Several schools and a group dashboard
Run each school of your trust as its own institution in one account. A parent whose children study in different schools signs in once. A group dashboard gives management one scorecard per school every day: students, staff, attendance, fees, exams, messages and discipline.
PLANSEvery plan
The problem it solves
- Each school sends its collection and strength figures in its own format, a week late.
- A family with one child in your primary school and another in your senior school has two logins and two apps to check.
- The correspondent cannot see which school is behind on attendance or fees without phoning the principals.
- Every school sets up its classes, fee rules and approvals differently, and nobody can compare them.
How it works
- Each school is set up as its own institution (an Entity, of type School). Our staff add each further school to your account when it is set up, with its own bill.
- Each school keeps its own academic year, classes, sections, fee structures, principal, approval chains, notification settings and ID card design. A new school starts with a copy of the main school's approval chains.
- Staff are given the schools they work for under Allowed Entities. They switch between them with the Entity selector at the top right.
- A parent whose children are in two of your schools signs in once, on the web or in the Campus app, and sees every child.
- Once a day the system makes a scorecard for each school. Management opens Group Dashboard > Institutions and sees the schools side by side, or Trends to follow a figure over time.
Everything it does
Each school on its own
- One Entity per school, with its Type (School or College), principal, vice principal, affiliation number and dates, and the academic year that is running
- Its own masters: academic years, classes, sections, subjects, sites, blocks and rooms
- Its own approval chains; a new school copies the chains of the main school, then changes its own
- Its own notification settings per event, quiet hours (21:00 to 7:00 to start with) and, if you want, its own WhatsApp number
- Its own portal settings: what parents may do (View and act, View only, No access) and which sections the portal and app show
- Its own ID card design and principal's signature
People across schools
- Staff see only the schools under their Allowed Entities
- A parent sees all their children with one login, also in different schools, when the children are linked to the same parent contact
- With the Excel import, a parent already known by their mobile number becomes the parent of the new student too. The family keeps one contact and one login
- A brother or sister added by hand needs the existing login linked to the new child
The group dashboard: what a scorecard shows
- The school, its type, the date, the number of students and staff (click the students to open them)
- Attendance: Attendance % (30 days), shown in red under 75, and Absent Today
- Fees: Fees Raised, Fees Collected, Collection %, Fees Outstanding, Fees Overdue and the number of overdue dues
- Exams: Results Published, Pass % and Average %, once results are published
- Messages: Messages Sent by push, WhatsApp, SMS and email, Messages Failed and Messaging Cost
- Discipline: Cases This Year, Open Cases and Suspended Now
- A line shows only when the part it belongs to is in use. Figures of the period cover the school's current academic year, or the last 365 days
The group dashboard: views
- Institutions: the latest scorecard of each school as cards, a list with totals at the bottom, a chart or a table
- Filters Schools and Colleges, and group by Type
- Trends: one scorecard per school and day, as a chart, table or list, by month or date
- Refresh Now makes today's scorecards at once; otherwise they are made by themselves once a day
- Figures cannot be changed by hand
Who uses it
Correspondent or trusteeOpens the group dashboard to compare the schools' attendance, fees, exams and discipline every morning.
PrincipalRuns their own school: its classes, its approvals and what its parents see.
School officeWorks in the schools it is given, choosing the school with the Entity selector.
ParentSigns in once and sees every child, in whichever of your schools they study.
Where you use it
- Web: Administration > Users & Entities > Entities (each school) and Users (Allowed Entities)
- Web: Group Dashboard > Institutions, Trends and Refresh Now, for people given the Group Dashboard access
- The Campus app and the parent portal: one sign-in for every child across your schools. The app is built and in testing, not in the app stores yet
- Not in the Campus app: the group dashboard is on the web only
What you control
Settings
- Schools the account holds: added by our staff when each school is set up
- Allowed Entities: per user
- Group Dashboard access: per user, given by an administrator
- Per school: type, academic year, principal, portal access, sections shown, approval chains, notification settings and quiet hours (21:00 to 7:00)
Questions
We run three schools. Is that one account?
Yes. Each school is its own institution in the same account, with its own bill. Staff see the schools they are given, and the management compares them on the group dashboard.Can we add a school ourselves?
No. Our staff add a further school when it is set up with you, so its bill and set-up are agreed first. It is not on the sign-up page.Does a parent with children in two schools need two logins?
No, as long as both children are linked to the same parent contact. The Excel import does this by the mobile number. For a child added by hand, the office links the existing login to the new child.How fresh are the dashboard figures?
The scorecards are made by themselves once a day. Group Dashboard > Refresh Now makes today's figures at once for the schools you have access to.Can a principal see the other schools' figures?
Only if you give them access to those schools and the Group Dashboard access. Each person sees the scorecards of the schools they are allowed.Related features
ACROSS SMARTMY SCHOOLNotificationsSmartMy School tells parents, students and staff when something needs them: an absence, homework, a fee due, a result, a child leaving the gate. Every message also lands in one inbox in the Campus app and the portal. Each parent chooses their channels and their informational messages.ACROSS SMARTMY SCHOOLApproval chainsHomework, circulars, leave, certificates, fee structures, concessions, refunds and revaluations go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.GROUPYour own WhatsApp number and agreed termsMessages to parents can come from your school's own WhatsApp number, with your wording and your school's name. A group's own limits and terms are agreed with us. An app under your own name and icon is not built today.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.FEESCashier closing, fee reports and Tally exportEach cashier closes the day against the system's figures, and every receipt is posted to the accounts. Collection, demand, defaulters, concession and deposit reports show where the fees stand, and receipts, cancellations and refunds go to Tally Prime.ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.