SchoolLens keeps one record for a school and lets every part of the school work from it. A pupil is registered once, and from that single record the school takes attendance, enters marks, produces a report card, raises a bill and messages the family.
Works on a phone, a tablet and a computer. Nothing to install.
Registers, mark books, receipt books and the phone calls to parents all draw on the same record. Nothing is entered twice, so nothing can disagree.
Pupils, their guardians, teachers and office staff, plus graduates, who stay on the record after they leave.
Classes, subjects, terms, attendance, marks, report cards and end of year promotions.
Fee amounts, bills, payments, receipts and reminders, with billed, collected, outstanding and the collection rate always on screen.
Notices sent to guardians by text message or email, with wide messages held for a head's approval.
Each module does one job properly and hands the result to the next. Below is what your staff will actually open on a working day.
The school register: photo initials, name, pupil number, gender, class and status. Filter by class, gender or status, sort any way you like, and open a full record in one tap.
Import a whole class from a template. Good rows are always kept, and every skipped row is listed with the reason.
One contact record per family, not per child. Register a sibling against the same guardian and the family stays as a single contact. Mark one guardian primary: that is who the school reaches first.
The daily register, taken by the class teacher and read by everybody else. Four marks: present, absent, late, excused. Everyone starts present, so your only work is the exceptions.
Weekends are dimmed and cannot be chosen. Only days the school was actually open count as a missed register.
Every assessment belongs to one of two buckets: class score (the continuous work) or exam (the end of term paper). The school sets the weighting once, 30/70 say, and every subject is worked out the same way.
A mark outside the allowed range is outlined in red and Save stays disabled until it is corrected.
Built from the scores already entered, on your own letterhead: logo, school name, motto, address and contacts. Average, overall grade, position in class, term attendance, and every subject with its class score, exam mark, total and grade.
At the end of the year the class teacher submits the promotion list and the head approves it. Nothing moves class until somebody with the authority has said so.
Fee categories, fee amounts per class and term, draft bills, issued invoices, payments and printable receipts. Nothing is owed until a bill is issued.
Tick the families who owe and send each one their own balance, dated today, in one short message. A resting period stops the same family being chased twice by two different members of staff.
Write to the whole school, a level, a class or specific pupils, by text message, email or both. A plain line under the choices tells you exactly who will receive it before you send.
Subject teachers, class teachers, office staff and their access. Staff attendance is tracked too, so the head can see who is in today.
Who changed what, and when. When a figure is questioned months later, the record answers instead of the argument.
Levels from day care through to junior high, with their classes, subjects and terms. A term badge in the top bar shows green while it is open and grey once it is closed and locked.
Everybody starts marked present, so the teacher only touches the exceptions. The colour of a row follows the mark, so you can run a thumb down the list and see them at a glance.
A register nobody has touched and a register where everyone came look identical. The banner says which it is: attendance not taken, you have unsaved changes, or attendance taken.
In means present plus late, because arriving late is still arriving. Out means absent plus excused, because an excused pupil is authorised but not at school.
Classes with no register today appear on the head's dashboard, naming the class teacher responsible, with a Remind button beside each one.
| Pupil | Pupil no. | Mark |
|---|---|---|
| A. Boateng | JHS2-014 | Present |
| K. Owusu | JHS2-021 | Late |
| N. Asante | JHS2-007 | Absent |
| Y. Mensah | JHS2-032 | Excused |
| E. Darko | JHS2-018 | Present |
93%
Term average
JHS 3
Best class, 98%
6
Flagged below 70%
The order is enforced by the app, not by memory. Cards cannot be produced from marks that have not arrived, and they cannot reach a parent until the head has signed them.
Every subject teacher submits their marks for the class and term.
The class teacher produces the cards. If a subject is missing, Generate stays greyed out and a panel names exactly which subjects, who teaches them and how many scores are outstanding.
The class teacher writes their comment under the card and saves it. The headmaster's remark is written separately.
The head signs and releases them. Only then do results appear to a parent in GuideLens.
A subject with no assessments at all this term is mentioned but never blocks. A school that does not formally assess a subject can still produce report cards.
Terminal report
Ama Boateng · JHS 2
78.4
Average
4th
Position
96%
Attendance
| Subject | Class /30 | Exam /70 | Total | Grade |
|---|---|---|---|---|
| Mathematics | 27 | 58 | 85 | A1 |
| Integrated science | 22 | 49 | 71 | B3 |
| English language | 24 | 52 | 76 | B2 |
| Social studies | 21 | 44 | 65 | C4 |
Four figures sit at the top of every tab: billed, collected, outstanding and the collection rate, so nobody has to add anything up to know where the school stands.
Set your fee categories: tuition, feeding, library, whatever you charge for. Then the amount each costs, per class and per term. Retire a category and it disappears from new billing but stays on every past bill, exactly as it was billed.
Drafts carry no number and count towards nothing. Generating is safe to run again. Pupils who already have a draft are left alone, and the result tells you how many were skipped because no fee amount exists for their class and term. That last figure is the one to watch.
Money is applied to the oldest unpaid bill, then the next. A pupil can therefore read paid for last term and unpaid for this one even though a payment was just taken, and the running statement on their account shows exactly why.
Each parent is told their own balance, dated today, in one short message. There is no free text box on purpose: the school already knows what is owed, and every extra character is charged on every recipient. Families reminded in the last few days are skipped, whoever presses the button.
| Status | What it means |
|---|---|
| Draft | Not issued. No number, and not part of what is owed. |
| Unpaid | Issued, nothing received. The whole amount is outstanding. |
| Partial | Part of the money has been received. A balance is still owing. |
| Paid | Settled in full. Nothing outstanding. |
| Cancelled | Voided. Not collectible and left out of every total. |
| Overdue | Not a status of its own. It appears beside any bill still owing past its due date. |
Four views
Outstanding · Drafts · All invoices · Receipts
Every payment
Recorded with a receipt you can reprint at any time.
The menu only offers what you are allowed to open, and the server checks again on every request, so a link a colleague sends you will not let you into a page your role does not allow.
| Role | What they normally do |
|---|---|
| School owner | Runs the whole school. Sees everything, sets up staff, signs and releases report cards, and manages the school profile and fee payout. |
| Headmaster | The academic head. Opens and closes terms, approves promotions, approves wide messages, writes the head's remark on report cards and releases them. |
| Accountant | Finance. Sets fee amounts, prepares and issues bills, receives payments, prints receipts and chases unpaid fees. |
| Secretary | Front office. Registers pupils, keeps guardian details up to date and helps with messages. Exactly what they can reach is set by the school. |
| Teacher | Teaches subjects, and may also lead a class. Enters marks for their own subjects. |
| Class teacher | On top of their subjects: takes the daily register, produces report cards, writes the class teacher remark, submits promotions and messages their own class. |
| Parent | Sees only their own children: results, attendance and fees, and can pay a bill. This is GuideLens. |
For each area of the app a person has no access, read or manage. Read means you can look, but the buttons that change things are simply not there.
Staff can be tied to one or more levels. Somebody tied to junior high sees only junior high classes, pupils, fees and messages. Somebody with no level set is general and sees the whole school.
A whole school or whole level message written by anyone other than an owner or head goes for approval instead of going out. The head reads it, sees how many guardians it reaches, then approves or rejects with a reason.
Families see fees, grades and attendance the moment they change, so the office stops fielding the same three questions all day long. One login per family. Every child, every term, in the palm of a hand.
See what a parent seesOn a computer the menu is a tall panel down the left. On a phone the most used pages sit in a bar along the bottom, under your thumb. Nothing is missing on a phone. It is only arranged differently.
Ctrl + K on Windows, Cmd + K on a Mac. Type part of a page name to jump to it, or two letters of a pupil name or number to open the register already filtered to them.
Reminders left by colleagues to take a register or submit marks, with a red count of the unread. Choosing one takes you to the page that answers it and marks it read.
Green is done or settled. Amber is waiting or partly done. Red is a problem or something owing. Grey is not applicable or retired. The same everywhere, on every page.
The school creates your account and sends a temporary password you must replace before you can reach any page. Changing it signs you out of every device. Reset links expire after 30 minutes.
Report cards, receipts and lists print on the school letterhead or save as PDF, so what the office hands over looks like the school and not like a spreadsheet.
Tell us how many pupils, how many classes and how fees get collected today. We will show you SchoolLens running with figures that look like yours.
