissions to accounting
- 9
- role templates, yours to rename
- 19
- currencies across 197 countries
- 5
- spreadsheet imports for day one
Our clients
Schools already running on Smart School SMS.
Primary, secondary and tertiary — from a village primary school to a health sciences institute. Each one set up with its own calendar, fee structure and chart of accounts.
-
Trinity Education Centre Primary · Busolwe -
Hoy’s Secondary School Secondary · Bukomansimbi -
St Andrew’s S.S Secondary · Rubindi -
Nebbi School of Health Sciences Health sciences · Nebbi
The catalogue
Sixteen modules that run the whole school year.
Learners, admissions, attendance and academics on one side; fees, payroll and the books on the other; library, inventory, reports and the learner portal around them. They share one register, one calendar and one set of roles — so a mark, an invoice and a payroll line all describe the same school.
Learners & academics
Admissions
Applications, entrance exams, offers and admission letters.
Attendance
Daily registers and attendance reporting.
Academics
Marks entry, mark sheets and grade analysis, per level.
Money
Fees
Fee structures, invoices, payments and learner accounts.
SchoolPay
Learner payment codes, aggregator collections and the ledger they post to.
Expenses
Expense recording and expenditure items.
Budgets
Budgets, allocations and variance against actual spending.
Payroll
Pay runs and payslips, with allowances, overtime and remittances.
Accounting
Chart of accounts, journals and financial statements.
Operations & reach
Library
Catalogue, circulation, members and fines.
Inventory
Items, stock levels, requisitions and suppliers.
Reports
Collections, fees position, debtors and expenditure reporting.
Learner Portal
Learner sign-in, their fees and the e-library, on the campus's own portal address.
People
Staff, users, roles and the audit trail — every person who signs in, and a record of what they did.
Settings
School profile, academic year, terms, classes and subjects — the calendar the rest of the school runs on.
Money, end to end
From the fee structure to the trial balance, without re-typing anything.
A fee sheet is set per class and term. Invoice from it, take the payment, and the receipt posts itself to the ledger — so the bursar's till and the accountant's statements are the same set of numbers rather than two that have to be reconciled on a Friday.
Billing
- Fee structures per class and term
- Invoices and opening balances
- Optional fees, in bulk
- Bursaries and exemptions, in bulk
Collecting
- Receipts with split allocation
- Learner fee accounts and statements
- Outstanding balances and debtors
- Refund or reverse, properly booked
Correcting a receipt is a refund or a reversal — never a quiet edit. The books keep the original and the correction, because a receipt the parent is carrying has to still mean something next term.
Real double-entry underneath
Not a fee list with a report bolted on. Every campus gets a full chart of accounts from day one, and every statement below is read from the same journals.
Chart of accounts
Journal entries
Trial balance
Income statement
Balance sheet
Cash book
Cash flow statement
The books keep their own calendar. Your financial year is set in its own right and never assumed from the academic year — so a term that straddles year-end still lands in the right period.
The classroom record
Marks in once. Everything else is a view of them.
Teachers enter marks against the subjects they were assigned. The subject mark sheet, the general mark sheet, the grade analysis and the report card are all readings of that one entry — so a corrected mark corrects every one of them.
Marks entry
Subject mark sheet
General mark sheet
Grade analysis
Report cards
Print queue
Grading is configured per level, because a primary campus and a university do not mark the same way — and a group running both gets both, side by side, on one platform.
Subject mark sheet
Illustrative| Learner | CAT | Exam | Grade |
|---|---|---|---|
| Achieng, Grace | 28 | 64 | D1 |
| Bwambale, Peter | 22 | 51 | C4 |
| Kato, Daniel | 25 | 58 | C3 |
| Namatovu, Sarah | 30 | 71 | D1 |
| Class average | 26.3 | 61.0 |
The learner portal
Fees and the e-library, on your own portal address.
Learners sign in at your campus's own portal address and see their fee account, their statements and the resources the library has published. Staff issue the access; nobody self-registers.
Their fees
Invoices, payments, balance
E-library
Published resources
Issued access
Granted by your staff
Getting started
Live in four steps, not four months.
We onboard you. Your school is set up and ready before your first sign-in — nobody hands you an empty system and a manual.
01
We set you up
Your school, its type and level, its country and currency. Your chart of accounts and starting roles come with it.
02
You set the calendar
Academic year, terms, classes, streams and subjects. The financial year too, since the books keep their own.
03
You import your records
The register first, then this term's class lists, then opening balances. Five spreadsheet imports, matched on the numbers you already use.
04
Your staff sign in
Grant roles, open the learner portal, and take the first register. The audit trail starts recording from here.
Questions
The ones we get asked first.
Something not here? We answer email the same working day.
Ask us directly
Can one school run campuses at different levels?
Yes, and that is the normal case for groups. A campus selects the levels it runs — nursery, primary, secondary, tertiary, university — and grading, mark sheets and report cards follow per level. Each campus also keeps its own calendar, currency and roll.
We're a vocational institute with rolling intakes. Does that work?
Yes — it is a case the system was built for, not a workaround. A course-based campus can run overlapping intakes, and an intake can be longer than the academic year it sits in, so a twelve-month course and a two-week course can be selling at the same time. Fees, invoicing, statements and debtors all follow the learner's enrolment, so they carry on working unchanged.
Do we need an aggregator to collect fees?
No. Fees handles billing and receipting at your own counter on its own. The SchoolPay module is the separate half: collections arriving from SchoolPay, SurePay or PegPay, in one place whichever one the parent used. A campus billing here and collecting at the bank counter needs the first and not the second.
Can a teacher see the school's finances?
Only if you grant it. Hiding a menu item is not the same as refusing access, and here both happen — so a teacher who types the address of a page they were never given is turned away just the same. Nine starting roles come ready, and all of them are yours to rename and re-scope.
Can another school see our data?
No. Each school's records are kept entirely apart, and nothing your staff open can reach past your own school and the campus they are working in. Your audit trail is yours alone.
What does it run on?
A browser. It is a web application, so there is nothing to install on a school's machines and no per-desk licence to count. It works on the office desktop and on a phone at the school gate.
Book a demo
Half an hour, your own numbers, no slides.
Tell us what kind of campus you run and how many learners are on the roll. We'll walk the modules that matter to you and answer the migration question properly.