What the boarding system actually does

Student records and dormitory management

A single boarding profile per student, held in the school's own isolated database.

• Admission number, index number, full name, gender, date of birth and photograph.
• Programme, class group, house, dormitory and room assignment.
• Boarding or day residency, and current enrolment status.
• Guardian name, primary phone number and alternative phone number.
• Bulk roster import from Excel (.xlsx) or CSV, up to 10 MB and 2,000 rows per upload.
• The import refuses duplicate admission or index numbers, refuses a boarding student with no gender-compatible dormitory, and refuses an upload that would exceed a room's capacity.
• Importing a roster never silently overwrites an existing student record.

Boarding roll calls and attendance

Structured roll-call sessions instead of an unverifiable clipboard round.

• Sessions are opened for a house or dormitory and start with every student unmarked.
• A student whose gate departure is recorded is marked as being on exeat automatically, so they are not chased for an absence.
• A session left unfinished expires automatically after one hour so the roster cannot be locked indefinitely.
• Unexcused absences move into a follow-up queue for investigation.
• A recorded absence can be resolved with a resulting status and a resolution note, and the follow-up can raise a disciplinary record where that is the outcome.
• Where a roll call conflicts with a gate record, the conflict is flagged for review rather than silently overwritten.

Exeat requests, approvals and records

A traceable lifecycle from request through approval to reconciliation.

• Requests carry a type of leave, a reason, a destination, and expected departure and return times.
• A numbered exeat record is created per request, per academic term.
• Approval is restricted to authorised roles, and each approver sees only the requests within their jurisdiction — a housemaster sees their own house, senior staff see the whole school.
• Approval, rejection and approval remarks are recorded, with the deciding user and the authorising user.
• Approved records awaiting gate activity can be reconciled with an outcome and a reason when a gate record is missing.
• Pending approvals, unresolved passes and overdue returns appear as notifications for the staff who need to act.

Student gate-movement records

Departure and return recorded at the gate against an approved pass.

• A dedicated gate interface for recording the actual departure and actual return times.
• Read-only verification of an approved pass, with pass verification available from the gate screen.
• Recorded movements feed the roll call, so students who have left the campus are not marked absent by mistake.
• Movements past their expected return raise overdue alerts for senior staff and generate guardian reminders while the student remains unreturned.

Student ID cards with QR codes

Printable dual-sided student cards, generated in bulk with a unique verification code.

• CR80 card proportions, with the student's portrait and school logo, generated as a bulk export so the whole school can be printed from a single job.
• Each printed code is a unique, unguessable identifier — it does not contain the admission number or the student's name.
• The public verification page reports only whether an approved movement is active and whether a departure was logged. It never displays the student's name, photograph, admission number or exeat details.
• The verification page is explicitly excluded from search-engine indexing.
• If a card is lost, the school can invalidate it and issue a replacement code immediately.
• The public verification page carries a form for reporting a movement concern, so a member of the public can flag a suspicion for staff review.

Parent and guardian SMS notifications

Automatic text messages to the guardian through each stage of the boarding workflow.

• Request received, approved, rejected, left campus, and safe return messages.
• Daily overdue reminders for as long as an approved student remains unreturned.
• Messages are queued and dispatched by a background worker, so a temporary provider problem delays a message instead of losing it, and failed attempts are retried automatically.
• Every message is recorded with its recipient, status, attempt count and provider reference, so usage can be reviewed.
• SMS is switched off by default and requires two independent switches: the school's subscription entitlement and the school's own configuration toggle. A school can turn SMS off at any time.
• An SMS usage report shows what has been sent and the remaining quota for the month.

Operational reports and insights

Boarding figures for management and inspection, available without assembling a spreadsheet by hand.

• A reports dashboard with filterable records and a print-friendly layout.
• Boarding KPIs, with a CSV export for further analysis.
• Boarding demographics across houses, dormitories and programmes.
• SMS usage reporting against the monthly quota.
• A configuration audit trail showing who changed what, and when.

Conduct and disciplinary records

Incidents logged against a student with severity, action taken and an audit trail for corrections.

• Incident records with offence, description, severity and action taken.
• Records can be raised directly from an unresolved roll-call absence.
• Corrections are attributed and timestamped rather than deleting the original entry.
• Critical incidents surface as notifications for the staff responsible for conduct.