Education
School Management System
A complete school platform covering admissions, class allocation, attendance, assessments, results, fees and parent communication for primary and secondary schools.
- Web-based
- Android
- iOS
Overview
School Management System (SMS)
A School Management System brings the daily administration of a primary or secondary school into one place. Extrion Tech designs and develops these systems in-house in Zanzibar, shaping each one around how the school actually runs: its streams, terms, subject combinations, grading rules and the way it talks to parents.
The system follows a learner from admission to graduation. Registrars capture applications and allocate students to classes and streams, teachers mark daily attendance and enter continuous assessment and terminal examination scores, and the system computes positions, averages and report cards using the grading scheme the school chooses. Bursars issue term invoices, record payments and track balances, while parents receive attendance alerts, results and fee reminders by SMS or through a parent portal.
For head teachers and school owners, dashboards show enrolment, attendance trends, subject performance and fee collection at a glance. Schools in Tanzania can work with Form I–VI and Standard I–VII structures, and optional NECTA-style division calculations can be configured where the school needs them. Each deployment is scoped with the school, from a single campus on a local network to a group of schools on a shared cloud platform.
Business problems it addresses
- Student records, marks and fee balances are kept in separate registers and spreadsheets that rarely agree.
- Preparing end-of-term report cards by hand takes teachers days and introduces calculation errors.
- Parents learn about absences, poor results or outstanding fees too late to act.
- Head teachers lack a reliable, current view of enrolment, attendance and fee collection.
- Class lists, timetables and subject allocations are difficult to maintain as students join, leave or change streams.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From admission to end-of-term reports
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1
Student admission
Register applicants, capture guardian details and documents, and issue admission numbers.
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2
Class allocation
Assign students to class, stream and subject combination for the academic year.
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3
Attendance
Teachers mark daily or period attendance; absences can trigger an SMS to the guardian.
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4
Assessments
Enter continuous assessment, tests and terminal examination scores per subject.
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5
Results
Compute averages, grades, positions and report cards using the school’s grading rules.
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6
Fees
Generate term invoices, record payments and follow up on outstanding balances.
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7
Parent communication
Share results, fee statements and notices with parents by SMS or the parent portal.
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8
Reports
Review enrolment, attendance, performance and collection reports for management.
Functions covered
Modules and what they do
01 Students and academics
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Admissions and enrolment
Captures applications, guardian details and documents, and issues admission numbers.
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Classes, streams and subjects
Defines classes, streams, subject combinations and teacher allocations per year.
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Attendance register
Records daily or per-period attendance and flags repeated absences.
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Assessments and report cards
Collects scores and produces grades, positions and printable report cards.
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Timetable
Optional / subject to scope
Builds class and teacher timetables and highlights clashes.
02 Finance
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Fee structures and invoicing
Sets fees per class and term and generates invoices for each student.
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Payments and receipts
Records cash, bank and mobile money payments and issues receipts.
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Mobile money collection
Optional / subject to scope
Reconciles payments from mobile money or GePG where a provider API is available.
03 Communication and administration
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Parent portal and app
Lets parents view attendance, results, fee statements and school notices.
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SMS notifications
Sends absence alerts, results and fee reminders through an SMS gateway.
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Boarding and transport
Optional / subject to scope
Tracks dormitory allocation, bus routes and related charges.
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Management dashboards
Summarises enrolment, attendance, performance and fee collection for leadership.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
The system holds information about children and their families, so access is restricted by role and class, and privacy safeguards and retention periods are agreed with the school for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
- Disaster recovery planning A documented plan to restore service after a major failure.
Data integrity
Scores are validated against each assessment’s maximum mark, and published results are locked so later changes require an authorised, logged amendment. Fee payments are posted in database transactions against specific invoices, and daily collection totals can be reconciled with bank and mobile money statements.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Grading schemes, divisions, positions and report card layouts
- Class structures, streams, terms and subject combinations
- Fee items, discounts, sibling rates and payment plans
- SMS templates and parent portal content
- School branding and multi-campus setup
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Education
Related systems
University and College Management System An institution-wide platform for programmes, applications, registration, course units, GPA, tuition billing, hostels and graduation at universities and colleges.
Learning Management System An online learning platform for courses, lesson materials, assignments, quizzes, discussion and progress tracking, usable on low-bandwidth connections and mobile devices.
Student Information System A central register of student identity, enrolment history, guardians, health notes, discipline and transfers, giving each institution one authoritative student record.
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