Education Operations System for Admissions, Fees, and Updates

A school was running admissions, fee tracking, attendance, and parent communication across four spreadsheets, two WhatsApp groups, and email. Important updates were getting lost, fee reconciliation was a manual end-of-month exercise, and parents could not see their own balances or term updates.

• Mapped the actual end-to-end workflow from admissions enquiry through to fees and parent communication

• Designed a role-based system around how staff already worked, not a generic SIS template

• Phased delivery, starting with admissions and the fee ledger, then attendance and parent portal

• Built in M-PESA reconciliation so fees post to ledgers automatically

• Role-based portal for admissions, finance, teaching, and administration

• Admissions workflow from enquiry to enrolled, with stage tracking

• Fee ledger with M-PESA STK push, payment confirmation, and per-student statements

• Parent portal showing balances, term updates, and announcements

• Attendance, communication logs, and operational status dashboards for leadership

One source of truth for day-to-day work. Admissions, fees, and parent communication run from a single system. Fee reconciliation is no longer a monthly emergency. Parents see what they need and stop calling the office for routine balance questions, freeing staff for the work that actually matters.