EAC School Administration Dashboard

Client testimonial:

“We were using different programs for different functions, such as Excel, Dropbox and Canva. Small tasks took time and all our information was in disarray and unsearchable. The risk of human error was unnecessarily high.

We now have an online system that automates a huge part of our admin, freeing up staff for more valuable activities.

In short all of our customer information is now monetizable and our team are working much more efficiently and effectively thus making as more money.

We look forward to engaging John again for phase 2 on our digital journey.”

Background

This project came to fruition due my personal curiosity in setting up a business in Thailand. I approached Jay (a successful local businessman from the UK) for advice and we ended up working together.

The Challenge

As you can deduce from Jay’s testimonial (above) the school needed to modernise their administrative processes in order to utilise staff resources more effectively. They needed a system, accessible via a secure online portal, that could replace much of the manual work using various tools such as Excel, Canva and Dropbox whilst centralising their siloed data.

Minimum Viable Product (MVP)

Through meetings with Jay and his staff, in person and online, the following MVP requirements were agreed upon.

The system must be able to:

Securely store student, parent, emergency contact, teacher, course and staff data
Assign students to courses and track attendance per class
Deactivate/reactive students per course (due their repeat customer business model)
Search for students via any related data point, including, parent, emergency contact and courses they are attending
Log payments made by parents and automatically create a receipt that could be sent to parents (replacing manual work in Canva)
Create an auto-updating visual with school branding (replacing manual work in Canva) that could be sent to parents as a ‘payment reminder’ and also act as a visual aid for staff to show that child A has (for example) 4 classes left of a payment of 8 classes
Notify staff of students approaching their next payment cycle so that parents could be contacted/reminded accordingly
Manage teacher and staff data, again with ability to deactivate/reactivate
Ability to add images to all the above, placing faces to names and visual aids regarding courses
Track history of ‘payment reminder’ sent to parents
Auto-update the student’s grade each year on May 1st
Ability to add notes/comments for each student
A public facing student registration form for new students with the option of Thai and English translation
Notification of new registrations and ability to mark them as having been ‘checked’ by staff internally

The Solution

Video coming soon...