Complete school management — from gate to classroom to parent
Why It Matters
Every school faces operational challenges — the question is whether you have the systems to manage transport, academics, and communication efficiently.
Handwritten pickup lists get lost, drivers wait at gates with no clear instructions, and unauthorized people can collect children without verification. Every afternoon is a logistics nightmare.
Parents call the school office repeatedly asking 'Where is the bus?' — staff have no real-time visibility, and parents waste hours worrying whether their child is safe during transit.
Student data lives in scattered spreadsheets, paper files, and teacher notebooks. Transferring students, generating report cards, or tracking attendance requires hours of manual work.
Platform Modules
An integrated platform covering every aspect of school operations — from the school gate to the classroom.
Live Tracking, Verified Handoffs
GPS-tracked buses with digital pickup queues, PIN/QR/NFC verification, and real-time parent notifications ensure every child gets from gate to classroom — and back — safely.
Complete Student Profiles
Centralized student information system with enrollment, attendance, medical records, parent/guardian details, and transfer management — all in one secure platform.
Grade Book & Curriculum
Digital grade books, automated report cards, exam scheduling, curriculum tracking, and teacher dashboards — everything needed to manage academic performance.
Fee Collection & Invoicing
Fee structures, automated invoicing, online payments (mobile money, card), scholarship management, and comprehensive financial reporting.
Parent App, WhatsApp, SMS
Multi-channel communication hub — parent mobile app, WhatsApp integration, SMS broadcasts, event notifications, and teacher-parent messaging.
Transport & Pickup
From the moment a child boards the bus to when they're picked up — complete visibility and verification at every step.
Real-time GPS tracking on every bus with ETA updates, route history, and speed monitoring. Parents and school staff see exactly where each bus is at any moment.
Replace paper lists with a digital queue that updates in real-time. Teachers mark students ready for pickup, drivers see the next stop, and the front desk monitors the entire process.
Three-factor child handoff verification — authorized persons scan QR codes, enter PINs, or tap NFC cards before a child is released. No child leaves without verified authorization.
Automatic push notifications, WhatsApp messages, and SMS alerts when the bus departs, arrives at school, and during pickup. Parents never wonder where their child is.
Route optimization reduces fuel costs, cuts travel time, and ensures efficient pickup/dropoff sequences across all school zones.
Driver confirms arrival via app
Teachers mark students ready
Authorized person verifies identity
System confirms safe handoff
Real-time pickup confirmation sent
Student Information System
From enrollment to graduation — a single source of truth for every student's academic journey, medical history, and family information.
Complete digital profiles with photos, enrollment details, emergency contacts, medical history, and uploaded documents — birth certificates, vaccination records, transfer letters.
Daily and period-by-period attendance with biometric or app-based check-in. Automated alerts to parents when children are marked absent. Historical attendance analytics.
Allergies, medications, emergency contacts, doctor information, and vaccination schedules — accessible to authorized staff in emergencies.
Complete parent profiles with multiple contact methods, pickup authorization lists, custody arrangements, and communication preferences.
Streamlined student transfers with digital records handoff, automated document generation, and historical academic records preserved for future reference.
Academic Management
Teachers enter grades once, the system handles everything else — averages, report cards, rankings, and parent notifications.
Teachers enter grades once — the system handles averages, weighted scores, GPA calculations, and class rankings. Real-time grade visibility for parents.
One-click report card generation with custom templates, teacher comments, attendance summaries, and performance graphs. Export to PDF or print directly.
Create exam timetables, auto-assign halls, generate question paper tracking, capture marks, and publish results — all from a single dashboard.
Track syllabus completion, identify learning gaps, and ensure teachers stay on pace with curriculum objectives across all subjects and grade levels.
Individual teacher portals with class lists, grade entry, attendance marking, assignment creation, and parent communication — everything in one view.
One-time entry per subject per student
Averages, GPAs, rankings auto-computed
One-click PDF with custom templates
Instant access via app or email
Fee Management
From fee structure setup to payment collection and financial reporting — complete fee management with online payment support.
Flexible fee structures by grade, term, and category — tuition, meals, transport, uniforms, extracurriculars. Support for partial payments and installments.
Automated invoice generation with customizable templates, payment deadlines, late fee calculations, and bulk sending via email, SMS, or WhatsApp.
Accept payments via mobile money (MTN, Airtel), bank cards, bank transfers, and cash. Automatic receipt generation and real-time payment confirmation.
Track scholarship applications, approvals, disbursements, and renewal criteria. Automatic fee adjustments for scholarship recipients.
Comprehensive financial dashboards with revenue tracking, outstanding balances, collection rates, age-wise analysis, and exportable reports for audits.
MTN, Airtel, M-Pesa
Visa, Mastercard
Direct bank payments
In-person with receipts
Parent Portal
From bus tracking to report cards to fee payments — parents stay connected with their child's school life through a single app.
Parents see their child's bus location on a live map with estimated arrival time. No more phone calls to the school office.
View report cards, attendance records, teacher comments, and academic progress — all available immediately when published.
Pay school fees directly from the app using mobile money or card. View payment history, download receipts, and track outstanding balances.
Direct messaging with teachers, class announcements, and event notifications — all in one organized thread without sharing personal phone numbers.
Never miss a school event, parent-teacher meeting, or deadline. Automatic calendar sync with push notifications for important dates.
Available on iOS and Android, the parent app gives real-time access to:
Parent app
Live pickup queue, verified handoffs and bus tracking — on the phone parents already carry.
Updates arrive via app, WhatsApp or SMS. No new hardware for parents to learn.
How It Works
We analyze your school's current processes — transport routes, student records, fee collection, communication channels — and identify improvement opportunities.
Configure the platform to match your school's structure — grades, classes, subjects, fee categories, bus routes, and user roles for teachers, parents, and admin.
Import existing student records, fee data, and transport information into the new system. We handle the migration carefully to preserve all data.
Train admin staff, teachers, bus drivers, and parents on the platform. Phased rollout ensures smooth transition without disrupting school operations.
Full platform activation with 24/7 support. We monitor performance, resolve issues, and continuously optimize based on feedback.
What's Included
End-to-end school management — from transport verification to academic records to parent communication.
Deployment note
Orca layers over your existing transport operation — same buses, same drivers, verified digitally. Typical schools onboard in weeks, not terms.
ROI Analysis
Verified digital handoffs eliminate unauthorized pickups and reduce parent inquiries about bus status.
Automated attendance, report cards, invoicing, and communication free up administrative staff time.
Parents access bus tracking, report cards, and fee payment anytime — no more calling the school office.
Optimized routes reduce fuel costs and cut average student travel time significantly.
Before & after
The transformation
Case Study
Kampala, Uganda
A Kampala-based school implemented Orca and reported improved attendance tracking, fee collection, and parent satisfaction.
The equipment list comes last. We assess coverage, density, load and your existing network first — then specify what the environment actually needs. From there we deploy, test and support it.
We audit your current environment, risks, and requirements.
We engineer a solution architecture tailored to your needs.
We source and deliver the right hardware and software.
Our engineers deploy the system with minimal disruption.
We optimize settings, policies, and integrations.
We connect everything to work as one unified system.
Every link, camera, and failover is proven before handover. You get the results.
Ongoing maintenance, monitoring, and local helpdesk.
FAQ
Full deployment typically takes 4-6 weeks. Basic transport and student records can be operational in 2 weeks. We work around your school calendar to minimize disruption during term time.
Yes — the platform works via SMS and WhatsApp for parents without smartphones. Bus notifications, fee reminders, and attendance alerts are delivered via SMS. Report cards can be picked up from school or accessed via shared family accounts.
Absolutely. Student data is encrypted at rest and in transit. Role-based access ensures teachers only see their classes, parents only see their children, and admin staff have appropriate permission levels. We comply with education data protection standards.
Yes — the platform offers API integrations with popular accounting systems including QuickBooks, Xero, and local banking platforms. Fee data syncs automatically to your existing financial workflows.
The platform has offline capabilities — teachers can mark attendance and enter grades without internet. Data syncs automatically when connectivity is restored. Bus GPS tracking continues independently of school internet.
Get a free school assessment and custom platform design for your institution.