EdTech case study
One Platform for School Administration and Learning
The education and childcare platform combines learning management, student records, attendance, billing, parent communication, and AI analysis.
- Project type
- Education operations platform
- Industry
- EdTech
- Services
- Custom Software Development, AI Development
At a glance
- Administrative work
- 45%less
- Parent communication
- 60%faster
- Educator adoption, first month
- 90%+
Overview
The Summary.
The education and childcare platform combines learning management, student records, attendance, billing, parent communication, and AI analysis. It serves K-12 schools, daycares, after-school programs, and summer camps. Shared records and workflows replace separate tools, reducing administrative work and keeping operations consistent across sites and programs.
About the project. An EdTech company with a platform for K-12 schools, daycares, after-school programs and summer camps.
The challenge.
The client wanted one system to support schools and care programs. Its users, including administrators, educators, and program coordinators, were managing daily work in four to six tools. Attendance, messages, scheduling, billing, reporting, and learning activities often lived in separate systems.
Project Highlights
- Learning management connected to a Student Information System (SIS) for student details, attendance, and grades.
- After-school workflows covering attendance, family messages, billing, activities, and live reports.
- In-app and QR check-ins that replace paper registers and improve attendance accuracy.
- Shared resources, automated routine tasks, and live reporting reduce manual administration.
- A parent communication area for notifications, photos, and attendance records, with updates available as activities happen.
- Model Context Protocol (MCP) connections let schools use ChatGPT, Claude, Gemini, and DeepSeek with student records, curriculum documents, and school policies.
The client needed a development partner to connect learning, student administration, attendance, payments, family communication, and AI analytics. MCP integration would give AI tools access to the school data needed for these tasks.
The solution.
VARTEQ developed a modular cloud platform for school operations. A consistent data model connects automated tasks and role-specific dashboards, while APIs support integrations as requirements expand.
- 01
Learning and Curriculum Management
- AI-generated learning materials: Educators choose a topic and grade level to produce worksheets, slide decks, and practice activities.
- AI-assisted scheduling: The system generates daily schedules with teacher assignments and grade-level tags.
- Assessments, grading, and progress tracking share records with student administration and attendance.
- Educators access quizzes, assignments, and courses through the same sidebar.
- 02
Student and Teacher Performance Analysis
The performance dashboard tracks learning outcomes, progress, and risks. It includes:
- Student counts, at-risk students, average teacher scores, and attendance rates, with trends and period comparisons.
- Charts comparing student progress and teacher effectiveness over time.
- Color-coded subject charts showing areas of strength and difficulty.
- AI pattern detection with recommendations. An example dashboard message reads: “Students in Math Grade 10 show 15% improvement after curriculum adjustments.”
- AI-generated study schedules based on each student’s strengths, difficulties, and learning areas.
- 03
AI Access to School Data Through MCP
The MCP integration connects ChatGPT, Claude, Gemini, and DeepSeek to school data sources:
- Student records
- Curriculum documents
- School policies
Educators can ask questions about school records in everyday language and generate materials based on their curriculum. Administrators can see the connected models and their status without needing technical skills to interpret the interface.
- 04
After-school and Program Operations
- Attendance: Mobile and QR check-ins replace paper sign-in sheets and improve record accuracy.
- Programs: Staff manage before-school, after-school, summer camp, and extracurricular activities in the same system.
- Billing: Fees, invoices, and payment records connect to enrollment and attendance.
- Program coordinators can manage activities and review live reports.
- 05
Family Communication
- Parents receive updates and notifications as events occur.
- Staff share classroom photos and other media with families.
- Parents can view attendance and progress reports in real time.
- Health and safety records include allergies, medical needs, and other requirements.
- 06
Delivery
The implementation used shared data structures, automated repeatable tasks, role-based dashboards, and web APIs. These components connected the learning functions with daily administration.
Interviews and workflow reviews with administrators, educators, and parents informed the MVP. Its first priorities were attendance and quick family updates. Mobile and QR check-ins removed paper registers from after-school attendance tracking.
Further operational features and reporting were added as separate modules. Workflow components, admin dashboards, and web APIs allowed the team to expand the system and connect additional services as needs developed.
Services on this project
Technologies used
- Model Context Protocol (MCP)
- ChatGPT, Claude, Gemini and DeepSeek integrations
- Web APIs
- QR check-ins
The outcome.
The client reported the following results after rollout at the initial partner institutions:
- 45%
Less Administrative Work
Automatic attendance capture, billing triggers, and parent notifications reduced recurring manual tasks. Digital check-ins removed the paper sign-in process.
- 60%
Faster Communication with Parents
Live notifications and in-app updates replaced end-of-day emails and calls. Families could see attendance confirmations, activity photos, and schedule changes as they happened.
- More than 90%
Educator Adoption in the First Month
The MVP focused on familiar daily tasks. Educators could use it to complete existing work faster, which helped them adopt the platform during the first month.
- 70%
Improvement in Attendance and Behavior-tracking Accuracy
Real-time entry and QR verification reduced the errors, missing entries, and inconsistent records associated with paper registers and later transcription.
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