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Built in the UK, in daily use by a multi-centre provider

The simple pupil database for alternative provision, tuition centres and small schools

Keep every pupil’s records, timetable, registers and staff checks in one secure place, without the complexity of a big-school system.

Book a demo See what it does
PupilDB register for Oakfield Town Centre, with the morning marked and absences highlighted
Screenshot of PupilDB with fictional demo data

Who it’s for

Built for settings like yours

What PupilDB does today

Everything that keeps your day running, in one place

  • Pupil records

    Contacts, placement details, medical needs, allergies, Looked After Child status and SEN/ALN, with a one-click quick view.

  • Timetabling

    A clear weekly grid of teachers and time slots across all your centres, with protection against double-booking.

  • Registers & attendance

    Registers built from your timetable. Mark a whole day at once, and let PupilDB chase any unfinished registers for you.

  • Placements & outcomes

    Record who commissioned each placement and why, review targets every six weeks, and see where pupils go next and whether it lasts.

  • Daily log

    Staff note how each pupil’s day went. A lead checks the reports and sends them to each commissioning school in one go.

  • Behaviour & incidents

    Record behaviour, rewards, accidents and any use of force, see trends week by week, and print a parent copy of use-of-force records.

  • Safeguarding

    Any member of staff raises a concern in moments. Your DSL and deputies manage it, with a chronology and a log of who has looked.

  • Dashboard

    Today’s attendance, registers still to mark, DBS checks, behaviour and open concerns, at a glance when you sign in.

  • Reports

    Attendance against entitled hours and by month, behaviour and use of force, anonymised safeguarding figures for governors, and more.

  • Staff compliance

    Keep DBS dates, references, teacher registration, and safeguarding and first-aid certificates in date.

  • Set up your way

    Your own lists, your logo and colours, roles that decide who sees what, and only the modules you use. No IT department needed.

PupilDB in your language

Multilingual support is available on request. We can set up the screens your staff use in Welsh or another language, and pupil names are stored correctly in any alphabet.

Ask about languages

A day with PupilDB

Built around a real school day

  1. 8:45

    Registers are ready

    Each centre’s register is already built from the timetable. Mark the morning in a couple of taps.

  2. 10:15

    A pupil feels unwell

    Open their quick view: allergies in red, medical notes, GP and parent contacts, all in one place.

  3. 12:30

    A tutor calls in sick

    Swap the teacher across their lessons on the timetable, or mark them unavailable.

  4. 15:30

    Taxis home

    Each pupil’s transport company and number is on their record, so nobody is left waiting.

  5. 17:00

    Nothing slips through

    Any register left unfinished is chased by email automatically.

Simple, flat pricing

From £150 a month + VAT

A flat fee in simple size bands. Larger groups, talk to us.

  • Every feature, in every band
  • Never charged per pupil
  • Unlimited archived pupil records
  • Continuous improvement, led by your feedback, at no extra cost

Feedback-led

Always improving, shaped by you

Your feedback drives what changes in PupilDB. Continuous improvement across the whole platform is included in your monthly fee, with no upgrade charges and no paid add-ons. Parent communication, attendance codes, online payments and more are already on the roadmap, and the settings that ask help decide what comes first.

Tell us what you need See the roadmap

From the blog

Practical advice for busy settings

All articles

Questions

Things people usually ask

Do you charge per pupil?

No. PupilDB is a flat monthly fee, starting at £150 a month plus VAT. The fee is set by broad size bands, so small changes in your numbers never change your bill, and archived pupils are free to keep.

Where is our data stored?

PupilDB is hosted on Amazon Web Services (AWS) in the EU, in Ireland. The UK recognises the EU as providing adequate data protection, so no extra transfer paperwork is needed under UK GDPR.

Can you move our existing records across?

Most settings come to us from spreadsheets or another system. Tell us what you use today in your demo and we’ll talk you through how your pupil, staff and timetable records can be brought across.

Do new features and improvements cost extra?

No. PupilDB is feedback-led: what customers tell us drives the changes we make, and continuous improvement across the whole platform is included in your monthly fee. There are no upgrade charges or paid add-on modules.

Is PupilDB available in Welsh or other languages?

Yes, on request. PupilDB runs in UK English as standard, and we can set up the screens your staff use in Welsh or another language as part of getting you started. Tell us which languages you need when you book a demo and we’ll agree the details with you. Pupil names are stored correctly in any alphabet, accents included.

Is PupilDB a full school MIS?

Not yet. PupilDB covers pupil records, timetables, registers, reports and staff compliance, which is what most alternative provision, tuition centres and small schools need day to day. Statutory returns, parent communication and billing are on our public roadmap.

See PupilDB with your own eyes

Book a friendly, no-pressure demo. We’ll show you registers, timetables and pupil records, and answer your questions in plain English.

Book a demo