Industries · Schools
From first tourto graduation,one student record.
We build school administration systems that connect admissions, enrolment, timetables, attendance, fees, transport and parent communication on one platform — designed around how your school actually runs, alongside the learning tools your teachers already use.
- Admissions & waitlists
- Enrolment & re-enrolment
- Timetables & cover
- Attendance
- Fees & instalments
- Transport
- Parent communication
01Where schools lose time
Teachers teach. The office chases.
Most schools run a student information system, a fees spreadsheet, a transport list, three WhatsApp groups and a shared admissions inbox — and the admin team is the glue between them.
01Admissions enquiries outnumber the people answering them
What happens
Enquiries arrive by phone, website form, email and WhatsApp in the weeks before each term. Tour bookings, assessments and offer letters are tracked in a spreadsheet the registrar owns.
What it costs
Families who don't hear back enrol elsewhere, waitlists go stale, and nobody can say how many seats are really left in each year group.
With one system
One admissions pipeline from enquiry to tour, assessment, offer and enrolment, with seats per year group updating as offers are accepted.
02Re-enrolment and seat planning happen by guesswork
What happens
Re-enrolment forms go out as PDFs, replies come back by email, and the principal asks for numbers that take a week to assemble.
What it costs
Sections opened or merged too late, staffing decided on incomplete numbers and places offered that turn out not to exist.
With one system
Re-enrolment intentions are collected online and feed a live seat plan by year group and section, alongside new admissions and the waitlist.
03Fee follow-up is a monthly scramble
What happens
Invoices, instalment plans, sibling discounts and scholarships live in the accounting system and a spreadsheet. Reminders are sent by hand when someone has time.
What it costs
Overdue balances that grow unnoticed, awkward calls to parents and a finance team reconciling payments line by line.
With one system
Fee plans, discounts and payments sit on each family's account. Statements and reminders are produced on rules you set, after finance approves them.
04Absence and cover are sorted by phone at 07:00
What happens
A teacher calls in sick; the deputy head rebuilds the day's cover on paper. Student absences are reported by parents in a dozen ways and recorded later.
What it costs
Unsupervised classes, cover that falls on the same few teachers and absence records that don't match what really happened.
With one system
Staff absence opens a cover plan from the live timetable with suggested free teachers. Parents report student absence in one place, matched to the register.
05Parents get the same question answered five times
What happens
Bus times, fee balances, event permissions and uniform questions arrive through class WhatsApp groups, the front desk and individual teachers.
What it costs
Teachers answering admin messages in the evening, inconsistent answers and parents who feel the school is hard to reach.
With one system
A parent portal and app for balances, permissions, transport and notices, with an admin inbox that routes questions to the right office.
06Transport lists are maintained by memory
What happens
Bus routes, stops and student lists are kept in spreadsheets updated by the transport coordinator; changes are passed to drivers by phone.
What it costs
Students missing from lists, parents unsure when the bus is coming and no record of who boarded.
With one system
Routes, stops and riders kept in the system, with boarding recorded by the bus supervisor and changes approved and shared automatically.
02School platform preview
What your school system could look like.
Switch between the views the registrar, deputy head, finance office and principal would use. Every screen is designed per school in discovery.
Illustrative interface with sample data — your system is designed around your curriculum, year groups and campuses.
Illustrative demo · sample dataSeen enough to picture your own school on it?
Build your school system03Solutions
The parts of a school system — chosen for your school.
Every family followed up, every seat accounted for
Admissions & waitlists
Enquiries from every channel in one pipeline, with tours, assessments, offers, deposits and document collection tracked against live seats per year group.
- Enquiry capture from every channel
- Tour and assessment booking
- Offer letters and deposit tracking
- Waitlists by year group
Every family followed up, every seat accounted for
Admissions & waitlists
Enquiries from every channel in one pipeline, with tours, assessments, offers, deposits and document collection tracked against live seats per year group.
- Enquiry capture from every channel
- Tour and assessment booking
- Offer letters and deposit tracking
- Waitlists by year group
Not every school needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that lightens the school office — never judges a child.
AI in your school system works on its own administrative records: enquiries, timetables, registers and family accounts. It drafts, summarises and finds — staff stay in charge.
AI here handles administration only. It never makes admissions, assessment, behaviour, pastoral or safeguarding decisions, and it doesn't profile students. Messages to parents, cover changes and fee reminders are drafted for staff to approve, safeguarding matters always go straight to the designated staff, and access follows each user's role.
- 01
Admissions enquiry assistant
Admissions team confirmsA parent on WhatsApp asks whether there's a Year 3 place for January.The assistant answers from your approved information, checks the live seat plan, offers available tour times and hands the enquiry to the admissions team. It never promises a place or comments on a child's suitability.
- 02
Cover planning
Deputy head approvesTwo teachers are absent today. Build the cover plan.Lists the affected lessons, suggests free teachers with the right subject where possible and keeps cover spread fairly. Nothing changes until the deputy head approves it.
- 03
Parent message drafting
Sent after approvalBus 6 is running 12 minutes late.Drafts a short notice to the parents of Bus 6 riders only, in Arabic and English, for the transport coordinator to send.
- 04
Fee follow-up
Which families have missed an instalment?Builds the list from family accounts and instalment plans, separates first reminders from long-overdue balances and drafts the right message for each — finance reviews before anything is sent.
- 05
Reporting in plain language
How does attendance in Year 8 compare with last term?Answers from your own registers with the figures, the classes behind them and the days that changed most, so leaders don't need to build a report to ask a question.
05A day with ORCHESTR
One school day, two ways.
- 06:40Cover plan already draftedStaff absence was reported in the app. The cover plan for the day is suggested from the live timetable, waiting for approval.
- 07:35Riders' parents informedThe delay was logged by the bus supervisor and a notice went to Bus 6 parents only. Late arrivals are noted against the register.
- 08:15Registers and reports matchedParent absence reports are already on the register. The office only follows up the unexplained ones.
- 10:30Enquiries in one pipelineOvernight enquiries are in the pipeline with draft replies and live seat counts; tours are booked straight into the calendar.
- 13:00Reminders ready to approveOverdue families are listed with the right reminder for each; finance reviews and sends them in one step.
- 16:30Parents self-serveParents check balances, sign trip permissions and read notices in the portal; admin questions go to the office inbox.
- 19:00Principal sees the schoolRe-enrolment, admissions, attendance and collections by phase are on the principal's dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your school already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Learning platforms
- Google Workspace for EducationMicrosoft 365 / TeamsExisting LMS (via API or export)
- Student information systems
- Existing SIS (via API or export)Gradebook and report exportsData prepared for regulator returns
- Messaging
- WhatsApp Business APIEmailSMS gatewaysPush notifications
- Payments & accounting
- Card payment gatewaysPayment linksZoho BooksQuickBooksXero
- Transport & access
- GPS tracking on buses (where available)Gate and ID card systems (via API where available)
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your school — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the school.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Families answered quickly
Admissions enquiries reach one pipeline with an owner, live seat counts and draft replies.A seat plan leaders can trust
New admissions, re-enrolment and waitlists feed one view of capacity by year group.Mornings that start calmer
Cover, absences and transport delays are handled from live data instead of phone calls.Fees followed up consistently
Statements and reminders come from family accounts on rules finance has agreed.Teachers freed from admin messages
Parents find routine answers in the portal, and admin questions reach the office.One record per family
Admissions, enrolment, attendance, fees and transport connected instead of spread across tools.
09Possible use cases
How different schools could use it.
Examples of what we could build — not completed client projects.
An office that keeps up
Admissions, enrolment, fees and a parent portal for a growing school replacing spreadsheets and shared inboxes, working alongside its existing SIS.
One group, many schools
Shared admissions and fee structures across campuses in Dubai, Sharjah and Abu Dhabi, with campus-level operations and a group leadership dashboard.
Cover and rooms under control
Timetable-driven cover, room and lab bookings, exam invigilation and attendance for a large secondary school.
Buses parents can rely on
Routes, riders, boarding records and delay notices for a school running its own fleet across several emirates.
FAQs
School questions, answered.
Education & organisations
01Does this replace our student information system or LMS?
Not by default. Many schools keep their SIS for academic records and their LMS for teaching. We build the administrative and operational layer — admissions, enrolment, fees, cover, transport and parent communication — and connect to your existing systems via API or export where they allow it.
02Can it connect to MOE, KHDA or ADEK systems?
We don't claim direct connections to regulator systems. The system can hold the data those returns need, prepare it in the formats your team uploads, and track the status of each submission and inspection step.
03Will AI make decisions about students?
No. AI drafts messages, suggests cover, summarises enquiries and answers reporting questions from administrative records. Admissions, assessment, behaviour, pastoral and safeguarding decisions are made by your staff, and AI doesn't profile students.
04How is student and family data protected?
Access is role-based and enforced on the server — teachers, office staff, finance, transport and parents each see only what their role needs. Data about children is treated as sensitive by default, and hosting location, retention and your data-protection obligations are agreed in scoping with your leadership team.
05Is the parent portal available in Arabic?
Yes. Parent-facing screens, notices and messages can be bilingual in Arabic and English, with right-to-left layouts, and staff can work in their preferred language.
06Can parents pay fees online?
Yes, through card payment gateways and payment links on statements. Payments post to the family's account and can sync to your accounting system, with instalment plans and sibling discounts applied automatically.
07Can we migrate admissions and family records from our current tools?
Usually, from spreadsheets, your SIS or your current admissions tool's export. We map families, students, siblings and balances, clean duplicates and agree what moves — ideally before the next admissions season.
08Does it work for a school group?
Yes. Each campus can have its own timetable, staff and operations, with shared fee structures, admissions and a group-level view for leadership.
09How is a school system priced?
It's quoted after a discovery call, based on the modules, number of campuses and students, and the integrations involved. Hosting and support are agreed separately, in writing.
Start here
Let's mapyour school.
Tell us how admissions, the school office and parent communication work today. We'll come back with how one system could connect them.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your school runs today.
- 03If there's a fit, a written scope and quote — no obligation.