From creating your account to preparing the next back-to-school, discover how to use Classe Pilote day to day. This guide walks you through every step: setting up your school, enrolments, student follow-up, financial management and academic results.
Once, at the very beginning
Open your workspace
Create your account and fill in your school’s information to start using Classe Pilote.
Before you start
Your school’s approval decree
An email address the management actually reads
The person who registers the school becomes its main administrator. They can then invite staff members and grant their access. You can start with your own account only, then build your team.
Register the school
Register my schoolCreate the account
classepilote.com, “Register my school” button
The name, country and management email address are enough to get in.
Confirm the email address
Link received by emailConfirm
Until it is confirmed, the account can sign in but cannot write.
Fill in the school record
Complete the school recordContinue
Dashboard, “Your school” card
Find the setup steps under “Getting started” and continue your installation at your own pace.
Pick the school currency
Getting startedSchool currencyContinue
Getting started, “School currency” step
All amounts are kept in this main currency. It can still be changed in Currencies until anything is billed or collected, then it is locked.
Correct the record later
My schoolInformationSave
My school, Information
You can edit your school’s information at any time from its record.
The approval number comes from your decree. It shows on the record and cannot be edited there: a change is requested from our team.
What this prepares
You will be able to invite the office staff and teachers
Prepare the list of people to invite, with their role
Spread buildings, rooms and classes across your school’s different locations.
Before you start
The list of your sites or campuses, with a name and a code for each
When your school occupies several locations, declare each site to organize your premises and enrolment. A main site is always kept: it cannot be archived.
Declare a site
My schoolSitesAdd a siteSave
My school, Sites
Name each site and give it a short code that sets it apart.
Choose the site’s catalogue
Catalogue icon of the line
Enable for each site the levels and tracks it hosts. You can also copy an existing site’s configuration: its activations and classes are carried over.
Switch from one site to another
Site selectorGlobal view · all sites
The selector at the top of the screen shows a single site or the global view, which gathers all sites. The global view is only offered to accounts that cover every site.
Choose the site opened at launch
Site selectorSite star
Hover a site in the selector and click its star: it opens at each sign-in. Without a star, the first active site opens. The global view is never opened by default.
Limit an account to certain sites
When inviting a member, choose the sites their access applies to. Without a selection, the account covers all the school’s sites.
You are on the global view
Everything can be read, but what belongs to a site cannot be written: write buttons are greyed out. Pick the site concerned to act. What applies to the whole school stays editable: the school’s details, sites, student numbers, users, the subscription and billing.
You declare a building or a room
They belong to a site: declare them from that site, or pick the site in the form from the global view.
Each building, room, class and treasury account is attached to a site, and the audit journal keeps the site concerned by each action. A closed site can be archived: it stays readable in history.
What this prepares
Each building, room, class and cash account can be attached to its site
The site selector will filter the view; the global view gathers everything, read-only
Choose how a student number is assigned to each student, following your school’s habits.
Before you start
An example student number as your school writes it today
The last number given, if you are continuing an existing sequence
Each student has a number assigned by your school and a Classe Pilote identifier generated by the software. The number keeps your usual numbering system, while the Classe Pilote identifier makes the student portal easier to reach.
Two ways of numbering
Your school already keeps a numbering system, with its habits
You can type each student’s number manually.
You want the software to give the next one
Set a prefix, the number of digits and the starting number. Classe Pilote will then assign the numbers automatically, and you can adjust them individually when needed.
Set up numbering
My schoolStudent numbersNumberingSave
My school, Student numbers
Click a value to edit it. The Next number line shows the number the next record will receive.
Numbering adjusts itself to the numbers you type. For example, if the next planned number is 002 and you manually assign number 005, the next automatic assignment will be 006. Every student keeps a unique number.
This setting can be changed at any time, but it is best set before the first record: it decides what the office sees in every window.
What this prepares
Every record opening will be faster, with no number to look up
No number will ever be given twice, even at several counters
At the opening, then each time someone joins the team
Invite your team
Invite each staff member and set the access that matches their responsibilities.
Before you start
Each person’s name and email address
What each one must be able to do: office, bursar’s office, teaching
Each staff member has their own account. You can adapt their access to their missions and easily find the author of each operation.
Invite someone
Users and accessStaffInviteSend the invitation
Users and access, Staff
Each person receives an invitation by email and chooses their own password to reach their space.
Choose their role
RoleSend the invitation
The role is chosen in the invitation and applies to every ticked site. Left on “By position”, the person receives the default role of their position: Direction, Teaching, School life, Administration or Finance. Any other position has no access until an administrator assigns a role.
Set up the roles
Users and accessRolesNew role
Users and access, Roles
Six roles come ready: General administrator, Deputy head, Secretary, Bursar, Cashier and Teacher. Each one is set page by page: Nothing, Their own, Read only or Administrator, then the actions of the page. The General administrator cannot be changed, but it can be copied into a new role; a role in use cannot be deleted.
Assign a role per site
RolesAssignments
A person holds one role per site: they can run one site and teach on another. You only assign on the sites you administer, never to yourself, and never a role stronger than yours. There is always a General administrator on every site.
Invite several people in a row
Send and invite another
The form clears and stays open for the next person.
Suspend an access that is no longer used
StaffLine menuSuspend
You can temporarily suspend an account and reactivate it when the person returns. Their activity history stays attached to the account.
From their account, each staff member finds the applications and features their role gives them access to.
What this prepares
Work is shared, and every entry carries a name
Then prepare the school year: it is the first shared project
Browse the history of actions performed in your school, with their author and date.
Before you start
A date range, if you are looking for a specific action
The audit journal keeps a record of actions performed in the software. You can find their author and date to verify an operation or understand a change.
Browse the journal
My schoolAudit journal
My school, Audit journal
The most recent lines come first.
Find an action
FromTo
Select a period to find the operations you are looking for more easily. Automatic actions performed by the software are also identified in the journal.
What this prepares
Every entry finds its author: an invitation, a suspension, an edited room
Choose the school’s plan, pay for it online, find your invoices and follow what the plan uses.
Before you start
The school owner’s account: only the owner chooses the plan and pays
The number of students you expect to enrol this year
A new school starts with a free 15-day trial, once. The plan is priced on the maximum number of students and the billing period: a longer period lowers the monthly price. Beyond 3,000 students, the price is set by quote.
Choose and pay
Choose the plan
SubscriptionMy subscriptionChoose the plan
Subscription, My subscription
Set the maximum number of students, the billing period and the payment currency. The price shows before you confirm.
Pay for the period
Activate nowPay
A secure payment page opens, where you choose Mobile Money or bank card. The subscription is active as soon as the payment is received, even during the trial.
Find an invoice
BillingInvoicesDownload
Billing, Invoices
The invoice is issued once payment is received. The Payments page shows the method used for each one: the card, or the Mobile Money operator.
Extend the plan
My subscriptionExtend the plan
To enrol more students right away: you pay the difference now, up to the end of the current period.
Reduce the plan
My subscriptionReduce the plan
Fewer students or another period: the change applies at the next renewal, with no refund.
Buy SMS
SubscriptionUsageBuy a pack
Subscription, Usage
SMS are not included in the subscription. A pack lasts six months from purchase and starts once the previous one runs out. It can only be bought once SMS sending is open for your school: until then, the page says so and offers no pack. Without a pack, messages to families go by email.
When the period ends
The end date is near
The owner receives reminders by email. After the end date, there are 5 days left to pay.
The payment has not arrived
The school becomes read-only: everything can be viewed and exported, nothing can be written. Paying reopens writing at once. Without payment, the data is deleted 90 days later.
You cancel
The paid period runs to its end. You can resume the subscription as long as the deletion has not happened.
You ask for deletion
The school becomes read-only right away and its data is deleted 30 days later. The request can be cancelled until then.
You paid twice
Write to us: the double payment is refunded to the method used, and a credit note appears next to the invoice in Invoices. A period already started is not refunded.
The owner can hand the role over to another staff member from My subscription. The Usage page shows enrolled students against the plan’s cap, the month’s emails and document storage.
What this prepares
Each payment gives its invoice, downloadable as a PDF
Reminders arrive by email before the period ends
SMS to families are drawn from the packs you bought
Set up your new school year before starting enrolments and student follow-up.
Before you start
The official calendar of terms or semesters
The levels and tracks your school opens this year
The number of classes per level, and their seats
Each school year gathers the enrolments, classes, marks and absences of its period. Start by opening the year, then set up your school’s periods, curricula and classes.
The five floors of the year
Set the periods
School yearPeriodsAdd a periodSave
School year, Periods
Terms or semesters, with their dates. Report cards rely on them. Months can be added for a finer follow-up; they slide into the term without replacing it.
Set the reference structure
School yearReferenceCopy from catalogueSave
School year, Reference
Select the cycles, levels and tracks your school offers from the available catalogue.
Set the curricula
School yearCurriculaChoose a levelAdd a subjectSave
School year, Curricula
Attach subjects to each level, then set their coefficients and grading scales.
Choose the report card scale
School yearPeriodsScale
School year, Periods
Choose grading out of 10 or out of 20 following your school’s rules. Report cards are generated with the chosen scale, with a pass threshold set at half the maximum mark.
Declare the classes
School yearClassesDeclare a classSave
School year, Classes
For each class, select the level, track and section. Then fill in its name, capacity, room and head teacher. You will be able to enrol students once the classes are set.
From the second year on, these five floors can be copied from the previous year by ticking what you keep. Copying the curricula requires copying the reference structure: a curriculum without a level means nothing.
What this prepares
Applications and records will be able to be written in this year
The waiting list will know what seats remain, level by level
Appoint the head teachers as soon as the classes are set
Define the school fees, their due dates and the aid granted to families.
Before you start
The fee schedule approved for the year
The discount rules: siblings, staff children, scholarships
Set the fee schedule
SettingsFee schedulesNew scheduleSave
Settings, Fee schedules
Create a schedule gathering your school’s fees: tuition, enrolment, exams, catering or transport. Set the amounts, due dates and the levels or tracks concerned. Fees marked “due at admission” are issued automatically when a record is opened.
Set the aid
SettingsScholarships & aidNew aidSave
Settings, Scholarships & aid
Set up the aid granted to families: sibling discounts, staff children, scholarships or other schemes. For each one, specify the beneficiaries, the amount or discount rate and the fees concerned.
Issue the fee calls
BillingIssueChoose the schedule and scopeIssue
Operations, Billing
Generate the fees owed by each student from the schedule and applicable aid. The software computes the expected amounts and takes already-created obligations into account to avoid duplicates.
The schedule is the reference used to compute each student’s fees. Set before enrolments, it financially enrols every student as soon as their record is opened. Once issued, obligations keep the amounts set at creation: any schedule change applies to the next fee issues.
What this prepares
Each enrolment will raise its fee calls without anyone computing them
The waiting list will know the entry cost of each level
Scholarships will attach to a schedule, not case by case
At the end of the year, from June to back-to-school
Close the year, open the next
End the school year and prepare the move of students into their new classes.
Before you start
The list of students who are not coming back
The classes of the coming year, and who goes where
Start by preparing the new school year, then run re-enrolments to assign students to their new classes.
In this order
Say what becomes of leavers
Student recordsRegisterTick the linesChange the statusApply
Student records, Register
Identify the students finishing their schooling or leaving the school. You can update several records in one operation.
Open the next year
School yearOpen the next yearTick what you keepOpen
School year
Select what to carry over from the previous year: reference structure, curricula, classes and other available settings. You can also close the old year at this step.
Move the classes up
Enrolments and admissionsRe-enrolmentsChoose the destination classRe-enrol
Enrolments and admissions, Re-enrolments
Select the destination class of each group. Re-enrolled students are attached to their new class while keeping their school history.
Handle the back-to-school applications
Enrolments and admissionsApplications
Enrolments and admissions, Applications
Once closed, the year stays readable. You can find student records and reprint report cards, with a clean separation between school years.
You can rerun the re-enrolment procedure to check its progress. Already-enrolled students are recognized, and a summary shows the records still to be handled.
What this prepares
The next year starts with its students already seated
Only the new applications remain to be handled
Keep the old year open while the last marks are written
Set up your school’s cash desks, bank accounts and Mobile Money accounts before starting collections.
Before you start
The list of your real accounts: cash desks, banks, mobile money
The posting rules: which collection goes to which journal
Set up the chart of accounts
SettingsChart of accountsSettings
Settings, Chart of accounts
The revised SYSCOHADA chart is set up for you. Before the first entry, you can pick another standard chart (SYSCEBNL for a non-profit school, the French PCG) and set the account length once: 6011 becomes 601100 on six digits. Then add your own accounts, one by one or from a CSV file; an account already in use is put to sleep instead of being deleted.
Declare the treasury accounts
SettingsTreasury accountsNew accountSave
Settings, Treasury accounts
Create an account for each payment method used: cash desk, bank or Mobile Money. You can then track inflows, outflows and transfers between your accounts.
Declare the journals
SettingsJournalsNew journalSave
Settings, Journals
Set up your journals to classify collections and expenses correctly in the school’s accounting.
Check the routing rules
SettingsFinancial headings
Settings, Financial headings
Attach each heading to the matching income or expense account so receipts and expenses are classified correctly. The receivable of an invoice always goes to the parents’ account, the one that payments clear, student by student.
Add a display currency
SettingsCurrenciesNew currencySave
Settings, Currencies
The school keeps all its amounts in its main currency, picked when the school is created. It can still be changed here until anything is billed or collected, then it is locked. Add a currency with its rate, or take the suggested market rate, then pick it in the footer: screens, charts and exports show amounts in that currency, and amounts are entered in the displayed currency. Exports and printed pages state the rate applied. The books stay in the main currency.
The cash desk works in work days. Open it at the start of the day to record cash collections, then run its closing count at the end of the day.
What this prepares
The counter knows which account the received money goes to
The cash count will compare the counted amount to the expected one
The chart of accounts will receive each entry in the right account
Record payments, hand receipts to families and handle the occasional corrections.
Before you start
The fee calls issued for the year
The declared treasury accounts: cash, bank, mobile money
Collect at the counter
CollectionsCollect at the counterFind the familyCollect
Operations, Collections
Select the student, the payment method and the amount received. The payment is automatically applied to the oldest instalments, and an instalment never receives more than what is left to pay. The software refuses a payment that would exceed it.
Hand the receipt
Collections journalLine menuReceipt
Operations, Collections
After collection, print the receipt or send it to the family by email or SMS.
Cancel a receipt
Line menuUnlock cancellationReopen the menuCancel the receipt
If a receipt contains an error, you can start its cancellation after confirmation. The software records the correcting operation and restores the matching amount among the sums the student owes. An advance carried by that receipt is cancelled with it.
The family pays in instalments
Each payment reduces the amount due, and the remaining balance shows in the receivables follow-up.
The family pays more than what is due
Turn on “Keep the difference as an advance”: the sum stays on the student’s credit and settles their next instalment as soon as it is issued. Without that choice, the payment does not go through.
Mobile money arrives through the operator
It lands on the transit account with its operator reference. You confirm it when the operator balance shows it, then route it to the cash desk or the bank.
You are handed a cheque
It waits for real collection in transit, then you mark it deposited at the bank.
Every collection keeps its original amount. In case of an error, use the cancellation procedure to keep a clear trace of the initial payment and its correction.
What this prepares
The family leaves with its receipt
The payment settles the student’s instalments, oldest first
An instalment already settled cannot be paid a second time
Mobile money and cheques go through transit before becoming available
See the sums still to be paid, spot delays and contact the families concerned.
Before you start
The issued fee calls and their due dates
Open receivables
Receivables
Operations, Receivables
Find families ranked by the amount still to pay and the age of unpaid instalments. Open each file to see the detail of fees and payments.
Send a reminder to a family
Open the familyRemind
Prepare a reminder from the unpaid instalments. The message automatically includes the amounts and dates concerned, then can be sent by email or SMS.
Grant a discount
Open the familyDiscountReasonSave
Record a discount with its reason and amount. It then shows in the family file and in the operations journal.
What is left to collect counts the instalments that have fallen due and are still unpaid. Instalments to come stay in the receivables without counting as late, and the collection rate is calculated on those same instalments. Every sum due keeps its history until it is settled or a discount is recorded.
What this prepares
The reminder goes out with the exact amount due today
The management knows the collection rate without asking for a table
The dashboard, the statistics and the finances show the same amount left to collect
At the end of the day, and at every bank statement
Close the cash desk, reconcile the accounts
Check the cash on hand, reconcile movements with bank statements and confirm pending operations.
Before you start
The day’s open cash desk
Close the cash desk
ClosingsClose the cash dayCount the notesClose
Treasury, Closings
Enter the amount of cash present in the till. Classe Pilote compares it to the theoretical balance, computed from the opening float, the collections and the day’s payouts. You can then explain any difference found. The count is always made in the school’s currency, the one of the notes in the till.
Reconcile the bank
Financial accountsOpen the accountClick the status badge
Treasury, Financial accounts
Review the bank movements and mark them as reconciled after checking the matching statement. This confirms the reconciliation without changing the recorded amounts.
Reconcile the transit
Values & transitOpen the accountClick the status badge
Treasury, Values & transit
Track transit payments until the bank or the operator confirms them. Once funds are available, update their status. The same tracking applies to cheques deposited for collection.
The “To reconcile” or “Pending” counter is never extra money: these are movements already written that are waiting for external confirmation.
What this prepares
The count explains itself: float, collections, difference
The displayed balances are the real balances
The year can close without a doubtful transit remainder
Record your school’s expenses, attach them to the right account and keep the matching vouchers.
Before you start
The declared treasury accounts
Record an expense
ExpensesNew expenseDisburse
Operations, Expenses
State the account used, the nature of the expense, the payee and the amount. After validation, record the matching disbursement.
Attach the voucher
Line menuAttach the document
Attach the invoice or receipt to the expense. If the voucher is kept on paper, say so in the software to keep a trace of where it is.
Watch the anomalies
OverviewAnomalies
Overview, Anomalies
Review the anomalies flagged by the software: expenses without a voucher, collections outside a cash session or operations in transit for too long. You can spot the points to check.
A disbursed expense keeps its accounting trace. In case of an error, a reversal entry corrects the operation while preserving its history.
What this prepares
The year’s margin is collections minus spending, no spreadsheet
The “no voucher” counter reaches zero before reporting
Find in the accounting books the entries generated by collections, expenses and treasury operations.
Before you start
The declared journals and chart of accounts
Follow the journal
AccountingJournal
Accounting, Journal
Browse the accounting entries in chronological order, with their operation date and value date.
Review an account
AccountingSubsidiary accounts
Accounting, Subsidiary accounts
See the movement detail and balance of each subsidiary account: families, suppliers or treasury accounts.
Produce the trial balance
AccountingTrial balanceExport
Accounting, Trial balance
Issue the trial balance over the period of your choice, with each account’s debit and credit balances.
Read the result and the forecast
AnalysisResult
Analysis, Result
Track your school’s income and expenses, then check the cash forecasts built from upcoming due dates.
Accounting entries are generated from the operations recorded in the software. To fix an error, find the original operation and apply the matching correction procedure.
What this prepares
The trial balance goes to the accountant with no rework
The year’s result reads without waiting for the closing
Choose the procedure that fits each student’s situation: a new admission application, a direct record or a re-enrolment.
Before you start
An open year, with its classes declared
Classe Pilote offers three ways to register a student. You can handle an admission application, create the record directly or re-enrol the student for the new school year.
Which door to take
A new family wants to enrol their child
Create an admission application, then review it before assigning the student to a class.
You want to register a student already enrolled in your school or import your old lists
Create their record directly from the register.
You are preparing a student’s re-enrolment for the new school year
Find last year’s students and re-enrol them into their new classes from the re-enrolment module.
What this prepares
You will know which of the three paths to take without hesitating
Track each admission application, from its reception to the student’s enrolment in a class.
Before you start
The candidate’s birth certificate or identity document
The name and phone of their guardian
The required documents, set once in Required documents
The admission application lets you study the candidacy before creating the student’s final record. Once the application is accepted and the class assigned, the record is created in the software.
Before the first application
Set the required documents
Enrolments and admissionsRequired documentsAdd
Enrolments and admissions, Required documents
Define the documents expected for an admission application and whether they are mandatory. The document list does not affect applications already received.
Open the pre-enrolment link
Enrolments and admissionsPre-enrolment linkSaveCopy the address
Enrolments and admissions, Pre-enrolment link
Set the period during which families can send their applications, then share the pre-enrolment link. The form only offers the levels open on at least one of your sites. Received applications will appear in your list. You can renew the link if needed.
For each application
Register the application
Enrolments and admissionsApplicationsRegister an applicationSave
Enrolments and admissions, Applications
State the level the family wants. You will choose the class at admission time, based on available seats.
Note the guardian
Enter the guardianor They already have a spaceCopy
Fill in their name and phone. If the guardian already has a parent space, you can copy their details from their identifier.
Count the documents received
Documents receivedDocuments expected
See the list of documents received and those still missing for each application.
Decide
Application menuRefuse or Put on holdRecord
Record the decision made for each application: admission, refusal, withdrawal or no-show. You can state the reason to keep the decision’s history.
Assign to a class
Application menuAdmitClassOpen the record
Once the class is assigned and admission confirmed, validate the assignment to create the student’s record and enrol them. Fees marked “due at admission” are issued automatically: the student is enrolled financially at the same time as academically, and you can remove those that do not apply.
At assignment time, the guardian is attached to the student’s record. They are created if they did not exist yet, or found if already linked to another child. You can then specify who to contact and who receives the financial information.
When seats are limited, check the waiting list: for each level, you see the declared capacities, enrolled students, remaining seats and applications in order of arrival.
Once the decision is recorded, inform the family through your school’s usual communication channel.
What this prepares
An admitted then assigned application becomes a student record
The guardian entered here becomes a real link at assignment
Decide how you announce the decision: the software does not send it
Create a student’s record directly from the register, especially when importing your existing lists.
Before you start
The student’s civil status, as the birth certificate states it
Their class, if already decided
This procedure is handy when you are importing your old registers or recording students already in the school. You can create the records gradually, at your own pace.
Open a record
Student recordsRegisterOpen a recordOpen the record
Student records, Register
Fill in the student’s identity, their number and, if already known, their class and school status.
Answer the access proposal
Open a student accessor Close
You can create a personal access for the student when opening the record or later, depending on your school’s needs.
Hand over the code in person
Note the displayed codeClose
Give the student the code shown when their access was created. If it is lost, generate a new code from “Users and access”, under “Student accesses”.
Each student access is attached to their school record, keeping a clear link between their identity and their account. You choose the levels for which an access is needed, depending on the planned use of the student portal.
What this prepares
The record exists: it can receive its guardians and its access
Decide ahead from which level you open student accounts
From time to time, especially after back-to-school
Match the duplicates
Spot duplicates and merge the information to keep a single record per student.
Before you start
Enough to decide: the birth date, the sex, the guardian
Duplicates can appear when a family files several applications or when a student returns after an interruption. Classe Pilote helps you spot similar records so you can check whether they concern the same person.
They really are two records of the same student
If both records are about the same student, merge them by choosing the record to keep. The old record’s references stay attached to the student so their history remains readable.
They are two different people, often twins
Confirm they are two different students to dismiss this matching proposal.
Check the information carefully before confirming a merge, as this operation cannot be undone. Each merge is recorded in history and requires your school’s validation.
What this prepares
Enrolment figures will stop counting the same person twice
Update records, handle class changes and track each student’s situation.
Before you start
The reason for what you are about to record: you will be asked for it
The register keeps the students’ history throughout their journey. When a student leaves the school, update their status to keep a trace of their situation and find their information later.
Correct a record
RegisterLine menuCorrect the recordSave
Student records, Register
Edit the needed information directly from the student’s line in the register.
Move a student to another class
Student fileSchoolingChoose a classMove
The class change updates the current enrolment while keeping the information about the previous class.
Say what a record becomes
Student fileRecord statusReasonRecord
Select the student’s new status, then state the reason for the change to complete their record.
Decide several records at once
RegisterTick the linesChange the statusApply
Select the students concerned, choose their new status and confirm the update after checking the selection.
Take the register away
RegisterExport
Export all the students matching your filters, even when the list spans several pages.
For now, the transfer certificate must be prepared separately from the record’s information.
What this prepares
The register stays accurate, so the June switch needs no sorting
Organize lessons by class, teacher, room and time slot. These sessions will then drive attendance and the lesson log.
Before you start
The year’s teachings: who teaches what, in which class
The rooms and their capacities
Open a class’s grid
Classes and coursesTimetablesChoose the class
Classes and courses, Timetables
Set the sessions
Choose the slotChoose the courseSave
For each session, select the course, day, time and room. Classe Pilote checks schedule conflicts so a room or a class is never assigned to two lessons at once.
Review enrolment per course
Classes and coursesEnrolment
Classes and courses, Enrolment
See the students enrolled in each course. This list is the reference for attendance and mark entry.
Once the sessions are set, teachers can find their courses in the timetable and reach the matching follow-up features.
What this prepares
Attendance offers the day’s sessions, not a list to retype
The lesson log attaches content to the real session
At each session, for the teacher or the supervisor
Take attendance and justify
Record attendance at each session and follow up absences and their proofs.
Before you start
The timetable set: attendance starts from the day’s sessions
Your school’s convention on what justifies an absence
Take attendance
Attendance and disciplineTake attendanceChoose day, class and session
Attendance and discipline, Take attendance
Find the list of students concerned by the session. Confirm presences or flag the absent and the late.
Justify an absence
JustificationsChoose the absenceJustify
Attendance and discipline, Justifications
Record the reason and the proof sent by the family or by another department of the school. Once justified, the status is updated in the absence follow-up.
The student is suspended
Their status is taken into account for the duration of the sanction, which sets this apart from an ordinary absence.
The absence is corrected or excused during the day
No alert goes out. At 6 pm, only the guardians of a student still absent without a reason are told, once per student and per day, by SMS if the school has packs and the family prefers it, otherwise by email.
The reason arrives days later
Add the proof afterwards: the record keeps the history of the initial declaration and its update.
What this prepares
Automatic alerts count the unjustified absences
In the evening, the parents of a student absent without a reason are told
Set your school’s disciplinary rules, review the alerts and track the measures taken for each student.
Before you start
The school’s internal rules and their sanctions
The thresholds that trigger a sanction in your school
Set up, once
Set the sanctions catalogue
Attendance and disciplineSanctionsCopy the common sanctions
Attendance and discipline, Sanctions
Define the sanctions your internal rules provide, their duration and, where it applies, the conditions for readmission.
Set the automatic alerts
Attendance and disciplineAutomatic alertsSet an alert
Attendance and discipline, Automatic alerts
Define the thresholds that trigger an alert. For example, several unjustified absences over a period can flag that a student’s situation needs reviewing.
Along the year
Decide the proposals
Attendance and disciplineDisciplineValidate
Review each proposal before deciding. You can confirm the sanction, set its terms or dismiss the proposal with your reason.
Record a measure by hand
DisciplineRecord a measure
You can also directly record a disciplinary measure for a specific incident, describing the facts and the decision taken.
Tick the action done
DisciplineOpen the studentAction done
Once the readmission conditions are met, update the sanction’s follow-up. Its history stays available in the student’s record.
The record counts all the year’s validated sanctions, even served ones: “4 sanctions this school year”. A sanction already pronounced is not removed from the catalogue.
What this prepares
Proposals appear in the register and in the dashboard’s anomalies
A suspended student shows as suspended at attendance during the sanction
Every validated sanction is filed in the student’s record
Create an exam or test session, select the classes concerned and prepare the tests from the year’s curricula.
Before you start
The year’s curricula, with their coefficients
The declared classes and their teachers
The session’s dates
Choose the classes the session covers: the whole school, a cycle, a level, a track, a section or a selection of classes. Classe Pilote prepares the tests from the curricula, scales and coefficients already set. You can also define the subjects shared by classes sitting the same test.
Set a session
Open the exams screen
Marks and report cardsExams and testsNew session
Marks and report cards, Exams and tests
Choose the scope and the period
The session can cover one or several classes and span a term, a semester or the whole year. An end-of-year exam can thus count in the annual average.
Share the common subjects
Select the subjects common to several classes: they produce a single test, at the same time. Other subjects follow each class’s curriculum.
Review the preview, then set
Check the number of planned tests and the classes concerned before confirming the session. Classes whose curriculum needs completing are flagged.
Place the tests in the week
Open the sessionMovePlace
Arrange the tests in the calendar around the classes’ schedules. Classe Pilote flags overlaps and subject duplicates on the same day.
It is a mock exam
Turn off the “Counts in the average” option. Marks stay readable without entering the calculations.
It is a teacher testing their class
They create the test from the same space, for their own classes, defining the tests and the mark entry settings.
The session was created by mistake
Delete it while no mark has been entered. The calendar updates accordingly.
What this prepares
Each test appears in the mark entry of its class
The exam shows on the school’s calendar
Marks count in the subject average, unless you say otherwise
Prepare class councils from the period’s results, record the decisions and issue the report cards.
Before you start
All the period’s marks entered and locked
The period’s absences up to date
Open the council
Marks and report cardsClass councilsChoose class and period
Marks and report cards, Class councils
See, for each student, the averages, ranking and comments needed for the council’s discussions.
Record the decision
Open the studentRuleSave
Record the council’s decisions, whether congratulations, encouragements or warnings about work or conduct. They remain readable in the student’s record.
Reopen a closed council
Council menuReopen the council
If a mark must be corrected after the council, you can reopen it with the reason. The reopening is recorded in history.
Print the report cards
Marks and report cardsReport cardsChoose the classTick the studentsPrint
Marks and report cards, Report cards
Report cards gather weighted averages, ranking, absences and the council’s decisions. You can print them for one student, a selection or a whole class.
The council relies on averages computed from validated marks. If a mark must be corrected, reopen the test concerned first, then resume the council if needed.
Whenever you need to reach parents, in bulk or one by one
Write to families
Prepare your messages, send them to the families concerned and find your communication history.
Before you start
The “to contact” guardians filled in on student records
The chosen channel: email or SMS, depending on what the family declared
An SMS pack bought, if you want to write by SMS: without a pack, everything goes by email
Write a template
Messages to familiesTemplatesNew template
Messages to families, Templates
Create templates with personalized fields, like the student’s name, class, amounts due or due dates. Reuse them for your next messages.
Send a campaign
CampaignChoose the template and scopeSend
Messages to families, Campaign
Select recipients by class, level or a precise list. Each family receives a message tailored to their child’s information.
See the automatic sends
Automations
Messages to families, Automations
Classe Pilote sends on its own the receipt of a cash payment, a student’s access code, account emails and, every evening, the alert for the day’s absences without a reason. The page shows which ones are active.
Review the sending journal
Sending journal
Messages to families, Sending journal
For each send, find the recipient, the channel used, the date and the delivery status. You can resend messages that did not go through.
Automatic messages go to the guardians attached to the students concerned and marked as contacts in their records.
What this prepares
Unpaid reminders go out without retyping the amounts
Automatic sends notify without anyone having to think about it
The sending journal answers “you never wrote to me”
Check your school’s key figures, explore statistics by domain and prepare your follow-up reports.
Before you start
The current year and its real-life data
Read the dashboard
Home
Find your school’s main indicators: enrolment, schooling, collections, sums left to collect, treasury and expenses. Each indicator takes you to the matching detailed data.
Drill into a domain
StatisticsChoose the panel
Statistics
Explore statistics by domain: students, schooling, teaching, attendance, finances and administration. Each panel gathers the indicators useful for following your school, and the button next to the title refreshes them. A student is flagged to watch once they have missed 5 % of the school days planned for their class, and becomes critical beyond 10 %.
Freeze a snapshot
Freeze the dataChoose the view
Save a snapshot of the indicators at a precise date to keep the figures shown at a meeting or in a report. Each snapshot stays readable, and you can return to the live view anytime.
Read the anomalies
OverviewAnomalies
Review the anomalies detected by the software, such as potentially duplicated records, treasury operations to verify or expenses without a voucher. Each flag helps you spot what needs attention.
Use snapshots to prepare your meetings and official reports. You can find the exact figures that were available at each report’s date.
What this prepares
The management answers a figure without asking for a table
Official reports go out from a dated snapshot, not an orphan export
