Features - EdminHub School Management System

Comprehensive Features

Built Around the Way Schools Actually Work

From enrolling learners and marking registers to capturing marks and preparing report cards, EdminHub supports the full school day with practical tools for teachers, administrators, and school leaders.

1

Admissions & Learners

From the first parent enquiry through to a fully registered learner, EdminHub guides schools through a structured admissions and learner management workflow.

Parent Portal

Parent Self-Registration

Parents and guardians register themselves on a dedicated parent-facing portal and begin the learner application process entirely online.
Guided Learner Application

A step-by-step process walks parents through new enrolment applications and re-registration workflows, reducing phone calls to the school office.
Comprehensive Family Information

Capture father, mother, guardian, custody, billing, sibling, medical, and school history information in one structured process.
Document Uploads

Upload supporting documents such as birth certificates, previous reports, medical documents, and other school-required attachments.
Enrolment Status Visibility

Parents can view enrolment status updates from the portal once the application has been submitted, without repeated follow-up calls.
Separate Application Records

Parent records are kept separate from active learner records until the school approves the enrolment, ensuring data integrity.

Learner Enrolments

Structured Review Workflow

School administrators review captured learner and parent application details in a structured school-office workflow before any record is finalised.
Application Status Tracking

Track statuses such as captured, approved, declined, under consideration, or duplicate throughout the admissions process.
Full Application History

Preserve the complete application history for future reference, audits, and parent queries.
Convert Approved Applications

Approved applications can be converted into active learner records without retyping the same information.
Aligned Family Records

Parent, guardian, billing, medical, and school history details stay aligned with the learner record throughout the process.
Office Review Support

Support office teams that need to review enrolments before registration is finalised, with clear approval stages.

Learner Registration

Active Learner Management

Manage active learner details by grade and register class throughout the school year.
Subject and Level Assignment

Assign learners to subjects and levels, with support for broad subject choice across the curriculum.
Parent and Contact Information

Store parent, guardian, emergency, and billing contact information in a clear school-friendly format.
Medical and Concession Records

Capture medical information, allergies, concessions, and support needs that staff should be aware of during the school day.
Connected School Workflows

Learner information is available to attendance, conduct, reporting, and communication workflows across the system.
Archived Learner Support

Archive learners so schools can preserve history without keeping old records in active daily lists.

Learner Profile

Unified Learner View

View core learner details, class, grade, subjects, and levels in a single staff-facing overview.
Contextual School Information

See attendance, conduct, incidents, and assessment information in context alongside the learner record.
Parent and Guardian Contacts

Review parent and guardian contact information directly from the learner profile.
Academic Journey

Check academic information across the learner's school journey to support informed decisions.
Deep-Link to Modules

Link staff to the full attendance, assessment, conduct, or incident detail when they need to go deeper.
Complete Learner Picture

Help teachers and administrators avoid working from incomplete learner information when making decisions.

2

Daily School Operations

The tools teachers and school leaders use every day to mark registers, track conduct, record incidents, and keep school life running smoothly.

Attendance Register

Mark the Register by Class

Teachers can mark learner attendance by class and date quickly and accurately.
Flexible Attendance States

Support attendance states such as present, absent, late, and excused where configured by the school.
School Calendar Aware

Automatically account for school terms, public holidays, weekends, and mid-term breaks so teachers only mark on valid school days.
Reports and Follow-Up

Attendance information feeds directly into reports and learner follow-up workflows.
Mobile-Friendly Register

Support mobile-friendly register marking for teachers using tablets or laptops in the classroom.
Early Absence Pattern Detection

Help schools identify absence patterns early so they can act before problems grow.

Staff Attendance Register

Daily Staff Attendance

Record daily staff attendance using the same school calendar logic as learner registers.
Term and Holiday Aware

Respect school terms, public holidays, weekends, and mid-term breaks automatically.
Leadership Reporting

Support attendance reporting for school leadership and administration.
Separate from Learner Attendance

Keep staff attendance records separate from learner attendance for clarity.
Absence Trend Identification

Help administrators identify absence trends and maintain accurate school records.

Learner Conduct

Positive and Corrective Records

Capture positive conduct, classroom observations, misconduct, and disciplinary entries in one place.
Structured Record Keeping

Record severity, category, date, learner, and action taken for every conduct entry.
Conduct History on Learner Profile

Keep conduct history visible on the learner profile so staff can see patterns over time.
Filter by Category and Severity

Support filtering by category and severity to surface what matters most.
Recognise Good Behaviour

Help staff recognise both good behaviour and areas needing intervention consistently.
Support Informed Discussions

Use conduct records as part of broader learner support discussions with parents and colleagues.

Staff Conduct

Separate Staff Conduct Records

Capture staff conduct records in a structured, confidential area separate from learner conduct.
Positive and Corrective Notes

Record positive comments, observations, concerns, or follow-up actions for staff members.
Leadership Visibility

Support leadership visibility into staff-related conduct matters with appropriate access controls.
Restricted Access

Keep records available only to authorised users, protecting confidentiality.
Clear Internal Records

Help schools maintain clear internal records without mixing them with learner discipline.

Incident Management

Structured Incident Recording

Capture incident date, time, location, description, and severity in a clear, structured format.
Link Learners to Incidents

Link one or more learners to an incident for a complete record of who was involved.
Link Staff to Incidents

Link staff members who were involved, present, or responsible for follow-up.
Search and Filter

Search incidents by incident details or learner name to find records quickly.
Learner Support Visibility

Keep incident history visible where staff need it for learner support and safeguarding.
Official Record Keeping

Support official school record keeping for serious or repeated concerns.

3

Teaching, Assessment & Progress

From assigning subjects and capturing marks through to checking results and identifying at-risk learners, EdminHub supports the full assessment cycle.

Subject Assignments

Teacher-Subject Matching

Assign teachers to subjects by grade and level so the school knows exactly who teaches what.
Availability Overview

See which teachers are available for each subject offering at a glance.
Register-Class and Subject Planning

Support register-class and subject-teacher planning from the same assignment view.
Identify Staffing Gaps

Help identify staffing gaps before learners are over-enrolled in subjects.
Feed Downstream Workflows

Feed scheduling and reporting workflows with accurate teacher-subject information.

Continuous Assessment & Grading

Grading Unit Configuration

Configure grading units for each grade, subject, and level to match school-specific assessment policies.
Flexible Grading Modes

Support percentage-based and symbol-based grading, including school-defined grading bands.
Multi-Category Assessment Structure

Build assessment structures with categories such as tests, exams, projects, oral work, portfolios, or practical tasks.
Marker and Checker Workflow

Assign markers and checkers so captured marks can be reviewed before finalisation, improving accuracy.
Structured Grade Capture

Capture term marks in a structured grade-capture screen designed for efficient data entry.
Audit Trail

Keep an audit trail of changes to support accountability and parent queries.

Student Success & Intervention

Early Warning Signals

View early warning signals from attendance, assessment, conduct, and incident records to catch concerns early.
Learner Support Cases

Create learner support cases for concerns that need follow-up, with clear ownership and accountability.
Assign Owners and Participants

Assign owners and participants so staff know who is responsible for each case.
Track Follow-Up Actions

Track actions such as teacher check-ins, parent contact, academic support, attendance follow-up, counselling referral, or behaviour plans.
Record Notes and Outcomes

Record internal notes, meetings, reviews, parent contact, and outcomes as the case progresses.
Case Lifecycle Management

Move cases through open, in progress, monitoring, resolved, or closed-no-action stages.

Continuous Assessment Analytics

Schoolwide Assessment Dashboard

A schoolwide assessment dashboard with term and full-year views helps leadership understand performance at a glance.
Grade-Level Summary Reports

Grade-level summary reports using the grading rules configured for each subject.
Subject Performance Analysis

Subject performance analysis by subject, level, and period for detailed academic review.
Assessment Item Analysis

Review how learners performed on specific tasks with assessment item analysis.
At-Risk Early Warning Report

An at-risk early warning report highlights learners who may need academic support.
Demographic Disaggregation

Demographic disaggregation report for deeper academic analysis across learner groups.
Teacher and Classroom Summary

Teacher and classroom summary for class-level performance review.
Score Audit Trail

Score audit trail showing changes to captured marks for full accountability.
Detailed Grades and Promotion Reports

Detailed grades by subject and promotion schedule reports for academic planning.
Setup and Completeness Reports

Setup and completeness reports for assessment structures, personnel, and marker/checker status.

4

Parent Communication & Finance

Keep parents informed and manage school fees with structured communication tools and a controlled billing workspace.

Parent Communications

Compose School Messages

Compose messages for the whole school, selected grades, or selected classes.
Multiple Delivery Channels

Send through the parent portal, email, or both, depending on the message.
Recipient List Preview

Resolve recipient lists before publishing so staff can see who will receive the message.
Communication Preferences

Respect parent communication preferences captured in the learner record.
Message Tracking

Track message status, recipients, read activity, acknowledgements, and delivery issues.
Categories and Priorities

Use categories and priorities to organise school communications effectively.

Fee Management

Tuition Fee Configuration

Configure tuition fees by school setup so finance staff can manage billing structures centrally.
Optional Fees

Manage optional fees for activities, services, or add-ons alongside standard tuition.
Discounts and Waivers

Record discounts and waivers where learners qualify, with clear audit visibility.
Billing Workspace

Use a billing workspace for invoice-related workflows in a controlled environment.
Fee Audit Information

Review fee audit information so finance changes remain accountable.
Restricted Access

Restrict access to authorised admin and finance users only.

5

Reports & Insight

Reports that help school leaders, administrators, and teachers understand enrolment, attendance, assessment, conduct, and learner support needs.

Comprehensive Reporting

Learners by Grade and Class

Generate learner lists by grade and by class for printing, export, or quick reference.
Grade by Subject

Analyse subject enrolment across grades for resource planning and curriculum review.
Subject Assignments by Teacher

Audit teaching load by subject and teacher to support scheduling and workload balance.
Parent and Guardian Contacts

Parent and guardian contact reports grouped by grade and class for communication planning.
Concessions and Archived Learners

View all learners with special accommodations, and access records of past learners for audits or alumni lists.
Team Assignment and Rebalancing

Team assignment and team rebalancing reports for athletics and school grouping activities.
Attendance Reports

Learner and staff attendance reports that respect school terms and calendar settings.
Enrolment Reports

Track enrolment volume by grade and term for growth analysis and strategic planning.

Quarterly Learner Reports

Generate from Assessment Data

Generate quarterly learner reports directly from captured assessment data without manual spreadsheet work.
Teacher Comments

Support teacher comments and report history for each learner and subject.
Review Before Finalising

Review learner marks and comments before finalising reports so nothing is published prematurely.
Share Through School Channels

Email or share reports through the school's configured communication process where enabled.
School-Specific Report Formats

Report formats can support school-specific reporting needs and structures.

6

School Setup, Security & Administration

Configure the school year, manage staff records, control access, and set up the structures that daily school operations depend on.

School Administration

Grades and Subjects

Define grades and the subjects offered in each grade to structure the academic year.
Register Classes and Teachers

Set up register classes and assign register teachers for attendance and communication.
Terms, Holidays, and Mid-Term Breaks

Manage school terms, public holidays, and mid-term breaks that drive attendance, scheduling, and reporting.
Team Setup

Configure team setup for athletics or school grouping activities.
Connected Workflows

Support subject, class, attendance, and reporting workflows from one central setup area.
Year-to-Year Flexibility

Keep school setup flexible for year-to-year changes as the school evolves.

Enrolment Administration

Enrolment Review Workflows

Support school-controlled enrolment review workflows so admissions work is managed consistently.
Application Stage Management

Help administrators manage application stages and outcomes through the review process.
Separate from Daily Registration

Keep admissions setup separate from daily learner registration for clarity.
Status Decisions

Support status decisions such as approved, declined, under consideration, or duplicate.
Structured Review Process

Provide structure for schools that need office or management review before a learner is accepted.

Class Scheduling

School Week Configuration

Configure the school week, teaching days, periods, breaks, and timetable structure.
Subject and Level Selection

Select subjects and levels to include in the schedule based on the school's curriculum.
Teacher Assignments

Link teachers to the grades and subjects they teach for scheduling purposes.
Enrolment Visibility

Use enrolment visibility to understand how many learners need each subject or level.
Schedule Generation

Generate schedules while checking teacher and subject availability to reduce manual work.
Filter and View

View the full generated schedule and filter by grade, subject, or teacher.

Athletics & Teams

Team Assignment

Assign learners to teams using grade, age, and gender information.
Distribution Overview

View team distribution by age and gender to ensure fair allocation.
Rebalance Teams

Rebalance teams where numbers are uneven to support equitable groupings.
Team Reports

Produce team assignment and rebalancing reports for athletics planning and school events.

Access Control

Page-by-Page Access

Page-by-page access control for key school modules so staff only see what they need.
Read-Only and Full Access

Support read-only and full access where appropriate to reduce accidental changes.
Scope by Class, Grade, or School

Scope staff access by class, grade, or whole school depending on their role.
Specialist Role Access

Give specialist roles, such as finance or student support, access to the modules they need.
Protect Learner Information

Help schools protect learner information while still giving teachers the tools they need.

User Management

Approve New Users

Review and approve new staff users before they gain access to the system.
Enable or Disable Accounts

Enable or disable accounts without deleting school history when staff change roles or leave.
Role Assignment

Assign users to roles such as admin, teacher, finance, student support, or platform admin where applicable.
Secure Staff Onboarding

Support secure onboarding for staff who need access to EdminHub.
Separate from Learner Records

Keep account management separate from learner and parent records.

Staff Administration

Personal and Contact Details

Maintain staff personal and contact details in one organised location.
Professional Information

Record job titles, professional information, and qualifications for each staff member.
Emergency Contacts

Store emergency contact details for all staff members.
Subject and Grade Responsibilities

Link staff to subject and grade responsibilities to support school planning.
Connected to School Workflows

Support register-teacher, scheduling, attendance, and assessment workflows from the staff record.
Authorised Access Only

Keep staff information available to authorised administrators only.

System Administration

MailerSend Email Configuration

Configure outgoing email using MailerSend for reliable, template-supported school communications.
Cloudflare Worker SMTP Relay

Optionally connect a Cloudflare Worker SMTP relay for schools that want to send through their own mail server.
Sender and Communication Settings

Manage sender details and communication settings so official messages use the correct school identity.
Email Templates

Maintain email templates for enrolment, approval, and other school workflows.
System Audit Information

View system configuration audit information where available.