Edutech System
The complete platform for running a modern educational institution. Manage student enrollment, fee collection, grading, attendance, timetables, and parent communication, all alongside built-in promotions, payroll, accounting, and administration tools. Whether you run a single campus or a network of institutions, everything connects in one system.
Edutech System is part of Fiap Systems, an all-in-one business management platform for African SMBs. It combines 43 specialist modules with a shared business core, on web, mobile and desktop, priced in your local currency.
Everything You Need to Power Your Institution
Student enrollment
Build complete student profiles with name, date of birth, gender, photo, and address. Store guardian details including phone, email, and relationship. Track medical information, enrollment dates, transfers, and withdrawals. Every student receives a unique ID (STU-XXXXXX) for easy identification across the entire system.
Admissions
Process online applications from start to finish. Capture applicant details, previous school information, and preferred class selection. Track every application through pending, approved, and rejected stages. Assign students to the correct branch automatically and convert approved applicants into enrolled students with one click.
Fee management
Define fee structures per class and per term, covering tuition, registration, lab fees, transport, and exams. Set billing cycles as monthly, termly, or annual with specific due dates and support for recurring charges. Track every payment with receipt numbers and payment methods, and void mistaken payments with a full audit trail. Automatic late-fee rules apply surcharges on overdue bills, and waiver-aware balances keep every figure accurate so no fees slip through the cracks.
Promotions
Promote students securely to the next academic year or term. Automatically generate promotion lists based on grading criteria, attendance, or manual selection. Manage alumni transitions, update class structures in bulk, and seamlessly roll over fee balances to ensure academic continuity without administrative headache.
Attendance tracking
Record daily attendance per class with present, absent, and late statuses. Generate detailed reports by student, class, or time period. Automatically flag chronically absent students so teachers and administrators can intervene early and keep students on track.
Grading system
Configure grade scales with custom boundaries (A = 90-100, B = 80-89, and so on) and GPA values. Record exam results per student, subject, term, and exam type. Percentages are auto-calculated, and teachers can add personalized comments. Build a complete academic record for every student across their entire school journey.
Gradebook analytics
Visualize student performance trends over time, rank students within their class, and drill into subject-level analysis. Compare results across terms to identify improvement or decline. Give teachers and parents clear, data-driven insights into academic progress.
Exam schedules
Schedule exams by class, subject, and term with support for midterms, finals, quizzes, assignments, and practical exams. Assign specific dates, times, and venues for each exam. Set maximum scores and keep students, teachers, and parents informed about every upcoming assessment.
Assignments
Create assignments linked to specific classes, subjects, and teachers. Include titles, detailed descriptions, and due dates. Mark assignments as active or closed and keep a clear record of coursework throughout the academic year.
Timetable management
Build weekly timetables with class, subject, teacher, and room assignments for each time slot. Schedule by day of the week with built-in conflict avoidance so no teacher or room is double-booked. Manage time slots centrally and update schedules in seconds.
Library management
Catalog your entire library with title, author, ISBN, category, shelf location, and copy counts. Track borrowing and returns with due dates, and flag overdue books automatically. Know exactly how many copies are available at any time and keep your library running efficiently.
Parent portal
Give parents secure access to view their child's grades, attendance records, fee balances, and school announcements. Link parent accounts to student profiles so each parent sees only their own children's information. Strengthen the school-parent relationship with transparency and real-time updates.
Class & section management
Organize classes with unique codes and capacity limits. Assign subjects to each class with their own codes, then link teachers to classes and subjects. Build a clear academic structure that keeps scheduling, grading, and reporting organized from the ground up.
Teacher management
Maintain detailed teacher profiles with staff IDs, qualifications, specializations, and hire dates. Assign teachers to classes and subjects, and link their profiles to user accounts for system access. Keep all educator information centralized and easily accessible.
Teacher substitutions
Track substitute teacher assignments by class, subject, date, and period. Follow each substitution through pending, approved, completed, and cancelled stages. Record the reason for every swap so administrators maintain full visibility into staffing changes.
Disciplinary records
Log disciplinary incidents with categories (minor, moderate, severe), detailed descriptions, and actions taken. Track each case through open, resolved, and escalated statuses. Flag incidents for parent notification and maintain a complete behavioral history for every student.
Hostel & dormitory management
Manage hostels by type (boys, girls, or mixed) with rooms organized by floor and capacity. Allocate beds to individual students and assign wardens to each hostel. Keep housing records organized and ensure every boarding student has a proper placement.
Bus & transport management
Manage your bus fleet with vehicle numbers, license plates, capacity, routes, driver details, pickup and dropoff times, and monthly fees. Assign students to buses with specific pickup points. Give parents peace of mind knowing exactly how their child gets to and from school.
School year & terms
Define academic years with start and end dates, then break them into terms or semesters. Set current year and term flags so the entire system knows which period is active. Transition between terms smoothly without losing any historical data.
Staff & role management
Seven or more built-in roles including Owner, Admin, Manager, Teacher, Parent, Student, and Staff, each with tailored access controls for their specific portal. Teachers see grades and attendance. Parents see their child's records. Administrators see everything. The right people access the right information.
Staff attendance
Track employee clock-in and clock-out times with automatic late arrival detection. Generate attendance reports by day, week, or month, and feed the data directly into payroll calculations. Accountability for every staff member, every day.
Payroll
Automate salary calculations with support for deductions, bonuses, tax withholdings, and employer/employee contributions. Calculate net salary accurately and generate professional pay slips for every staff member. Save hours of manual work and ensure your team is paid correctly, on time.
Expense tracking
Record and categorize every school expense across rent, utilities, salaries, supplies, transport, marketing, maintenance, taxes, and insurance. Generate exportable reports that show exactly where your budget goes and help you plan for the future.
Double-entry accounting
A full chart of accounts covering assets, liabilities, equity, revenue, and expenses. Create journal entries with automatic debit/credit validation, and generate financial reports that give administrators and board members a clear picture of the school's financial health.
AI academic assistant
Ask questions about students, attendance, fees, or grades in plain language and get instant answers. "How many students are absent today?" or "Which class has the highest average grade this term?" The AI understands your school's data and delivers insights in seconds.
Workflow automation
Set up if-then rules that trigger automatically when events happen. When a student is marked absent 3 days in a row, notify the parent. When a fee payment is overdue, send a reminder. Eliminate repetitive tasks and let the system handle the routine.
Internal messaging
Real-time messaging for staff, parents, and students with direct messages and group chats. Share files, images, and updates without leaving the system. Keep communication organized and accessible to everyone who needs it.
Document management
Upload and manage academic documents by category. Generate report cards, certificates, and official letters from templates. Keep every important document in one searchable, organized location that the right staff members can access anytime.
Notifications & alerts
Automatic alerts for overdue fee payments, student absences, upcoming exams, and school-wide announcements. Parents, teachers, and administrators each receive the notifications relevant to them. No one misses a critical update.
Audit trail
Every action in the system is logged with the user who performed it, what changed, and a precise timestamp. Filter by feature, user, or date range to investigate any activity. Complete transparency for administrators and compliance requirements.
Leave management
Handle staff leave requests for annual vacation, sick days, maternity, paternity, and unpaid leave. Approval workflows ensure proper authorization, and leave balances update automatically so managers always know team availability.
Shift management
Define shifts and assign staff members to specific shifts by date. View the full schedule in a calendar display to spot coverage gaps and ensure smooth daily operations across departments and campuses.
Performance reviews
Conduct structured reviews for teachers and staff with ratings, written comments, goal-setting, and review period tracking. Build a performance history that helps school leaders develop talent, recognize excellence, and address areas for growth.
Announcements
Broadcast school-wide announcements with priority levels and targeted audiences. Send updates to all users, or narrow the audience to parents only, teachers only, or students only. Pin critical messages to the top and set expiration dates so outdated information clears automatically.
Multi-campus support
Manage multiple school branches from one central platform. Each campus operates with its own students, staff, and finances, while administrators get consolidated oversight and reporting across the entire network. Scale from one campus to many without switching systems.
Settings & branding
Customize the system with your school name, logo, colors, currency, timezone, and language. Every report card, receipt, and screen reflects your institution's identity, giving students, parents, and staff a polished, professional experience.
Fee waivers & scholarships
Grant full or partial fee waivers and scholarships per student, with an approval record for each one. The reduction is reflected automatically in balances and statements, so bursars, parents, and auditors always see the same accurate figure.
Installments & statements
Split any fee into an installment plan that matches what families can actually pay. Print branded fee statements on demand, and track advance payments and sibling discounts without a single spreadsheet.
Teacher presence
Track daily teacher check-ins so leadership knows who is actually in front of a class. Spot patterns of absence early and keep instructional time protected across every campus.
EMIS census
Generate the enrolment and staffing census returns education ministries require, straight from live school data. No more end-of-year scrambles to reconcile paper registers with official forms.
Exam board reporting
Prepare official exam candidate lists and results returns for national exam boards. Candidate details are pulled directly from student records, so submissions are complete, consistent, and on time.
Inspectorate reporting
Produce inspection-ready reports for school inspectors and education authorities in minutes. Present enrolment, staffing, and academic data in the format oversight bodies expect, without days of manual preparation.
Bulk SMS
Send configurable SMS notifications to parents for fee reminders, exam results, and school announcements. Reach every family on any phone, no smartphone or internet connection required.
Your questions, answered
What is Fiap Systems Edutech?
Fiap Systems Edutech is a complete school management platform that handles student enrollment, fee management, the grading system, and attendance tracking in one connected system. It also includes a parent portal, timetables, library management, promotions, payroll, and double-entry accounting so an institution can run academics and administration together.
Does the school system work offline?
Yes. The Offline plus Cloud Sync edition keeps attendance, grading, and fee collection working with no internet, then syncs automatically once you are back online. There is also an Offline Standalone edition that runs entirely on your own computers and needs no internet connection at all.
What currencies is the school system priced in?
Pricing is shown in your local currency, including FCFA, Naira, Cedi, Rand, Kenyan Shilling, and more, detected automatically for your location. Fee payments can be collected by mobile money such as MoMo and Orange Money, as well as cash and bank transfer.
Can fees be collected in installments, with waivers and discounts?
Yes. Fees can be split into installment plans, and schools can grant full or partial waivers and scholarships per student, apply sibling discounts, and track advance payments. Balances update automatically to reflect every reduction, and branded fee statements can be printed for parents at any time.
Is there a parent portal for grades and fees?
Yes. The parent portal gives parents secure access to view their child's grades, attendance records, fee balances, and school announcements. Parent accounts are linked to student profiles so each parent only sees their own children's information, with real-time updates.
Can it generate report cards and handle multiple campuses?
Yes. The grading system builds a complete academic record per student and generates report cards and certificates from templates. Multi-campus support manages several branches from one platform, each with its own students, staff, and finances, while administrators get consolidated oversight across the network.
Other industries we support
Ready to Modernize Your Institution?
Join institutions that manage their entire operation from one connected platform. From enrollment to graduation, every tool you need is already built in.