Service
Systems for Vancouver private schools and tutoring centres — registration, payment and classes, all online
Parents register and pay online, office staff stop matching bank statements line by line, and applications, exam prep and classes live in one place. Teachers get back to teaching.
What is an education business system?
An education business system moves registration, payment, admissions and teaching online and keeps them connected. When a registration comes in, the payment record, the student list and the follow-up messages update with it, so nobody re-types data across spreadsheets.
Here is what we have built in Greater Vancouver:
- An AP exam registration, payment and Join Code platform for a private school (a Join Code is what students use to join their AP exam section). It handled about 690 registrations in one season, with each payment reconciled against its registration.
- An admissions application system for a private school, with documents submitted and reviewed online.
- An AP prep platform that generates explanation videos for its questions automatically.
- A teaching platform for a tutoring school.
The systems handle process and records. Learning outcomes depend on teachers and students, and we don't promise score improvements.
Forms and email vs. a registration system
In registration season the busiest person is often whoever matches payments to names.
What we build
Exam registration and payment
Parents choose subjects and pay online; the system reconciles payments and sends Join Codes and exam notices.
Admissions applications
Forms, transcripts and references submitted online, reviewed by admissions staff with notes and decisions in one place. Admission decisions stay with the school.
Exam prep platform
Question banks, practice and explanation videos together. Videos can be generated automatically; we recommend a teacher reviews them before they go live.
Teaching platform
Courses, homework and student progress for a tutoring school on one platform, with teachers and parents each seeing what they need.
How we work together
A 30-minute call
Tell us where registration season gets stuck and how much time reconciliation takes. We'll suggest where to start.
A written quote
Features, scope and cost in writing before we build, scheduled ahead of your registration season.
A paid 2-week proof of concept
We build one module first. If you continue, the full cost is credited toward the project.
Launch and support
A bilingual (English/Chinese) team stays on it. Student data can stay on the school's own servers.
Related case studies
Real deliveries, systems still running, clients anonymised.
AP Exam Registration Platform
For a BC private school: one platform for AP exam registration, payment and Join Codes, which handled about 690 registrations in a single season with payment reconciliation. Related work for the school and other education clients: an admissions application system, an AP prep platform with automatically generated explanation videos, and a tutoring school's teaching platform. Client anonymized.
AI-Driven School Course Operations
An AI-driven course operations system for a private education provider. AI handles generation, pre-grading, anomaly detection, reminders, and reporting at the operations layer — while teachers review, sign off, and stay accountable for every released grade. Client identity intentionally anonymized.
Tutoring School Operations System
A custom operations system for a three-campus tutoring chain, replacing a per-seat SaaS: student and family records, course catalog, recurring scheduling with conflict detection, attendance tracking, tuition packages/invoices/payments — with teacher hours pushed automatically to an employee-management system for payroll over versioned APIs. Client identity anonymized.
School and tutoring systems: common questions
Can AP exam registration be done entirely online?
Yes. Parents choose subjects and pay online, and the system sends Join Codes and notices. The platform we built for one private school handled about 690 registrations in a season.
How do we reconcile hundreds of exam payments?
Each payment is matched to a registration automatically. Anything that doesn't match is listed separately, so staff review only those instead of reading the bank statement line by line.
Can a private school run admissions applications online?
Yes. Families submit documents online and admissions staff review, comment and send notices from one back office. We built this for a private school. Admission decisions always stay with the school.
How are the explanation videos on the AP prep platform made?
The platform generates an explanation video for each question automatically, and we recommend a teacher reviews them before release. It gives students more practice and explanation; we don't promise higher scores.
Is this worth it for a small tutoring centre?
It can be. We built a teaching platform for a tutoring school that keeps courses, homework and progress together. A smaller centre can start with a single module.
Where is student and family data stored?
On the school's own servers or on Canadian servers you choose. Where it lives and who can see it are written into the proposal before work begins.
How much does an education system cost?
It depends on features and size. You get a written quote first, then a paid 2-week proof of concept that is credited in full if you continue.
Further Reading: Related Services
Tell us about your situation
In 30 minutes, tell us what slows you down. We will say what we can do and roughly how long it takes.