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What is a school management system? And why is it so important?

Dec 14 2022
  • A School Management System is beneficial for schools of all levels and sizes facing many challenges in organizing communication between administrators, teachers, students and parents. Student information, payments and other administrative tasks can be overwhelming, especially in medium and large educational institutions. School management systems can automate these tasks and reduce administrative and staffing requirements.

    But what is a school management system? Why is this so important? And how can schools in the Arab region benefit from it and implement it?

    We will find out in today's article, so read on...

    What is a school management system?

    The school management system is an information system for educational institutions to manage student data. It helps teachers get information about students faster and easier and reduces their workload. Student databases in school management systems contain student information such as exam grades, parent information, medical history, tuition fees, etc. School management systems provide skills such as student registration, class documents, grades, student analytics, and other assessment elements. In addition, school management systems are used to plan student curricula, record attendance, and manage student needs in school. School management solutions are web and mobile applications with centralized data storage structures that make it easy for administrators, students, teachers and parents to access data from iPhone and Android devices.

    Why do schools need a school management system?

    1. Creating a giant database for your school

    School management software can host modules that allow users to maintain an academic history and student records. All student information is available through the school's administrative system. School management systems contain a lot of information about students, such as their exam marks, parent information, medical history, teaching details, etc. And this helps teachers get information about students faster and easier and reduce their workload.

    2. Facilitating the management of the educational process

    School management systems facilitate various educational processes such as student registration, class documents, grades, student analytical grades, and other assessment elements. In addition, school management systems can be used to plan student curricula, record attendance, and manage student needs in school. Additionally, school management systems vary in size, scope, and ability to be packaged and implemented by small organizations that cover student data and enterprise solutions that aim to cover most aspects of the operation of large organizations and their online schools with significant local responsibilities. School management systems reduce the activities of administrators, teachers, staff and others by providing them with a platform to monitor activities, create reports, upload documents and more.

    3. Maintenance of school resources

    Traditional ways of managing resources lead to wasted budgets, overburdening the operation of school facilities and fewer responsibilities relieve school management systems as they connect students to school facilities and vice versa. Additionally, school management software provides a platform that allows parents to pay fees. This is a convenient way for parents to avoid late fee issues as the software can send SMS updates when fees are not paid.

    4. Building effective and central communication

    Teachers, staff and other external actors can collaborate on a central platform. When the administration wants to send urgent messages to parents or when parents need to complain about the communication between students and teachers, the school administration system is an internal communication platform that connects one party to another. Also, the introduction of the school management system helps parents to be active participants in the educational cycle of pupils. It informs parents about the intellectual development and academic results of their children; it is a great boost to students' motivation to perform.

    School documents and schedules are also handled through cloud access. Principals have access to a specific timetable and daily messages from all teachers.

    What are the main uses of a school management system?

    There are various software tools that you can use to automate your organization to achieve your goals and take advantage of digitization in operations, and school management software is an integral part of any school or college.

    School management software consists of several modules that manage the entire life cycle of a school, including:

    • Enrollment of students
    • Time tables
    • Class books
    • School activities
    • Selection of fees
    • Students apply
    • Transportation
    • Libraries etc

    School management systems vary in size, scope and capabilities; from small organizations that include student records to enterprise solutions that aim to cover most aspects of how large organizations and their online schools operate with local accountability.

    What are the main functions of the school management system?

    Online school management software is a useful tool for non-teaching staff, it also has features and benefits for those involved in teaching.

    Ease of use

    In general, an online school management system should provide an easy-to-use interface and a robust system that meets the requirements of the education system and allows flexibility to adapt to changing needs. This allows users to add, edit and view all aspects of the system to facilitate registration, student identification and entrance exams.


    A school management system helps schools to keep information about different departments of the school in one place. Allows authorized users to search for information about students and school materials. And this helps to manage data related to employees in educational institutions, be it a school or a university.

    Cloud software

    School Management System is an open-source software application that simplifies various school administrations and colleges and connects administrators, teachers, students and parents. It is a web application for efficient and effective school or university management. A school management system helps manage admissions, schedules, fees, attendance and evaluations of school staff and students.

    It is suitable for both students and teachers

    Effective school management software not only helps to get information about students but also provides information about the activities of teachers in the school. The scope of a school dashboard can range from narrow and simple for users and administrators to broad and covering all aspects of student and teacher data management, including health exams and screening. It's easy to view a specific teacher's schedule and create reports. Teachers can use their database to store details of lesson times, learning progress and class activities in one place. In the classroom, teachers can be present, work in the classroom writing grades, and interact with students' families.


In conclusion, we can say that "Hexicaltech" can offer you all this and much more. Start implementing "Hexicalschool" school management software that will help you:

Digitize all your school processes and improve the productivity and efficiency of the school as a whole.
Reduce the workload for administrators, teachers, staff and others by providing them with a platform to track activities, create reports, upload documents and more.
Provide regular updates to students and parents through their software and notification system.
To learn more about HexicalSchool School Management Software, check out: Hexicaltech: Integrated School Management System. Contact us now for more information or to reserve your own copy of your online school.

FAQs- Frequently Asked Questions

Q.1. What is the need for school management software in schools?

School management system software is what every school needs in today's situation. To stay competitive, even schools are adopting best practices to maintain their reputation in the market. With school management software, school administrators or parents can keep an eye on school vehicles, get progress reports, increase teacher productivity in the classroom, and even launch virtual classrooms if needed.

Q.2. Does the Cloud-based provide error-free data, reports and information?

The main concern of Cloud-based is to create data, reports and information so that they are error-free. During and after school cloud-based software development, the software undergoes numerous quality assurance tests to confirm that reports and data outputs are error-free.

Q.3. What should be the criteria for choosing the best school Cloud-based system?

There are many options available in the market. It is difficult to decide which Cloud-based system is best for a school. Important factors to consider before taking this big step are whether the system has – data hosting, backup and restore, data security, technical support, easy user interface, payment terms, data confidentiality clause and SMS authorization before sending.

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