96%
KwaZulu-Natal · South Africa
The academic operating system for schools that refuse to run on paper.
EduKZN unifies enrolments, attendance, billing, transport, boarding, academics and staff into one intelligent platform — then wraps it in a school website that parents actually enjoy using.
- 10core modules on one login
- 1data spine, no double entry
- 0spreadsheets required
- POPIAcompliance by design
01 — Why schools switch
Schools don’t struggle from a lack of effort. They struggle from a lack of one source of truth.
Where most schools are
- A register book, three spreadsheets and a WhatsApp group that disagree with each other
- Fee queries answered by searching bank statements by hand
- Report cards typed twice: once by the teacher, once by the admin office
- Transport lists rebuilt every term, from memory
- Parents phoning the office for information you already have
Where EduKZN puts you
- One learner record that every module reads from and writes to
- Fee statements reconciled automatically, ageing to the day
- Marks captured once, report cards generated in a click
- Routes, stops and boarding check-ins live on the driver’s phone
- Parents self-serve on the portal, so your office stops repeating itself
Minutes, not evenings
Daily admin that used to consume an afternoon — registers, receipts, absence follow-ups — collapses into a handful of taps.
One record, ten surfaces
Capture once in any module and it appears everywhere it should, from the parent portal to the district return.
Insight before it becomes a crisis
Attendance dips, fee arrears and subject underperformance surface on a dashboard weeks before they reach a meeting.
02 — The platform
Ten modules.
One login. Zero double entry.
Every module shares the same learner, guardian and staff records, so nothing is captured twice and nothing falls between systems. Start with the modules you need today and switch the others on when you are ready.
Your front door, wired to your back office
Website & Enrolments
A fast, mobile-first school website with an online application form that writes straight into your enrolment pipeline. No PDFs, no re-typing, no lost paperwork.
- Public site with news, galleries, staff profiles and downloadable policies
- Multi-step application form with document upload and sibling linking
- Automatic acknowledgement emails and application reference numbers
- Enrolment funnel: enquiry → application → interview → accepted → enrolled
- Waitlist and capacity control per grade
- Public site
- Applications
- Pipeline
- Waitlists
A register that takes seconds, not lessons
Attendance
Mark a class from a phone, tablet or desktop in under a minute. Absence reasons, late arrivals and early departures are captured once and reported everywhere.
- Period, daily or subject-based registers
- Offline-tolerant capture for classrooms with weak signal
- Automatic SMS or email alerts to guardians on unexplained absence
- Live dashboards for grade heads and the school governing body
- Attendance trends exported to CSV or PDF for district reporting
- Registers
- Guardian alerts
- Trends
- Exports
Fees, invoices and reconciliation without the shoebox
Payments & Billing
Raise invoices, apply fee structures per grade, accept online card and EFT payments, and reconcile against your bank feed — with statements parents can actually read.
- Fee structures per grade, boarding status and sibling discount
- Online card payments and EFT with automatic reference matching
- Ageing analysis: current, 30, 60 and 90+ days
- Automated statements and payment reminders
- Debtor ledger exportable to your accounting package
- Invoicing
- Online pay
- Ageing
- Statements
Every child, every seat, every kilometre accounted for
School Transport
Plan routes, assign learners to stops, and let parents follow the trip. Boarding check-ins are captured by the driver and timestamped against the route.
- Route planner with stops, pick-up windows and seat capacity
- Driver app with boarding check-in at each stop
- Parent notifications when the bus departs and approaches
- Transport fee billing linked to the billing module
- Vehicle, licence and roadworthy document expiry tracking
- Routes
- Boarding
- Live tracking
- Compliance
One message. Every channel. Read receipts.
Announcements
Compose once and publish to the parent portal, app, email and SMS at the same time. Target a single grade, a boarding house, or the whole school.
- Audience targeting by grade, class, house or staff group
- Scheduling, priority flags and pinned notices
- Push, email and SMS delivery with read tracking
- Emergency broadcast mode that bypasses quiet hours
- Translation-ready templates for multilingual communities
- Targeting
- Scheduled
- Read receipts
- Emergency
Tell the school story, on the school terms
News & Media
Publish match reports, newsletters and event write-ups with galleries and downloadable circulars. Everything is searchable, shareable and archived by year.
- Rich article editor with image galleries and attachments
- Built-in SEO: meta titles, descriptions, sitemap and Open Graph
- Newsletter builder for termly parent communications
- Category and tag archive with yearly rollover
- Draft, review and publish workflow for multiple authors
- Editor
- Galleries
- SEO
- Newsletters
Capture once. Report everywhere.
Exams & Marks
Teachers enter marks once against your assessment programme; the system calculates weighted terms, levels and rankings, then produces report cards and transcripts.
- Assessment programmes with weightings per term and subject
- Bulk mark capture with validation and anomaly warnings
- Automatic level, percentage and symbol calculation
- Report cards, transcripts and subject analysis reports
- Class averages, subject rankings and pass-rate analysis
- Marks capture
- Report cards
- Analytics
- Transcripts
Fewer phone calls, fewer misunderstandings
Parent Portal
One secure login per guardian showing marks, attendance, statements, reports and announcements for every child in the family. Built to work well on a mid-range phone.
- Multi-child dashboard with per-learner drill-down
- Term marks, attendance summary and downloadable reports
- Live fee statement, balance and payment history
- Direct message thread to the class teacher and admin office
- Consent forms, permission slips and event RSVPs
- Multi-child
- Statements
- Messaging
- Consent
Peace of mind for parents a province away
Hostel & Boarding
Manage houses, rooms, beds and boarders. Track sign-in and sign-out, weekend leave, medication and house duty rosters, with a nightly roll call you can audit.
- House and room allocation with bed-level occupancy maps
- Nightly roll call and digital sign-in / sign-out register
- Weekend and exeat leave requests with guardian approval
- Matron notes: medication, sick bay visits and incidents
- Boarding fee billing plus laundry and duty rosters
- Allocation
- Roll call
- Leave
- Care notes
Roles, timetables and leave in one place
Staff Management
Staff records, SACE registrations, contracts, leave and substitution planning. Role-based permissions mean every teacher sees exactly what they should — and nothing else.
- Staff profiles, SACE numbers, contracts and document expiry alerts
- Leave applications, balances and approval workflow
- Timetable and duty roster with substitution cover planner
- Granular role permissions per module, grade and class
- Audit log of every record viewed, changed or exported
- Profiles
- Leave
- Permissions
- Audit log
01 / 10
03 — Parent portal
The information parents want, before they phone you for it.
One secure login per guardian, every child in the family, on a mid-range Android phone over a 3G signal. Marks, attendance, statements, reports, consent forms and announcements — without a single call to the office.
- Live fee balance with downloadable statements and payment history
- Term marks, attendance summaries and report cards the moment you publish them
- Direct messaging to the class teacher and the admin office, all logged
- Permission slips, consent forms and event RSVPs signed on the phone
Request portal access
Demo credentials supplied during your walkthrough
Attendance
96%
18 of 19 days · Term 3
Fee balance
R 4 250.00
Next due 30 Nov · on track
Latest marks
- Mathematics78%
- Life Sciences84%
- English HL71%
From the school
- Inter-house athletics moved · Transport departs 30 min earlier
- Term 3 reports published · Available to download
- Consent required · Grade 9 science excursion
Interface illustration — exact layout configured to your school’s branding.
04 — On the ground
Built for the school you already run.
From a 180-learner farm school outside Greytown to a 1 600-learner campus with four boarding houses. Drop your own photography into these slots once the design is signed off.
05 — Reporting
Signals, not spreadsheets.
Every register, invoice and mark writes to the same analytical layer. Choose a window, and the trends re-draw instantly — the same view your grade heads, bursar and governing body can open for themselves.
Attendance rate
Whole school · Rolling 12 months
Illustrative interface data. Live figures come from your own registers.
Grade 9 — term overview
Attendance, average and fee status per class
| Class | Attendance | Average | Fees | Detail |
|---|---|---|---|---|
| Grade 9A | 97% | 72% | Settled | |
|
Top performers: T. Dlamini 91%, A. Naidoo 88%, L. Mkhize 86%.
Register captured daily, 06:50
Guardian alerts sent automatically
Report cards generated per term
|
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| Grade 9B | 96% | 68% | Settled | |
|
Three learners flagged for extra maths support; averages improving term on term.
Register captured daily, 06:50
Guardian alerts sent automatically
Report cards generated per term
|
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| Grade 9C | 89% | 61% | Arrears | |
|
Attendance dip traced to transport route change. Four accounts 30+ days in arrears.
Register captured daily, 06:50
Guardian alerts sent automatically
Report cards generated per term
|
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| Grade 9D | 94% | 65% | Settled | |
|
Consistent. One learner on a medical absence plan until 12 November.
Register captured daily, 06:50
Guardian alerts sent automatically
Report cards generated per term
|
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| Grade 9E | 82% | 58% | Escalated | |
|
Attendance intervention required. Subject averages below threshold in two subjects.
Register captured daily, 06:50
Guardian alerts sent automatically
Report cards generated per term
|
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Report cards in a click
Weighted term calculations, levels, symbols, comments and signature lines — generated per learner or for a whole grade, then published to the portal.
Financial position, live
Ageing buckets, collection rates per grade, outstanding transport and boarding fees, and a debtor ledger ready for your accountant.
Compliance evidence
Attendance returns, staff SACE validity, vehicle documents and consent records — all exportable when a district or auditor asks.
06 — Mobility
Transport you can prove.
Routes, stops and seat allocation live in the platform. Drivers check learners on and off from their phone, and guardians get a notification when the bus leaves and when it is two stops away.
- Route planner with capacity, stops and pick-up windows
- Timestamped boarding register per trip, per stop
- Vehicle, licence and roadworthy expiry alerts
- Transport fees billed alongside school fees
07 — Boarding
A hostel that runs itself.
Houses, rooms, beds and boarders. Nightly roll call you can audit, weekend leave with guardian approval, matron notes and medication records — all in one place.
- Bed-level occupancy maps per house and room
- Digital sign-in and sign-out with audit trail
- Exeat and weekend leave approval workflow
- Sick bay, medication and incident log for matrons
08 — Onboarding
From first call to first register in four steps.
You keep running your school the way you do today while we configure alongside you. Nothing switches over until your data reconciles and your staff are comfortable.
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01
Discovery
A 45-minute call with your head, bursar or SGB. We map your current registers, fee structure and reporting obligations — and show you exactly which steps the platform removes.
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02
Configuration
We configure grades, classes, subjects, fee bands, staff roles and permissions against your real data. You review it in a sandbox before anything goes live.
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03
Migration & training
Learners, guardians, staff and balances are migrated and reconciled to a control count. Admin staff and teachers get hands-on training; parents get a one-page onboarding SMS.
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04
Go live & support
You go live with an assigned implementation lead for the first term, then move to ongoing support with a named contact and documented response times.
09 — Deployment
Run it hosted, or run it on your own hosting.
EduKZN ships as a standard PHP application. That means it runs happily on the shared Linux hosting many schools already pay for — or in our managed South African cloud, if you would rather not think about servers at all.
School Starter
R399/ month
Suggested setup fee: R1,350 once-off
- Template-based, mobile-friendly website
- School subdomain
- Home, About, Staff, Admissions, Contact and other standard pages
- News and announcements
- School calendar and document downloads
- School administrator login and content editing
- Standard technical support
Excludes custom design, school visits, mailbox fees and extensive content updates.
Book a walkthroughSchool Professional
R699/ month
Suggested setup fee: R2,500 once-off
- Everything in Starter
- Customised school branding and page layouts
- Registered custom domain connection
- Staff profiles, galleries and expanded document management
- More extensive calendar and announcement management
- Up to 1 hour of routine content assistance per month
- Priority remote support
Domain registration, professional mailboxes and extra work charged separately unless explicitly included in the quote.
Book a walkthroughSchool Enterprise
R15,750+once-off implementation
Suggested management fee: R1,499+ / month
- Bespoke website and agreed portal functionality
- Advanced user roles and permissions
- Admissions application workflows
- Optional parent/student portal development
- Integrations quoted according to scope
- Defined maintenance, backups and technical support
The implementation fee covers agreed development deliverables, not unlimited development or permanent support.
Request a proposal
Hosting requirements: PHP 7.1 or newer, MySQL 5.6+ or MariaDB 10+, and
Apache with .htaccess overrides enabled. A hardened
.htaccess baseline ship with every install, including security
headers, directory-listing protection and cache rules. No build step, no Node,
no cron dependency for the core platform.
10 — Security & compliance
You are holding children’s data. We treat it that way.
Access is granted, never assumed. Every action is logged, every field has a purpose, and every parent can see exactly what the school holds about their child.
POPIA by design
Consent capture, purpose limitation, retention schedules and breach workflow built into the data model — not added later.
Encrypted in transit
TLS everywhere, HSTS enforced, and password hashing with modern adaptive algorithms. No plain-text credentials, ever.
Role-based access
Permissions resolve down to module, grade and class. A teacher sees their learners; a bursar sees the ledger; neither sees the other.
Immutable audit trail
Every record viewed, created, changed, exported or deleted is logged with the actor, timestamp and source address.
Daily encrypted backups
Automated snapshots with a 30-day restore window, and a documented disaster recovery drill run every term.
Local data residency
South African data centres by default, with a self-hosted option when your governing body requires it.
11 — Questions
Answers before the committee meeting.
Still unsure about something specific to your school? Ask us directly — we would rather answer the difficult question now than surprise you later.
Ask a questionHow long does it take to get a school live on EduKZN?
Most single-campus schools are running within two to four weeks. Week one covers configuration — grades, classes, fee structures, staff roles and your existing learner data. Week two is training for admin and teaching staff, plus parent onboarding. Larger multi-campus or boarding schools typically need a further two weeks for data migration and hostel setup.
We already have a school website. Do we have to replace it?
No. You can run EduKZN behind your existing site and simply embed the enrolment form, parent portal and news feed. If you would rather consolidate, we can rebuild your public site inside EduKZN with your branding, and redirect your old URLs so you keep your search rankings.
What happens to our existing data?
We migrate learners, guardians, staff, fee histories and academic records from spreadsheets or your current system. Every migration is validated against a control count before go-live, and we keep your source files untouched so there is always a rollback path.
Does it work on the phones our parents actually own?
Yes. The parent portal is built mobile-first and tested on mid-range Android devices over 3G. Pages are lightweight by design, and the driver and teacher apps tolerate intermittent connectivity by queuing entries until the signal returns.
Where is our school data stored, and who can see it?
Data is hosted in South African data centres by default, with a self-hosted option if your governing body requires on-premises storage. Access is role-based down to grade and class level, every record change is written to an audit log, and no learner data is ever shared with third parties or used for advertising.
How does EduKZN handle POPIA compliance?
POPIA is built into the platform rather than bolted on: consent capture for guardians, purpose limitation per data field, retention schedules, breach notification workflow, and data subject access and deletion requests handled from the admin console. Our privacy notice and PAIA summary are published in the footer.
Can we export everything if we decide to leave?
Always. You can export learners, guardians, attendance, marks, financial ledgers and documents in open CSV and PDF formats from the admin console at any time. There is no lock-in clause and no exit fee for taking your own data.
Can EduKZN run on our existing shared Linux hosting?
Yes. EduKZN is built to deploy on standard shared Linux hosting running PHP 7.1 or newer with MySQL, and the included .htaccess hardening works on cPanel-style hosts out of the box. If you prefer a fully managed environment we can host it for you.
12 — Talk to us
Book a walkthrough with your own data.
Tell us a little about your school. We will come back within one working day with a proposed walkthrough time and a short list of the modules that will save you the most admin, most immediately.
- 45 minutes Screen-share with a solution consultant, no obligation.
- Your workflow We map it against the platform live, so the gaps are obvious.
- Your data stays yours We never demo with another school’s records.