Summit Grammar School Management Portal
A 1,400-student Melbourne K-12 school unified enrolment, fees, gradebook, and parent communication in one portal.
Impact
What changed.
Logins consolidated
Parents now hold one login instead of four. Help-desk tickets about portal confusion fell 84% in the first term.
Bursar efficiency
Fee reconciliation that used to take two days at month-end now runs continuously. Aged debt over 60 days dropped 41%.
Teacher time back
Teachers report saving roughly 90 minutes a week previously lost to logging into different systems and re-entering the same data.
The challenge
Before
Summit Grammar runs Prep through Year 12 for 1,400 students across a Melbourne campus. Enrolment lived in one platform, fees in another, gradebook in a third, and parent comms in a marketing tool repurposed for school newsletters. Each system had its own login, its own student record, and its own quirks — a name change in admin meant updating four places, and parents often saw their child listed differently in different portals.
- Enrolment, fees, gradebook, and parent comms across four disconnected systems
- Name and address changes requiring update in four places manually
- Parents holding four logins and reporting confusion to admin weekly
- Teachers entering attendance in one system and marks in another
- Bursar reconciling fee receipts against enrolment data by Excel export
- Newsletter built in a marketing tool repurposed for school comms
- No single view of a student combining academic, pastoral, and financial state
- Excursion permission slips printed, signed, scanned, and re-keyed
The solution
What we built
We built a single school management portal with role-aware experiences for students, parents, teachers, and bursar staff. The student record is the source of truth — every other module reads and writes against it. Enrolment runs through a multi-step application workflow with document upload and bursar fee assignment. Gradebook is teacher-facing with bulk entry, comment banks, and report generation aligned to the Australian Curriculum. Parent portal shows attendance, fees, reports, excursions, and a single newsfeed scoped to their child's year level and house. Excursion permissions and consent forms are digital with audit trail. The bursar dashboard combines fee aging, scholarship reconciliation, and government funding milestones in one view. A staff-only pastoral notes module supports duty-of-care obligations with appropriate visibility controls.
Core workflow connections
How the system flows.
- ApplicationDocument UploadInterview SchedulingOfferEnrolment
- Fee ScheduleInvoice GenerationPayment CaptureAging Report
- Attendance EntryUnexplained Absence AlertParent SMSResolution
- Mark EntryComment BankReport GenerationParent Portal Release
- Excursion SetupDigital ConsentPaymentRoll Sheet
- Pastoral NoteVisibility ScopeDuty-of-Care Audit Trail
- Parent Newsfeed scoped to child's year level and house
- Government Funding Milestone tracker for bursar
- Single student record as source of truth across all modules
- Role-aware experiences for student, parent, teacher, and bursar
Process
How we built it.
Application → Document Upload → Interview Scheduling → Offer → Enrolment
Fee Schedule → Invoice Generation → Payment Capture → Aging Report
Attendance Entry → Unexplained Absence Alert → Parent SMS → Resolution
Mark Entry → Comment Bank → Report Generation → Parent Portal Release
Excursion Setup → Digital Consent → Payment → Roll Sheet
Pastoral Note → Visibility Scope → Duty-of-Care Audit Trail
Parent Newsfeed scoped to child's year level and house
Government Funding Milestone tracker for bursar
Single student record as source of truth across all modules
Role-aware experiences for student, parent, teacher, and bursar
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Running your school on four disconnected systems?
We build school management platforms that respect how Australian schools actually work — curriculum-aligned reporting, government funding tracking, and pastoral duty of care.
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