This school had all its information spread across dozens of Google spreadsheets, with no connection between them or to the fingerprint reader used for attendance. Every change (an enrollment, a transfer, a grade, an absence or a tuition payment) meant updating several sheets by hand and cross-checking data to avoid losing information.
My role was the UX/UI design of a school management system that brings everything together on one platform: enrollment and transfers, grades by course, curriculum and lesson planning, behavior, attendance, tuition and internal communication between teachers.
The challenge
The underlying challenge was not only technical: teachers had no way to back up what they said to parents. When a parent complained about their child’s behavior or grades, the teacher had no data to show, for example, that the student had been absent, that their grades had dropped or that the month’s tuition was still pending.
That is why I designed a dashboard with each student’s complete profile (grades, behavior and achievements), so every conversation with a parent is backed by real data rather than one person’s word against another’s.
Admissions
Grades by course
Profile & awards
Behavior level
Tuition status
Department tickets
Registration of new students and external transfers, with their basic information (ID, grade and section) loaded from the start and without duplicating the data of students who had already studied at the school.
Each course shows at a glance how many students passed, failed or do not have a grade yet, aligned with the Ministry of Education’s assessment guidelines.
Each student’s profile with their information, academic level and achievements (gold, silver and bronze medals in competitions). It is the same profile that supports any conversation with a parent.
Each student has a behavior level from 0 to 4, calculated from their recorded incidents and attendance, with a status of “Eligible” or “Not eligible” visible at a glance to know whom to call.
How much was collected and how much is still pending this month, at a glance, along with the full list of students and the status of their tuition: paid or pending.
A teacher opens a ticket to request something from another department (who sends it, to whom and why) and the recipient can resolve and close it. Everything is recorded.
Fees on track
The front office sees at a glance who has paid, who owes and since when, by classroom and section, without checking spreadsheets one by one.
Parents see data
Every meeting with a parent is backed by the student’s complete profile: grades, attendance, behavior and payments. Teachers can now support what they say.
Own report card
The school manages its own report card, aligned with the Ministry of Education’s and adaptable if its grading system changes in the future.
Curriculum tracked
The principal follows the progress of the lesson plan and each teacher’s tasks in real time, instead of finding out at the end of the year.