01
Records
Admissions and complete people records
Create, edit, archive, restore or safely remove learner, staff and guardian records while preserving connected history.
DOB completion noticesLearner travel planGuardian linking
Run the school day, protect every learner,
and keep every record connected.
AcademiaOS connects admissions, attendance, finance, academics, permanent Smart ID scanning, secure learner pickup, transport and premises movement control under one role-based school platform.
5
Smart ID scan modes
3
Learner travel plans
14
Role-based workspaces
1
Connected school platform
Built for
Built for the complete school day
Production-grade control from admission to safe departure
Records, safeguarding, scanning, transport, academics and finance work together. Every accepted action updates the right register, audit trail and role-based workspace automatically.
One permanent card, five controlled workflows
The selected workspace decides what each scan records. The scanner accepts the event, displays the result and remains ready for the next badge.
Classroom attendance
Staff attendance
Gate movement
Boarding and alighting
Secure learner pickup
02
Identity
Permanent Smart ID and continuous scanning
One private barcode token stays tied to each person and records the correct event without interrupting the scanner workflow.
Five scan modesDuplicate protectionInactive-card rejection
03
Safeguarding
Secure learner pickup and release
Confirm linked guardians, advance collectors or standing pickup drivers before Security releases a learner.
ID confirmationCollector audit trailParent approval controls
04
Transport
Optional school transport operations
Schools can remain parent-pickup only or run routes, vehicles, stops, driver and conductor scanning with assignment checks.
Boarding and alightingStill-on-bus totalsRoute validation
05
Movement
Premises movement and early departure
Approve staff movement, scan staff out and back in, monitor overdue returns and control sick learner release.
Movement approvalOverdue monitoringPartial attendance update
06
Attendance
Learner and staff attendance
Record classroom attendance, staff arrival and departure, corrections, partial days and linked daily-fee activity.
Continuous scanningDaily registersCSV reporting
07
Academics
Assessment Work, subjects and result approval
Teachers enter taught topics during homework publishing while marks move through review, approval and locked reporting.
Teacher-entered topicsResult workflowHistorical integrity
08
Finance
Fees, balances and official receipts
Manage term, monthly and daily payment plans, live balances, allocations, follow-ups and numbered receipts.
Daily-fee automationBalance trackingFinancial audit trail
09
Families
Parent and guardian connection
Give families role-safe access to attendance, pickup, transport, fees, homework, results, approvals and notifications.
Guardian portalPickup remindersSchool messaging
Attendance · Finance · Fees
Daily fees that actually add up.
For schools charging per school day attended — AcademiaOS calculates the fee automatically when attendance is marked. Absent days are skipped. Holidays are skipped.
Carry-forward logic
Any unpaid balance from the previous day is automatically carried forward — no manual chasing.
Term, monthly & daily plans
Set a different payment plan per learner. The system handles the maths.
Real-time balance
Accounts staff always see the live balance. No spreadsheets.
Official PDF receipts
Every payment generates a printable, numbered receipt instantly.
Live example · Daily fee learner
Term days attended42 days
Fee per dayGHS 12.50
Gross chargeGHS 525.00
Payments receivedGHS 480.00
Balance carried forwardGHS 45.00
Week-by-week payments
Calculated automatically. No spreadsheet needed.
PLA
Paul Lawrence Academy
SMART ID
A
Abena Boateng
Basic 4 · Female
School badge number
PLA-005
PLA-L8K4M7Q2
PLA
Card information
Permanent school identity
This card supports
AttendanceGate movementBus transportSecure pickupStaff movementEarly departure
The barcode stores a short permanent token tied to one person. Changing a name, class, role or username does not change the token.
Permanent identity and continuous scanning
Scan, record, confirm, then continue to the next person.
Every staff member and learner receives a front-and-back CR80 Smart ID with a permanent private scanner token. The selected scanner mode decides whether the scan records attendance, gate movement, transport or pickup.
- Photo, full name, gender, class or role, school badge number, logo and faded watermark
- Permanent token remains tied to the same person and is never reused
- Continuous classroom, staff, gate, transport and pickup scanning
- Inactive, suspended and archived cards are rejected immediately
- Front-and-back CR80 printing for PVC card printers
Access control
Every staff member sees only what they need.
14 role types from Super Admin to Canteen staff. Permissions are fixed by role — not configurable by accident.
Super admin
Proprietor
Headteacher
Academic admin
Class teacher
Accounts
Receptionist
Transport
Security / gate
Librarian
Canteen
Parent
Learner
Access anywhere
Web, mobile, and desktop — all connected.
Staff, security and parent mobile access
Take attendance, approve requests, confirm learner pickup and receive school updates from role-specific mobile workspaces.
Desktop scanning with offline support
Use USB or camera scanning for rapid attendance and movement recording. Supported events queue safely when connectivity drops.
Connected alerts and communication
Notify guardians about pickup, early departure, bus boarding, attendance, fees, homework and results from the same platform.
For schools
Ready to run your school from one desk?
Fill in the form and we will set up a demo for your school. You will receive login credentials to explore the full system before committing to anything.
We set up your school
Your data, your staff, your classes — configured before you log in for the first time.
You get real credentials
No demo sandbox — you see a live system with your school name and logo.
Training included
We walk your administrator through every module before handover.
Already a school on AcademiaOS?
Use the credentials your administrator provided.