Franchising E-Commerce System
Bespoke E-Commerce

SchoolTracs

A case study of building SchoolTracs ecosystem, the most powerful and intuitive school management Enterprise Resource Planning platform. As a cloud based SaaS application it offers unbeatable flexibility making it perfect choice for large scale chain of education centers as well as small tutoring, piano or ballet schools.

System

What is SchoolTracs

SchoolTracs is the most powerful and intuitive cloud based school management ERP (Enterprise Resource Planning) platform. As a SaaS application it offers unbeatable flexibility making it perfect choice for large scale chain of education centers as well as small tutoring, piano or ballet schools. Packed with tons of essential features gives users control over timetable planning, student databases, attendance, rescheduling classes, student payments, and detailed reports and branches management. Designed primarily for desktop and tablets SchoolTracs POS or Lesson booking are crafted specially for Point of Sale terminals. The app offers white labeling options for full integration with your company.

challenge

What SchoolTracs asked us to do

SchoolTracs team contacted Authentic Studio Hong Kong with idea of revamping an education center management app. Their software had been used in number of places in Hong Kong but it was unscalable, required quite a few new features and total redesign of current user experience (UX). Initial workshops helped with realizing that simple UI revamp would not be enough and new plan was built where Authentic Studio Hong Kong team of designers, developers as well as user experience designers will draft an MVP and a plan for further updates.

Legacy Machine - Old User Experience

Over two years of cooperation with Authentic Studio delivered a fully functional ERP that includes advanced booking module, Point of Sale (POS), payroll and accounting as well as customizable invoicing and branches management. Further upgrades added a mobile app for parents and internal newsfeed and messaging system.

Schooltracs Fresh Icons

Analysis and Planning

User Interface Prototyping

Hours of planning with the Client’s team produced an MVP draft and a roadmap for further developments. With backlog filled with stories and priorities we still decided to explore and test the product idea by preparing a prototype. Building a user flow map and a low-fidelity prototype is the way we usually present all complex ideas to the client, stakeholders, investors or selected clients. Clickable product mockup, is a low-cost solution that helps with validating hypothesis, make sure everyone are on the same page in terms of functionalities and get everyone’s commitment.

System Upgrade

Seamless Transition for Better Performance

System Upgrade gives every Software Company the creeps. Nevertheless legacy solution need to be changed in order for a business to keep up with trends.

Updated Architecture

  • Sharding Database resulted in increased Scalability
  • Multi-Instance API - Client Solution cut down Response Time
  • Deprecated Admin Panel Separation
  • High-Availability Cloud-Based Client Access

Core Functionality and Features

Course Enrollment for Touch Devices

Both Authentic Studio and Schooltracs teams worked very closely from the beginning and thanks to Scrum framework the project was developed with transparency and agility. Again key to success is previous experience with management of education centers in Hong Kong. While the project is still ongoing, our team has already completed the essentialERP functionalities and SchoolTracs already implemented the system internally for production use.

Touch Enabled Interface with Drag and Drop

WHAT WE DELIVERED

Tailor made for desktops and POS terminals

One of the most important goal was to design an intuitive and easy to use POS module that would significantly speed up selling process. Our team tested several solutions to come up with a Point of Sale that not only shortened booking process by half but also introduced a task automation, color coding and auto-suggestions based on popular choices.

Reports

What we delivered

Analytical tools are only as good as the data they’re using. That is why we pull data from multiple customer touch points within and outside the system apps. Insights across these channels are crucial for understanding important metrics. Not all people are comfortable with raw data that is why put strong emphasis on data visualization that matters and drives action. We used visual data analysis to increase understanding of regular KPIs as well as complex problems that may not be so obvious when looking at a table filled with numbers.

Raporting System with Charts
One of the problems with most reporting tools, is how little control users have with diving deeper into a metric or report. Building and advanced and fully customizable reports creator was a strategic goal from the start. The system comes with predefined list of reports of the most popular KPIs as well as behavioral metrics and raw accounting data reports.
Customized Report Printing

CORE FUNCTIONALITY & FEATURES

Franchising and White Labeling

We took school management software to the next level by implementing features to easily manage multiple branches, separate companies and brands under one umbrella. Advanced invoicing and billing modules combined with white labeling options and customizable printed documents help business brand owners adjust ERP to their needs. White or Private labeling has been implemented in all customer-oriented functionalities and add-ons such as for ex. Mobile app for parents.

Managing large network of education centers required designing architecture that protects trade secrets and customer databases from leaking or data theft. Our team created complex user management that allows managers to open or restrict access to sensitive data depending on the position any given staff member holds at the organization or trustworthy index. Detailed and easy to read action logs helps with training new employees and resolving potential disputes.

Another level of security measure include storing databases in the cloud in encrypted form with regular backups.

CORE FUNCTIONALITY & FEATURES

Further upgrades

The results are very satisfactory for SchoolTracs clients and SchoolTracs continues to work with Authentic Studio Hong Kong on further development of the ERP. Following the success of the collaboration, SchoolTracs has also decided to partner with Authentic Studio on building their supporting mobile app that was released in late 2018.

Complete System and Architecture Upgrade

SchoolTracs System in numbers:

261
APP
Screens
62h
of Usability
Testing
2k
Invision
Comments
177
Icon
Library

US ABOUT YOUR PROJECT

We’ve worked with many different businesses over the years, so we’re sure we have the professional insight, skills, experience, and passion needed to make your project outstanding.
Just 15 minutes of your time will be enough for you to see that you’ve found the right people for your job.

Contact

Skype

Write

Call

Authentic London

17 Hanover Square
London W1S 1BN
United Kingdom

+44 (0) 20 3290 8806
infouk@authentic-studio.com
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Skype

Authentic Hong Kong

Unit 05, 4/F Energy Plaza
92 Granville Road
Hong Kong

+852 8193 0194
infohk@authentic-studio.com
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