Summit Grammar School

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.

How the system flows

1. Application→Document Upload→Interview Scheduling→Offer→Enrolment
2. Fee Schedule→Invoice Generation→Payment Capture→Aging Report
3. Attendance Entry→Unexplained Absence Alert→Parent SMS→Resolution
4. Mark Entry→Comment Bank→Report Generation→Parent Portal Release
5. Excursion Setup→Digital Consent→Payment→Roll Sheet
6. 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