What is AcademyOS

Completely transform how your institution manages data. Import student, teacher, and class lists from Excel or CSV files in seconds, with no manual entry required. Connect AcademyOS with other systems through a fully documented REST API — sync data with external platforms, ERPs, or your own applications. Configure a custom SMTP server so all emails are sent from your own domain with your institution's branding. Create custom roles and permissions for every type of user — from administrator to secretary, from homeroom teacher to substitute — ensuring each person sees only what they need to.

Nova is your AI assistant built directly into the platform, powered by Claude. Ask questions in natural language about any aspect of your school — from "What's the class average in math?" to "How many students have more than 3 unexcused absences this month?" — and get instant answers based on real system data. Nova helps you generate reports, identify academic trends, spot situations that need attention, and make decisions faster. No technical knowledge required — just ask, and Nova answers.

Manage your institution's entire financial flow from a single place. Create automatic or manual invoices, generate customized contracts per student or per class, and give parents the option to pay online through Stripe Connect — funds arrive directly in your account, instantly. The platform automatically generates e-Invoice files compatible with Romania's ANAF system, eliminating manual tax reporting work. Monitor outstanding balances, send automatic payment reminders, and export detailed financial reports in Excel or PDF whenever you need them.

Organize and manage all classes, groups, and locations of your institution from a single panel. Create classes with your desired structure — by study year, level, section, or age group. If your institution operates across multiple buildings or campuses, add multiple locations and associate each class with its corresponding site. Quickly view how many students each class has, who the assigned teachers are, and how resources are distributed across locations. Ideal for institutions with branches or complex structures.

Modules designed specifically for language schools, afterschool centers, music academies, arts programs, or tutoring services. Unlike traditional classes, vocational courses allow flexible enrollment by module, period, or level (e.g., English A1 - Beginner, English A2 - Elementary). Manage course schedules, monitor each learner's progress, organize sessions, and enroll students in multiple courses simultaneously. The platform adapts to your unique structure, whether you have fixed-duration courses, monthly subscriptions, or drop-in sessions

Keep everyone informed through the right channel. AcademyOS sends automatic notifications the moment a grade, absence, feedback, or assignment is added — directly in-platform (in-app), via email, or through SMS (via Infobip). Parents and students choose how they want to be notified, and you configure which events trigger notifications and to whom. Create custom email templates with your school's branding and send mass or individual messages. No important information gets lost between school and home anymore.

A complete communication ecosystem connecting everyone in the school. The dedicated student portal gives learners access to grades, homework, feedback, and materials — all in a friendly interface. The internal messaging system enables direct conversations between teachers, parents, and administration. Send "Heads-Up Messages" — urgent notifications visible instantly upon login — for important announcements. Integrate video conferencing through Zoom or Google Meet directly from the platform for parent meetings or online classes, with no external apps needed.

A dedicated portal that puts students and parents at the center of the educational experience. Access the complete academic record from any device — grades, averages, absences, homework, and feedback — with real-time push notifications. Students benefit from AI-powered study tools: auto-generated flashcards and interactive quizzes based on taught material, turning review sessions into an engaging experience. The interface is mobile-optimized, fast, and intuitive, so parents stay informed effortlessly and students gain motivation to learn independently.

Manage the complete lifecycle of every student, from enrollment to graduation. Create detailed profiles with personal data, parent contact information, attached documents (records, certificates, contracts), and photos. Automatically generate ID cards with unique QR codes for each student — useful for attendance scanning or quick identification. Organize students by class, group, or course, view their complete academic history, and access all information from a single centralized profile. Bulk import from Excel makes enrolling hundreds of students a matter of minutes.

Everything you need to manage your teaching staff in a single module. Create complete profiles for each teacher with their specialty, logged hours, assigned classes, and availability. Handle leave requests with a digitized approval workflow — the teacher requests, the principal approves, and the platform automatically updates the schedule. When a teacher is absent, the substitute management system helps you quickly find an available replacement. Monitor monthly logged hours, view each teacher's calendar, and ensure resources are distributed evenly.

Complete digital attendance that eliminates paper-based registers. Teachers mark attendance in seconds — per session, per hour, or per day — with clear statuses: present, absent, late, or excused. The system supports multiple attendance sessions (ideal for kindergartens or afterschool programs with flexible schedules) and allows adding "makeup classes" for absence recovery. Parents receive automatic notifications for every absence, and homeroom teachers view class attendance status in real time. Attendance reports export with one click for inspectorates or internal audits.

A complete electronic gradebook — enter numeric grades (1-10), qualitative assessments (I-IV), or custom evaluations, with the ability to add multiple grades per subject and calculate averages automatically. View each student's status by subject or class with intuitive color codes (green for good grades, red for critical situations). The intelligent timetable generator creates the weekly schedule considering teacher availability, available rooms, and your constraints — saving hours of manual planning. The timetable updates automatically with any changes.

Track and manage each student's complete journey through the educational system. Transfers between classes, sections, or even between institutions are handled digitally — with the complete academic history preserved and transferred automatically. The families module connects siblings under the same parent account, simplifying communication and billing. For kindergartens and nurseries, digital daily reports allow educators to document activities, meals, naps, and each child's mood — and parents receive them automatically at the end of the day.

Transform raw data into actionable insights through interactive dashboards and detailed reports. Visualize grade distribution across classes and subjects, attendance rates, average trends over time, and financial indicators — all in clear, easy-to-interpret charts. Export any report to Excel or PDF with a single click, filter data by period, class, teacher, or subject, and create custom reports for inspectorates, boards of directors, or parent meetings. Your data is always one click away, organized and ready for any decision.