SCHOOL MANAGEMENT SYSTEM · ZIMBABWE
One system for the whole school.
Enrolment, fees, attendance, results and parent communication — connected, so the bursar, the head and the parent are all looking at the same information.
Implementation is planned around your term calendar, not ours.
TERM DASHBOARD
SchematicTerm 1 2026 · week 6 of 13
Enrolment 782 · USD
- Pupils enrolled
- 782
- Across five forms, one campus
- Fees invoiced this term
- $186,420
- 84% collected to date
- Arrears outstanding
- $29,905
- 16% of invoiced, 41 pupils
| Needs the office this morning | Detail |
|---|---|
| Form 3 Blue register not submitted | 2 days |
| Pupils over 30 days in arrears | 41 · $19,240 |
| Term 1 reports due | 27 March · 11 days |
Figures are illustrative.
Arrears identified weekly instead of at the end of term.
Fee collection over two terms, once arrears became visible in week four rather than week thirteen.
The school is not named and there is no quote here, because written permission has not been given yet. The figures are theirs and are unchanged. A named school with its own words is worth more than anything we could write, so we are waiting for it rather than inventing it.
Education
A private school, 780 pupils
- Problem
- Fee arrears were discovered at the end of term, when nothing could be done.
- Built
- ASOFT ERP fees, attendance and parent messaging.
- Result
- Arrears identified weekly. Collection up 19% in two terms.
Get started
Pick your band and pay. You are running today.
Pick your band, add what you need, pay for the first period and start using it. No sales call in the way — and if your finance office needs a document first, take the quote instead.
Choose the band that matches your size to see what it costs.
Step 1 of 5
How many students are enrolled
Step 2 of 5
Getting you onto it
One-off, charged with your first invoice.
Step 3 of 5
Extra modules
Charged with the subscription. Add or drop them at any renewal.
Step 4 of 5
Augustus AI
Answers enquiries on WhatsApp and on the site, day and night. Pick a tier or leave it off.
Step 5 of 5
Asolen AI
A secure assistant trained on your own policies, schemes of work and circulars.
Choose the band that matches your size to see what it costs.
WHAT IS IN IT
From enrolment to graduation.
A school management system for Zimbabwe has to do ordinary things extremely well: total a register, chase a fee, print a report on time. Nine modules, grouped by who uses them.
The pupil
- Student records
- One record per pupil from enrolment to leaving: guardians, medical notes, discipline, house, transport and every document scanned against it.
- Attendance
- Registers taken on a phone and totalled the moment they are submitted, with flags on repeat absence that reach the guardian the same morning.
- Library
- Issues, returns, overdue lists and replacement charges that appear on the pupil’s fee account rather than in a separate notebook.
The money
- Fees and billing
- Termly invoicing per pupil, sibling and staff discounts, scholarships, part payments, receipts, statements, and an arrears list that is current rather than historical.
- Staff and payroll
- Teaching and non-teaching records, contracts, leave, PAYE and NSSA, payslips, and a bank payment file for the salary run.
The year, and everyone who asks about it
- Timetabling
- Class, teacher and room allocation with clash detection, and a per-pupil timetable that reflects option subjects rather than the year group average.
- Examinations and reports
- Mark entry by the subject teacher, weighting, aggregates, positions, comments, and report cards in your existing layout.
- Parent portal and SMS
- Fee statements, attendance, reports and school notices, delivered by WhatsApp, SMS and a browser page a parent can open on any phone.
- Board reporting
- Enrolment trends, fee collection, staffing costs and academic performance in the format your finance committee already reads.
Available add-ons
- Augustus AI
- Answers WhatsApp enquiries and qualifies leads, day and night.
- Asolen AI
- A secure AI assistant trained on your own documents and processes.
Each is quoted on the same quote as the system, not billed as a separate subscription.
WHAT IT CONNECTS TO
What it connects to, and what that saves the office.
A school system that cannot take an EcoCash payment, cannot message a parent on WhatsApp and cannot export a candidate list is a filing cabinet with a login screen.
Fees and money coming in
Parents pay the way parents actually pay
- Paynow
- EcoCash merchant code
- Bank statement import
- ZIMRA fiscalisation
Talking to parents
On the channel they will actually read
- WhatsApp Business
- Bulk SMS
- Parent portal
The academic year
Files in the layout the examination boards accept
- Examination candidate files
- Mark sheet import
- Timetable import and export
- Report card layouts
Staff, systems and data
It fits alongside what the school already runs
- PAYE, NSSA and bank files
- Excel and CSV everywhere
- Google Workspace for Education
- Augustus AI
- SilverOne ERP
When the line is bad
A register still gets taken
- Registers capture offline
- Text-first screens
- SMS as the fallback
IMPLEMENTATION
Four to eight weeks, planned around your terms.
The best time to start is a school holiday. The second best is week one of a term, when your enrolment data is at its cleanest.
WEEK 1
Discover
We walk the office. How a pupil is enrolled, how a fee is receipted, how a register becomes a report, and which of those steps only works because one person is very good at it.
WEEKS 2–3
Configure
Forms, streams, subjects, houses, fee structures, discounts, scholarships and the approval rules the bursary actually uses.
WEEKS 3–5
Migrate
Pupil records, guardians, opening fee balances, staff records, and as much academic history as exists in a usable form.
WEEK 6
Dry run
One full billing run and one full report run on real data, checked line by line against your own last term. Nothing goes to a parent from this run.
WEEKS 7–8
Go live and train
Enrolment and fees first, then attendance, then examinations. Not everything on one Monday, and never in the week reports are due.
Dates are set against your term calendar and written into the scope before you pay. We do not schedule a go-live in an examination week or a reporting week, and we will say no if you ask us to.
QUESTIONS
What heads and bursars ask first.
Can we start in the middle of a term?
Yes, and it is common. We bring across the current pupil list and the fee balances as at the day you switch, run one billing cycle in parallel, then take over. What we will not do is move examinations and reporting mid-term — those wait for the term boundary.
Where is our data stored?
On managed Postgres infrastructure with daily backups, and we will tell you the exact region in writing before you sign. You can export everything at any time, in a standard format.
Who can see a pupil’s record?
Only the roles you allow, and the rule is enforced in the database rather than in the screens. A form teacher sees their own class. A subject teacher sees the pupils they teach and the marks they entered. The bursary sees fees. Medical and discipline notes are separately restricted, and every view of a restricted note writes an audit row.
Do parents need to install an app?
No, and deliberately so. Statements, attendance and reports arrive on WhatsApp or by SMS, and the parent portal is a web page that opens on an old handset over a weak connection. Asking eight hundred families to install an app is how a parent portal ends up unused.
Will it work for a group with more than one campus?
Yes. Each school keeps its own enrolment, registers, fee accounts and reporting, and the group office gets a consolidated view above them. Where the group also needs consolidated finance, that usually sits in SilverOne ERP with ASOFT ERP feeding it.
Can we start small?
Yes. Most clients start with one module or one site and add from there.
What happens if we stop working with you?
You keep your data and your licences per the contract. No hostage-taking.
Do you work outside Harare?
Yes. Remote implementation across Zimbabwe, on-site training by arrangement.
Something not answered here? Ask us directly.
NEXT STEP
Show us your term. We will show you the system.
Thirty minutes, using your own fee structure and your own term dates rather than a demo school.
We work around your timetable, including school holidays.