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How the whole platform works together

Some things a school does don’t live in one portal — they hand off between roles. These walkthroughs follow one flow end to end, with every step’s real screen live on the page.

Standing the school up

The first fortnight, and the decisions everything after it depends on: getting your people onto the register, recording who belongs to whom, deciding who may see what, and laying out the week.

The lit archway of a school entrance

Getting Your People In

The first fortnight: what happens between paying and having a working school, how a term’s worth of students and staff get onto the register without anyone re-typing them, and what a new teacher, pupil and parent each see the first time they open the link you sent.

School AdminOther Staff RolesStudentParent
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An open planner notebook with pencils laid beside it

Timetabling

How a school builds a week and everyone else reads it — the days and hours you open, the rooms you have, who teaches what, the grid itself, and then the same fourteen lessons appearing as a teacher’s week, a pupil’s day and the register that gets taken in the lesson.

School AdminTeaching StaffStudent
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A parent carrying a small child on their shoulders

Guardians & Families

Where a parent portal account actually comes from: the guardian record, the link between an adult and a child, the second parent, the guardian with no email, the invitation nobody accepted — and then one login that carries three children, an activity feed across all of them, and one bill.

School AdminParent
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A bunch of keys on a dark surface

Who Can See What

Access control, end to end: composing a role out of the platform’s own actions, granting it to a person for a fixed window, the sidebar and the pages that change as a result, the trail that records every use — including the refusals — and what a school sees when our own support staff need to look.

School AdminOther Staff RolesLibrary StaffParent
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Bringing people in

The two pipelines that start outside the school — a family applying for a place, and a candidate applying for a job — and how each becomes somebody with an account.

A hand filling in a paper form beside a laptop

Admissions

How a school runs an intake end to end — publish an opening, take applications online or at the front desk, shortlist, sit an entrance exam, make offers, collect the fees, and provision the accepted cohort into real students.

School AdminParent
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Two people talking across a table in an interview

Hiring

How a school fills a post end to end — write the vacancy, publish it to your own careers page, take applications from people with no account, interview and score them, make an offer they answer from home, and turn the acceptance into an employee with a role, a contract and a timetable.

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The teaching year

The work the school exists to do: registers, subject choices, marks and results, exams, and the library that supports them.

Marks worked out on a whiteboard beside a calculator

Grading & Results

How a term’s marks travel through EaseAcademia — assignment to gradebook to report card — with every role’s screen live on the page.

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A teacher writing in a notebook at a desk

Planning a Lesson

The evening before the lesson, end to end — the plan and its objectives, the handout built block by block through a five-step wizard, the quiz inside it that marks itself, who sits next to whom and why, and the pupil who opens the whole thing at home the next night.

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Secondary pupils in lab coats working with equipment

Subject Choices & Electives

From the subjects a school offers to the two a child actually takes — the elective rules, the window families choose in, the approval that makes a choice real, and the timetable it changes.

School AdminStudentParent
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An empty classroom of desks and chairs

Attendance

The register end to end — taken per lesson and per day by the two teachers who see the class, watched by the office, read the same afternoon by pupils and guardians, and counted where it decides something.

Subject TeacherForm TeacherSchool AdminStudentParent
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Candidates at screens in a school computer room

Sitting an Exam

One computer-based exam from end to end — a teacher writing questions, a paper sealed and timetabled, a hall opened and a candidate admitted to it, an hour watched live, scripts marked the moment they are handed in, and the mark arriving on a report card at home.

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Looking after pupils

Behaviour and its consequences, the permission a school has to ask for, and the two flows that exist to catch a child before anybody else has noticed.

A teacher standing over pupils working at their desks

Behaviour & Discipline

How one behaviour ledger serves the whole school — points awarded in class by the teachers who teach those pupils, the office’s incident and detention registers, and the same record on the student and parent portals.

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Three medals on striped ribbons — a gold first place, a silver and a bronze

The Rewards Economy

Behaviour points as a currency, end to end — what a point buys and who priced it, the badges awarded with no human in the loop, the ledger of every award and who made it, a pupil’s balance and the counter where it is spent, and the page that shows whether the points are being handed out evenly.

School AdminStudentParent
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A hand signing a document held open in a folder

Parental Consent

How a permission request finds exactly the right families — rule-based student selection, a confirmed recipient list, custom questions, and a per-child record of every answer.

School AdminParent
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An empty school corridor lined with lockers

Spotting a Child in Trouble

Attendance, behaviour, marks and unpaid fees are four registers every school already keeps and no school can read together. This is what happens when they are read together: one risk board, one standing rule that maintains its own membership, one form tutor told on the morning it matters — and one child’s whole record in date order.

School AdminForm Teacher
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An empty classroom of wooden desks in the sunlight

Suspending a Pupil

The register that replaced a button: where a suspension comes from, the dates and the reason it is raised with, the four different ways it can end, what the family and the pupil see — and the one switch a person still throws by hand.

School AdminParentStudent
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Services the school runs

The modules a school switches on around the teaching: the library desk, the sick bay, the boarding house and the school shop — each one a flow that reaches a pupil, a parent and the member of staff who runs it.

An open book resting on a full library shelf

Borrowing a Book

One loan, end to end — a pupil finding a title that is already out, joining the queue, collecting it when it comes back, keeping it too long, and the fine appearing where a school actually collects money: on the family’s invoice, and on the clearance list when that pupil tries to leave.

StudentLibrary Staff
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A clinician with a clipboard talking to a patient

The Sick Bay

One child sent to the clinic, followed all afternoon — the visit logged, the allergy the nurse checks before treating, the dose recorded against the stock it came from, the injury written up, and the whole thing reaching the pupil’s own record and their guardian before the end of the day.

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Bunk beds made up in a dormitory

Hostel Life

A boarder’s year end to end — the houses and beds the school actually has, the allocation that puts a child in one and a charge on their family’s bill, the pass that signs them out for a weekend, the tap that needs fixing, and the bed handed back at the end.

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Shelves of goods down a shop aisle

A Store Order

One order through the school shop — the uniform list the school publishes, a parent buying for two children at once, the order the storeroom fulfils, the receipt, and the money arriving in the same ledger as the school fees.

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Talking to families

Everything the school says and everything it issues — notices, messages, report cards, receipts, transcripts — and how it knows any of it arrived.

A printed school certificate

Documents the School Issues

Report cards, receipts, transcripts, transfer certificates and ID cards: a fixed catalogue of designs a school takes over one at a time, issued documents filed against the pupil rather than emailed and forgotten, the same file visible to the pupil and the guardian, verification letters years after a pupil left — and the paperwork the school has to collect from its own staff.

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Hands holding a phone at a desk

Reaching Families

One notice, from the policy that decides who may talk to whom, through composing and aiming it, into the four inboxes it lands in — and back again as a reply the school can see, moderate and answer. With per-recipient delivery, a retry on the one that failed, and what the sending actually cost.

School AdminOther Staff RolesStudentParent
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Money

The fees the school charges families, and what the school itself pays to run on this platform.

A bank card resting on a dark surface

Fees & Payments

One term’s money end to end — the fee structure, the bills it raises, the same balance on a parent’s, a pupil’s and an employee’s portal, and every payment reconciled back to the school’s own bank account.

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Hands working a calculator beside a laptop of figures

What the School Pays

The pricing model, running: what is switched on and what each module costs per day, the meter for the metered dimensions, a daily statement with today still accruing, the wallet and its runway, the top-up — and then the two screens nobody demos, what a school sees the morning the credit runs out, and the trail that explains every change to the bill.

School Admin
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Staff and property

Looking after the people who work there and the things they use: leave, appraisal, and the school property that goes out in a child’s bag.

An empty desk by a window in a quiet room

Staff Leave

One member of staff asking for five days off, followed all the way — the policy that decides what they are owed, the balance they can see before they ask, the queue it lands in, the calendar that shows who else is already away, and the record both sides keep afterwards.

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Two colleagues reviewing written notes across a desk

Appraisals & Performance

A review cycle from opening it to closing it: reviews moving through self-assessment and manager review, goals measured against registers the school already keeps, KPIs with two of them behind target, and the improvement plan that a difficult review turns into — dated, supported and reviewable.

School AdminOther Staff Roles
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Someone signing a handover note beside a laptop

School Property

A laptop from purchase to catalogue to a named person’s hands — and then the part every school gets wrong: the leaver who still has it. Custodianship with due dates, covering staff, pupils and outside contractors alike; an exit that will not complete while something is outstanding; the store room’s own queue of who owes it what; and the write-off when it genuinely is not coming back.

School Admin
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Cardboard boxes stacked in a store room

Buying Equipment

One purchase from the shelf that ran low to the write-off years later — the reorder point that raises the requisition, the approval it needs, the supplier and the purchase order, the delivery that arrives six short, and then depreciation, servicing and a disposal an auditor will accept.

Stores & InventorySchool Admin
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An empty meeting room with chairs drawn up to the table

Staff Discipline & Grievances

Two registers pointing in opposite directions — the school raising a case against an employee, and an employee raising one against the school. Allegations that are encrypted at rest, hearings and appeals as records rather than emails, the file it all lands on, and what the person at the centre of it can see about themselves.

School AdminOther Staff Roles
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A trainer presenting slides to a seated audience

Training & Development

CPD as a compliance clock rather than a course list — the programmes a school runs, the enrolment register that says who has actually done them, the invitation nobody accepted, the certificates with expiry dates, and the one figure a governing body asks for.

School Admin
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Endings and handovers

Turning the session over, a pupil transferring to another school, and the departures that end a relationship without ending the record — a pupil who becomes an alumnus, and a teacher who hands in their notice.

Graduating pupils in gowns holding their certificates

Turning the Session Over

The July fortnight: approving and publishing the year’s results, running the promotion as a batch you can roll back, opening the next session and its terms, checking the days the school actually operates, laying the calendar over them, and making sure the classes the promoted cohort lands in exist before anybody arrives.

School AdminParent
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Removal boxes stacked against a wall

Moving Schools

A pupil transferring between schools — cleared before they go, their record released as a package the family carries, and admitted at the other end by a person rather than an import.

School AdminParent
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A graduate in cap and gown outside on the day

Leaving Well

What happens when a pupil leaves — a clearance checklist instead of a deleted row, a graduate who keeps their login read-only, and a transcript the school can still produce a decade later.

School AdminStudent
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Packing boxes in an emptied room

Leaving the Staff Room

A teacher resigning in July, followed to the last evening — the notice period and the file it is recorded on, the exit interview that is the only honest feedback a school ever gets, the reference and service letter they will need in September, and the difference between ending an account and deleting a person.

School AdminOther Staff Roles
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More than one school

What changes when the same people run several campuses: a group as a record in its own right, head-office roles that span schools, one bill instead of four, and the questions that only exist once there is something to compare.

A large school campus behind its lawns

Running a Group of Schools

The second campus, and everything it changes — a group as a record in its own right, head-office roles that span schools without granting any one of them, one module set and one bill for four campuses, the cross-school numbers that only exist once there is something to compare, and the read-only role that sees all of it without reaching into a single classroom.

School AdminHead Office
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Run your whole school on one connected platform

Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.

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