From inquiry to enrolled, in one pipeline.
Every school gets its own public application page. Applications flow into a pipeline your registrar works through, with every move and every decision on record.
What is included
- A public online application form for each school, with document upload
- Pipeline statuses with a full history of every change
- Checklist items, reviewer comments, and a decision recorded with its reason
- Duplicate applicant detection on name and date of birth, always confirmed by a person
- Turn an accepted applicant into a student and guardian, and invite the guardian, in one step
Pipeline statuses
- Enquiry
- Started
- Submitted
- Incomplete
- Under review
- Assessment
- Accepted
- Waitlisted
- Rejected
- Withdrawn
- Enrolled
Where applications come from
- Online form
- Walk-in
- Referral
- Entered by staff
On the public form
- Data Privacy Act notice, with its version recorded
- Document upload
One record per learner, connected to their family.
Search the whole school in seconds, and keep the people around each child clear, from emergency contacts to who is allowed to collect them.
What is included
- Student list with search and filters by year, grade, section and status
- Status lifecycle (enrolled, transferred and more) with a reason and effective date
- Guardians with relationship, contact priority, emergency contact and authorised pickup
- A restricted-access flag for guardians who must not receive information
- Versioned student documents and a timeline of enrolment, attendance, grades and finance events
- Invite parents and students to their own portal accounts, and add a student photo
Student statuses
- Active
- On leave
- Transferred
- Withdrawn
- Graduated
- Archived
Enrolment types
- New
- Returning
- Transferee
Guardian relationships
- Mother
- Father
- Guardian
- Grandparent
- Sibling
- Aunt or uncle
- Other relative
- Other
Document types
- Birth certificate
- Report card
- Form 137
- Good moral certificate
- Transfer credential
- ID photo
- Medical
- Other
Official records and requests, with a paper trail.
Requests for documents are tracked from the moment they arrive to the day they are released, and every document the school issues is registered.
What is included
- Document requests with identity verification, due date, fee and release method
- A register of every issued document, with the template version used
- Versioned document templates per school year
- Documents clearly labelled as internal or unofficial where that applies
- Promotion and retention decisions, with recorded exceptions
- School-year rollover: plan it, review it, then apply it
- Parent requests such as absence notes, pickup authorisation and contact changes
Enrolment outcomes at year end
- Promoted
- Retained
- Completed
- Withdrawn
Move in from spreadsheets. Take your data with you.
Bring existing records in from CSV or Excel files without retyping, and export the school’s data when you need it.
What is included
- CSV and Excel import for students, guardians, enrolments, staff accounts, subjects, sections, fee items and fee balances
- Column mapping, then row-by-row validation with an error report you can fix and re-upload
- Choose to skip, update or fail on duplicates
- Large imports commit in the background, and a whole batch can be rolled back
- Full data export as a zip of CSV files, delivered by an expiring download link
- Exports are audit-logged, and restricted data groups are owner-only
What you can import
- Students
- Guardians
- Enrolments
- Staff accounts
- Subjects
- Sections
- Fee items
- Fee balances
File types
- CSV
- Excel (XLSX)
When a row already exists
- Skip it
- Update it
- Fail the row
Built for the people who do the work.
- Registrar
- School admin
- School owner
- Principal
- Finance (fee imports)
Good to know: not included yet
- Importers for library books, staff profiles and class offerings.
- Importing academic history for school years that are already closed.
- Automatic PDF generation for issued documents. They are print-ready, so you save them as PDF from the browser.
Connected to the rest of your school.
Academics & grading
School years, timetables, attendance, and DepEd-style gradebook and report cards.
- Academic structure
- Timetable & events
- Attendance
- Gradebook & report cards
Communication & portals
Announcements, messaging, parent and student portals, and role dashboards.
- Announcements
- Parent-teacher messaging
- Parent & student portals
- Dashboards & reports
See PHSMS with your school’s workflow.
Try the live demo, or tell us about your school and we will walk you through the modules that matter most to you.
Pricing depends on your school. Contact us for pricing.