Welcome to class.

A school is made of records.

Learners, classes, teachers, invoices, marks, bus routes. Today they sit in registers, receipt books, spreadsheets and people’s heads, and they never quite agree. Tutagora keeps them as one record, so every part of the school knows the rest.

Why one record

The questions that decide a school cross departments. Which grade covers its costs. Which teacher is overloaded. Which family is in arrears and still has a child on the bus. Separate systems cannot answer them. One record can.

What that means in practice

• Learners, staff, academics, finance and operations in one model
• Over a hundred related tables per school
• Every row locked to its school
• One source of truth for every report and every message

Different people. Different questions.

A director wants to know what came in this week and what the school is costing. A bursar wants to know who still owes. A class teacher wants to know who is absent and who is slipping. A parent wants the balance and the result.

Today, four different books

The director’s answer comes from a spreadsheet built for the meeting. The bursar’s from the receipt book. The teacher’s from the register. The parent’s from a phone call to the office. Four answers, and they rarely agree.

With Tutagora, one record answers everyone

The same fact serves all four. A payment received at 07:42 is on the bursar’s ledger, in the director’s weekly figure, on the class teacher’s arrears view and in the parent’s WhatsApp by 07:43.

• Director: cash, collection, cost, by branch and by grade
• Bursar: invoices, receipts, arrears, the books
• Head and deputy: schemes, lessons, timetable, discipline
• Teachers: register, marks, homework, their own classes
• Parents: balance, attendance, results, on WhatsApp

The learner is the centre of the school.

Every record in Tutagora is reached from the learner. Her guardian, who sees her on WhatsApp. Her class, and the teacher who takes it. Watch the board.

The money she generates

Each term she is billed. Each payment settles that invoice and no other, matched by the M-Pesa reference, so her file and the school’s books agree by construction.

What she learns, and how she gets there

Her marks, attendance and remarks make her report card. Her bus route, stop and fare sit on the same file. Nothing about her is held in two places.

The academic spine.

Her class belongs to a timetable, the timetable to subjects, the subjects to schemes of work and exams. What is taught in Grade 6 East on Tuesday is a record, and her mark on Friday is linked to it.

The books

Every payment posts itself to the ledger. Budgets, expenses, suppliers and bank reconciliation sit in the same books, so the director’s cash position and the bursar’s receipts are the same number.

Operations

An enquiry becomes an application becomes a learner, without re-typing. The clinic, the library and discipline write to her file too. Six systems, one graph, and each part of the school knows the rest.

Fees decide what a school can become.

Collection is the lifeblood of the institution: it pays the teachers, keeps the buses on the road and decides whether next year brings a new classroom block. It is the number a director watches most closely, and usually sees last.

Collection, seen daily

Invoices go out once a term. Every M-Pesa payment matches its invoice on arrival. The director sees collection by grade, by branch and by family on any day of the term, not in a spreadsheet at the end of it.

• Fee structures per grade, term and optional item
• Bulk invoicing, discounts and bursaries
• M-Pesa STK push, Paystack for cards, automatic matching
• Arrears by family with one-tap reminders
• Receipts, statements and credit notes

Evidence for planning

Collection patterns across terms show when families pay, which grades lag and how cash moves through the year. That is the basis for next term’s operating budget and for the capital decisions that shape a school: the next classroom block, the next bus, the next branch.

We bring the school to the parent, on WhatsApp.

No parent wants another login. They already have WhatsApp, and so does the school. Instead of a portal to remember, the school’s number answers: the balance, a Pay button, the statement, the results when they are out.

What a parent sees

The school’s voice, the other way

Fee reminders with each family’s own balance, sent in one action. A notice that the bus is late, sent only to the parents on that route. Report cards to the guardian’s number on file. Enquiries from new families answered from the same place.

• Private link per parent, no password
• Balance, Pay button, statement, results
• Reminders and notices to exactly the families affected
• Enquiries and admissions through the same number

Who sees what is decided by the record.

Money and learning describe the same children, and in Tutagora they are never joined casually. The bursar sees invoices and receipts. The class teacher sees marks and attendance. The head sees both as totals for a grade, and a named child’s case only through one door: a safeguarding role, time-limited, and logged.

Every change is an action

Nothing in the record changes except through a named action: a payment recorded, a discount approved, a report card issued. Each one checks who is asking, checks its own rule, and writes a line to a log that cannot be edited. If something goes wrong, the investigation starts from records, not recollection.

• Every record locked to its school
• Roles decide the screens, down to the column
• Every action logged: what, to which record, by whom
• The same log is the audit trail and the Monday briefing

The AI drafts. People decide.

The Advisor reads the record and proposes. It sends nothing and pays nothing. The bursar decides, and every proposal is logged with what it read.

Every person who works here, first-class.

Teachers, the bursar, the drivers, the cooks, the matron. Payroll is the largest cost in a school, and most of it lives in a notebook. Tutagora HR gives every employee one record: contract, documents, leave, attendance, pay, training. Across every branch.

The lifecycle, on rails

From the open role to the certificate of service, each stage produces its own paperwork from the record, instead of a Word template on someone’s laptop.

• Recruitment: open roles, and every candidate seen for each
• Offer letters, contracts and warnings, each acknowledged on receipt
• Probation reviews and contracts ending, surfaced before they lapse
• Leave: the head recommends, HR decides
• Daily check-in, payroll and the statutory calendar
• Training, goals and performance
• Assets issued and returned
• Clearance, final dues and a handover pack when someone leaves

One teacher, this week

Insight a director can act on.

Because every record is connected, the Advisor computes what separate systems cannot: months of cash at the current collection rate, profitability by grade, teaching load out of balance, and transactions that do not add up. It works on the school’s own clock, the term, not the calendar month. Read daily. Flagged, not discovered at audit.

Monday, 07:00

The week’s position on the director’s phone before the first bell, and any question answered in plain language after it.

A school, in 2027

Run on one record, not on memory. Decisions made in week two on figures that agree, instead of at year end on figures that do not. A complete view for management. Work that is seen. Numbers parents trust.

Homework: bring your school onto one record.

Set-up takes an afternoon: classes, the fee structure, and a bulk import of learners from the spreadsheet you already have. From then on the record does the work. Send one message and we will come and show you.