School Pilot and renewals

New schools normally begin with a School Pilot period. The pilot exists so you can set the product up properly, involve your team, and confirm it fits how your school actually works — before committing to a plan.

What the pilot is for

A pilot is not just a look around. Use it to run a genuine slice of school life end to end, so you know what you are buying:

• Complete Quick Start so the school profile, calendar, classes, and subjects reflect reality.
• Invite a small group of staff — a few teachers and a class teacher rather than everyone.
• Run a real workflow: assign class courses, enter some scores, and preview a report card.
• Invite a handful of families to test the portal.
• If you use fees, create one fee structure and generate invoices for a single class.

Getting the most from your pilot

1. Nominate an owner. One person should be responsible for driving the pilot, usually your school administrator.
2. Set a target for what you want to prove — for example, that a full term’s reporting cycle works for one class.
3. Work in the first week, not the last. Pilots that begin late rarely answer the important questions.
4. Involve the sceptics. Feedback from the people who will find it hardest is the most useful feedback.
5. Write down blockers as you find them and ask about anything you cannot resolve.

Before the pilot ends

1. Review what you tested and whether it met your target.
2. Decide which plan matches the modules you intend to use.
3. Sign in to the owner portal.
4. Choose your plan and complete billing so the school stays active without interruption.
5. Tell your administrator so they can plan the wider rollout.

Do not leave this to the final day. Deciding a little early gives you a comfortable transition into full use.

Who handles renewals

Renewals and plan changes are the school owner’s responsibility, handled from the owner portal. Administrators do not need to be involved in billing — they focus on running the school. If your owner changes, make sure the new owner has secure access to the owner account before the previous one departs.

Tips

• Keep your owner email current. Renewal and billing notices go there.
• Use a role-based address that survives staff changes.
• Note your renewal date in your school calendar.
• Review your plan at renewal — your needs may have grown since you started.
• Do not delay the rollout waiting for perfection. Most schools learn fastest once real classes are using the product.

Common issues

Our pilot is ending and we are not ready

Contact us through the website Contact page and explain where you have reached. It is far better to talk before the pilot lapses.

Which plan should we choose?

Base it on the modules you actually used and intend to keep using. The Pricing page lists what each plan includes.

Our owner has left the school

Ownership must be transferred to the new responsible person. Contact us through the website if you need help arranging this.

Will we lose our setup if we do not continue?

Speak to us before your pilot ends. The work you did during Quick Start is your school’s configuration, and we would rather help you continue than see it go to waste.

What’s next

Once your plan is confirmed, roll out to the rest of your staff and families, and use the getting-started guides to onboard everyone in an orderly sequence.