How Hilltop Primary reduced weekly admin time by over 25 hours


SchoolsBuddy is ideal for extra-curricular activities management, safeguarding and parent engagement. The single, global solution for multiple non-MIS tasks, SchoolsBuddy allows schools to save money and time by combining parent communication, activities management, fee collection, after-school club signups, mobile registers, pupil engagement, sports organisation and web portal into one mobile enabled solution that integrates with their MIS.

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The organisation of school pupils into after school clubs and the associated admin has always been a complex and time consuming exercise for schools. Allocation of pupils to extra curricular activities, chasing parental consent slips and collecting fees can take days, and they’re generally dreaded tasks for school staff at all levels. This was the issue at Hilltop Primary School in Crawley before they enlisted the help of intuitive and wide-reaching activities management system SchoolsBuddy, which now saves at least one member of staff at the school a huge 25 hours a week of work.

The SchoolsBuddy modules that Hilltop Primary currently use include after school club signup and allocation, fee payments, parental consent, breakfast clubs, and parental communication. The beauty of this app-driven software is that all the modules are included in one clear and simple interface, including fees and communication, so there’s no need to keep swapping between systems. This saves an enormous amount of time, and Hilltop Primary are already reaping the benefits.

We asked Hilltop Primary School what they thought of the software.

Jodie Oliver, school administrator: “After-school and breakfast clubs bookings took me the majority of my day, and in addition invoicing parents, it was all was incredibly time consuming! Now, apart from the odd parent question or booking query, SchoolsBuddy has revolutionised this process, and now no longer impacts my day at all.

“School activity clubs also took days to organise, with photocopying, slips being returned, putting the requests manually onto a spreadsheet, choosing the children, creating registers, chasing for fees, etc. Now it takes an hour or so to upload the data into SchoolsBuddy, wait for the parents to select, and then click a few buttons to allocate the clubs. AMAZING! I am so impressed, it is simply amazing!

Jane Edwards, business manager: “SchoolsBuddy is a great system for managing booking of clubs, ordering school meals and parents evening sign up.

SchoolsBuddy has gone from strength to strength since they appeared at BETT 2016, with headteachers, directors of sport, school business managers and teachers in China, Brazil, Singapore, Switzerland, and the UK all seeing the benefit of this revolutionary cloud based software.

It’s not just staff that are impressed with the introduction of SchoolsBuddy to Hilltop. Lucy, a parent at the school, had this to say:

I love the app, as a working parent I have found the app almost life changing for managing my child care needs, newsletters and my son’s class activities, I love how all the information is in one place and it has a calendar so I can see what I have booked for the coming week. It’s a fantastic tool for parents to be kept informed by the school.

Watch the video to see what how SchoolsBuddy could transform your school:

Video link

Visit or contact managing director Gary Hector on [email protected] / 01903 898119 for more information.

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