SCHOOPIA
School operating system
Stop running the school from WhatsApp, a notebook, and “we'll check and call you”.
See the money, the class, and the teacher — tonight, not at month-end.
What UTOPIA actually is
In plain wordsMost schools run on Excel, paper, and WhatsApp groups. Every department has its own version of the truth. UTOPIA puts the whole school on one system: from the first application to the certificate, from the lesson to payroll, the bus, and the clinic.
One platform, not ten programs
Student affairs, collections, HR, supervision, timetables, exams, bus, stores, and portals — same login, same data.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/adminHome.php?org_id=1
Works for one school or many
Each school keeps its own students, money, and permissions. The owner still sees the full picture.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/platform/schools_manage.php?org_id=1
Arabic and English
The interface is bilingual. Language schools and Arabic schools both run on it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/adminHome.php?org_id=1
Everyone sees only their job
The cashier does not need the control room. The supervisor does not need payroll. Roles are set page by page.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/manage_permissions.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/adminHome.php?org_id=1
Why it feels different
Everything is linkedThe point is not “many screens”. The point is that a payment, an absence, a grade, and a bus ride are the same student — not four files.
Money talks to the till and the reports
A collection hits the till and the reports in the same moment. The owner and the cashier look at the same number. Not an Excel file at month-end.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/finance_collections_dashboard.php?org_id=1
Attendance talks to class and bus
QR in class, supervisor on duty, or the bus supervisor on the road. Management sees absence immediately.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/attendance.php?org_id=1
Control talks to the parent
Once a grade is approved, it shows on the student portal. No photocopying mark sheets.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=results&org_id=1
The timetable talks to teachers
Load, availability, and substitutions sit on the same grid. A teacher off sick does not break the week by hand.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/dashboard.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/adminHome.php?org_id=1
The dashboard
One screen for the ownerYou do not chase departments for a summary. The home screen already has collections, debts, attendance, supervision visits, clinic, and pending requests.
Money this month
What came in, what is still outstanding, collection rates — plus statistics and monthly goals. No waiting for Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/dashboard.php?org_id=1
Who is in school today
Students and staff. Absence and delay in one glance.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/attendance_report.php?org_id=1
What is stuck
Pending requests, clinic cases, supervision visits, and a pulse of the teacher and student portals: who is active and who is silent.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/portal_pulse.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/adminHome.php?org_id=1
Permissions — who sees what
Who sees the money, who sees the marksThe most dangerous thing in a private school: someone opens what is not their job. The cashier opens payroll? The supervisor opens the till? Control edits after lock? Here every page has a lock. Not “give them admin and that's that”.
Every page locks on its own
Permissions dashboard + role permissions. A page in the menu opens or closes from here. No second map, and nobody “sees everything” by accident.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/dashboard.php?org_id=1
Roles sized to the job
Create the role from the roles screen: cashier, supervisor, control, clinic, bus, stage manager. Each role sees a different school.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/create_roles.php?org_id=1
Add an admin — not a copy of the director
Add wizard + admins list. Account, role, school. A page you did not give them — they cannot open.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/add_admin_wizard.php?org_id=1
Student and teacher portal accounts
Who may log in, and who is locked out. Management opens and closes without programming, and without a shared login between people.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/portal_accounts.php?org_id=1
Each school in its own box
This school's permissions do not open another school. Data does not mix. The group has an owner who sees all — the school sees only itself.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/platform/schools_manage.php?org_id=1
Approve the school location (GPS)
Phone and face attendance are tied to an approved geofence. The location does not change on its own. Request, then approval. The stamp runs at school — not from home.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/school_location_requests.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/permissions/dashboard.php?org_id=1
Student affairs
Student AffairsThis is the daily work of the secretary and the stage manager. We built it so a click does the job — and the system blocks the usual mistakes.
Add a student — the system checks everything
Age (1 October), national ID, duplicates, siblings, class. The secretary cannot save a wrong file.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/add.php?org_id=1
Lists and classes
Registered list, withdrawn, add a class, class-distribution plan, print class lists with one button. Not a morning Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/students_list.php?org_id=1
Admin register and grades budget
Educational-admin register, prep enrolment print, grades budget, school-wide stats. Not two files for the same year.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/student_filter_form.php?org_id=1
Detailed register and enrolment year
Full filters, and students by enrolment year. A register in seconds — not a week of typing.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/filters.php?org_id=1
Student attendance from student affairs
Clock-in from the student-affairs screen, not only from class. Search by phone, and a call log — the file is in front of you while you call the parent.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/attendance.php?org_id=1
Promotion, conduct, and update requests
Grade promotion, enrolment status, conduct log and class comparison, parent data-update requests, monthly activity groups, school-community review, and an activity log of who changed what.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/promote_students_grades.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/dashboard.php?org_id=1
Collections
Finance & CollectionsThis is the cashier's day. The student is in front of you: tuition, books, uniform, bus. You collect, a receipt prints, the till moves. Not a notebook, and not “we'll check and call you”.
The student file — everything owed on one screen
Tuition, books, uniform, bus, other items. Paid and remaining, collect, receipt. Plus the student payments report and dues summary.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/pay_school_fees_updated.php?org_id=1
Discounts are recorded — not spoken
Discount type, items by school, recording a discount, and a discounts report. Not a verbal deal that vanishes with the staff member.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/add_discount.php?org_id=1
Books and uniform — price, package, installments
Book and uniform prices, kit packages, sizes, uniform installments, supplier pricing, book exceptions, and a receipt. Book stock: add, log, post-issue summary, and allowed students.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/add_uniform_price.php?org_id=1
Tills — who collected, which drawer
Every payment hits a till. Deposits, movement sheet, operations log. If something doesn't add up, you go back to the log.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/treasuries.php?org_id=1
Add an amount to a whole grade… and reminders
Put an amount on a grade in one go. Reminders for due dates. Not student-by-student by hand.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bulk_add_amount_by_grade.php?org_id=1
Arrears — in seconds
Who still owes, on which item, how much. The remaining report is ready — not a week of Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/student_dues_summary.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/dashboard.php?org_id=1
Collections dashboard and reports
Oversight of the moneyCollection is not only a receipt. Management needs the picture: today, this year, and who took the cash. If someone deleted, edited, or refunded — their name and the time are on the record.
Collections dashboard
One screen: today's in, out, remaining, and items (tuition, bus, uniform, books). You do not wait until month-end to know where the school stands.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/finance_collections_dashboard.php?org_id=1
Financial analysis
Indicators and charts: collected versus due, and the trend. The owner reads the situation without opening ten reports.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/financial_dashboard.php?org_id=1
Payments report
Every payment: student, item, amount, date, till. Filter it, print it. Review takes minutes.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/student_payments_report.php?org_id=1
Payments by year
A matrix of items across academic years. Compare this year to the last without assembling Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/payments_matrix_by_year.php?org_id=1
Payments by cashier
Each collector: how much, when, on which items. If a till is short, you know where — not a guess.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/student_payments_report.php?org_id=1
Deletes, edits, refunds
Anyone who deleted a payment, changed an amount, or refunded money: name, time, old value and new value, in one log. Deleted payments stay in the archive. Nobody can play with the money with no trace.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/payment_edits_log.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/finance_collections_dashboard.php?org_id=1
Expenses and cash custody
Operating spend, not only incomeMoney does not only come in. There is spend every day: utilities, maintenance, stationery, bus fuel, and cash in an employee's hand. All of it is recorded against an item and a till — and a voucher prints. Not an envelope with no paper.
Add an expense — payment voucher
Expense item, amount, till, operation date. Filter before you add. Save, and a voucher prints.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/add_expense.php?org_id=1
Expenses report
Every expense: item, amount, date, till. Filter and print. Expense items are set once.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/list_expenses.php?org_id=1
Expense analysis
Where did the money go? By item, period, and till. The owner sees spend without assembling Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/expenses_analysis.php?org_id=1
Bus expenses
Fuel, maintenance, hire — separate from school spend. A bus financial report: subscription income versus running the route.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_add_expense.php?org_id=1
Cash custody
Cash went out with a staff member? It is recorded as custody and cleared when it comes back or is spent. No more “take it and that's that”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/cash_custody.php?org_id=1
Suppliers and receipts
Book and uniform suppliers. Incoming stock is recorded. Price and store move together — not an invoice in a drawer.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/supplier_add.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/add_expense.php?org_id=1
Staff affairs
Staff AffairsThis is daily HR work — not month-end. A new employee, the list, attendance, leave, permission, penalty. Same idea as student affairs: a click does the job, and the system blocks the usual mistakes.
Add an employee — the data is checked
Name, job, department (department settings), mobile, national ID, insurance, photo, documents, face print. Face update has its own screen.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/add_employee.php?org_id=1
Staff list — one button
All staff or teachers only. Export, archive, ID-card PDFs. Not a staff Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/employees_list.php?org_id=1
The detailed register — in seconds
Filter by department, job, and status. A full register like the student register — not an old attendance notebook.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/filters.php?org_id=1
QR: they register themselves and update their data
Two fixed school links: new employee, and update data plus face. The staff member scans from the phone. HR is not retyping every paper by hand.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/employee_self_service_qr.php?org_id=1
Clock in / out — GPS or face
Fingerprint or location when enabled. Absence and lateness reports are ready. Management sees who came today — not a sheet counted at the end of the day.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/school_attendance.php?org_id=1
Leave, permission, penalty — one screen
These records are tied to payroll. Leave and penalty are not a paper on the principal's desk that goes missing, and not a deduction entered “from memory” at month-end.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/staff_hr_records.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/dashboard.php?org_id=1
Staff and payroll
HR & PayrollThis is HR and accounts at month-end. Employee file, attendance, leave, penalty, then a pay run: generate, review, pay. The employee sees their salary. If they dispute it, it comes in through the portal — not a paper on a desk.
Employee pay profile
Basic, allowances, and standing deductions in a profile. Not a number in an Excel cell that changes when the staff member changes.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/employee_pay_profile.php?org_id=1
Monthly pay run — once
Generate salaries for everyone. Attendance feeds the deduction. Review, approve, pay. Not a new spreadsheet every month by hand.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/payroll_run_create.php?org_id=1
Payroll dashboard and department report
Who was paid, who is still waiting, and the top attendance deductions — plus salaries by department. Management sees the month from a screen — not from the accountant's laptop.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/dashboard.php?org_id=1
Adjustments and incentives
This month's bonus, an exceptional deduction, and rules you set. The change is recorded on this month — it does not get lost in chat.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/payroll_adjustments.php?org_id=1
Payslip on the staff portal… and grievances
The teacher opens their salary after pay. If something is wrong, they file a grievance. Accounts and the principal reply in the same cycle. No envelope that goes missing.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/salary_grievances_admin.php?org_id=1
Attendance tied to pay
GPS or face when enabled. Absence and lateness show, and deduct in the run. Leave, permission, and penalties sit in the HR record — not a notebook.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/school_attendance.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/payroll/dashboard.php?org_id=1
Supervision
Classroom quality, on the recordThis is the coordinator and the stage manager inside the classroom and in the yard. A visit is not a comment after the lesson. Check-in, check-out, a note, marking, homework, and behaviour — all leave a trace on the system.
Classroom visit — in and out
The supervisor checks in to the lesson and checks out. The visits report says who was seen and who was not. No more “I passed by” with no time on the record.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/visit_log.php?org_id=1
A coordinator visit… scored
The coordinator visits the teacher. A scored lesson evaluation, and a KPI board. Quality is not a feeling at the end of term.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/coordinator_teacher_visit.php?org_id=1
Notes on teachers
A note is recorded, and it has a report. The supervisor is not writing in a notebook that vanishes after a week.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/teacher_infractions.php?org_id=1
Marking follow-up
Were the books marked? Follow-up has a screen and a report. Marking is no longer a promise with no oversight.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/teacher_correction_review.php?org_id=1
Class attendance… and yard duty
A class session: everyone is absent until marked present. Yard zones and their supervisors. Attendance is not a sheet counted by hand.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/class_attendance.php?org_id=1
Homework inspection and student conduct
Inspect class homework with a report. A behaviour incident is recorded on the student — not a story that changes by who you ask.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/homework_class_check.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/dashboard.php?org_id=1
Timetables
The weekly grid, not a wall posterThe timetable is not a sheet pinned to the wall and corrected in pen. Subjects, periods, time, teachers, then generate. If there is a clash or a teacher is out, the grid is edited — and the edit has a log.
Subjects and period load
Each grade: its subjects, and how many periods a week. Load is not “about this many” in Excel.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/grade_subjects_setup.php?org_id=1
Time — periods and breaks
Time templates per stage or class. The grid knows what time a period is — not an empty cell.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/time_profiles.php?org_id=1
Assign on a matrix
Teacher ↔ subject ↔ classes. In one batch. Not ten little grids per teacher.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/matrix_assign.php?org_id=1
Generate the timetable — the engine runs
Auto-generate with constraints and clashes. The week is arranged in a short time — then manual fixes on the grid.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/schedule2.php?org_id=1
Grid edit and a change log
Drag a period and drop it. If someone changes something: name and time in the log. No more a printed grid and four different copies in drawers.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/schedule3.php?org_id=1
Cover for absence, and load
A teacher is out? A substitute on the periods. Load analysis: how many periods each teacher has. Rooms can be linked if the school needs them.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/substitutions.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/schedule/dashboard.php?org_id=1
Student and teacher entry
The gate, the class, the phoneAt the door: a card or a face. In class: scan attendance. On the phone: the teacher from the school location. Management sees who came in — not a doorman's notebook.
School door — barcode gun
A device at the door. The staff member scans the card: in or out. It works online — and offline if the internet drops.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/barcode_scanner.php?org_id=1
Face on a tablet
A tablet at the door, no login. The staff member stands in front of the camera. If the school has GPS on, the stamp is tied to the school geofence.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/attendance_face_public.php?org_id=1
Printed card and digital ID
A printed barcode card, or the ID on the staff phone. Same scan. Not a paper badge with no system behind it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/employee_id_cards_pdf.php?all=1&org_id=1
The teacher from the phone
They clock in from the mobile: school location and a known IP. They do not have to queue at the fingerprint if management allows the phone.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_mobile_clock.php?org_id=1
Student attendance in class
The teacher scans the student barcode or QR, or opens the class list. Attendance lands on the student — not on a paper that is photographed and sent on WhatsApp.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/class_attendance.php?org_id=1
Who came — the report
Daily absence and lateness. HR and management see the picture without asking the doorman or the supervisor where the sheet is.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/attendance_report.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/dashboard.php?org_id=1
Control — committees and seating
Before exam week startsThis work has to be finished before exam week: rooms, seat numbers, secret numbers, committees, invigilators. Not the night before.
Exam rooms and mark rules
Rooms, grade mark distribution, and subject rules (written and practical). Set once — committees run on it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=setup&org_id=1
Seat numbers and secret numbers
Generate seating, and secret numbers. No mixed notebooks, and no “whose number is this”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=seating&org_id=1
Seat cards
Cards print. The student knows their room and number. Not a list shouted in a queue.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=seating&org_id=1
Committees — seat allocation
Manual allocation or a full committee list. A nameless committee guide if you need secrecy. The committee report is ready.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=committees&org_id=1
Invigilators
Full or quick assignment. Each committee has an invigilator. The report says who is where — not Excel the night before.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=invig&org_id=1
Exam absence is marked with the score
The student did not sit the exam? Absence is a flag in entry, and it shows on the certificate. Not a pen strike on the sheet.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=written&org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=committees&org_id=1
Control — marks and certificates
After the exam, one lockYear work, monthly exams, written papers. Then lock and approve. After approval: a certificate, the result on the portal, analysis, and an appeal if the parent objects.
Year work — including oral
Collect, enter, paper or secret sheet. Oral is not a number in the margin. Practical is set in the subject rules.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=yearwork&org_id=1
Monthly exams and written papers
Enter monthly marks, term written marks, and the absence flag. View and review without photographing mark sheets.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=monthly&org_id=1
Lock, approve… then it shows
Results lock. Approve once. Then the certificate prints, and the parent sees the result. No leak before approval, and no retyping after it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=results&org_id=1
Certificates and top students
Print in bulk or for one student, half-year, school background if you want. And a top-students / honours board.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=top&org_id=1
Appeals and analysis
The parent appeals, the mark is reviewed. An analytics board, fail lists, admin reports. Control is not “we printed the certificates and we're done”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?sec=appeals&org_id=1
Online exams and the question bank
An electronic exam from the question bank and the same curriculum (units and lessons). The mark enters the system — not a Google Form outside it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/online_exams/index.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/control/dashboard.php?org_id=1
Bus
A route, a fee, and attendance on the roadThe bus is not “a line and that's that”. A student on a route, a price by grade and area, a subscription collected, and attendance on the road. If they have not paid — the system knows before they board.
Routes, areas, and prices
Add a bus, an area, a price by grade. Link the student from one screen. Not the supervisor's notebook in a pocket.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/add_bus.php?org_id=1
Collect the subscription
Month, term, or year. On the student file like tuition. A receipt, a till, remaining balance visible.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/pay_bus_updated.php?org_id=1
Road attendance tied to payment
Boarding and alighting check the subscription — unless management allows an exception. No free ride by accident.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_attendance.php?org_id=1
A phone for one bus supervisor
Their own login. They see their bus only. Attendance from the road, not a paper photographed after return.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_attendance_supervisor.php?org_id=1
Bus operating expenses
Fuel, maintenance, parts. Separate from school spend. A financial report: subscription income versus running the route.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_add_expense.php?org_id=1
Bus dashboard
Who is on which route, who still owes, who rode today. The owner sees transport the way they see collections.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_dashboard.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/account/bus_dashboard.php?org_id=1
Teacher portal — the working day
The teacher's day, on the phoneThe owner pays a teacher — then the work disappears into WhatsApp. Here the teacher opens the phone in the morning: classes, prep, attendance, homework. The parent sees it on the child's portal. No group with eighty messages and nobody knows if the homework was set.
Today's board
Today's classes, prep status, homework due today. A weekly summary: KPI, visits, and this week's prep. And the class timetable from the scheduling system.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_today.php?org_id=1
Class attendance from the lesson
Barcode, QR, or the class list. Attendance hits the student file at once.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_monthly_scores.php?org_id=1
Homework reaches home
Homework, PDF/video attachments, curriculum videos, and a “what I uploaded” screen by class. The parent sees it on the portal.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/supervision/class_attendance.php?org_id=1
A live class inside the system
Video and screen share with the classes. No Zoom and no lost link.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/homework_upload.php?org_id=1
Online exam… and a quiz from the lesson
Electronic exam, quick quiz, question bank, units-and-lessons catalog. The mark enters the system.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_live_class.php?org_id=1
Lesson prep… and the coordinator reviews it
Lesson prep, an explanation helper, and a calendar hub. The coordinator reviews prep: rating and comment. No more “where is the prep book”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_online_exams.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/moalem.php?org_id=1
Teacher portal — coordinator and chat
Follow-up, chat, and the teacher's fileThe coordinator does not wait until month-end to ask. The visit reaches the teacher and they sign that they saw it. And the student messages their teacher inside the system — not a private text on a personal phone.
The coordinator visit arrives… they sign they saw it
The visit form, marking notes, and supervision notices in the same portal. The teacher cannot say “it never reached me”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_coordinator_visits.php?org_id=1
A monthly score that shows
KPI, the mark, the rating. Quality is not talk in a meeting. Teacher and management look at the same number.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_kpi_my.php?org_id=1
Student chat — inside the school
The teacher finds a student in their classes and messages them. Full history, like Messenger. Official contact is not on the teacher's personal number, and not in the parents' group.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_student_requests.php?org_id=1
Study groups… and a specialist referral
A student group with the teacher's approval. If a student needs a specialist: a structured referral hits the inbox. No more “call so-and-so” with no trace.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_study_groups.php?org_id=1
Their entry and their card, same place
Clock in from the phone or the card. A digital ID on the screen. Leave and permission. Pay after it is issued. Work life is not five apps.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_mobile_clock.php?org_id=1
Reward, penalty… and a portfolio
Student behaviour is recorded by the teacher. An electronic portfolio for strong work. The parent sees behaviour from the system — not from “we were told”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_rewards_penalties.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/teachers/teacher_panel.php?org_id=1
Student and parent portal
What the parent opens on the phoneThe parent opens the phone to ask: homework? result? fees? did they attend? Here the answer is on one portal. The school is not answering a hundred messages every night.
Timetable, homework, attachments
The same work the teacher uploaded. And interactive lessons. The parent does not call to ask if homework was sent.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/dashboard.php?org_id=1
Teacher chat and study groups
Class chat, a homework photo, a group with approval. Contact stays inside the school.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/student_teacher_request.php?org_id=1
Live class and online exam
They join the class and sit the exam in the same place. The result after control approves it.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/live_class.php?org_id=1
Fees and attendance
Fees: what is owed and what was paid. And their attendance record.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/my_fees.php?org_id=1
Result and certificate
After admin approval. And a rating of staff and teachers before results unlock, if the school turns that on.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/my_exams.php?org_id=1
Behaviour, complaints, medical file, portfolio
Reward and penalty, complaints and replies, health file, electronic portfolio. Supervision visits on their class show too.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/student_portfolio.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/students_panel/login.php?org_id=1
Reception, admissions, complaints
The front door of the schoolThis is the first door. A parent is standing there: an application, a test appointment, a call, or a complaint. Reception is not a visitors' book — a cycle that becomes a student, or a visible admin reply.
Reception dashboard
One screen: today's appointments, open complaints, applications. Reception can work without asking other departments where the file is.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/dashboard.php?org_id=1
Student application + test appointment
Data is filled in the system, and the admission-test time is set on the same screen. A version for reception, and a version the parent submits from outside.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/apply_students_internal.php?org_id=1
Appointment list and print
Who has a test today, attended or postponed. A list prints. Appointments no longer live in a WhatsApp chat that disappears.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/admission_appointments_print.php?org_id=1
From application… to a registered student
The stage manager accepts or rejects. Accepted names enter the student-affairs queue, and registration opens with the data already there. No retyping from paper.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/student/admission_queue.php?org_id=1
Teacher applications
A job application enters the system and is reviewed. Not a CV in a message lost between reception and HR.
Open this screen in this schoolhttps://sawaby.schoopia.org/apply_teachers.php?org_id=1
A complaint has a cycle… and calls are logged
Submit, tracking number, reply, admin board. The parent can follow. Call logs for reception and specialists. A complaint no longer dies in a WhatsApp group.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/complaint_new.php?org_id=1
Specialists
A login, a referral from the teacher, a follow-up board. A student who needs support is not a WhatsApp message between reception and the coordinator.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/specialists/manage_specialists.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/reception/dashboard.php?org_id=1
Stores
Stock that moves like moneyBooks, uniform, items. In, out, stocktake, issue to students, and custody. The store is not a cupboard with no list.
Items and warehouses
Add an item, add a store. The school can have more than one warehouse. Not an Excel sheet called “custody”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/add_item.php?org_id=1
In and out movements
Stock arrived? An in movement. Issued? An out movement. Every movement has a log. No more “shortage and we don't know when”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/transaction_in.php?org_id=1
Stocktake and analytics
Inventory report, warehouse and book analytics, and a movement history per item. Stock without a week of paper counting.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/inventory_report.php?org_id=1
Book issue by grade
Set books per grade, then issue to the student. Handover is tied to the store — not a carton in the classroom with no list.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/book_distribution.php?org_id=1
Uniform issue
Uniform leaves the store to the student. Same trace: who took what, and when.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/uniform_distribution.php?org_id=1
Item custody and suppliers
An item went out with a staff member? Custody, then return. The supplier is on record. Custody is not “take it and that's that”.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/item_custody.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/stores/dashboard.php?org_id=1
School clinic
On the student file, not a nurse's notebookThe student is unwell. The visit sits on their file: complaint, action, medicine. Chronic cases, vaccinations, sick leave — the clinic is not a notebook in a drawer.
A visit on the student file
Search the student, record the complaint and the action, and issue medicine. Critical visits show on the board. The parent does not hear the story from memory.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/visit_new.php?org_id=1
Medicines — stock and expiry
Low stock shows, and near-expiry dates. Medicine issued from a visit comes off the stock. No empty box at month-end as a surprise.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/medicines.php?org_id=1
Sick leave
Leave is recorded and can be exported. Not a paper with the student that vanishes between the clinic and student affairs.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/sick_leaves.php?org_id=1
Vaccinations and campaigns
A campaign, a register, print. The school knows who was vaccinated and who was not.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/vaccination_campaigns.php?org_id=1
Medical file and chronic cases
Chronic conditions, and a medical file that prints as PDF. Teacher and clinic are not asking each other “what's wrong with them” every time.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/student_medical.php?org_id=1
Emergencies and reminders
An emergency is recorded. Follow-up has a date. The board shows today's visits and what medicine is short.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/emergency.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/clinic/dashboard.php?org_id=1
And the rest
Question bank · more than one schoolThe modules below are not add-ons that live outside. They use the same student and the same permissions.
Question bank
Build items, import Word/PDF, organise units and lessons. The online exam draws from here.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/question_bank/dashboard.php?org_id=1
Several schools, one platform
Turn on organisation context and each school stays in its own box — same product, no mixed data.
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/platform/schools_manage.php?org_id=1
Open this screen in this schoolhttps://sawaby.schoopia.org/admin/question_bank/dashboard.php?org_id=1
In one sentence
UTOPIA in one sentence SCHOOPIAThe school stops living in your pocket. It lives on one screen.
✔ Parents stop calling at 11pm
✔ Cash stops disappearing into a notebook
✔ You see who worked — and who didn\'t
See it on your school
A free walkthrough. Your work. Not a slide deck.
📞 01142553730
📩 ahg.4ever11@gmail.com
Book a demo. We open student affairs, the till, the teacher's phone, and the parent portal — on your kind of day. If it does not fit how you run, you will know in one sitting.
Request a demo https://sawaby.schoopia.org/utopia-demo.php?org_id=1
UTOPIA — run the school. Don't chase it.