Home · Features

Every module, grounded in the real application

Forty-one permission groups, seven coherent parts.

Erudite IMS is not a feature list written for a brochure — every claim below maps to a real module, a real permission group and a real screen in the running product. Here is the whole platform, in the order a school meets it.

01 Admissions & Records
02 Academics & Timetable
03 Finance & Accounting
04 HR & Payroll
05 Campus Life & Welfare
06 Comms & Reporting
07 Platform & Security

01 / 07

Admissions & Student Records

One record, start to finish

From first application to the alumni register.

A pupil is entered once. The admission becomes a registration, the registration becomes a student record, and that record carries through fees, marks, attendance, hostel and the parent portal for the rest of their time at the school.

Permission groups behind it:

students
guardian
graduation
alumni

Highlight reel

Online applications with instant, gap-free admission numbers and document uploads
Term-by-term registration linked back to the original admission
Promotions, class changes, exits with clearance, and reinstatement — all on the record
Graduating cohorts roll straight into a searchable alumni register
Guardian records with a parent portal showing results, fees and attendance per ward
Prefect and head-girl rosters, nominations and elections, cited on terminal reports

Admissions register — Every application in one register — searchable, filterable, exportable — **Admissions register**Every application in one register — searchable, filterable, exportable

Admission application — Full application detail with documents, guardian and fee status — **Admission application**Full application detail with documents, guardian and fee status

Term registrations — Register returning pupils term by term without re-typing a thing — **Term registrations**Register returning pupils term by term without re-typing a thing

Student directory — The whole school in one searchable directory — **Student directory**The whole school in one searchable directory

Student profileFees, marks, attendance, hostel and guardians on one profile

End-of-year promotions — Promote a whole class in one pass, with a full audit trail — **End-of-year promotions**Promote a whole class in one pass, with a full audit trail

Select students to promote — Choose exactly who moves up, who repeats, and who is held — **Select students to promote**Choose exactly who moves up, who repeats, and who is held

Student exits — Withdrawals and transfers-out with a clearance checklist — **Student exits**Withdrawals and transfers-out with a clearance checklist

Graduation cohorts — Graduate a cohort and hand it to the alumni register — **Graduation cohorts**Graduate a cohort and hand it to the alumni register

Alumni register — A searchable old-students register for tracing and engagement — **Alumni register**A searchable old-students register for tracing and engagement

Guardians & next of kin — Parents, guardians and emergency contacts, linked to each ward — **Guardians & next of kin**Parents, guardians and emergency contacts, linked to each ward

Parent / guardian portal — Parents see results, balances and attendance for every ward — **Parent / guardian portal**Parents see results, balances and attendance for every ward

Student leadership — Prefect and head-girl rosters that print onto terminal reports — **Student leadership**Prefect and head-girl rosters that print onto terminal reports

Leadership elections — Nominations, voting and an audited election result — **Leadership elections**Nominations, voting and an audited election result

14 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

02 / 07

Academics & Timetable

Teaching, scheduled and recorded

Marks entered once. Report cards that build themselves.

Classes, courses, subjects and teachers are set up once. Attendance and marks are entered where they happen, and every register, class average and report card downstream is produced from that same data — not recompiled by hand at the end of term.

Permission groups behind it:

academics
timetable
library

Highlight reel

Classes, streams, courses and subject allocations with teacher assignment
Attendance registers with same-morning SMS and email alerts to parents
Grade book with assessment categories, grading schemes and class averages
Lesson plans, incidents and disciplinary records kept against the pupil
Conflict-free timetable generation across teachers, rooms and periods, with substitutions
Full library: catalogue, copies, members, issue and return, reservations, fines, e-resources

Classes & streams — Every class and stream with live enrolment counts — **Classes & streams**Every class and stream with live enrolment counts

Courses — Programmes and courses mapped to the classes that run them — **Courses**Programmes and courses mapped to the classes that run them

Teachers — Teaching staff with their subjects, classes and workload — **Teachers**Teaching staff with their subjects, classes and workload

Attendance registers — Daily registers totalled automatically — no counting at inspection — **Attendance registers**Daily registers totalled automatically — no counting at inspection

Grade book — Marks by class, subject and assessment, always up to date — **Grade book**Marks by class, subject and assessment, always up to date

Marks entry — Enter a class set of marks on one screen and save once — **Marks entry**Enter a class set of marks on one screen and save once

Discipline — Disciplinary cases with outcomes and follow-up — **Discipline**Disciplinary cases with outcomes and follow-up

Timetable views — Class, teacher and room views of the same timetable — printable — **Timetable views**Class, teacher and room views of the same timetable — printable

Timetable generation — Generate a conflict-free timetable instead of building it by hand — **Timetable generation**Generate a conflict-free timetable instead of building it by hand

Periods & bells — Define the school day once — periods, breaks and bell times — **Periods & bells**Define the school day once — periods, breaks and bell times

Substitutions — Cover an absent teacher without breaking the timetable — **Substitutions**Cover an absent teacher without breaking the timetable

Teacher load report — See at a glance who is over- and under-loaded — **Teacher load report**See at a glance who is over- and under-loaded

Library catalogue — The whole catalogue across branches, shelves and categories — **Library catalogue**The whole catalogue across branches, shelves and categories

Issue books — Issue and reserve titles against a member in a few clicks — **Issue books**Issue and reserve titles against a member in a few clicks

Digital library — E-resources shelved next to the physical collection — **Digital library**E-resources shelved next to the physical collection

15 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

03 / 07

Finance & Accounting

Where it pays for itself

Every cedi billed, received and reconciled — in one ledger.

For most schools the biggest hidden loss is not spending — it is fees that were owed but never traced. When billing, receipts and accounting live in one connected system, that gap closes. A payment posts once and updates the student, the ledger and the parent portal together.

Permission groups behind it:

billing
accounting
expenses
platformbilling
platforminvoice

Highlight reel

Per-class fee structures, components, fee groups, scholarships and waivers
Bill generation with preview, draft posting and batch monitoring before anything hits the ledger
Approve-and-post correction workflow — fix a mistake without breaking the books
Payments and receipts, mobile-money ready, with A4, A5 and thermal receipt formats
Real double-entry accounting: chart of accounts, journals, trial balance, balance sheet, cash flow
Expenses, vendors, payables, budgets, fixed assets and bank reconciliation

Student bills — Every bill raised, by class, term and status — **Student bills**Every bill raised, by class, term and status

Bill generation preview — See exactly what a term's billing run will produce before it posts — **Bill generation preview**See exactly what a term's billing run will produce before it posts

Post draft bills — Review drafts, then post them to student accounts and the ledger — **Post draft bills**Review drafts, then post them to student accounts and the ledger

Class fees — What each class pays this term — the single source for billing — **Class fees**What each class pays this term — the single source for billing

Fee components — Tuition, feeding, PTA, exams — each mapped to a revenue account — **Fee components**Tuition, feeding, PTA, exams — each mapped to a revenue account

Scholarships & waivers — Benefits and discounts applied without manual maths — **Scholarships & waivers**Benefits and discounts applied without manual maths

Student fee positions — Billed, paid, waived and outstanding for every pupil — **Student fee positions**Billed, paid, waived and outstanding for every pupil

Payments & receipts — Record a payment and issue the receipt in one step — **Payments & receipts**Record a payment and issue the receipt in one step

Billing corrections — An audited adjustment trail instead of silent edits — **Billing corrections**An audited adjustment trail instead of silent edits

Billing reports — Collection, revenue and exception reporting in one place — **Billing reports**Collection, revenue and exception reporting in one place

Accounting overview — The school's financial position at a glance — **Accounting overview**The school's financial position at a glance

Chart of accounts — A proper chart of accounts, not a fees book — **Chart of accounts**A proper chart of accounts, not a fees book

Trial balance — Term-close ready, straight from daily work — **Trial balance**Term-close ready, straight from daily work

Balance sheet — A board-ready balance sheet with no month of preparation — **Balance sheet**A board-ready balance sheet with no month of preparation

Bank reconciliation — Tie the bank statement to the ledger and find the gap — **Bank reconciliation**Tie the bank statement to the ledger and find the gap

Expenses — Capture, categorise and approve school spending — **Expenses**Capture, categorise and approve school spending

16 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

04 / 07

HR & Payroll

Staff, salaries and statutory returns

Payroll that closes itself, PAYE and SSNIT included.

Staff records, salary structures, allowances and deductions in one place — then a payroll run that computes PAYE and SSNIT, previews before it commits, and produces payslips and GRA-ready returns. No separate payroll clerk, no parallel spreadsheet.

Permission groups behind it:

employees
staff
payroll
leave

Highlight reel

Employee records with departments, designations and employment types
Salary structures, allowance and deduction types, and per-employee overrides
Ghana statutory settings as a maintained template — PAYE bands and SSNIT rates
Payroll periods with a full preview run before anything is approved
Payslips per employee and per period, printable and emailable
Payroll and GRA reports ready for filing, plus leave types and leave management

HR & payroll overview — Headcount, payroll cost and the state of the current period — **HR & payroll overview**Headcount, payroll cost and the state of the current period

Employee register — All staff — teaching and non-teaching — in one register — **Employee register**All staff — teaching and non-teaching — in one register

Employee record — Contract, salary, allowances, leave and documents on one record — **Employee record**Contract, salary, allowances, leave and documents on one record

Departments — The organisational structure payroll and reports roll up to — **Departments**The organisational structure payroll and reports roll up to

Designations — Grades and job titles that drive salary structure — **Designations**Grades and job titles that drive salary structure

Salary structures — Define a structure once and apply it across a grade — **Salary structures**Define a structure once and apply it across a grade

Allowance types — Taxable and non-taxable allowances, configured not hard-coded — **Allowance types**Taxable and non-taxable allowances, configured not hard-coded

Statutory settings — Ghana PAYE bands and SSNIT rates as a versioned template — **Statutory settings**Ghana PAYE bands and SSNIT rates as a versioned template

Payroll periods — Open, process, approve and close each month cleanly — **Payroll periods**Open, process, approve and close each month cleanly

Payroll processing — Run payroll for the whole school in a single pass — **Payroll processing**Run payroll for the whole school in a single pass

Payroll preview — Check every figure before a single cedi is committed — **Payroll preview**Check every figure before a single cedi is committed

Payslips — Payslips generated per employee, per period — **Payslips**Payslips generated per employee, per period

Payroll reports — Cost by department, period and account — **Payroll reports**Cost by department, period and account

GRA returns — Statutory returns produced from the payroll you already ran — **GRA returns**Statutory returns produced from the payroll you already ran

14 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

05 / 07

Campus Life & Welfare

Boarding, feeding, health and care

The parts of school life spreadsheets never covered.

Hostels, canteen, clinic, counselling and stores are where a boarding school actually runs — and where paper fails hardest. Each is a full module here, with confidentiality where it matters and a link into billing where money changes hands.

Permission groups behind it:

hostel
canteen
clinic
counselling
store

Highlight reel

Hostels, rooms, bed types and allocation, with occupancy and roll-call reporting
Hostel leave and gate-pass requests, maintenance jobs, welfare and discipline logs
Canteen daily bookings, weekly subscriptions, serving, and payments against a meal account
Clinic patients, visits, diagnoses, symptoms, allergies and immunisation tracking
Counselling profiles, cases, sessions, referrals and intervention plans — confidential by permission
Store items, receipts, issues, transfers, requisitions, stocktake and low-stock alerts

Hostel overview — Occupancy, roll-call and open issues across every house — **Hostel overview**Occupancy, roll-call and open issues across every house

Bed allocations — Who sleeps where, this term — **Bed allocations**Who sleeps where, this term

Roll call — Take roll call and see who is unaccounted for tonight — **Roll call**Take roll call and see who is unaccounted for tonight

Leave & gate passes — Exeats requested, approved and logged — **Leave & gate passes**Exeats requested, approved and logged

Canteen overview — Bookings, servings and meal balances for the day — **Canteen overview**Bookings, servings and meal balances for the day

Serve a meal — Mark a meal served against the pupil's account at the counter — **Serve a meal**Mark a meal served against the pupil's account at the counter

Clinic overview — Today's visits, follow-ups and dispensing at a glance — **Clinic overview**Today's visits, follow-ups and dispensing at a glance

Clinic patients — A patient record per pupil, with allergies and immunisations — **Clinic patients**A patient record per pupil, with allergies and immunisations

Clinic visits — Every visit logged with symptoms, diagnosis and treatment — **Clinic visits**Every visit logged with symptoms, diagnosis and treatment

Common diagnoses — Spot an outbreak from the trend, not from rumour — **Common diagnoses**Spot an outbreak from the trend, not from rumour

Counselling overview — Open cases, sessions due and referrals outstanding — **Counselling overview**Open cases, sessions due and referrals outstanding

Counselling cases — Confidential case files, visible only to the right staff — **Counselling cases**Confidential case files, visible only to the right staff

Store overview — Stock value, movement and what is running out — **Store overview**Stock value, movement and what is running out

Store items — Every item, unit of measure, location and reorder level — **Store items**Every item, unit of measure, location and reorder level

Low stock alerts — Reorder before you run out, not after — **Low stock alerts**Reorder before you run out, not after

15 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

06 / 07

Communication & Reporting

Answers, in seconds

Report cards, dashboards and a parent who already knows.

Terminal reports, cumulative records and around forty analytical reports are produced from the work the school already did. Roughly seventy notification categories keep parents and staff informed automatically — and the GES Executive Dashboard rolls the same data up for the Service.

Permission groups behind it:

communication
broadcasts
notifications
reports
cumulativereports
terminalreports
ges
dashboard

Highlight reel

Terminal report cards with remarks, traits and an approval queue before printing
Cumulative records per pupil and per class, generated and approved, WAEC-ready exports
Around forty operational reports — enrolment, collections, attendance, performance, staff
Roughly seventy notification categories with per-user preferences, queueing and a full audit log
SMS and email broadcasts with templates, scheduling and delivery tracking
Fourteen GES Executive Dashboard views, scoped by region, district and circuit
Every list exports to CSV, Excel, Word and PDF — permission-gated

School dashboard — Enrolment, collections and attendance the moment you log in — **School dashboard**Enrolment, collections and attendance the moment you log in

Terminal reports — Report cards for the whole school, built from marks already entered — **Terminal reports**Report cards for the whole school, built from marks already entered

Report approval queue — Nothing reaches a parent before the head has signed it off — **Report approval queue**Nothing reaches a parent before the head has signed it off

Cumulative records — A pupil's full academic history in one document — **Cumulative records**A pupil's full academic history in one document

Reports library — Around forty reports, one place, all exportable — **Reports library**Around forty reports, one place, all exportable

Enrolment report — How many pupils, by class, stream, sex and term — **Enrolment report**How many pupils, by class, stream, sex and term

Fee collection — What was billed, what came in, and the collection rate — **Fee collection**What was billed, what came in, and the collection rate

Outstanding fees — Exactly who owes what, per class and per term — **Outstanding fees**Exactly who owes what, per class and per term

Attendance summary — Attendance rates and chronic-absence flags by class — **Attendance summary**Attendance rates and chronic-absence flags by class

Student performance — Who is improving, who needs intervention — **Student performance**Who is improving, who needs intervention

Notifications — What was sent, to whom, and whether it landed — **Notifications**What was sent, to whom, and whether it landed

Broadcasts — Send an SMS or email to a class, a year or the whole school — **Broadcasts**Send an SMS or email to a class, a year or the whole school

GES Executive Dashboard — Fourteen analytical views for the Education Service — **GES Executive Dashboard**Fourteen analytical views for the Education Service

GES enrolment — Enrolment roll-ups by region, district and circuit — **GES enrolment**Enrolment roll-ups by region, district and circuit

GES attendance — School-level attendance heatmaps with absentee alerts — **GES attendance**School-level attendance heatmaps with absentee alerts

GES finance — Collection rates and debtor aging as an early-warning signal — **GES finance**Collection rates and debtor aging as an early-warning signal

16 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

07 / 07

Platform, Security & Admin

Isolation, accountability, control

Every school walled off. Every change on the record.

Erudite IMS is multi-tenant by design: each school runs in its own private workspace that no other school can see, search or join to. Within a school, 340+ fine-grained permissions across 41 groups decide who sees what — and a full audit trail records who changed it.

Permission groups behind it:

tenants
superadmin
permissions
roles
users
settings
setup
audit
importstation
demorequests
backgroundservices
datatable

Highlight reel

Full tenant isolation — one school cannot see, search or reach another's data
340+ fine-grained permissions across 41 module groups, grouped into role templates
Role comparison so you can see exactly how two roles differ before you assign one
Audit trail with actor, timestamp and before/after values on every change
Guided import station: bring students, staff and balances in from your spreadsheets
Background services you can enable, disable and trigger, with their own audit log
Demo and pilot requests with a super-admin approval gate before anything is provisioned

Secure sign-in — Hardened sign-in with rate limiting and session recovery — **Secure sign-in**Hardened sign-in with rate limiting and session recovery

Tenants — Every school on the platform, fully isolated from the others — **Tenants**Every school on the platform, fully isolated from the others

Tenant detail — A school's configuration, modules and subscription in one view — **Tenant detail**A school's configuration, modules and subscription in one view

Users — Staff accounts, their roles and their last activity — **Users**Staff accounts, their roles and their last activity

Roles — Role templates for bursar, matron, class teacher and more — **Roles**Role templates for bursar, matron, class teacher and more

Compare roles — See precisely how two roles differ before you assign one — **Compare roles**See precisely how two roles differ before you assign one

Permissions — 340+ permissions across 41 groups, individually grantable — **Permissions**340+ permissions across 41 groups, individually grantable

Audit trail — Who changed what, when, with before and after values — **Audit trail**Who changed what, when, with before and after values

Import station — A guided wizard that brings your spreadsheets in cleanly — **Import station**A guided wizard that brings your spreadsheets in cleanly

Import history — Every import, its errors and its result, downloadable — **Import history**Every import, its errors and its result, downloadable

Background services — Enable, disable and trigger scheduled jobs, with an audit log — **Background services**Enable, disable and trigger scheduled jobs, with an audit log

Academic years — Years and terms configured once for everything downstream — **Academic years**Years and terms configured once for everything downstream

Regions & districts — GES hierarchy carried on every record for clean roll-ups — **Regions & districts**GES hierarchy carried on every record for clean roll-ups

Demo requests — Requests reviewed and approved before anything is provisioned — **Demo requests**Requests reviewed and approved before anything is provisioned

14 of the 104 screens in this section — click any to enlarge, or filter the full gallery.

One price, everything switched on

No per-module gotchas.

All seven sections above are included in your subscription at GHS 25 per student, per term. Turn modules on and off to match your school — a small day school starts light; a boarding SHS runs the lot.

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