A shared student record
Manage applications, admission, registration, and student information without treating each stage as a separate process.
Products / SIMSEvery student.
Conceptual workflow illustration
Student Information Management System
Every student.
Every stage.
Connected.
Student records, academic progress, and billing belong together. SIMS gives your registry, academic, and finance teams a shared system to manage the student journey.
The connected institution
SIMSOne connected student lifecycle
Student recordsA shared foundation
AcademicsProgress & results
FinanceBilling & payments
Role-based access across your institution
Clarity across the institution
The information you need.
The connections that matter.
Academic progress in view
Organise programmes and courses, manage results, and follow each student’s progress through to graduation.
Connected student finances
Manage fee structures, invoices, receipts, and balances alongside the student records they belong to.
Different roles. Shared information.
Built for the people
behind every student.
Give each team access to the information and tools relevant to its work, with role-based permissions and activity records.
Registration teams
Manage admissions, registration, transfers, and clearance with student information in one place.
Academic staff
Manage courses and results, follow approval workflows, and prepare academic records.
Finance teams
Issue bills, track payments, reconcile transactions, and review student balances.
Students
Use a portal to view results, invoices, and payment information, and submit requests.
Connected to your wider systems
Keep information
moving.
Connect SIMS with the services your institution relies on. We confirm the integrations and configuration needed for your deployment.
Accounting
Connect student financial transactions with SAGE Evolution.
Banking & payments
Support payment collection and reconciliation through bank, mobile money, and GePG connections.
Institutional reporting
Support reporting and verification workflows with relevant education and regulatory bodies.
Learning systems
Connect enrolment and academic information with Moodle.
Explore the detail
Tools for every stage
of the student lifecycle.
18 configurable modules, organised around your institution’s work. Open a module to explore its capabilities.
Students Admission
From applications to registered students.
3 modulesOnline Application System (OAS)
Online applications with document upload, NECTA/NACTVET/TCU verification, eligibility runs and automated admission letters.
- NECTA/TCU API verification
- Eligibility & selection runs
- TCU confirmation feedback
- Application fee payment
Admission & Registration
Full registration lifecycle, biodata, semester upgrades, transfers, postponements and enrolment reporting.
- Automated semester upgrade
- TCU integration
- Class lists & statistics
- Transfer/graduation reports
Student ID Card
Full ID lifecycle: signatures, photos, QR codes, printing/re-printing and production reports.
- QR verification
- Semester-based production
- Re-print for lost cards
- Production reports
Academics & learning
Teaching, results, and research in one place.
3 modulesAcademic Module
Faculties, programmes, courses, results (CA/Final/Supplementary), deadlines, locking, transcripts with QR verification.
- Results deadlines & extensions
- QR transcripts & exam cards
- Course evaluation
- Audit logs on every change
Moodle LMS Integration
Sync enrolment, programme registrations and academic records between SIMS and Moodle.
- Enrolment sync
- Programme mapping
- Academic records feed
PGD Research Module
Supervisor allocation, concept/proposal/panel/data collection workflow and two-way student-supervisor messaging.
- Internal/external supervisors
- Stage-based requests
- Progress visibility
- Publications tracking
Finance & payments
Fees, collections, and student funding.
4 modulesBilling Module
Currency, fee structures, invoices, receipts, refunds, bank reconciliation, ledger, journal entries and financial reports.
- Configurable fee structures
- Overpayment/refund handling
- Cash book & GL
- Aging & collection reports
Banking Integration
Integrated with NMB, CRDB, TCB, MKOMBOZI and GePG. Pay via branches, mobile money, Wakala and sim-banking.
- Control numbers
- Auto-reconciliation
- GePG for government
- Multi-channel pay
SAGE Evolution Integration
Connect student financial transactions with accounting records, ledger updates, and reconciliation.
- Auto-post to SAGE
- Ledger synchronisation
- Transaction reconciliation
Loan Module
Student loans: allocation, approval workflows, push to registration and payment processing.
- Bulk allocation
- Approval workflows
- Registration hold release
- Allocation vs payment reports
Student services
Support students throughout campus life.
4 modulesStudent Portal
Student-facing portal for profiles, invoices, control numbers, receipts, NHIF, results, appeals and clearance.
- Generate control numbers
- View results & balances
- Appeals & postponement requests
- NHIF registration
Accommodation
Hostel/block/room config, applications, eligibility, auto/manual allocation, control numbers and room swaps.
- Auto allocation
- Penalty management
- Mattress disbursement
- Utilization reports
NHIF Module
Member records, online registration, card applications, payment tracking and verification.
- Continuing members upload
- Card applications
- Payment status tracking
- Dependant verification
Graduation Gown
Graduate lists, email templates, gown booking, return deadlines, penalty invoices, disbursement tracking.
- Booking window
- Penalty automation
- Return tracking
- Damage recovery invoicing
Administration & oversight
Coordinate approvals, access, and reporting.
4 modulesRegulatory Body Integrations
API reporting with education and regulatory bodies, according to the integrations agreed for your institution.
- TCU transfers/enrolment
- NECTA results verification
- Regulatory data exchange
Workflows (6)
Paperless structured workflows: Postponement, Appeal, Special Exam, Permission, Programme Transfer and Graduation Clearance.
- Sequential approvals
- Automated letters
- Payment verification
- Audit trail at each stage
Email Notification & Audit
Track record changes and keep relevant staff informed through notifications and activity reports.
- Change notifications
- Daily summary email
- Full audit trails
- Stakeholder transparency
Administrator Module
Centralized admin: roles/groups, module permissions, users, configuration parameters, logs, messaging and news.
- RBAC module-level
- System configuration
- Activity logs
- Internal news
Implementation & support
A considered transition
for your institution.
A successful rollout involves more than installing software. We plan around your records, people, and academic calendar.
Plan the right scope
Review your current workflows, select modules, and agree on integrations and deployment requirements.
Prepare your data and team
Plan data migration, validate records, and help users become familiar with the system before rollout.
Support the work ahead
Agree on ongoing support and how future changes will be prioritised as your institution’s needs evolve.
Before we get started
Your questions,
answered.
Can we start with the modules we need?
SIMS is modular. We’ll review your workflows and recommend a scope that fits your institution, with a plan for additional modules where needed.
Can SIMS connect to our existing systems?
SIMS has integrations for accounting, payments, regulatory reporting, and learning systems. We’ll confirm compatibility, required access, and the scope of each connection during discovery.
How will our existing records move into SIMS?
We begin by reviewing your data sources and quality. Data mapping, migration, and validation are agreed as part of the implementation plan.
How do we arrange a demo or get a proposal?
Tell us about your institution, the teams who will use SIMS, and your priorities. We can then arrange a relevant demonstration and discuss implementation scope and pricing.
See how SIMS could work for you.
Tell us about your institution and the workflows you want to improve. We’ll help you explore the right capabilities.