School software development for independent schools and trusts

Who a school app has to serve

A school has four groups with different needs: parents who want answers on a phone, teachers who have minutes between lessons, office staff who handle enquiries and fees, and leaders who report to governors. Many schools already run a management information system such as SIMS, Arbor, Bromcom, PowerSchool or ManageBac, plus a parent communication app. The pain comes from gaps and duplicate entry: a permission slip on paper, an admissions spreadsheet, a fee reminder typed by hand.

A custom web app can sit beside the main system and handle the workflows it does not do well. Our web app development page explains the general method. This page covers what is different in a school.

Workflows worth digitizing

Admissions is a good first project for independent schools, because every enquiry is revenue. A tracked pipeline shows which families have not replied, which deposits are due and how many places remain per year group.

Communication is the thread running through all of these. Parents want one place to see notices, forms to sign and dates, with a notification when something needs action. Teachers want to message a class or a parent without sharing a personal number. A simple messaging and notice feature, with clear rules on who may write to whom and a log kept for safeguarding review, can replace a mix of email, group chats and paper letters.

Leaders gain too. Governors often want a termly summary of applications, attendance trends and fee arrears. When these records live in one app, the report is a view, not a week of work for the office.

Child data, safeguarding and accessibility

Schools hold data about children, which brings strict rules. In the US, FERPA covers student education records, and COPPA applies to online services directed at children under 13. In the UK and EU, data protection law applies and children's data deserves extra care, and the ICO publishes a children's code. Safeguarding duties are separate and are decided by your safeguarding lead. Please check requirements with your data protection officer or lawyer.

• Parents see only their own children, and teachers see only their classes
• Medical and special educational needs data have tighter access than general records
• No tracking scripts or advertising tools in pupil or parent areas
• Parent accounts cover separated families, where two households may have different permissions
• Pupil photos and names should not be public without consent
• Accessibility to WCAG 2.2 AA as a target, because parents and staff may use assistive technology

How we work with a school office

1. Office walkthroughWe follow the registrar or bursar through a normal admissions or fee cycle.
2. Calendar planningReleases avoid exam periods, term starts and fee deadlines.
3. Prototype for parentsA few parents try the screens on their phones before we build.
4. Pilot with one year groupRun alongside the paper process for a term.
5. Train and hand overA short guide for staff and a help page for families.

School decisions often go through governors or trustees. We can provide a plain-language summary of scope, data flows and costs for them.

Price guidance

Projects start at $1,500 and the rate is $30 an hour. An admissions tracker with email templates is a small build. A parent portal with fee payments, consent forms and a management system link costs more. Number of year groups, user roles and integrations drive the price. See the web app cost guide for scope levels. If your main need is the public school website, see website design for schools. Higher education providers should read about university software.