SCHOOL SYSTEMS · BUTTERFLY PRIME SOLUTIONS
School Management System
Fee balances, attendance, exam results and parent updates are hard to run on paper and spreadsheets. Our school management system brings admissions, fees, academics and communication into one secure, cloud-based system that your bursar, teachers, principal and parents can all use.
We build and configure it around how your school actually runs, whether you follow CBC, 8-4-4 during the transition, or an international curriculum, and we connect it to M-Pesa, bulk SMS and your school website.
Rated 5.0 on Google · 14+ years · 650+ clients · 1,200+ projects since 2012
MODULES
Typical modules
These are the modules schools ask for most. We switch on what you need now and add the rest as you grow, and we can build custom modules for anything specific to your school.
Admissions and student records
Online applications, admission numbers, class allocation, guardian details, medical notes and a full history for every learner from entry to graduation.
Fees with M-Pesa
Fee structures per class and term, invoices, M-Pesa Paybill payments matched to the right learner automatically, receipts, balances and arrears reports for the bursar.
CBC report cards
Competency-based assessment with rubrics per learning area and strand, teacher comments and printable or downloadable CBC progress reports.
Exams and grading
Exam setup, mark entry by subject teachers, automatic grading, ranking, mean scores per stream and subject, and term report forms.
Timetable
Class and teacher timetables built around subjects, lessons per week and teacher availability, with clash checks.
Attendance
Daily and per-lesson registers on phone or computer, absence alerts to parents and attendance reports per class or learner.
Parent portal and SMS
Parents see fee statements, results, attendance and notices online, and receive SMS for fee reminders, closing dates and urgent updates.
Transport
Routes, pick-up points, buses, drivers and transport fees, with learner lists per route and trip records.
Library
Book catalogue, issuing and returns, overdue tracking, fines and stock checks for the school library.
Hostel and boarding
Dormitories, bed allocation, boarding fees, exeat and leave-out records, and boarding master reports.
Inventory and stores
Stationery, food stores, uniforms and assets, with requisitions, issues, reorder levels and supplier records.
HR and payroll
Staff records, teacher and support staff payroll with statutory deductions, payslips and leave management.
Alumni
Former student records, alumni contacts and communication for reunions, mentorship and fundraising.
Reports and dashboards
Fee collection, enrolment, performance and attendance at a glance for the principal and board.
USERS
Who it is for
- Primary and junior schools
- Secondary schools
- Boarding and day schools
- International and private schools
- Colleges and training centres
- Nursery, daycare and ECDE centres
- Tuition and language schools
- School groups with several campuses
CBC
Built for how Kenyan schools work
Kenyan schools run on termly fee structures, Paybill payments, CBC assessment and constant parent communication. Generic school software from abroad usually misses at least one of these. We set the system up around Kenyan terms and classes, competency-based assessment for CBC grades and the exam and ranking reports that secondary schools still rely on.
Fee payments are the biggest daily pain for most bursars. With our M-Pesa integration, a parent pays to your Paybill using the admission number as the account, and the payment lands on the right learner’s statement with a receipt. No more matching bank slips and M-Pesa messages by hand at the end of every day.
CONNECTED
Parents, SMS and your website
Parents want to know three things: what they owe, how their child is doing and when school closes. The parent portal answers all three, and our bulk SMS integration sends fee reminders, results notifications and closing dates in a few clicks, so the office spends less time on the phone.
The system can sit behind your school website, so online admissions and the parent login live on your own domain. If you also want an app for parents, we can build one with our mobile app development team using the same data.
SECURITY
Your data stays safe and yours
Learner and fee records are sensitive. Every user gets a role, so a class teacher sees only their classes, the bursar sees finance and parents see only their own children. Data is backed up, access is logged and the system runs over a secure connection.
You own your data and can export it at any time. We train your staff at handover and stay on hand for support. If you need something the standard modules don’t cover, we build it as part of our custom web application development work.
SETUP
What to expect when we build your school system
Every project starts with a free discovery call. We go through how your bursar, teachers and office work today, which modules you need first, who will use the system and which reports matter most. From that we prepare a fixed written quote that never changes, with a 60% deposit to start and the balance at launch.
We then configure the modules, import your existing data from spreadsheets or your old system, and set up users and permissions. Your team tests everything with real examples before going live. Timelines are guidelines, and many projects launch earlier than planned.
At handover we train your staff, so they are confident using the system from day one. You own your system and your data, and we stay available for support, updates and new modules as your needs grow. You can also pair it with our web hosting for a secure, backed-up home in the cloud.
PROCESS
How we set it up
01 Discovery call
Your workflows, users and reports agreed on a free call.
02 Proposal
Modules, timeline and price in writing, as a fixed quote.
03 Set-up and configuration
The system configured for your workflows, data imported.
04 Training
Handover training for your team is included.
05 Go live and support
Launch, then ongoing support. You own your data.
PRICING
Pricing
Contact us for a quote after a free discovery call. You get a fixed written quote that never changes, with a 60% deposit to start and the balance at launch. Timelines are guidelines, and projects often launch earlier.
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FAQ
Frequently asked questions
What does a school management system do?
It brings admissions, student records, fees, exams, CBC assessment, attendance, timetables and parent communication into one secure system, so staff stop juggling paper registers and spreadsheets.
Does it support CBC report cards?
Yes. Teachers record competency-based assessment per learning area and strand, and the system produces CBC progress reports. It can also handle exam marks, grading and ranking for classes that still need them.
Can parents pay school fees by M-Pesa?
Yes. Parents pay to your Paybill using the admission number, and the payment is matched to the right learner automatically with a receipt and an updated balance.
Can it send SMS to parents?
Yes. Through our bulk SMS integration you can send fee reminders, results alerts, closing dates and emergency notices to all parents or selected classes.
Can we start with a few modules and add more later?
Yes. Many schools start with fees, student records and exams, then add transport, library, hostel or payroll later without moving to a new system.
Can we move our existing data into the system?
Yes. We import learner lists, fee balances and staff records from your spreadsheets or old system as part of setup.
Do you also build school websites?
Yes. See our school web design service. The website and the system can share online admissions and the parent login.
How much does a school management system cost?
It depends on the number of learners, campuses and modules you need. We quote after a free discovery call, and you get a fixed written quote that never changes.
Want to see it for your school?
During working hours (Monday–Friday, 8am–6pm EAT) we reply within minutes. Outside working hours, we’ll reply first thing the next working day. Rated 5.0 on Google.