Talk'n'Chat School Management System

Role-Based Access Control

The system implements a sophisticated 4-tier access control system, ensuring each user type has appropriate permissions while maintaining security and ease of use.

Clean, bilingual login interface supporting multiple user roles

Comprehensive Dashboard

Main admin dashboard showing real-time statistics and quick access to key functions

The admin dashboard provides instant visibility into school operations with real-time statistics, alert notifications, and quick access to all major functions. Key metrics are displayed prominently, including total families, total students, active alerts, and unassigned students requiring attention.

Administrative Tools

• Schedule Management: Create and manage class schedules across multiple rooms and time slots
• Staff Management: Assign teachers, manage permissions, track availability
• Attendance Tracking: QR code-based check-in system with real-time class capacity updates
• Payment Processing: Track payments, generate invoices, manage billing cycles
• Resource Library: Centralized teaching materials and curriculum resources
• Substitution System: Handle absent students and substitute class bookings

Advanced Scheduling System

Weekly calendar view showing all classes across multiple rooms

The scheduling system manages complex class arrangements across multiple rooms and time slots. Each class shows real-time capacity (e.g., "5/6 students"), substitute requests, and status indicators using color coding for different levels and programs.

Detailed day view with individual class cards and capacity tracking

Scheduling Features

• Multi-Room Support: Simultaneous class management across Room A and Room B
• Capacity Tracking: Real-time enrollment vs. capacity for each class
• Color-Coded Levels: Visual distinction between different textbook levels (Let's Go 1-6, Side by Side, etc.)
• Time Block Management: Flexible 50-minute class slots from 3:00 PM to 8:50 PM
• Substitute Indicators: Visual markers showing classes with pending substitute requests
• Weekly Overview: Complete week-at-a-glance calendar for planning and coordination

Automated Student Enrollment

Bilingual registration interface with family search and new enrollment options

The enrollment system streamlines the process of adding new students while preventing duplicate registrations. Families can use the iPad kiosk at reception to self-register, or staff can search for existing families to add additional children.

Enrollment Workflow

1. iPad Kiosk Registration: New families use the dedicated iPad at reception with limited kiosk-only login access
2. Family Search: System checks for existing family accounts by email or phone to prevent duplicates
3. Automated Credential Email: Login credentials automatically sent to family's email address
4. Family Portal Access: Families log into the member portal from their phones to manage bookings and view information

This automated workflow eliminates paperwork, reduces staff workload, and provides instant access for new families. The bilingual interface (English/Japanese) ensures all families can navigate the system comfortably.

Integrated Messenger System

One of the most valuable features is the built-in messaging system, allowing staff to communicate directly with families through the admin portal. This eliminates the need for business hours communication and significantly reduces operational overhead.

Key Benefits

• Reduced Phone Calls: Families can message questions instead of calling during business hours
• Documentation: All communication history preserved for reference
• Multilingual Support: Messages in either English or Japanese
• Staff Efficiency: Respond to multiple families without interrupting lessons

Technical Architecture

Development Approach

Built entirely from scratch without frameworks to maintain full control over performance, security, and functionality. This approach resulted in a lean, fast system with no unnecessary dependencies or bloat.

Results & Impact

Ongoing Development

The platform continues to evolve with new features including payment reconciliation with banking systems, enhanced reporting capabilities, and mobile app integrations. The modular architecture allows for continuous improvement without disrupting daily operations.