Choosing school management software is a decision a school lives with for years. A good system saves the office hours every week, gives the proprietor a clear view of fees and spending, and makes parents feel informed. A poor choice ends up abandoned after one term. These are the questions we suggest every school asks — of any provider, including us.
1. Does it work when the internet is down?
Internet in many Ghanaian communities is unreliable or expensive. If the system stops when the connection drops, fee payments queue up at the bursar's window and registers go back to paper. Ask whether each computer keeps working offline and catches up later.
2. Can it handle your fee structure?
Most schools have different fees per class, optional items (feeding, transport, boarding, PTA), sibling discounts, scholarships and instalments. Ask the provider to set up your fee structure during the demo, not a simplified one.
3. How are report cards produced?
Look for class score and exam score entry by subject teachers, automatic totals, grades and positions, and report cards the Headteacher is proud to sign. Check the kindergarten reports too, if you run a KG.
4. What about BECE and WAEC SBA?
JHS schools should ask how continuous assessment for BECE candidates is prepared and exported in the format WAEC asks for.
5. Who can see what?
Teachers should see their own classes; the cashier should record payments but not change fee structures; the proprietor should see everything. Ask how roles and permissions work and whether there is an audit log.
6. How do parents get involved?
A parent portal for fee balances, report cards and notices — and SMS or WhatsApp for reminders — reduces calls to the office and improves fee collection.
7. Who owns the data, and where is it stored?
Ask where records are kept, how backups are made, and how you can export everything if you ever leave.
8. What does it really cost?
Separate the licence from hosting, installation, training and support. Ask whether the price is a one-time licence or a yearly subscription per student, and what happens when you grow.
9. Can you try it first?
An evaluation period with your own data is the best test of all.
10. Who trains your staff and supports you?
Software is only as good as the people using it. Ask about training for administrators, bursars and teachers, and how support works after go-live.
ACNEXUS School Manager was built around these questions. Book a free demo and put us to the test with your school's own fee structure and classes.