Best Student Management System Software

Student Management System: A Buyer Guide

School management forms an integral part of an education system. However, in this fast-evolving world, the student management system is not relatively easy to manage school affairs manually.

Authorities are continuously looking for ways to manage school functions effectively. As a result, many schools have adopted student management software to perform these activities better and provide an enhanced experience to both students and parents.

Student management software is an extensive application designed to automate and manage various functions of an educational institution. It acts as a management information system, whereby a large chunk of information related to students, parents, and teachers is stored in a single place.

Furthermore, it is known by many names. Some of these include the school database management system, student information management system, student ERP system, etc.

A student information system can easily carry out functions like documenting and grading, scheduling classes and other activities, tracking attendance, and other related tasks. In short, it helps schools with managing data, scheduling, and communications.

Benefits of Student Management System

The several advantages of the student management system are not limited to the following:

1. Best Online Interaction:

   Student management software offers a collaborative platform for interaction between students, teachers, and parents. This is beneficial for educational establishments that provide e-learning system courses. In addition, the challenging times of the covid-19 pandemic further establish the use of student management systems.

2. Omni Access:

   It is easy to access student management software from anywhere in the world. Thus, it brings in global functioning to all educational institutes and comforts parents to access their student’s results.

3. Improved Transparency:

   Many times, parents and teachers feel concerned about the school’s transparency. The student management system brings transparency for parents to stay updated on their kids’ development.

4. Reducing Workload and Improving Productivity:

   All staff members of the educational institutes can focus on their responsibilities as data management is best handled by student management software. It thus helps in improving the productivity of educational institutes. Many educational institutes have reported increased admissions and online reputations after using digital technology.

5. Saving Natural Resources:

   It is best to eliminate the carbon footprint of your educational institute by using student management systems that use cloud technology.

6. Quick and Effective Communication:

   There are no delays in communicating to parents and students when schools use student management software.

Features and Modules of Student Management System

Any modern student information management system will accommodate the following features:

1. Cloud-Enabled:

   Cloud-based Saas service is increasingly becoming popular and all for the right reasons. Having cloud-based student management software means you can access all the information in real-time from anywhere. Besides, a student management system saves you money by removing the need for installing heavy IT infrastructure. Instead, you can choose to host it on the vendor’s server. That’s why educational institutions should consider performing all activities in the cloud.

2. Admission and Fees Management:

   Student record management system acts as a central database, whereby all the information and documents related to fees, admission, and more are stored. Therefore, you can easily access all the data whenever you want. Furthermore, using this module, when you upload the form filled by students, the information automatically gets stored in your system. Thus, the whole admission process becomes a smooth ride as it eliminates the chances of human error.

3. Attendance Management:

   A student management software is well-equipped with tools that enable easy tracking and maintaining students’ attendance records. Furthermore, any useful model will allow you to automatically send notifications to the respective parents through SMS, email, and messaging.

4. Student Reporting Management:

   Best student’s academic management system includes a comprehensive reporting management feature. The student management system enables school administrators to generate weekly, monthly, or yearly exam or test reports. Using the design, you can obtain the result for just one student or the entire class. This feature also helps to keep a tab on the teacher’s progress.

5. Scheduling and Communicating:

   Communication is the key to managing big institutions like schools and colleges effectively. For example, schools can easily schedule timetables, meetings, holidays, programs, and events using online calendars. And the same can then be easily communicated to the targeted audience, including students, faculty, parents, and alumni, via email or SMS.

6. Grading:

   The student management system offers a well-planned web approach for grade books. Firstly, it replaces traditional paper records. Using the system, teachers can access and upgrade grade books after carefully assessing the students. The system will automatically calculate the final grade based on the points system, standards, and weight average and create the report card. And the same portal is made accessible to the parents, where they can check reports of their kids using smart devices.

7. Faculty Management:

   Many people are involved in running a school — teachers, administrators, stakeholders, and other staff. Manually maintaining and tracking their work records, payroll calculation, and managing their leave can be pretty tedious. An online student management system provides a separate portal where all the information about them is maintained. Using that portal, you can access their schedule, manage their attendance, and review their details.

8. Library Management:

   Managing a library means keeping track of issued and returned books, fine collecting, generating unique students' library cards, etc. These are the daily activities that go inside a library. The school database management system is tuned to perform these basic transactions. For instance, if the due date to return the book is approaching, it will automatically send reminders to the members. Besides, some software can generate auto reports for the book condition, fines collected, etc.

10 Reasons Why to Invest in a Student Management System

School management software has managed to ease the task of admins, teachers, staff, and others through a multi-functional platform. Here are a few reasons why we think investing in an online student management system is vital for your institution:

1. Robust Administration:

   If you are an experienced educator, you would know how a vital administration process can help run a school smoothly. It is a crucial factor that helps enhance students' learning experience. To name a few, school management software can take care of the admission procedure, keep track of both teachers' and students' attendance and leave status, and have access to the student board results anytime with just a click.

2. Acts as A Central Database:

   Managing a school means maintaining records of thousands of students, teachers, stakeholders, and more. Earlier, the files were maintained manually, and if anyone wanted to find any information, it meant searching through hundreds of files kept securely in a room. The student management system was a complete waste of effort and time. However, by implementing the school database management system, you can access all the information from a single place. It saves you time and ensures that all the data are kept safe.

3. Effortless Fee Management:

   The main focus for any school should be to improve the student’s learning experience and not get consumed in paperwork. Using student management software, you can easily automate the task of sending out school fee reminders to the parents. This is an effective method as it also minimizes late fee issues by sending alerts about fees that have not been paid. Besides, parents don’t even have to stand in a queue to get their turn for paying school fees. The system automates a cost-effective collection process and allows parents to pay fees online and on the go.

4. Efficient Course and Subject Management:

   All the school spends a lot of time planning the course curriculum for their students. The best student management system supports teachers, students, and parents who can track progress for multiple courses. It allows them to use their in-class and after-class time efficiently. Their built-in tools help manage task assignments and send them to students through a well-designed system. This student management system ensures that no student is left behind in a particular year, and parents stay up-to-date with their child’s performance.

5. Monitors Students’ Performance:

   Student ERP system solution enables teachers to keep track of the student activities, such as their grades, disciplinary issues, etc. The school can monitor the student’s progress record on each assignment. In addition, the solution enables them to share comments on specific student actions, share news and information relevant to students, and communicate with them via SMS or the inbuilt messaging system. This results in personalized attention to every student and enhances their learning experience.

6. Reduces Communication Gap:

   Every parent wants to be involved in the nitty-gritty of their child’s activities. The school ERP system connects schools and parents directly. All the information about their child’s development and learning progress is communicated via SMS or email. Student management system increases teachers' and parents' interactions. Furthermore, the school ERP system allows parents to access their child’s grades, results, attendance, etc. Student management system enables them to make decisions about their education more efficiently. In short, it makes the whole communicating process easy between parents, teachers, stakeholders, etc.

7. Organizes and Simplifies Daily Tasks:

   Using a school ERP system enables administrators to smoothly and effectively run a school. The student management system has a dashboard that gives a block-wise view of all the valuable data on a single screen. All the critical sections are highlighted. The dashboard is quite simple to navigate, and it allows teachers and administrative staff to add, update, and view their everyday work more accessible. The most significant advantage is that the best student management software comes with an easy-to-use interface, which can be accessed by a non-tech-savvy person too.

8. Better Exam Management:

   Another core benefit of Using the student database management system is that it can accommodate any examination format. For example, some schools prefer multiple-choice format to essay-style exams. Whatever your choice may be, you can conduct exams in any form with the help of the school ERP system. The system also includes a report generating module that automatically calculates all aspects of grading. And student management system reports can also be viewed by the parents using any device.

9. Easy Homework Management:

   The most significant advantage of using student management software is that it streamlines everyday activities. The students can easily download, complete the assignments and projects, and upload the same into the system. It allows both parents and teachers to keep a tab on their student’s homework status. In addition, the best student management system offers easy customization and integration. Students can customize color and add images, videos, or other attachments.

10. Manageable Inventory:

    Every school needs to be well-stocked with school supplies, books, uniforms, stationery, and more. A student database management system updates the inventory in real time and keeps the school informed about the available stocks and those about to run out. It can automatically create a purchase order as well.

Latest Trends in Student Information Management Systems

The latest and promising trends in student management software are not limited to the following:

1. Virtual Classrooms:

   The student management software best follows the challenging times of the covid-19 pandemic and remote learning. It creates an effective platform for students, teachers, and parents interact without being physically present in one place.

2. Digital Data Management:

   Starting from the online assessments to records, all types of effective data management are ensured by the student management system.

3. Automated Processes:

   Processes like admissions, attendance, salaries, results, online examination conduction, and data analytics are best managed by student management software under one roof.

4. Handling Finances:

   It is easy to handle all school finances using the student management system. In addition, cloud-based systems further ensure the security of financial management.

5. 5. Mobile Apps:

   With most of the world accessing the internet through mobile devices only, student management software offers mobile apps to facilitate quick and effective access globally.

Top 8 Student Information System Software

The advent of student information system (SIS) software is a centralized system that automates school data management processes. This software allows teachers, students, administrative staff, and parents to access all the information they need on their desktops and even mobile phones.

If you are considering deploying student information system software for your academic institution, here’s a list of the best solutions. We recommend evaluating your requirements as you assess these software solutions and pick the one that best fits your needs.

1. PCR Educator

The PCR Educator school management software comes with high-end features for end-to-end school management. Whether its updating schedules, time tracking, report generation, generating quotes and invoices, fundraising, event management, online ordering, or onsite pickup, PCR Educator can automate and optimize all such school-related chores.

Features

• Class Schedules: Minimize staff resources with online course selection, walk-in scheduler, cross-divisional scheduling, and more.
• Student Billing: Build enrollment agreements right from the admissions, collect online deposits, generate invoices, and collect fees in an automated manner.
• Reporting: Derive insights into student data, create personalized reports, and share them with parents without any hassles.

Pros

• Intuitive and centralized dashboards
• CMS Connect system for effective communication and data sharing
• Seamless communication among students, teachers, staff, and parents

Cons

• Lacks provision to customize specific data fields
• Not suitable for colleges and universities

Pricing: PCR Educator’s is free if you charge a percentage of the tuition fee (0.4-0.8%) from the parents. But if you plan to invest in PCR Educator’s SIS software, you can opt for plans ranging between $500/month and $1650/month.

2. MasterSoft

MasterSoft is a comprehensive SIS that harnesses the latest technology to render an efficient and intuitive school management solution. Its features are capable enough to fulfill the needs of schools, colleges, universities, and other educational institutions. The cloud-based solution ensures ease of access and superior functioning.

Features

• Library Management: Manage the library’s cataloging, circulation, and accessioning processes from a single place.
• E-Reporting: Go paperless and let MasterSoft generate e-reports with a simple click of a button.
• Fee Collection: Utilize the benefits of online fee collection and payments portal integration and embrace e-payments.

Pros

• 24/7 access with a dedicated mobile app
• Supports multiple payment modes
• Supports RFID smart cards, biometric integration

Cons

• Not available as an on-premise solution
• Lacks event management feature

Pricing: Available on request. Fill out the form and the reps will get in touch with you. You can also schedule a demo.

3. Vidyalaya

Vidyalaya is not a simple student information system software. Besides, it comes with components that make it suitable for HR management, accounting, and even inventory management. Ideal for both schools and colleges, Vidyalaya serves as an integrated platform for students, parents, teachers, administrators, and the school’s management team.

Features

• Admission Management: Right from admission inquiry to admission forms and follow-up details, it automates every aspect of the admission process.
• Attendance Management: Record subject-wise, daily, monthly, yearly, and cumulative, and access more such forms of attendance.
• Student Assessment: Conduct hassle-free assessment irrespective of the board - be it CBSE, ICSE, IB, or state board.

Pros

• A comprehensive suite of applications
• Third-party integrations simplify management chores
• Intuitive and user-friendly interface

Cons

• Lacks particular emphasis on students
• Some features may be unnecessary

Pricing: Price on request. You can ask for a free demonstration.

4. Orbund

The Orbund SIS software has provided reliable LMS, SIS, and CRM solutions to educational institutions for the last 14 years. With its ease of flexibility and scalability, Orbund delivers highly customized solutions to universities, colleges, institutes, and other such educational entities.

Features

• Full-Service Instructor Portal: Get access to online course materials, tests, attendance, grade books, and more.
• Self-Service Student Portal: Right from accessing class schedules to progress reports, class materials, and making online payments, students can manage everything on their own.
• Integrations: An end-to-end student lifecycle management system that’s open to third-party integrations.

Pros

• Flexible and scalable
• Ease of data exchange with 3rd party apps
• Packed with numerous features

Cons

• Not suitable for schools
• May appear confusing at first

Pricing: Custom pricing on request. You can schedule a free demo at your convenience.

5. Ellucian SIS

Ellucian is a credible student information system software provider with a wide range of education, ERP, and SIS solutions. It offers five variants – Banner, Colleague, PowerCampus, Quercus, and Elevate. The credibility of Ellucian student information system software is evident from the fact that more than 2500 college and university customers use Ellucian.

Features

• Registration: It helps students register with an online system right from their mobile apps with global registration models.
• Advising: It enables advisors to access student profiles so that they can guide students toward their goals.
• Administration Tools: Right from streamlining the process to posting grades to importing grades from Excel, it simplifies the process.

Pros

• Powerful analytics and reporting tools
• Dedicated solutions according to the types of institutions
• Particular focus on real-time functioning and seamless communication

Cons

• Complications with customizing and integrating SIS and ERP
• Takes time to get familiar with the functioning

Pricing: Price on request. You can also schedule a free demo. 

6. EDUHAPPY

If you are looking for user-friendly, interactive, and power-packed student information system software, the EDUHAPPY solution will not disappoint. Apart from being a brilliant SIS software solution, you can use EDUHAPPY as an LMS also. From managing student affairs and uploading courses and lessons to keeping track of everything, you can do it all with the assistance of EDUHAPPY.

Features

• Gradebook: It enables teachers to enter grades for students’ coursework. Students can access them and determine their progress.
• Parent Portal: It makes it easy for parents to view their child’s progress and connect with the concerned teachers as and when required.
• Asynchronous Learning: With online video courses, self-guided lesson modules, and more, EDUHAPPY delivers asynchronous learning to students.

Pros

• Particular emphasis on faculty management
• User-friendly interface
• Affordable pricing

Cons

• Minor bugs 
• Slow functioning in case of poor internet connection

Pricing: You have to pay $1 per user per month to use the EDUHAPPY SIS software.

7. SmartClass

With premium features like multi-campus support, a customized mobile app, API support, and over 200 modules and 300 plugins, SmartClass is one of the best SIS solutions available today. The cloud-based solution runs 44 data centers across the globe, thereby ensuring 99.99 percent uptime.

Features

• Student Inquiry Management: Right from student inquiry registration to integrating white-label inquiry forms on the website, it manages everything.
• Staff Management: Staff can log in, access the assigned screens, and mark their attendance on a single portal.
• Fees Management: It enables you to create course-wise fee structures, collect fees, generate a receipt, and send fees due reminders.

Pros

• Easy to configure and customizable
• Multi-language support
• SmartClass app or dedicated school app
• Seamless third-party app integrations

Cons

• Not a comprehensive ERP solution
• A little expensive than other SIS solutions

Pricing: Contact SmartClass reps to know about pricing details. They have a straightforward pricing policy and no hidden fees. Schedule a free demo.

8. Student Support Time

Student Support Time (SST) is a no-nonsense school management software that bridges the gap between teachers, students, and parents. It keeps both teachers and students accountable for every task. Integration with other tools will be beneficial if you plan to enhance SST’s functionality.

Features

• Student Dashboard: Students can self-schedule their day and request help if required.
• Schedule Access: It allows students to view their current and upcoming schedules.
• Teacher Office Hours: Students can determine the availability of teachers and connect with them for any queries.

Pros

• Dedicated solution for managing education-related chores
• Resource center for teachers
• Keeps students accountable for every aspect

Cons

• Not suitable if looking for a comprehensive solution
• Limited communication mediums

Pricing: Price on request. Ask for a free demo to assess SST functioning and capabilities..

Student Management System Related Articles:

• 8 Best Student Record Management System for Schools & Institutes

• Top 10 Higher Educational Software for Students