Getting started
Is PHSMS only for one school?
No. PHSMS is multi-tenant: many schools run on one platform, each with its own data, logo and brand colour. A school can never see another school’s information.
How do we get started?
We create your school on the platform with your name, logo and brand colour, and invite your school owner by email. A guided setup checklist then walks you through school years, grade levels, sections and subjects. Contact us to begin.
Can we bring our existing student records?
Yes. Upload CSV or Excel files for students, guardians, enrolments, staff, subjects, sections and fees. Every row is validated, you get an error report for anything that needs fixing, and a whole import can be rolled back.
How much does it cost?
Pricing depends on your school, so there is no price list here. Contact us for pricing.
Grades and learning
Does it follow DepEd grading?
It ships with a DepEd-style default: Written Work, Performance Task and Quarterly Assessment, weights per subject group, and a transmutation table. Each school can configure the scheme to match its own policy.
When do parents see grades?
Only after grades are published. Grades move from draft to submitted to approved to published, and parents and students never see drafts.
What attendance statuses are available?
Present, absent, late, excused, school activity and remote. A teacher marks the whole section present, then changes the exceptions. Any later correction needs a reason and is kept in the audit trail.
What happens when a grade needs to change after it was published?
The grade sheet has to be reopened, which needs approval and keeps the history. Published grades are never silently edited.
Can teachers see students from other sections?
No. Teachers see the sections and classes they are assigned to. Attendance reports for teachers are limited to their own advisory sections.
Does it support senior high strands and several campuses?
Yes. Senior high strands are part of the academic structure alongside grade levels from Kinder to Grade 12, and a school profile can include several campuses.
Money
Can parents pay online?
Not yet. Today the cashier records payments, and parents see their statements and receipts in the portal. Online payment is planned for a later release.
Which payment methods can the cashier record?
Cash, bank transfer, cheque, card, e-wallet and other, each with a reference. These are recorded by the cashier. PHSMS does not process card or e-wallet payments itself.
Can we offer installment plans?
Yes. Fee schedules can be set up with annual, semestral, quarterly or monthly payment plans for each grade level.
Can we give sibling discounts or scholarships?
Yes. Discounts can be a sibling discount, scholarship, employee discount, waiver, early-payment discount or other, either as a percentage or a fixed amount. Each needs an approver and a stated reason.
Can we see who has not paid?
Yes. Finance can run outstanding balances by grade and section, an aging report, collections by day, cashier and method, and reports on discounts and voided payments, each with CSV export.
What happens if a payment is recorded wrongly?
Nothing is deleted. A payment is voided or refunded by a reversal entry with a reason, so the history stays complete.
Families and communication
How are announcements delivered?
In the app and by email, with delivery status tracking. SMS is not available yet.
Can a parent with several children use one account?
Yes. Parents get a child switcher. One email address belongs to one school account.
What can parents do besides read?
They can send requests to the school, such as an absence note, excuse letter, pickup authorisation, contact change or appointment, and message teachers. Required notices ask them to acknowledge.
What if an email does not arrive?
Email delivery is tracked as pending, sending, sent or failed, so staff can see what happened. Announcements also appear in the app.
Is there a mobile app?
PHSMS is a web application with responsive screens that work on phones and tablets. There is no separate mobile app at the moment.
Security and data
Who can see health and guidance records?
Only the staff who are authorised for them. These records are kept apart from the student file, left out of exports and dashboards, and every access is logged for review.
Is two-factor sign-in or single sign-on available?
Not yet. It is planned for a later release. Sessions use secure cookies, passwords are hashed, and sign-in attempts are rate limited.
How are uploaded documents protected?
Uploads are checked for type and size, and are opened through short-lived secure links instead of public web addresses. Staff documents and student documents are kept separate.
Can an auditor change anything?
No. The auditor role is read-only across the school. Auditors can view reports but cannot download CSV exports.
Can we export our data?
Yes. The school owner or admin can request a full export as a zip of CSV files, delivered by an expiring link. Exports are audit-logged.
Still have a question?
Ask us directly, or try the live demo to see it for yourself.
Pricing depends on your school. Contact us for pricing.