Campus Operations

Events & Activities

Calendar, registration and co-curricular activities.

Message engagementDelivery funnel

Sent12,400
Delivered12,030−3%
Opened9,120−24%
Read8,340−9%
Actioned3,210−62%

Read-rate by channelWhatsApp74%App push58%SMS41%Email22%

WhatsApp is read 3× more than SMS — moving fee reminders there lifted replies 22%.

Overview

Sports day, exhibitions, PTMs — events run on heroic teachers and forwarded messages, and the registration list is always wrong. Events & Activities gives every event a record: audience, registrations, houses and volunteers — announced through channels parents actually read.

Event calendar
Registration & RSVPs
Co-curricular tracking
Participation certificates
Event galleries

Case study · Events

From forwarded messages to events that organise themselves

Representative scenario — illustrative

A 1,500-student school runs sports day, the science exhibition and PTMs off a lead teacher’s phone — WhatsApp forwards, a paper sign-up sheet, and a registration list that is always out of date.

Doing it by hand

The audience is whoever happened to see the forward. PTM slots collide because two parents wrote the same time on the sheet. And house points and participation live on a clipboard, so the year-end certificate is reconstructed from memory and the portfolio note gets missed.

The cheap-ERP trap

The cheap ERP gave them an events “calendar” — a notice with a date and nothing behind it. No registrations, no slot capacity, no link to houses or student records, no targeted announcement. Six months in, the coordinator is back on WhatsApp because the tool could not tell her who had actually signed up, and participation still never reaches the student record.

With ez.school

ez.school gives every event a record: choose the audience from live records, open registrations with capacity, and let PTM slots and house draws organise themselves. Announcements reach the event’s exact audience through channels parents read, and participation, house points and achievements append to the student — feeding certificates and portfolios from data, not memory.

The difference, side by side

	By hand	Ordinary ERP	ez.school
The registration list	Paper sheet, always stale	A notice, no sign-ups	Live list, fills as they register
PTM slots	Two parents, one time	No capacity or booking	Slot booking with capacity
Reaching parents	Hope the forward spreads	Blast to everyone	The event’s exact audience
Participation	Clipboard, lost by year-end	Never reaches records	Appends to the student record

The outcome

LiveRegistration list
No clashesPTM slots
To the recordParticipation captured

ParticipationThis term

24Events

1,860Participants

62%Return rate

Term startMidNow

Sports78%
Arts & music64%
Clubs52%
Community41%

Regulars 62%One-time 38%

Sports drives turnout, but 38% attend only once — clubs are the format that converts one-timers into regulars.

Registration and participation by event — a live, correct list per event, with achievements landing on the student record instead of a clipboard.

Inside the app

How Events & Activities works for you

From announcement to attendance

Create the event, choose its audience from live records, open registrations and watch them fill. PTM slot booking, sports-meet house draws, exhibition project lists — the artefacts organise themselves.

Utilization & capacityThis week

96%Peak load

84%Avg capacity

3Idle units

7a10a1p4p7p

Load by hourCapacity

Route 1292%
Block A84%
Lab wing91%
Library68%

Two peaks hit 96% while the library sits at 68% — shift a session to smooth load and defer buying new capacity.

Co-curricular life, on the record

House points, participation and achievements append to student records — so the certificate at year-end and the leadership note in the portfolio come from data, not from memory.

ParticipationThis term

24Events

1,860Participants

62%Return rate

Term startMidNow

Sports78%
Arts & music64%
Clubs52%
Community41%

Regulars 62%One-time 38%

Sports drives turnout, but 38% attend only once — clubs are the format that converts one-timers into regulars.

The cycle

An event’s arc

1Plan & audience
2Announce via channels
3Registrations fill
4Run with volunteers
5Results to records

Who uses it

One app, seen from every seat

Activity coordinatorRuns five events a term without a single lost list.

ParentBooks the PTM slot in the portal and gets the reminder.

StudentRegisters themselves; their participation lands in their record.

Evaluation questions