Switching school systems is a big decision. Records, fees and parent communication all move at once, and a bad choice costs a term of confusion. Before you sign anything, ask every vendor these twelve questions, and ask to see the answer working, not just described.
Curriculum and assessment
1. Does it handle CBC properly, at every level? Look for PP1 to Grade 9 (and Grade 10 – 12 if you run senior school), the four-level primary rubric, the eight-level junior-school scale, and report cards with descriptors and comments, not just codes.
2. Can it run more than one curriculum? Many schools still have 8-4-4 cohorts, an IGCSE stream or TVET courses. One system should manage them side by side.
Fees and money
3. Can parents pay with M-Pesa STK push, straight to the school's own Paybill or Till? Avoid systems where the vendor collects your fees and pays you later.
4. Does every payment post itself to the right learner? Ask the vendor to show a part payment, a balance and a receipt, live.
5. Does it keep proper accounts? Fee income should flow into ledgers, cash books and an income statement your accountant can read, without re-typing anything.
People and access
6. Does every person get their own login, with only what their role needs? The bursar should not see payroll settings, a teacher should not see the school's bank details, and parents should see only their own children. Ask what a librarian sees when they log in.
7. Is there a parent portal that works on a cheap Android phone? If parents can't open it on a low-end phone, they won't use it.
8. Can several campuses run in one account? If you have, or plan, a second branch, check that its data stays separate and can still be reported together.
Data, safety and support
9. Where is the data, and who can see it? Under Kenya's Data Protection Act, your school is responsible for learners' personal data. Ask how access is controlled, how data is backed up and how you can export it if you leave.
10. What happens when the internet is slow? Pages should load quickly over mobile data, and nothing should be lost if a connection drops halfway through a save.
11. Who helps you set it up, and how fast do they respond? Ask for named support contacts, response times and whether training for staff is included.
Price
12. What will it really cost per term, all in? Ask about set-up fees, SMS charges, per-learner prices above a limit, and what happens to price and data at renewal. Pricing in Kenya shillings, per term, is easiest to budget.
Try before you decide
The best test is to use the system yourself. Class Compass has a live demo school with 198 learners, 12 teachers and real fee records. Sign in as a head teacher, bursar, teacher, parent or learner and check every answer above for yourself. When you're ready, the free trial sets up your own school in minutes.