Student management systems (SMS) are an integral part of both K-12 and tertiary education. An SMS helps schools, universities, and Vocational Education & Training (VET) providers, like Registered Training Organisations (RTOs), manage student data, enrol learners in courses, and reduce admin.
The best student management system does more than simplify existing processes. Some features of learning management systems (LMS) provide educational institutions with tools for creating and delivering online courses and assessments that enhance learner engagement and completion rates.
We’ve put together a list of the top 10 student management systems, including some that incorporate learning management features into their offering.
10 Best Student Management Systems
Cloud Assess is an adaptable all-in-one solution that allows you to seamlessly integrate with your existing Student Management System or utilise AVETMISS, Certificates and other SMS capabilities. From enrolment to completion, streamline training, assessment, and compliance while delivering exceptional support every step of the way.
The platform aims to reduce administrative burden by offering extensive reporting, automation and compliance features, streamlining training from enrolment to completion. You can also issue manage, and revoke accredited and unaccredited certificates and Statements of Attainment through Cloud Assess, a popular feature for VET and corporate training.
With integrated AVETMISS reporting, Cloud Assess helps RTOs stay compliant with national and state-wide requirements for training. This includes Unique Student Identifier (USI) validation.
Cloud Assess takes student management to the next level by also offering a training and assessment solution. It includes LMS features for tracking learner progress, personalising learner paths, issuing digital badges and certificates, and Turnitin integration to check for plagiarism in assessment. These features boost learner engagement, improve completion rates and reduce the time that educational institutions spend on administration.
By combining an SMS and LMS in one platform, Cloud Assess has become an all-in-one solution for RTOs, tertiary education institutions, and businesses. They also offer seamless integration with larger SMS platforms making it one of the most flexible solutions for VET providers of any size.
Cloud Assess SMS – Smarter Student Management!
Effortlessly manage students, streamline compliance, and automate workflows—all in one powerful platform.Key Features
- Online student management system
- USI validation
- Learner app
- Issue, manage and revoke certificates and Statements of Attainment
- Certificate templates
- AVETMISS integration
- Integrations with SMS platforms
- Simplified compliance with state and national regulations
- Learner progress tracking
- Lead capture and enrolment engine
- Student database management
- Messaging and tools to improve communication between learners and teachers
- Workflow automation
Pros
- All-in-one platform that includes student management and learning management features
- Integrations with AVETMISS, Xero and 5000+ apps including SMS platforms like VETtrak, JobReady and Wisenet
- Secure handling of student data with compliance tracking and reporting
- Student management system website and mobile app for simplified administration and enhanced learning experience
- Advanced reporting and analytics features for tracking enrolment, managing certifications and monitoring learner progress
- Simplified and automated enrolment options
Pricing
Cloud Assess offers one all-inclusive plan for Registered Training Organisations, priced as a flat fee from $600 AUD per month. Every feature is included from day one, including AVETMISS reporting, USI validation, AI-powered assessment creation and marking, and enrolment management. There are no upgrade paths or feature gates. Visit our pricing page for an accurate quote.
Rating
4.7/5 (average rating from Capterra, G2, GetApp, Software Advice)
#2 PowerSchool
PowerSchool is a comprehensive platform offering various solutions for educational institutions. While its primary focus is on K-12 learning, solutions are also available for tertiary education.
On top of popular features of student management systems like a student information system, student grade management system and behaviour tracking, PowerSchool also incorporates tools for learning management. You can easily create and manage courses with multimedia elements and develop online assessments. This ensures a seamless integration of teaching and learning processes.
However, PowerSchool can be complex to navigate. This requires significant training to fully use advanced features. While the platform does offer a customised eLearning solution, it can be complex and challenging to implement. A lack of offline capabilities can also be restricting for learners in low-connectivity areas.
Key Features
- Attendance and behaviour tracking
- Manage grade books and report cards
- Student information database
- Course creation and management
- Online assessments and quizzes
- Assignment submissions
Pros
- Meets various needs for educational institutions across PowerSchool solutions
- Strong reporting and analytics
- Extensive integration capabilities
Cons
- Less suitable for RTOs and VETs than other options on this list
- Requires significant training to take full advantage of features
- Reviews suggest occasional performance issues
- Offers limited offline capabilities
Pricing
PowerSchool doesn’t offer pricing on their website directly. However, they do offer a free demo of their student management systems.
Rating
4.4/5 (average rating from Capterra, GetApp, Software Advice)
#3 FACTS
FACTS is another well-rounded platform that aims to enhance learner experiences while simplifying admin for educators and support teams. It offers tools for tuition management alongside effective communication features, allowing better alignment between students, teachers. The platform also supports blended learning, offering options for virtual learning environments and hybrid courses alongside instructor-led lessons.
Like PowerSchool, FACTS focuses on K-12 education. However, the platform does offer options for tertiary education. The LMS features are also more targeted at course delivery than course creation. These factors, and reports of occasional sync issues and inconsistent software performance, make FACTS a less reliable and versatile solution than the other platforms on this list.
Key Features
- Attendance and behaviour tracking
- Tuition management
- Course content delivery
- Assignment and test submissions
- Student progress tracking
- Advanced communication features
Pros
- Strong focus on simplifying administrative tasks
- Comprehensive communication tools
- Good customer support
Cons
- Less suitable for RTOs and tertiary education providers than other options on this list
- Occasional sync issues
- Reports of performance lagging with high-volume usage
Pricing
FACTS doesn’t offer pricing information on their website, but they do run regular product demos and webinars for those interested in learning more about the SMS.
Rating
4/5 (average rating from Capterra, GetApp, Software Advice)
#4 Gradelink
Gradelink is praised for its user-friendly interface and good customer support. It provides essential student management features like tracking grades and attendance, and parent-teacher communication tools. Alongside these are LMS features like course management, assignment tools, and integration with Google Classroom. Its comprehensive reporting tools also make it an attractive option for various institutions.
Despite its strengths, Gradelink has limited advanced features and basic customisation options. The platform also faces occasional performance issues and has limited third-party integrations.
Key Features
- Advanced scheduling options
- Educator training features
- Parent-teacher communication tools
- Course creation and management
- Assignment and quiz features
- Customisable reporting
Pros
- Advanced reporting and scheduling features
- Resources for staff development
- Extensive support materials
Cons
- Limited integrations beyond Google Classroom
- Reviews suggest occasional performance issues
- Basic customisation options compared to other platforms
Pricing
Gradelink doesn’t offer pricing on their website directly, but you can sign up for a free demo account or get a quote from them.
Rating
4.7/5 (average rating from Capterra, GetApp, Software Advice)
#5 Blackbaud
Blackbaud is another comprehensive platform offering a variety of tools for managing students and delivering online courses. Blackbaud’s education management software includes options for K-12 schools and tertiary education, school management features, and attendance tracking and scheduling tools. It also boasts LMS features like course management, interactive assignments and automated grading.
However, Blackbaud’s education management system requires significant training to take full advantage of advanced features. Reviews also suggest that reporting features are basic compared to its competitors, and the platform offers limited offline functionality.
Key Features
- Student information management system features
- Parent and student portal
- Fundraising management features
- Scheduling and course requests
- Course creation and management
- Assigning and assessment tools
Pros
- Extensive platform accommodating various educational needs
- Offers higher education, VET, and employee training solutions
- User-friendly interface for administrators, students and parents
- Extensive fundraising and finance features
Cons
- Few options for advanced reporting
- Setup requires training and can be complex and time-consuming
- Limited offline capabilities
Pricing
Blackbaud doesn’t make pricing information available on their website, but you can request a demo from them.
Rating
4.1/5 (average rating from Capterra, GetApp, Software Advice)
#6 Infinite Campus
For over 30 years, Infinite Campus has advanced its student management systems to incorporate many new features, including learning management options. Alongside tools for attendance management and grade book submissions, Infinite Campus’s LMS functionality includes online course management and delivery, assessment tools and advanced reporting.
However, Infinite Campus doesn’t offer as many customisation options as competitors. Reviews also suggest that occasional technical issues can impact overall usability.
Key Features
- Attendance and behaviour tracking
- Grade books and transcript management
- Parent portal
- Course management
- Online course delivery
- Student progress monitoring
Pros
- Long-standing solution
- Strong analytics and reporting capabilities
- Various assessment and assignment options
Cons
- K-12 focused without options for higher education or corporate training
- Few customisation features
- Occasional technical issues
Pricing
Infinite Campus doesn’t provide pricing on their website. However, they do run regular online demos where you can preview their solutions.
Rating
4.3/5 (average rating from Capterra, GetApp, Software Advice)
#7 Ellucian
Unlike many options on this list, Ellucian focuses more on tertiary education than K-12 learning. It’s a powerful online student management software suite that offers extensive tools for simplifying administration. These include student information management, financial aid, and enrolment features alongside LMS functionality like course creation, online assessments and learning analytics. The platform is also highly customisable, allowing educators to create branded multimedia courses.
However, institutions using the platform report occasional performance issues when processing large datasets. Alongside these reports of inconsistent performance are those of poor customer service, which makes it more difficult to resolve any issues you may encounter.
Key Features
- Financial aid management
- Enrolment and registration features
- Course creation and management
- Online and multimedia content and assessments
- Mobile app support
- Multimedia content delivery
Pros
- Better suited to tertiary education institutions and RTOs than many other options on this list
- Extensive reporting and analytics options
- Allows for customisation and branding
Cons
- Not suited to K-12 learning environments
- Degraded performance with large datasets
- Can be difficult to navigate without significant training
Pricing
Ellucian doesn’t offer pricing directly on their website, but you can schedule a live demo of their student management system.
Rating
3.6/5 (average rating from Capterra, GetApp, Software Advice)
#8 Skyward
Skyward offers cloud-based software for student management alongside learning management and school management software. Started in 1980, the company aims to streamline the learning experience for students while saving time spent on administration. It supports student management tasks like tracking attendance and grades alongside effective student information management.
From a learning management perspective, Skyward offers assignment and assessment tools, helping educators track learner progress, and manage and deliver online courses. One of the features that sets Skyward apart from other platforms is its parent-teacher-student communication solutions, which helps all parties keep track of progress and developments.
However, Skyward’s system seems to be plagued by technical errors. Reviews from teachers and parents alike indicate difficulties accessing the app, an unintuitive user interface, and confusing functions. Besides these technical glitches, new users report that Skyward comes with a steep learning curve and limited offline capabilities.
Key Features
- Attendance and grade tracking
- Student information system
- Event scheduling and enrolment
- Assignment and assessment tools
- Parent-teacher-student communication tools
- Course management functionality
Pros
- Allows for easy communication between parents, teachers and students
- Integrates well with other educational tools
- Simplified creation of courses and assignments
Cons
- Riddled with technical problems
- Few customisation options
- Limited offline functionality
Pricing
Skyward doesn’t include pricing on their website. You can contact their Sales team for more information on the cost of the student management system software.
Rating
4.3/5 (average rating from Capterra, GetApp, Software Advice)
#9 Jenzabar
Jenzabar offers a range of features for tertiary education, including student management systems and learning management solutions. These help RTOs and education providers track student demographics, and manage student information, enrolment and finances, while also creating and delivering online courses and assessments. Jenzabar also offers customisation features making it a flexible solution.
However, if you aren’t already familiar with school management system software, you’ll find the platform challenging to navigate. Large training organisations also report performance issues when handling student databases, making it a better fit for smaller educational facilities.
Key Features
- Student information system
- Enrolment and registration features
- Financial and fundraising management
- Course creation, management and delivery
- Online assessments and quizzes
- Learning analytics
Pros
- Focus on higher education institutions
- Extensive school management features
- Allows for customisation and branding
Cons
- Can be complex to navigate without significant training
- Reviews report performance issues with large datasets
- Better suited to small institutions than large training organisations
Pricing
Jenzabar doesn’t provide pricing on their website, but you can request a demo of their student management systems.
Rating
3.8/5 (average rating from Capterra, GetApp, Software Advice)
#10 Alma
Alma is a user-friendly SMS known for its good customer support. Alongside features like grade tracking and effective parent-teacher communication, it also allows for course and assignment creation and integrates with Google Classroom. This makes it a comprehensive educational solution.
However, Alma has limited advanced features, particularly when it comes to learning management. It also offers only basic customisation, and reviews suggest that the student management app could be improved to better support user needs.
Key Features
- Student information system
- Parent-teacher communication tools
- Course creation and management
- Assignment and quiz functionality
- Customisable reporting
- Integration with Google Classroom
Pros
- Good support and customer service
- Easy communication between parents and teachers
- Simplified course creation and distribution
Cons
- Limited advanced features
- Few integrations with other systems beyond Google Classroom
- Not as much functionality as other mobile apps
Pricing
Alma doesn’t make pricing available on their website, but you can contact their Sales team to request pricing information or schedule a product demo.
Rating
4.3/5 (average rating from Capterra, GetApp, Software Advice)
Student Management Software Buyer’s Guide
What are the Most Important Student Management System Features?
Attendance and Behavior Tracking
Attendance and behaviour tracking features ensure that student presence and conduct are accurately recorded and monitored. Automated reports on attendance and behaviour can reduce administrative burdens and help with timely interventions. This ensures better student accountability and fosters a positive learning environment.
Gradebook and Student Assessment Management System
Tools for creating and grading assignments, quizzes, and exams allow teachers to efficiently track and report on student performance. Integrating this feature in your student management systems with an LMS enables seamless assignment submissions and automated grading, saves time and ensures consistency in evaluation.
Student Information Database
Maintaining a centralised student database management system with essential information is fundamental for storing and managing all student-related data, including demographics, academic records, and personal information. This can help with accessibility of information and ensure compliance with data regulations. It helps administrators quickly retrieve student information for various tasks, streamlining operations and improving data accuracy.
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Scheduling and Timetable Management
Automated scheduling systems within your student management software can reduce administrative burden by resolving complex timetable conflicts and optimising resource allocation. This ensures that students and staff have clear and organised schedules, reducing confusion and improving time management.
Student Portals
It’s critical that students have secure access to important academic information. Ensuring that your SMS has these portals enhances communication between the institute and students and fosters greater transparency and involvement.
Additional Learning Management System Features
Features like customisable course creation, analytics and reporting, multimedia content delivery and automated enrolment workflows make student administration software all-in-one solutions. You’ll be able to track student information and progress and manage learning itself from the same platform. When you find an SMS with the right LMS features, there’ll be less need to invest in separate learning management systems for schools.
Frequently Asked Questions (FAQs)
Student Management System FAQs
What is a Student Management System?
A Student Management System (SMS) is software that centralises student data, managing records, attendance, grades, and communication to streamline educational administration. Learn more in our article on what a student management system is.
What is RTO Student Management Software?
An RTO SMS is designed specifically for Registered Training Organisations. It includes features for managing compliance with state and national requirements, tracking student progress, and meeting regulatory reporting requirements.
Do Registered Training Organisations (RTOs) Need an SMS?
Yes. Student Management Systems helps RTOs comply with relevant regulations and streamline their reporting, both of which are essential for meeting industry standards. On top of this, an SMS with learning features can track learner progress, deliver courses and manage assessments, providing all-in-one training and student administration software.
What is the difference between Student Management Systems and a School Management System?
Student Management Systems focus primarily on student data, managing individual records, grades, attendance, and communication. They mostly serve tertiary education providers and RTOs.
In contrast, School Management Systems or a School Information Management System covers the entire institution, including staff management, facility management, finance, and broader operational needs. The best school management system or best school management software offers comprehensive features that support all school departments, making it a more holistic solution for school-wide administration than a Student Management System.
How does a student management system improve student engagement?
An SMS provides students with easy access to resources, progress tracking, and clear communication channels. This keeps them informed and motivated, ultimately improving engagement with learning materials.
Is a student management system secure and compliant with data privacy regulations?
Yes. Student information is protected under data privacy laws like GDPR and FERPA. Most SMS platforms will provide encryption and access controls to protect this sensitive information.
Can student management systems be integrated with other institutional systems?
Yes. Integrations help RTOs maintain a unified data environment for streamlined operations. This is why SMS platforms like Cloud Assess integrate with financial software, LMS platforms and more. Learn more about Cloud Assess integrations.
