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Importance of School Management System in 2019

Our world is quickly becoming the digital one, where time consuming and complicated activities and routines are simplified by using new technologies and derivatives. This latest way of doing a few things have the landmark influence on different facets of our life that includes educational sector, and most especially in areas that needs to do with the school management. The advent of this new technology has brought on what we call as the school management system 2019.

What Does the School Management System Involves?

It is a management system that uses open source school management system for reducing daily routines of the school personnel that includes administrators, staff and teachers. It can be done by providing the right avenue that enables these personnel to monitor different activities, upload many documents, produce reports and perform many other activities in an educational line thus reducing any unnecessary workload and offering more time. Besides that, school management system software can be used for carrying parents along if any information engages them.

What's school management software?

Software is very important for completing day-to-day administrative tasks of the schools. The educational institutions are leveraging technology that will help them to assess student progress in a better way, instead of relying completely on the teachers' judgments. It helps to take education to the next level. With many different solutions in the market, it is difficult to choose the best software for your organization. This guide can tell you everything that you want to know for getting started.

The school information management system generally helps the educational organization by automating the regular administrative tasks. Known as the "student information systems," it offers various functionalities for everything right from the applications to the student performance monitoring and more.

Common features of the software include:

  • Grading
  • Billing & invoicing
  • Admissions
  • Scheduling
  • Attendance

There are a few other solutions that offer advanced functionality, like:

  • Tools for the administrators to appraise teachers
  • Incorporated learning management systems or LMSs
  • Reporting & analytics capabilities
  • Parent portals to check checking students' attendance & grades
  • Point-of-sale functionality for managing the cafeteria or other sales
  • Library management tools
  • Electronic health records tools for the onsite nurses & clinics
  • Fundraising capabilities
  • And many more

Note that a few vendors provide integrated suites of school management system project, which feature many of these aforementioned applications, whereas other vendors provide standalone and "best-of-breed"personal applications. There are many benefits and drawbacks to each of this approach. Generally, completely integrated suites of the online school management system can cover most of the bases and you will not need to worry about integrating some applications with one another.

Advantages Offered by School Administration Software

The school management systems bring a lot of benefits to the users, which include:

  • Higher communication - Parents may easily interact with the teachers and administrators or get the questions answered fast. Schools also can provide regular updates to the students and parents through their software's notification system.
  • Automation of daily tasks - Handling the school information management system, payments or other administrative tasks will be overwhelming, particularly for the midsize and large educational organization. School administration systems will automate such mundane tasks, and also decrease the administrative staffing needs.
  • High transparency - The communication tools & portals offer parents with the regular updates on kid's attendance, health and grades (if vendor provides EHR functionality). It allows them to mediate whenever they see any performance suffer. The students can access their attendance and grade information whenever they want it with the help of school management system software.
  • Right analysis of the student performance - Many open source school management systems in the market will include analytics tools. Right from the grade and attendance details, these tools offer in-depth analysis for students' performance in sports, academic, and extracurricular activities. It helps the teachers to take any essential corrective actions in a timely way.

Functionality of the School Administration Software

Following capabilities are quite common to many school administration systems:


Users may record attendance in their system or through the mobile application; publish the attendance records on internet for the student, teacher and parent access; and use the attendance data for building letters and reports.


It helps the users to manage admissions process and accepting applications for enrolling students. It includes the custom admission form process and application submission that can easily done by online school management system. It stores data of the new and prospective students (admission status, contact information, demographics, and communication logs).


Offers tools for scheduling the classes based on teacher and student availability. Some applications will come with the automated schedulers that match the teacher schedules with the course requests.


It allows the users to record their grades; print and create transcripts as well as customized report cards (that includes narrative notes from the teachers); as well as report on the class rankings & distribution. Includes automatic calculation for weighted grades, medians and averages


The notification system will keep students, teachers and parents updated on the school delays and cancellations, emergency alerts or events. Such messages can be sent through email, text and voice message on school management system project.

Billing & invoicing

Allows the users to make and send their invoices and payments. Also, some vendors offer the integrated accounting app.

Some Important Key Considerations

Here are a few important points to know when you search for the latest school administration software:

  • Must Integrate with other software - Ensure that system you select will easily integrate with other software and your educational organization is using, like spreadsheets, email, and accounting applications.
  • Vendors' market record - Many vendors have stopped providing school administration products of past 6 years. Therefore, buyers must ensure that vendor they select has a strong history in market (5 to 10 years will be a good benchmark).
  • Customization needs - Larger the educational organization, more complex will be the system configuration. The buyers from the large institutions must look for solutions that provide high levels of customization. It allows this system to get configured and fit current processes & workflows, instead the other way.

There are many advantages and features of student management system of the schools and other educational organizations. Such system focuses on continued existence and growth of that particular school and is perfect for many campuses.