Template pack · Education

School & training institute

Schools, colleges and training institutes: an admissions funnel, classes and streams, phone registers with absence alerts, assessments on CBC scales, report cards, one-click term billing by fee structure, M-Pesa receipts, statements, arrears follow-up and staff payroll.

24: capabilities set up
26: accounts & items set up
17: roles, boards & fields set up
15: automation rules set up

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What it carries a record through

1Enquiry
2Application
3Interview
4Offer
5Enrolled
6Term fee invoice
7M-Pesa / bank receipt
8Statement
9Arrears follow-up
10Clearance

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

We worked out what a education business expects from a top-tier system on day one, and set this pack up to do that work. Everything below runs in Rytrix today.

Admissions

Admissions funnel
Every enquiry moves from Enquiry to Enrolled across a board, with the class applied for, the intake and who is following up.
CRM
Follow-up that does not slip
A new enquiry raises a call-back task for tomorrow; a lost one records why.
Automations
Offer to enrolment
Converting an applicant creates the student record and a draft fee structure to send with the offer.
CRM

Student record

One record per learner
Admission number, class and stream, guardian and their phone, UPI number, day or boarding, sponsor — on the student, searchable.
CRM
Fee statement per student
Everything invoiced, paid and outstanding, printable for the parent on your letterhead.
Sales
Parent queries as tickets
Fee disputes, transport and welfare issues are logged against the student with a response target.
Helpdesk

Academics

Classes and streams
One class per stream per year with a class teacher, a capacity and its learning areas; students are enrolled in bulk, once per year.
Academics
Registers on a phone
Everyone starts present and one tap marks a learner away; the first time a learner is marked absent the guardian can be texted automatically.
Academics
Attendance report
Days present and away per learner over any date range, with chronic absentees flagged.
Academics
Assessments and CBC levels
Scores go into a keyboard-friendly grid against the CBC four- or eight-level scale, letter grades or percentages; publishing locks them.
Academics
Report cards
Weighted scores, performance levels, optional class position, attendance, remarks and fee balance — printed per learner or for a whole class.
Academics
Bill the term in one go
A fee structure per class or level becomes one fee note per enrolled student, with their discount applied, and never twice for the same term.
Academics
Promotion
Each class moves into next year's class in one step, and final-year students are marked as alumni.
Academics

Fees & billing

Fee structure as fee items
Tuition, boarding, transport, lunch, activity, exam and uniform arrive as fee items — VAT-exempt, each posting to its own vote head, with caution money held as a liability. You set the amounts.
Inventory
Term invoices
Fee notes numbered FEE-2026-0001, one per learner per term, with the vote heads as lines.
Sales
Instalments and part-payments
A fee note is paid down in as many receipts as it takes; each prints with the balance after payment.
Sales
M-Pesa and bank receipts
Paybill, bank and cash receipts allocated to the fee note, each with its reference.
Sales
Bursaries and discounts
Sibling, staff-child, scholarship and bursary price lists and credit notes, reported apart from fees collected.
Sales
Arrears list and reminders
Defaulters by age of debt, and an SMS or WhatsApp to the guardian the day a fee note goes late.
Finance

Running the school

School accounting
Cashbook, votes as ledger accounts, expenses, trial balance and income and expenditure.
Finance
LPOs and suppliers
Requisitions, local purchase orders with approval, goods received and supplier payments.
Purchases
Stores
Uniforms, textbooks, food and cleaning stock with issues, counts and reorder points.
Inventory
Staff payroll
Teaching and non-teaching staff on Kenyan payroll with payslips, leave and the P9.
HR & Payroll
Programmes and cohorts
Each programme or intake is tracked as its own record with a budget, a board and its costs.
Projects

Before you log in

What is already there on day one

Pick this pack at signup and all of this is created with your workspace. Nothing is locked: rename it, add to it or delete what you do not use.

It calls things

customer Student
product Fee item
project Programme

Documents numbered

FEE-2026-0001
RCT-2026-0001
ADM-0001

Apps switched on

Assistant
CRM
Sales
Academics
Purchases
Inventory
Finance
HR & Payroll
Projects
Helpdesk
Reports
Documents
Automations

Enquiry pipeline7

Enquiry
Application received
Interview / assessment
Offer & fee structure sent
Accepted — deposit paid
Enrolled
Did not join

Fee items that post to the right account10

Tuition fees→ Tuition Fees
Boarding fees→ Boarding Fees
Admission fee→ Tuition Fees
Caution money (refundable)→ Caution Money Held
School transport→ Transport Fees
Lunch programme→ Lunch & Meals
Activity fee→ Activity & Exam Fees
Exam fee→ Activity & Exam Fees
Development levy→ Development & Other Levies
Uniform→ Uniform & Bookshop Sales

Seeded without prices — you set your own rates.

Catalogue structure27

Tuition & boarding — Tuition fees · Boarding fees · Admission & interview fees · Caution money
Transport & meals — Transport by zone · Lunch programme · Tea & snacks
Activities & exams — Activity fees · Exam fees · Trips & tours · Clubs & swimming · Graduation
Uniform & books — Uniform · Textbooks & stationery · ICT & e-learning
Levies — Development levy · Medical & insurance · Maintenance & improvement
School stores — Food stores · Cleaning materials · Teaching materials

Ledger accounts added to the Kenyan chart16

4110Tuition Fees
4120Boarding Fees
4130Transport Fees
4140Lunch & Meals
4150Activity & Exam Fees
4160Uniform & Bookshop Sales
4165Development & Other Levies
4170Grants, Capitation & Donations
4430Bursaries & Scholarships Awarded
2430Fees Received in Advance
2440Caution Money Held
5610Boarding & Catering Costs
5620Teaching & Learning Materials
5630Exam & Assessment Costs
6340School Transport Running Costs
6260Co-curricular & Trips

Roles, ready to hand out4

BursarFee structures, term billing, receipts, statements, supplier payments and the school's books.
Registrar / admissionsEnquiries, applications, student records, classes and enrolment. No fees posted, no ledger.
TeacherRegisters, assessments and report-card remarks for their classes, and parent queries. No fees, no payroll.
StorekeeperUniform shop, kitchen and teaching stores.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Term calendar

What the school must do this term and by when — opening, exams, fee deadlines, KNEC and ministry returns, closing.

Planned
In progress
Done
Postponed

Columns: Owner · Due · Priority · Area · Notes

Fields your trade needs on the record12

Student record: Admission number · Class / grade · Stream / cohort · Day or boarding · Parent / guardian · Guardian phone · UPI / NEMIS number · Date of birth · Sponsor / bursary
Enquiry: Class applied for · Intake / term · Previous school

Automation rules15

Follow up a new enquiry within a dayOn
Turn a won lead into a quotationOn
Log why you lost the jobOn
Text the invoice when it is issuedReady
SMS reminder on the first day lateReady
Chase overdue invoices on WhatsAppReady
Thank the customer for payingReady
Tell the owner when money landsOn
Review every voided invoiceOn
Alert the owner when a PO needs approvalOn
Send leave requests to the managerOn
Send payslips and file PAYEOn
Answer a new ticket the same dayOn
Text the guardian when a learner is absentReady
Put fee arrears on the bursar's listOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Price lists: Sibling discount · Staff child · Scholarship 50% · Full sponsorship
Units added: Term · Year · Semester
Stores: Main Store · Uniform & bookshop · Kitchen store
Departments: Teaching Staff · Administration & Bursar · Boarding & Catering · Transport · Support Staff

Wording on your documents

invoice: Fees are payable by the opening day of each term unless a payment plan has been agreed in writing with the bursar. Pay through the school's M-Pesa Paybill or bank account only — no cash is accepted by staff. Quote the learner's admission number on every payment. Fees once paid are not refundable or transferable.
receipt: Keep this receipt. The balance shown is as at the date of this payment.
statement: Please clear the outstanding balance before the next opening day. Queries: see the bursar.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

Each of these is a screen in the product, computed from the same records the business runs on — not a spreadsheet to keep in step.

Fee collection rate
Collected ÷ invoiced for the term, month by month.
Arrears ageing
Outstanding fees by how many days past due.
Defaulters by learner
Who still owes, how much and for how long.
Collections by channel
M-Pesa against bank against cash, by week.
Income by vote head
Tuition, boarding, transport and the rest, from fee-item sales.
Attendance by class
Days present and away per learner, with chronic absentees flagged.
Enrolment against capacity
Learners enrolled per class against the places available, and today's registers.
Admissions funnel
Enquiries to applications to offers to enrolled, as a weighted pipeline.
Income and expenditure
The term's income less what the school spent.

Start with the School & training institute pack.

First month free · no card needed · everything above is there when you log in.

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