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How to Create a School Management Software: From Idea to Delivery

school management software

Old-style school timetables printed or even written by hand on a big piece of paper pretty soon will be noticed only in old movies about schools and teenagers. Today everything has gone digital; both children and their parents are typing much faster than hand-writing. Most education processes are now managed through IT platforms, and the market of school management software is expected to hit the target of 41 bln. USD by 2028. A recent report from Gartner says that by the end of 2025 almost all public schools (90%) will offer a combination of in-class and remote learning. For sure, now there is a digital transformation in educational sector.

In recent years schools have faced the necessity to create a completely new system of educational process management that would streamline its standard components (timetable, online home-school books, etc.) and offer a good basis for E-learning for those who have no opportunity to be present in a classroom. Here you can take a look for the best online learning platforms. And in this article, we’re going to tell how to create a school management system, and we’ll trace all the way from idea to solution delivery.

What is the School Management System?

Today we’re facing fundamental changes in the education sphere globally. Students can have online education that basically offers the same quality as offline studying; in schools and universities, most processes are now transformed and digitized.

Most educational institutions have already asked their IT departments to develop a school management system. That would be impossible for all educational institutions to function in the new reality without a central system that would render the necessary IT services to all the parties involved.

Who are the people who need it most? Ok, it’s vivid - students and teachers. Of course, it’s not all - school management systems bring multiple advantages to parents, who now have a true hold of what’s going on in school; administrative people can now manage and control all the processes; scientific and educational data management is far more convenient when it is digitally stored and well categorized. Hence more and more institutions now decide to make school management software to support their learning processes.

Imagine your own school years in the contemporary digital world. Our developers are striving to give kids the education facilities that they would love to have in their school years. Eager to know what it looks like? Drop us a line to find it out!

From the technical point of view, a school management system is an ERP software that uses many CRM technologies - central data storage, input from clients collection and analysis, central management of data and personal track of all the registered users. It holds the data about students (personal data, scores, attendance), teacher’s learning plans and necessary educational materials, curriculum and administrative information and has different functions like billing, surveys and polls opportunities, video conferencing, planners, attendance and behavior tracking and assessment options for teachers.

In addition to that, SMS has good opportunities in human resource management, transport and logistics planning, and account management.

School Management systems are different in size and capabilities; they can be free (with limited functionality, of course, but for small educational units, it’s the best way to start their new digital life), their functionality has multiple layers and helps to customize these technologies to the needs of educational institutions of all sizes.

Let’s find out together which type of school management system should be your choice. Or maybe you just wondering how to build an E-learning website and interesting in developing an educational app? Click here to contact our team.

How School Management Software Works?

The core of any developing school management system comprises the following components - grading, scheduling, attendance control, admission tracking, billing, and communication tools.

best school administration software

Let’s have a quick glance at every point from this list.

  • Grading function helps students, teachers and parents to have a good hold of class rankings. It stores and analyzes all the “rises and falls” of each student and based on the grading formula, it automatically evaluates the student's learning process. It is also possible to create customized report cards for each scholar.
  • Scheduling - the most vivid display of the move from the “paper yesterday” to the digital future. This function delivers handy digital tools for lesson planning in accordance with teacher availability and students’ timetable. Mobile applications help everyone to be most updated on any changes and reminders are making the learning process planned for everyone easily. 
  • Attendance control - that’s what scholars do hate and teachers and parents admire. All is fixed in the system and is easily traceable through a mobile app. 
  • Admission tracking is a kind of combination of applications accepting system (admission status, demographics, contact information and communication logs) and digital onboarding for new students (helpful information and guidance for newcomers).
  • Billing gives a new breath in for schools accountancy - no more “please send us your bank giro credit slip” to prove that the payment was successfully done. All are easily managed from a single platform - users can create and send invoices and receive payments.

Communication tools - basically, those are the notifications that are sent to teachers,  students and their parents with some extra alerts (like delays or cancellations of lessons) or important school events.

Benefits of School Management Software

School management systems are about to change the whole world of education, the same as CRM software did completely transform the approach to sales processes all around the globe and brought client relations many levels up above what they were before.  School management app development makes the world of education truly mobile and place-independent. 

School management software development and implementation help run schools and institutes and connect all the parties involved in a well-organized digital system. That’s exactly the tool that can increase the productivity of the education process in schools and free more resources for fine-tuning the learning process. It makes the interaction between teachers and scholars much more effective - they can collaborate not only in a classroom, and students have better access to the necessary learning materials. To make software for school management work properly is the key point for both of them. 

The advantages that school management systems deliver differ for each type of user. Let’s sort out what they are.

For Teachers

  1. It takes care of a boring administrative routine and saves time. The most time-consuming tasks (lesson plans, attendance control) are automated with school management software. 
  2. It helps to make the timetable easier and much faster. As everyone is connected, lesson schedules can be discussed online - no need to make numerous meetings and manage the overlappings. Drag and drop functionality makes the lives of administrators and teachers way more convenient. 
  3. It automates examination management and stores student’s grade books online. Teachers only have to fill in their students' results on different exams, and then school management software will automatically generate personal grade books. 
  4. It takes care of reporting. Teachers have only to fill in the data on the learning process during the courses, and the software will process it and prepare the necessary reports by selected parameters. 

For Students

  1. It plans the learning process and reminds scholars about forthcoming exams and other school events. In its turn, it makes the overall learning process less irritating for teens;
  2. It keeps all the information on courses available and well-structured. That’s very helpful as most of the students lose their class books and forget what was discussed in a class;
  3. It makes the timetable easily accessible in every minute. Scholars only have to check their school mobile app, and it’s done!
  4. It makes learning more enjoyable. As the overall level of stress is lower when all the processes are easily managed by the software, teachers can pay more attention to the content they deliver. Scholars are the first to benefit from it as they get more positive and engaging attention from teachers.  

For Parents

  1. It makes communication between teachers and parents faster, easier and more productive. Schools and institutes can also use the function of parents updating with the help of automated SMS dissemination. Parents have good resources for communicating not only with teachers but with other parents - they can share feedback on the platform;
  2.  It helps to have more control over the school life of a kid. All the information is centrally stored and easily accessible by parents.
  3. It makes children’s life safer - their attendance and movements are under control, thanks to bus-tracking devices like biometric systems. The location of scholars is always available to parents in real-time by mobile applications. 
  4. It makes payments much more convenient - attendance fees are easily done online,  due days and penalties are also visible to parents in the system.
SMS for kids

What are the best cases of school management system development? Contact our team to see our project portfolio. 

Types of School Management Software

School management software has many options for those who decide to integrate it. Most frequent searches on this subject include both “how to make a school management app” and “build a school management software”.

The school management system can be free (no surprise - the functionality will be much lower here),  a vendor-based constructor (you can select, let say, blocks that will repeat the contour of your system body), and a customizable SMS (in addition to meeting all of your initial requirements, it is easily adjustable in future). 

To figure out which one would be your choice, we’ll examine them separately and describe the cases when they are most suitable. 

1. Free school management systems 

  • Classter is a good one to start with if you want to try how the school management system works. This system has several options for K12 schools and higher institutions. Classter offers such modules as a student information system, registration and managing its users’ data making it easy to run the learning process both in-class and remotely and handle students' progress. It also offers integration with work applications and online calendars; hence the teachers can manage the timetables and tasks for students.
  • feKara system is connecting teachers, students and parents within a single platform. Its free version also boasts the outstanding feature of integrating with third-party video conferencing services; thus, it is possible to organize a virtual classroom. The school administration software makes it easy for teachers and admins to manage the process through an application. 

2. Vendor-based constructors 

Basically, all the vendors have free and paid versions of school enrollment and administration software. When you need to create software for school management and you need a faster solution compared to the development of a customizable SMS, vendors are offering different modules and professional IT support to ensure the system works properly. Some of the most prominent vendor based systems include:

  • EDRP is considered to be one of the best school management systems that offer great tools for data management process automation. It has an easy-to-use application that comfortably connects students, parents, teachers and administrative people and boasts a variety of opportunities for video conferences as well as teacher and students information storage. 
  • Shiksha365cloud (nevermind its strange name) is well-loved by academic institutions as this platform uses AI and ML to offer a pro-level digital ecosystem for educational processes. One can select almost every possible unit of the school management system and create a full-scale solution for educational institutions. 

3. Customizable school management systems 

To develop software for school management that will work for you for decades, you better choose a custom system for school management. Actually, all the IT administrators of schools and universities dream of if they don’t possess it. It’s far more convenient compared to the previous two, and it perfectly fits the needs of any educational organization (the same as a tailor-made suit is always better compared to ordinary clothing). Systems of this kind are usually created from scratch by developing companies for each client.

The functionality of custom SMS is broader, and it is always possible to add some new features to the software for schools (based on CRM or ERP technologies).

Why is the Custom System for School Management The Best Choice?

To begin with, let’s outline what it actually is. When it comes to school management tools, it’s crucial that a customizable school management system can be easily updated whenever it is needed; thus, it meets all the requirements at any stage of a learning institution’s lifecycle. In addition, it supports all the workflows, so it optimizes many processes and provides custom-made tools for students and teachers. 

Listing the benefits of a custom school management system, it’s worth mentioning the following points:

  • working time optimization (smooth processes save a lot of hours)  
  • productivity increase 
  • automated reporting 
  • reduced costs 
  • better students - teachers - parents cooperation 

Indeed, teachers get more tools to schedule the process that perfectly meets the expectations of themselves and their students. Virtual or digital classrooms (when properly working and easily accessible by students) helps to ensure the same level of education for both in-class and remote students.

When digital classrooms are customized to the needs of an exact group of students and have all the necessary tools for the exact learning process, it becomes a real pleasure for everyone. When parents are paying for their kid’s studies, for sure, they appreciate smooth-running technologies that will not kill the eagerness to study online.  

In addition to that, there are several benefits that only a customized school management system can ensure will work properly and will always have on-time support. These are:

  • monitoring & assessing each student's classroom and examination performance
  • setting personal goals for students  
  • personal support and work with weaknesses or talents of each student
  • rapid test for the effectiveness of each learning method.

Eager to find out what your customized SMS would look like? Contact us to get your project development offer and our credentials!

Key Features of School Management Software

For students. Personal data, learning materials, schedules, online learning opportunities, etc.  

For teachers. Student’s data, learning materials storage and virtual classrooms organization, grading, etc.

For parents. Control over the learning process, contact with teachers, timely alerts, etc.

Attendance control. Easily controlled from both desktop version and mobile app. 

Grades. Easily managed by teachers and accessible to parents 

Reports. Automated reporting by different requests 

Lesson notes. Accessible for everyone, no fear to miss a thing 

Homework. Personal and group assignments and tracking 

Lessons schedule. Quick to check and update if needed

Admissions. Automated lessons and exams admission system 

Finance. Accessible from everywhere, easy billing and invoicing 

Communication tools. Built-in messengers (text and voice)

How to Create a School Management Software?

Same as in every IT development project, everything starts with goals and key tasks definition. To estimate the scope of work, outline the type of school management system and list the required features first you need to describe all your processes and outline those that you need to turn digital and estimate the approximate number of users - teachers, parents, students, administrative. 

This input will lead the developers to the system architecture, that in the overall scope comprises the following blocks:

  • web portal\mobile application 
  • backend part (database + webserver) 

The backend part holds within its body: 

  • Administrative section (finance & fees, master data and students record) 
  • Teachers section (teacher profiles, timetables, attendance record, reporting) 
  • Students section (student profiles, parents information, exams and tests)
  • Parents section (scholars performance tracking, evaluations and teachers notes for parents) 

When all is clear with your school management system architecture, you need to figure out which technology stack you are after - computer frameworks, languages, and other software that build the entire application in the form that you have at the end of the development process. 

Things that should ring the bell when you’ll be discussing technology stack with your development team:

  • Programming language. School management systems can be developed in any programming language. But you need to make sure you see HTML, JavaScript or CSS on the list as they make the computer text readable for the end-user.
  • E-learning platforms and ERP systems development experience. You need to make sure you partner with a company who will later on render you a good product (and for that experience and portfolio is a must) and reliable customer service and product integration.
  • Pricing. The cost of the school management software depends on many factors as in scalability, flexibility, availability of students, fees management, payroll management, transport management which keeps tracking of the location of the students to the parents, inventory management, etc. On average, pricing starts from 25 US dollars per one hour of developer work. The amount of these hours depends on your scope, and usually, the total price for custom SMS development starts from $25000 US.
  • Timing. Get ready for rather a long journey, rather a simple school management system takes from 6 up to 12 months of work as it is a complicated software product and all the stages you will go through take their time.  

The development process (when it is clear which product is to be in the result) contains the following steps:

  1. Database creation (in most cases, it is MySQL Database Table) that will hold data about users and classes - students, teachers, subjects, attendance, grades, etc. 
  2. User login creation (login form for admin who will allow access to registered users only) 
  3. Create teachers section (organizes and keeps all the teacher’s information) 
  4. Create students section (organizes and keeps all the student’s information) 
  5. Create classes section (virtual classrooms, database, learning materials demo, etc.) 
  6. Dividing and managing information by subjects (make it accessible and manageable by teachers and students) 
  7. Create students attendance section 
  8. Create grading system
  9. Back office and finance sections development
  10. Administrative management section development 
  11. Testing and product release. 


We all were evidencing how the old world of education within only one quarter became digital on the global level due to COVID - 19 events. There’s no way back, the world of education will become more hybrid by its structure as it will have online and offline learning formats going hand in hand together.

It’s high time educational institutions learn how to develop a school management system software and widely implement it - this is the only way schools will be inline with the demand for the quality of education and overall process organization. 

School management systems are already making it much easier to organize a bigger number of students in one process and in the future, they will be the platform for the overall learning industry transformation. Active use of AI and ML in E-learning, creating large databases with all the learning materials, quick feedback processing, fast quizzes and polls - those are the drivers that we missed over the last couple of decades for sure.

Having Internet access almost everywhere in the world together with cutting-edge learning technologies are pushing education towards a new level of quality. What will it result in? Let’s see!

To gear up your school and make it the place where teachers love their job and scholars hate it less, let’s sort out the best school management system for you together! Contact our developers' team to start your new project!

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