Private School Admissions, Parent Portal and Fees, Built with AI

Mythex builds a private school's admissions pipeline, tour and assessment booking, parent portal, open day pages and fee invoicing from a description of how your school admits and bills. Every enquiry carries its entry year, applicants upload reports and references in one place, and scholarships are applied to the right child's fees.

Admissions run years ahead

A private school competes for families every year. The admissions team runs open days, tours, entrance assessments and interviews, sometimes three years before a child starts, while the bursar sends termly fees and manages scholarships, bursaries and sibling discounts. The calendar is fixed by terms, exam seasons and application deadlines. Enquiries arrive by email and phone and get answered one by one, applicant files live in spreadsheets, and school reports arrive as attachments that need matching to the right child. A school needs one admissions pipeline that knows each family's entry year, and a portal where families upload, sign and pay.

• Enquiry to acceptance, with entry year and year group
• Tours that avoid disrupting lessons
• Assessment slots grouped by year group
• Reports and references uploaded per applicant
• Termly fees with instalment plans and bursaries
• Each family seeing only its own children

What you can build for private schools

One admissions pipeline, sorted by entry year

Families move from enquiry to visit, application, assessment, offer and acceptance. Entry year and year group sit on every record, siblings and alumni links are noted, and the source of each enquiry shows which events and channels bring families in.

Build an admissions CRM for my private school with stages enquiry, visit, application, assessment, offer, accepted. Each applicant has current year group, entry year, siblings at the school, alumni parent yes/no and enquiry source. Show next September's applicants needing a call this week.

Tours, assessments and interviews

Private tours at times that do not disrupt lessons, entrance assessment sessions grouped by year group, interviews with the head or section head, and parent-teacher conferences for current families.

Make booking for my private school: private tours on weekday mornings at 9:30 and 11:00 with up to 3 families, entrance assessments by year group, 20-minute interviews with the head, and parent-teacher conference slots per teacher for current families.

An applicant and parent portal

Applicant families upload school reports, references and forms. Enrolled families see fee statements, the calendar and letters home, and complete trip consent and medical updates online. Each family sees only its own children.

Create a parent portal for my private school. Applicant families upload reports, references and the application form per child. Enrolled families see fee statements, the term calendar, letters home, and complete trip consent and medical forms online. Each family sees only its own children.

Fees with scholarships applied correctly

Invoice termly or annually with an optional monthly plan, apply scholarships, bursaries and sibling discounts to the right child, bill lunches, trips, music lessons and uniform as separate lines, and take a deposit on acceptance.

Build fee invoicing for my private school: termly fees by year group with an optional 10-month instalment plan, scholarships and bursaries as a percentage off a specific child's fees, a sibling discount, extras (lunch, trips, instrument lessons) as separate lines, and an acceptance deposit.

A page per open day and entry point

Each open day or entry point gets its own page with the programme, arrival time and parking. The form asks the child's current year group and intended entry year. Scholarship applications get their own page with the deadline at the top.

Create an open day page for my private school's senior school entry with the date, programme, arrival time and parking, and a registration form for parent details, child's current year group and intended entry year.

Admissions dates impossible to miss

Entry points, key dates and every step from enquiry to offer; fees by year group with what is included; scholarships and financial aid explained; academics, pastoral care, sport and the arts shown with real students and staff, with consent.

Build a website for my private school with an admissions section showing entry points, a timeline of key dates and each step from enquiry to offer, fees by year group, a scholarships page with eligibility and deadlines, and pages for academics, pastoral care, sport and arts.

Student records and privacy

Applicant reports, medical forms and family finances for bursaries are sensitive personal data, and children's data usually carries extra rules. Ask for family logins scoped to their own children, staff roles that limit who sees bursary and medical information, and private storage for documents. Check the rules that apply where you operate; Mythex builds the system and does not certify compliance.

• Bursary details limited to the bursar's office
• Medical forms visible to staff who need them
• Photos of students only with consent

Start with applications

Move the admissions pipeline and the applicant upload portal first; collecting reports and references in one place saves the admissions office hours of email matching each season. Enrolled-family features and invoicing can follow from the next term.

Questions

More for private schools

• Booking System for Private Schools: Tours, Assessments, Interviews and Parent Evenings
• Admissions CRM for Private Schools, Built with AI

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