Where paper falls short
Most Zambian schools still run on paper. Teachers copy marks into a mark schedule by hand, add up totals with a calculator and work out positions by counting down the list. Report cards are written or typed one pupil at a time. The register lives in an exercise book, and fees in a receipt book.
Each of these works on its own. The trouble starts when they have to meet: when a parent asks why a child came 30th, when the head teacher needs the pass rate for Grade 9 by Friday, or when the bursar has to say who still owes at the end of term. Then someone spends a day going through books, and a single copying mistake can change a pupil's grade.
What a school management system does
A school management system keeps pupils, marks, attendance and fees in one place, so each number is typed once and used everywhere. Here is what that looks like in EduTrack, a system built for Zambian schools.
Results and ECZ grading
Teachers enter marks for their own subjects and classes, on a phone or a computer. EduTrack works out totals, averages, positions and grades straight away. Secondary results use the ECZ 1 to 9 bands and primary results use the primary grading, so the grades match what schools are used to. The grading system guide shows the bands.
It also handles the curriculum the school follows: the 2023 curriculum (ZECF), the old system, or Cambridge.
Report cards and mark schedules
Once the marks are in, the report cards are ready: every pupil, with subject grades, position and comments, as PDFs to print or share. Class mark schedules come from the same marks, so the report card and the schedule can never disagree. For teachers who find comments the hardest part, there is a bank of report card comments.
Registers
Class teachers mark the register on their phone in a minute. The head teacher can see who is absent today and which pupils miss school often, without collecting exercise books.
School fees
The bursar bills the whole school at the start of term, records cash, bank and mobile money payments with numbered receipts, and sees who owes by class. The bursar's login shows fees only, not marks. The school fees guide walks through it step by step.
Parents
Parents get their child's results by SMS on any phone, and can check results and download the report card on the website with the child's admission number. They do not need an app or an account. The school can also send SMS notices to parents, such as an opening date or a fees reminder.
What it costs
School management systems in Zambia are usually priced by the term or by the year, and the price depends on how many pupils the school has. EduTrack's plans are:
| Plan | Pupils | Per term | Per year | Includes |
|---|---|---|---|---|
| Trial | Up to 150 | Free | One term | Results and report cards |
| Starter | Up to 500 | K499 | K1,299 | Results, report cards, registers, results by SMS |
| Standard | Up to 1,500 | K899 | K2,499 | Starter, plus school fees, analysis and SMS notices |
| Premium | Up to 5,000 | K1,499 | K3,999 | Standard, plus more than one administrator |
SMS is bought separately as credits, from K100 for 250, and the credits do not expire. Paying for the year costs less than paying three terms. Full details are on the pricing page.
When comparing prices, count what the paper way costs too: the days teachers spend on mark schedules and report cards each term, the printing of forms, and the fees that go uncollected because nobody could see who owed.
What to check before you choose
Whichever system you look at, ask these questions before you pay:
- Does it grade the way ECZ does? A system built for another country will get the bands, the pass mark or the subject list wrong.
- Does it work on a phone? Most teachers have a phone, not a laptop. If marks can only be entered on a computer, they will still be written on paper first.
- Can parents get results without an app? SMS reaches every parent. An app reaches only those with a smartphone and data.
- Who sees what? Teachers should see their own classes, the bursar fees only, and changes to marks should be recorded.
- Can you take your data with you? You should be able to export your pupils and results at any time.
- Can you try it for a full term? A demo shows the screens. A term with your own classes shows whether teachers will actually use it.
Getting started
- Register the school and choose your curriculum.
- Add your classes and subjects.
- Add your pupils. If you already have them in Excel, import the list instead of typing it.
- Add your teachers and give each their classes and subjects.
- Enter the term's marks, check the mark schedule, and print the report cards.
The trial runs for one full term, so a school can go from the first mark to the last report card before deciding. For help setting up, call or WhatsApp +260 771 216 339 or email edutrackzambia@gmail.com.
Questions schools ask
Can we try EduTrack before paying?
Yes. The trial is free for one full term, for up to 150 pupils and 10 teachers, with results and report cards. No card is needed. After the term you choose a plan or stop.
Do teachers need computers?
No. EduTrack runs in the web browser, so a teacher can enter marks and take the register on a phone, a tablet or a computer. There is no app to install.
Do parents need an app or an account?
No. Parents get results by SMS, and can look up their child's results and report card on the website with the child's admission number.
Does EduTrack follow ECZ grading?
Yes. Secondary results use the ECZ 1 to 9 bands, primary results use the primary grading, and the pass mark defaults to 40. Schools on the 2023 curriculum (ZECF), the old system or Cambridge are all supported.
Is SMS included in the price?
SMS is bought separately as credits, from K100 for 250 credits, and the credits do not expire. The school only pays for the messages it sends.