Scholaria – School Operations & Admissions Automation
School operations & admissions automation
End-to-end school operations platform — structured admissions from application to acceptance, installment fee plans with automated reminders and online payment, constraint-based timetable builder with clash detection, and a parent portal for attendance, grades, fees, and teacher messages. Built in 12 weeks.
Running a school means juggling admissions PDFs, fee-chasing phone calls, last-minute timetable clashes, and parents demanding updates the front office can't always deliver. GroveTech built Scholaria in 12 weeks for an independent K-8 school to replace all of that: one platform that moves every applicant from enquiry to enrolled student, collects fees on a schedule, builds clash-free timetables, and gives parents a live window into their child's school life.
Run the school. Skip the spreadsheets.
The Problem
- Admissions tracked across PDFs, email threads, and shared inboxes — applicants drop off in the gaps.
- Fee collection and manual follow-up consuming hours of front-office time every month.
- Timetable clashes discovered on the first day of term, not before.
- Parents calling for attendance and grade updates the school can't deliver consistently.
Our Solution
- Structured admissions pipeline: application → interview → offer → acceptance, fully tracked with automated nudges.
- Installment fee plans with automated reminders, online payment (Stripe & Razorpay), and instant receipts.
- Constraint-based timetable builder with teacher availability, room capacity, and clash detection.
- Parent portal: attendance, grades, fee status, announcements, and direct teacher messaging.
Built on a solid, integration-first foundation.
Next.js
Node.js
PostgreSQL
Redis
AWSStripe
Razorpay
TwilioG Calendar
SendGrid
Auth0
DockerA look inside the Scholaria platform.
4 core workflows — built to run automatically, end to end.
Admissions Workflow
Application form → interview scheduling → offer letters → acceptance — every applicant tracked, every reminder sent automatically.
Fee Management
Configurable installment plans, automated reminder cadence over email and SMS, and one-click online payment with auto-generated receipts.
Constraint-based Timetable
Build the term timetable from teacher availability, room capacity, and subject hours — clashes are flagged before parents see them.
Parent Portal
Attendance, grades, fee status, and direct teacher messages in one place — calls to the front office drop dramatically.
Numbers from post-launch.
What's coming next on the roadmap.
What our client had to say.
Our admissions team used to track everything in three spreadsheets and a shared inbox. Scholaria put it all into one workflow that just runs. Fee collection became almost invisible — parents pay online, receipts go out automatically, and our admin team stopped chasing. The parent portal alone cut our front-office calls in half.
Anna Thorsen
School Director · [Independent K-8 school under NDA · EU]
Have a similar challenge to automate away?
Whether it's onboarding, approvals, document workflows, or any repetitive process living in email threads today — GroveTech ships production-ready MVPs in 10–14 weeks.