A Comprehensive Guide to Choosing the Right Student Information System
Everything you need to know about selecting the perfect SIS for your educational institution.
October 15, 202412 min read
Student Information System
Student Information System for Learning Centers and Studios
Manage all student information in one place. From enrollment to graduation, track academic records, attendance, and communications efficiently.
yourbrand.com/families/shah
Family Center
Shah family · Downtown campus
Search families, classes…
Overview
Classes
Medical
Payments
Policies
Activity
PSActive family
Priya & Raj Shah
priya.shah@email.com · (512) 555-0148 · Autopay on
Aarav Shah
Age 8 · Grade 3
Robotics L2Chess Club
Medical: Peanut allergy
Attendance96%
Points120
Next classToday 4:30 PM · Robotics L2
Anaya Shah
Age 5 · Kindergarten
Little Movers
Attendance92%
Points45
Next classThu 3:30 PM · Little Movers
Liability waiver and photo policy signed Aug 143 messages this week
Powerful Features
Key Capabilities
Everything you need to make the most of Student Information System.
Student and family records
- Family accounts that link parents, guardians and siblings
- Comprehensive student profiles with custom fields
- Medical information, allergies and staff notes
- Academic records, transcripts and gradebook integration
- Report cards with grades, attendance and comments
- Document management and storage
Attendance and check-in
- Attendance tracking with digital roll sheets
- Self check-in kiosk with PIN or QR code, plus group check-in
- Make-up classes and class cancellations from the attendance screen
- Printable sign-in sheets and bulk PIN distribution
Compliance and data quality
- Digital waivers and policy acceptance tracking
- Activity audit trail on every record
- Merge duplicate families
- Merge duplicate student records, carrying over enrollments, payments and history
- Data import and export
- Role-based access to student data
Family engagement
- Parent and student portal for self-service enrollment and payments
- Portal messaging between families and staff
- Complete email and SMS communication history
- Automated alerts and notifications
- Parents pay invoices online, download PDFs and see each child's prepaid classes remaining
What's inside
A closer look at Student Information System
One record for the whole family
Enrollments, medical information, payments, policies, notes, attachments and a full activity audit trail for every family and student, in one place.
- Enroll, Enroll and Pay, or Enroll and Invoice a student, including enrollment on a future date
- Transfer or drop students from classes and events, with transfer and drop history kept
- Keep student, admin and internal notes, with internal notes hidden from parents
- Families converted from leads keep their lead fields, so history runs from lead to enrolled student
Complete communication history
Every email and SMS a family has received, from any part of the platform, shown in one inbox-style view with SMS replies grouped into threads.
- Email a family's contacts from their record using templates and Dynamic Tags like Business Name
- Filter by All, Email or SMS, by family member, by date range, or search subject, body and sender
- Each row shows subject, time, recipient and delivery status, grouped under Today and Yesterday
- Full emails render in the reading pane, with an option to open the complete email in a new tab
QR and PIN check-in kiosk
Turn any phone or tablet into a check-in kiosk. Students scan a QR code or enter a PIN, a class PIN checks in a whole group at once, and staff can print sign-in sheets for offline records.
- Students, Group and Staff tabs list every assigned PIN and QR code in one place
- Send PINs to many students at once, skipping anyone who already received one that day
- After scanning in, students pick their class and subject, and a confirmation shows the check-in time
- Staff check-ins show check-in time and total time logged, with pause and continue controls
Policy and waiver tracking
See which policies each family accepted, accept on their behalf, or email them a request. Required policies must be accepted before the portal opens.
- Each policy gets a name, a free-text type and a rich-text description, tied to specific enrollment forms
- Families see unanswered required policies as an Accept or Reject dialog when they log in
- Every response shows its status, who responded and when, in Card or List view
- Copy or sync policies to franchises; ones already sent are updated rather than duplicated
Keep your data clean
Merge duplicate families, convert inactive families back into leads so nothing is lost, and share student details with another franchise.
- Merging combines all students and contacts from the selected families into one family record
- A merge preview shows members, contacts, students and billing methods for both families first
- Share Details emails the selected students' details to the franchise you choose
- Export family data one row per family or one row per contact
Self-service parent portal
Parents add children, register for activities, see upcoming payments and statements, manage payment methods and message staff with files or voice notes.
- Dashboard shows announcements, alerts, enrolled activities, upcoming payments and loyalty points
- Parents update family details and add or edit students and contacts from the Profile page
- Activity Finder and a calendar view help families register for and track classes, camps and events
- A Store tab lets families buy products, including with earned loyalty points
- Students and parents take assigned assessments without leaving the portal
- Families check in and out and upload documents to Drive from the portal
Benefits for Your Institution
1
Single source of truth for student data
2
Reduce administrative paperwork
3
Improve communication with families
4
Ensure compliance with data regulations
Works Great Together
Related Features
Explore other features that work great with Student Information System.
Student Information System in depth
Check-In Kiosk & Attendance
Students check in and out with a PIN or QR code on a phone, tablet or iPad. Whole classes check in with one group PIN, staff clock in on the same kiosk, and every check-out records who picked the child up.
Digital Waivers & Policies
Write your liability waiver and family policies once, attach them to the right registration forms, and see for every family who accepted, who rejected and when.
Reward Points
Give students points for what they buy, the families they refer, the posts they share and the badges they earn. Families spend those points on class fees or in your store, and you see every point earned and redeemed.
Online Store
Give families one place to buy your merchandise, inside the same portal they use to enroll and pay. Connect Printify for print-on-demand products, and offer T-shirts, lunch or materials as add-ons when families enroll.
Family Accounts
One record per family, with every child, contact, class, payment, policy and message in it. Find duplicates before they happen, merge the ones that slip through, and see who changed what.
Attendance Tracking
Mark every student Present, Absent, Arrived Late or another status in a few clicks, keep a note on any session, see who marked what, and pull attendance reports you can export or print.
Student Information System: FAQs
Common questions about Calimatic Student Information System.
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