Product documentation

Everything EverLearn does

A complete reference to every feature across the school, teacher, parent and student portals — what each one does, and who it's for.

Last updated · Term 2, 2026

What is EverLearn

EverLearn is a school management platform built around Kenya's Competency-Based Curriculum (CBC). One record per student feeds attendance, assessment, fees and communication, so a result entered once by a teacher is what a parent sees on their phone minutes later — no re-typing, no separate spreadsheets. It's four connected portals, each scoped to what that person actually needs to see.

Portal

School admin

Runs the institution — people, classes, fees, subscription.

Portal

Teacher

Runs the classroom — attendance, assessment, report cards.

Portal

Parent

Follows one or more children — results, fees, messages.

Portal

Student

Own work and progress — assignments, revision, guidance.

AI generates or drafts something for you, from real dataSMS can reach a parent's phone directly, not just the app

School admin

Dashboard & people

The school admin account is the institution's control room — it's the only role that manages who has access to what, and sees numbers rolled up across the whole school.

Dashboard

A live view of the school: attendance trend over the last 30 days, parent-activation rate (how many students have a linked parent account), fee-collection snapshot, and recent activity.

Teachers, students & parents

Add people one at a time or bulk-import a class from a CSV. Each student gets a unique linking code a parent enters once to attach their account — no shared logins, no admin having to manually pair every family.

Assign a class teacher and subjects per teacher
Deactivate a leaver without deleting their history
See every parent linked to a student, and every student linked to a parent

School admin

Classes, exams & report cards

The academic structure a teacher's day-to-day work sits on top of.

Classes & subjects

Create grades and streams (e.g. Grade 6 Sunflower), assign a class teacher, and attach the subjects that class studies each academic year and term.

Timetable & lessons

A weekly timetable per class, and lessons linking a subject, class and teacher together — the same link exams, assignments and report cards all read from.

Exams

School-wide exams spanning multiple classes and subjects, separate from a single teacher's own class assessments (CATs), with a total-marks scheme per subject.

School admin

Fees & payments

Per-term billing that stays reconciled without manual bookkeeping.

Fee structures & balances

Set charges per term (tuition, activity fees, trips), record payments, and see a running balance per student — a parent's app shows the same number in real time.

Fee reminders

sms

Filter students by outstanding balance and send a bulk reminder using a saved template with {{parentName}}, {{studentName}}, {{balance}} and {{className}} placeholders — delivered by SMS, email and in-app together.

Fee statements

A printable per-student statement of charges and payments for a term or the full year.

Payments

Subscription and SMS top-ups are paid by M-Pesa STK push — a parent or admin gets a prompt on their phone, enters their PIN, and the balance updates automatically once confirmed.

School admin

Announcements & SMS

Reaching every parent, not just the ones with the app open.

Announcements

aisms

Send a notice to the whole school, just teachers, just parents, or just students — over in-app, email and SMS, chosen per message. A “Draft with AI” button turns a short title into a polished notice.

SMS balance & top-ups

Every school gets a monthly SMS allowance with its subscription. A dedicated SMS page shows the current balance, recent activity, and a top-up flow (again by M-Pesa) when more are needed — every SMS the school sends, from any feature, draws from the same balance.

Documents

Store and share circulars, past papers and notices, scoped to the whole school or a specific class.

School admin

Subscription & settings

Subscription

A 30-day free trial with full access, no card required. After that, a monthly or yearly Pro plan (yearly gets two months free), with the current status, renewal date and payment history always visible.

School profile & academic years

School details, logo, academic years and terms, and the subject list every class draws from.

Account

Change password, view help & legal pages, or permanently delete the account — records the school is tied to (fees, results) are retained for other users' history, but the login and personal details are removed.

Teacher

Classes & attendance

The day-to-day tools for running a class, scoped to only the classes and subjects a teacher actually teaches.

My Students

Every student across the classes a teacher teaches, with quick access to their profile, results and conduct history.

Attendance

A one-tap daily register per class. Marking a student absent notifies their parent automatically.

Timetable, documents & calendar

A personal weekly timetable, a place to store teaching materials, and the school's shared calendar of terms and events.

Teacher

Assignments & exams

Assignments

Set homework or revision work with multiple-choice, open-ended or checklist questions. Optional AI-assisted marking scores open-ended answers against a rubric, which a teacher can review and override.

Class assessments (CATs)

Create a single-subject assessment for one class, and optionally upload the question paper and marking scheme as files.

AI exam question generator

Pick a subject, topic, grade and difficulty, and get a set of CBC-aligned questions — multiple-choice, short-answer or essay — each with a model answer or marking guide, ready to copy into a paper.

Teacher

Results & report cards

Results entry

Enter marks once per exam subject; CBC performance levels — EE (Exceeding), ME (Meeting), AE (Approaching) and BE (Below Expectations) — are calculated automatically from the score.

Report cards

A report card assembles a student's results, class position and mean score for the term. A Generatebutton writes the class teacher's comment from that student's actual results — and their previous term's, for a trend the teacher can mention by name. Publishing notifies every linked parent immediately.

Class announcements

A note to a class's parents — “bring water bottles tomorrow” — sent to selected students' parents. A Refine button polishes an already-written draft using the class and title as context. Parents without the app still get it, by email or SMS.

Teacher

AI teaching tools, at a glance

Three tools live where the work already happens, not in a separate menu — each one grounded in a teacher's own data, not a blank prompt.

Tool	Where	What it uses
Refine notification	Class Announcements	The draft you’ve already written, plus class and title
Report card comment	A student’s report card	Their actual subject results and previous term’s mean score
Exam question generator	Exams → Question Generator	Subject, topic, grade and difficulty you choose

Parent

Linking a child

One parent account can follow more than one child, even across different schools.

Linking code

A school gives each student a linking code when they're enrolled. Entering it under Settings → My Children attaches that child to the parent's account — no waiting for the school to manually approve a request.

Parent

Results & progress

Exam results & report cards

Every published exam and report card for each linked child, with subject-by-subject scores, CBC levels and the class teacher's comment.

AI performance analysis

An Analyse Performancebutton on the results page turns a child's exam history into a plain-English summary — overall trend, strongest subjects, what needs attention, and a couple of practical suggestions for home.

Attendance & conduct logs

A day-by-day attendance record, and conduct notes a teacher has logged — positive, neutral or a concern — for context beyond just grades.

Parent

Fees & notifications

Fees

Current balance per child per term, and the charge/payment history behind it — the same numbers the school's own fee page shows.

Notifications & chat

Every result, fee change and announcement in one notifications list, plus a private, direct chat with each child's teacher — no phone numbers exchanged.

Student

Learning & guidance

A student's own account is read-focused and self-directed — their work, their progress, their own study support.

Assignments & performance

Submit homework and revision work, and see a running view of results across every subject over time.

Revision

Practice material organised by subject and topic, for studying outside of set assignments.

AI guidance

A conversational study assistant a student can ask for help understanding a topic or planning revision — separate from a teacher's own marking and comments.

Timetable & calendar

Their class's weekly timetable and the school's shared calendar of terms, holidays and events.

Platform-wide

Messaging & notifications

The same four channels are used consistently everywhere a message needs to reach someone.

Channel	Reaches	Used for
In-app	Anyone with the app open	Everything — the baseline record of what was sent
Push notification	The mobile app, even closed	Results, fee changes, chat messages, announcements
Email	Anyone with an email on file	Announcements, subscription and fee updates
SMS	Any phone, app or not	Fee reminders, urgent announcements, subscription alerts

Why SMS matters here: not every parent has a smartphone or the app installed. Where a message needs to reach someone regardless, EverLearn falls back to SMS automatically rather than the message simply not arriving.

Chat

Real-time, private messaging between a teacher and a parent, scoped to their shared student — school admins can message anyone in their school the same way.

Platform-wide

Mobile app

Android

Currently in closed testing on Google Play. Anyone can request early access from the Download App page and gets emailed the access link once added.

iOS

On the roadmap — not yet available.

Offline handling

If the connection drops, the app shows a clear “no internet” screen with a retry button rather than a wall of failed requests.

Platform-wide

Security, privacy & billing

Role-based access

A teacher sees only the classes they teach; a parent sees only their own linked children; a student sees only their own record. Nobody sees another family's data by design, not by convention.

Data retention

If a subscription lapses, records aren't deleted — most features simply lock until it's renewed, so a school never loses history over a missed payment.

Payments

Subscriptions and SMS top-ups are processed by M-Pesa STK push through a licensed payment gateway — no card numbers or cash handling.

Account deletion

Available to every role from Settings. Deleting an account removes your login and personal details immediately; records you're linked to that the school or other users still need are anonymised, not deleted outright.