Nothing is in one place
Parents check email, a messaging app, the school website and whatever you use for payments. Most of them stop looking and wait to be chased.
For UK schools and trusts · iPhone, Android and web
One place for school and home. Every letter.
Letters, consent forms, trips, parents’ evening slots, absence reports, dinner and club balances, what is left to pay, and a link to every other system your school runs. Parents see it on one screen, for every child, at every school in your trust. The office gets one queue where each reply has a name against it.
- Keeps your MIS and your payment provider
- Blocked contacts stay blocked
- Paper for families without email
Blocked contactnow
Alex Taylor is not on this letter. The office recorded a restriction in September. An emergency send does not change that.Delivered to Sam
R Riverside Primary
TodayLottie · Y4Jack · Oakfield
What to do today
Fri
Museum tripConsent form and £12, both on this card.
DueNow
School closed tomorrowTap to confirm you have seen it.
NewLeft to pay
Paid through the school’s own provider.
£
Swimming£4.50 · Lottie
The problem
School is spread across six places, and parents give up on about four of them.
A text about the closure, a letter at the bottom of the bag, a form on the website, dinner money in one app and homework in another. Every time a parent loses track, the office takes the phone call.
The office answers the same question all week
Where is the form, what does she still owe, what time is my appointment. The answers exist, they are just not anywhere a parent can find at seven in the morning.
A household is not one inbox
Separated parents, grandparents who collect, foster carers, and contacts a court has restricted. A class mailing list cannot tell any of them apart.
For parents
One screen with everything about their child.
Parents open the app and see what needs reading, signing, booking, packing or paying for. Two children in different year groups, or at two schools in the same trust, sit behind the same login.
Today
What needs doing first, for each child. When there is nothing due it says so, which is what makes parents keep checking it.
Letters and notices
Read and acknowledge in the app, with an email copy and a push alert when the school marks something urgent.
Consent and forms
Trip consent, media permission, a quick yes or no. Each child is answered separately and a parent can withdraw their own answer.
Trips
Destination, times, itinerary, cost and the consent form in one place, instead of a letter that refers to another letter.
Parents’ evenings
Parents pick their own slot. A booking belongs to the adult who made it and is not visible to the other household.
Report an absence
Child, first day off, morning or all day, and the reason. It arrives in the office queue rather than a voicemail nobody plays back.
How it works
From last night’s export to a form the parent actually completes.
1Import
Load the register
Upload a CSV from Arbor, SIMS or Bromcom and run it as a dry run first. Large changes are held for review, and pupils with missing contact restriction data are listed before anything goes live.
No half-finished import reaches a parent.
Import
Upload a CSV from Arbor, SIMS or Bromcom and run it as a dry run first. Large changes are held for review, and pupils with missing contact restriction data are listed before anything goes live.
2Invite
Get parents in
Invite adults in waves rather than all at once. Parents sign in with a one-time code, so there is no password to reset in the first week of September.
An invite link cannot be activated by a mail scanner.
Invite
Invite adults in waves rather than all at once. Parents sign in with a one-time code, so there is no password to reset in the first week of September.
3Send
Send it once, everywhere
Choose the class of message, preview who is eligible and who is excluded, then send to the app, email and print together and read the outcome per recipient.
Nobody has to claim that everyone received it.
Send
Choose the class of message, preview who is eligible and who is excluded, then send to the app, email and print together and read the outcome per recipient.
4Follow up
Own what comes back
Absences, payment questions and enquiries land as threads with an owner and a due date. Anything that turns into a safeguarding concern routes to the DSL.
Nothing sits unread in a shared mailbox.
Follow up
Absences, payment questions and enquiries land as threads with an owner and a due date. Anything that turns into a safeguarding concern routes to the DSL.
Three ways in
Parents, the office and the safeguarding lead each get their own view.
They share a school and a set of permissions. They do not share inboxes, bookings or staff notes.
The parent app
Today, letters, forms, trips, evenings, absence, school life and the school’s other apps. Students get their own smaller version with homework and a timetable.
Used by · parents · carers · approved collectors
The office
Compose with an audience preview, work the queue, run the import, manage invites, charges, print packs and parents’ evening slots.
Used by · office staff · administrators
Safeguarding lead
Raise a halt and office copies disappear from ordinary staff. Releasing a restriction on a contact is a DSL decision. This is not a replacement for CPOMS and does not pretend to be.
Used by · DSL · deputy
For the office
The side parents never see.
Sending is the easy part. The work is knowing who received it, who has not replied and who was left out on purpose.
Compose and send
Pick the class of message, preview exactly who will and will not receive it, then send to the app, email and print in one go.
One office queue
Absence reports, payment questions and general enquiries arrive as threads with an owner, a due date and a status.
Forms and returns
Build a consent or acknowledgement request, watch the grid fill in, and chase only the families who have not answered.
Contact restrictions
Block a named adult in half a minute with the staff reason recorded. Releasing a block is the safeguarding lead’s decision.
Import from your MIS
CSV import with a dry run, a quarantine for mass changes, and a list of pupils whose contact restriction data is missing.
Invites
Invite parents in waves. A link is redeemed once, after sign-in, so a mail scanner opening it cannot activate an account.
Payments admin
Raise a charge against a named adult, confirm bank transfers, set instalments, apply a bursary and list shop items.
Print packs
Families without email get the same letter on paper, packed from the same send and flagged when it goes out of date.
Analytics and audit
Delivery, suppression, open threads, form returns and logins, with an audit entry behind every staff action.
Fits what you already run
Keep the systems you already pay for.
Nobody has to move their register, their payment provider or their homework platform. Pupil Gate gives families one way in and points them at the rest.
Your MIS stays the register
CSV import today from Arbor, SIMS and Bromcom, with connector work mapped out. Parent details are never written back on the quiet: a change is a request the office approves and applies in the MIS.
Your provider keeps the money
ParentPay, Squid, your own Stripe account or payment link, bank transfer, or a note telling parents where to go. The school stays the merchant and the funds land in the school’s account.
Your other apps get a tile
List Satchel, Tapestry, the caterer or the music service, with website and store links for parents and students. Staff sign in through Entra or Google.
Trust
From the team behind School Rota and Inclusion Loop.
Same approach in all three products. Data stays in the UK, safety features are in every tier, and we do not sell anything the product cannot already do.
- Permission checked when a parent opens something and again when the office sends
- Hosted in the UK. We are the processor, your school is the controller.
- Audit entries behind restrictions, roles, invites and record merges
- School Rota and Inclusion Loop already run in UK schools
Who uses it
The office runs it. Parents live in it.
One login can hold more than one role, so a teacher who is also a parent at the school switches rather than signing out and back in.
- Office staff sending letters, collecting forms and chasing what came back
- Safeguarding leads who need contact restrictions honoured without asking twice
- Parents, carers and approved collectors, including families who only take paper
- Students, with their own homework and timetable view
- Trusts running several schools that have to stay separate
Packaging
Everything a parent touches is in the first tier.
Contact restrictions and the safeguarding halt are in every paid plan. We are not going to charge extra to keep a blocked adult blocked.
Essential
The parent app, letters, forms and consent, trips, parents’ evenings, absence reporting, school life, the office queue, restrictions, invites, print packs and CSV import.
Talk to usPlus / Complete
Cases, gate capture, Ask School and staff AI assist arrive once the safety model has been through a pilot. Payments stay on the school’s own provider either way.
See packagingDo parents need yet another login?+
They get one, and it replaces several. Parents sign in with their email address and a one-time code, so there is no password to forget. That login covers every child they are linked to, at every school in the trust.
Is this replacing Arbor or SIMS?+
No. Your MIS stays the register. Pupil Gate imports from it and never writes back on its own. When a parent asks to change a phone number or an address, the office reviews the request and updates the MIS.
Do we have to move off ParentPay?+
No. The school keeps its collector and stays the merchant. Pupil Gate shows parents what is owed and can take card or wallet payments inside the product only if the school connects its own Stripe account. ParentPay, a Stripe payment link or a bank transfer still work if that is how the school collects.
Does it work on phones?+
Yes. There is an iPhone and Android app with push notifications that open straight to the letter or form in question, and the same product on the web for anyone who would rather use a laptop.
What about separated parents and contact restrictions?+
Each adult has their own inbox, forms, bookings and payment records. A restricted contact is blocked, and an emergency message does not override that. If the school has not recorded whether an adult may see something, the product withholds and tells the office.
What happens to families without email?+
The office packs the same letter for print. Those families stay in the same audience instead of being run as a separate list, and packs are flagged when the letter or the permissions behind it change.
Can a trust run more than one school on it?+
Yes. Each school is separate and staff cannot read across. A parent with children at two of your schools switches between them with the same login.
How long does it take to start?+
Import a CSV, review the pupils flagged for missing contact information, then invite parents in waves. Most schools begin with letters and forms and turn payments on later.
Give parents one place to look.
Open the demo as a parent, then as the office, and see the same letter from both ends. It is a fictional trust with the real product behind it.
Today at Riverside
Letter sent to4 adults
Left out on purpose1
Forms still open3