Scholqentra AI
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Private school educators and students in an active classroom — the operations Scholqentra.AI powers

Run your entire private school on one unified operational platform.

Scholqentra AI brings admissions, enrollment, curriculum planning, master scheduling, daily student management, academic progress tracking, and parent communication into one intuitive system—giving educators and leadership complete operational clarity from inquiry to graduation.

Admissions & EnrollmentStreamlines parent inquiries, document intake, and enrollment readiness without paperwork bottlenecks.
Curriculum & SchedulingAligns academic curriculum objectives with automated, conflict-free master timetables and room assignments.
Student Care & ProgressTracks daily attendance, health alerts, narrative progress reports, and direct family communications.

Built specifically for independent, religious, and private K–12 schools and multi-campus school networks managing daily operations.

Book a demoExplore the platform
Operations Dashboard

The central operations hub for whole-school management.

The Dashboard is the executive command hub of Scholqentra AI. It aggregates live operational data across every department—tracking admissions funnel velocity, enrollment capacity, daily attendance, schedule health, and student care flags in real time. School heads, principals, and administrative leaders get an immediate pulse on institutional readiness and high-priority action items without navigating disconnected software systems.

app.scholqentra.ai/dashboard
Scholqentra AI Operations Dashboard: seat utilization, attendance trajectory, enrollment funnel pulse, and action queue.

Tap a number to explore the dashboard

82%Admin Time SavedReplaces manual admissions paperwork, record reconciliation, and timetable conflicts with automated workflows
96.4%AI Extraction AccuracyAutomates document ingestion across health filings, immunization records, transcripts, and enrollment contracts
99.1%Attendance CapturedDaily period-by-period attendance tracking across all homerooms with instant automated absence alerts to guardians
3.4×Family Engagement LiftAccelerates inquiry-to-enrolled conversion velocity and provides a transparent communication loop with families
Unified Student RecordEliminates duplicate family entries by linking prospective inquiries, enrolled siblings, emergency contacts, and academic history to one single source of truth.
Real-Time Operational PulseContinuously tracks daily school health—monitoring chronic attendance risks, classroom capacity limits, and master schedule changes before issues arise.
Action-Oriented TriageSurfaces urgent administrative priorities—such as missing immunization paperwork, unassigned homerooms, or overdue parent messages—directly to responsible staff.

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The Nestack education suite

Built for every corner of education & workforce development.

Education and capability programs move differently in every field, with unique teams, workflows, cohorts, and metrics. Your tools should be built to work the way your programs do.

Scholqentra.AI — Private K–12 school operations, admissions, scheduling, and family engagement
Private K–12 Schools & Networks
Scholqentra.AI
Nalyqetra.AI — Professional advisory and client conversation operations
Professional Consulting & Advisory
Nalyqetra.AI
CapaBridge.AI — Enterprise workforce capability and learning operations
Enterprise L&D & Workforce Capability
CapaBridge.AI
Eduqentra.AI — Higher education student lifecycle and learning paths
Higher Ed & Student Lifecycle
Eduqentra.AI
Operational Workflows

Connected operational workflows across the entire school lifecycle.

From prospective admissions and enrollment readiness to curriculum design, master timetables, daily attendance tracking, academic progress reports, and family messaging, each module operates as part of one unified system without repetitive data entry.

SWIPE OR TAP TO BROWSECORE MODULES
Admissions01

Inquiry intake, family engagement & application processing

app.scholqentra.ai/admissions
Admissions dashboard — Inquiry intake, family engagement & application processing

The Admissions module manages the complete journey from initial family inquiry to accepted offer. It captures prospective student interest, automates FAQ responses, schedules campus visits, and organizes application documents like previous transcripts and recommendation letters—enabling admissions teams to build strong enrollment cohorts without manual paperwork chaos.

Inquiry & Tour ManagementAnswers prospective family inquiries on tuition and programs while managing school visit bookings.
Application & File ReviewExtracts and organizes multi-year transcripts, recommendations, and family profiles for registrar decisions.
Enrollment02

Student registration, compliance verification & onboarding readiness

app.scholqentra.ai/enrollment
Enrollment dashboard — Student registration, compliance verification & onboarding readiness

The Enrollment module transitions accepted applicants into fully registered students. It coordinates digital tuition contracts, guardian consent signatures, emergency contacts, medical records, and immunization tracking—ensuring every student is legally, medically, and financially cleared before their first day on campus.

Contract & Document ClearanceTracks tuition agreements, custody authorizations, and emergency contacts in one secure folder.
Immunization & Health AuditingVerifies required health certificates and immunization doses against school and state health policies.
Curriculum03

Academic planning, course mapping & standards alignment

app.scholqentra.ai/curriculum
Curriculum dashboard — Academic planning, course mapping & standards alignment

The Curriculum module provides educators with a comprehensive framework for academic design. It connects course catalogs, grade-level learning standards, unit objectives, and lesson plans into an organized pedagogical map—ensuring instructional consistency across classrooms and seamless alignment with school accreditation standards.

Curriculum Standards MappingMaps lesson plans and learning units directly to grade-level accreditation standards and subject objectives.
Instructional Resource AlignmentOrganizes school-approved learning resources, syllabi, and rubrics across all academic departments.
Scheduling04

Master timetable generation & conflict-free room logistics

app.scholqentra.ai/scheduling
Scheduling dashboard — Master timetable generation & conflict-free room logistics

The Scheduling module solves the intricate logistical puzzle of school timetables. It balances faculty teaching loads, room capacities, lab allocations, elective rotations, and student period selections to generate conflict-free master schedules—allowing administrators to adapt quickly to staff changes or section additions.

Automated Timetable OptimizationEliminates double-booked classrooms, instructor over-allocations, and period conflicts across grades.
Dynamic Schedule AdjustmentsEnables instant simulation of room reassignments or teacher substitutions with real-time conflict checking.
Student Management05

Daily operations, attendance tracking & student support logs

app.scholqentra.ai/student-management
Student Management dashboard — Daily operations, attendance tracking & student support logs

The Student Management module runs the heartbeat of daily school life. It tracks period-by-period attendance, homeroom rosters, and tardiness exceptions while maintaining secure logs for nurse clinic visits, allergy alerts, and specialized counseling support—ensuring staff have immediate, role-controlled access to vital student information.

Attendance & Roster TrackingRecords real-time presence, tardy arrivals, and excused absences with automated guardian notification triggers.
Health, Safety & Incident LogsMaintains confidential nurse clinic records, critical allergy plans, and counselor check-in notes.
Student Progress06

Academic performance, gradebooks & narrative progress reporting

app.scholqentra.ai/student-progress
Student Progress dashboard — Academic performance, gradebooks & narrative progress reporting

The Student Progress module transforms classroom evaluations and gradebook scores into meaningful academic insights. It tracks subject mastery and term-over-term growth while assisting educators in creating thoughtful, evidence-backed narrative report card comments that clearly articulate student strengths and growth areas to parents.

Performance Mastery TrackingVisualizes student grade trajectories and standards proficiency across terms and academic subjects.
Narrative Progress ReportsCombines assessment rubrics and teacher observations to draft comprehensive, evidence-backed report cards.
Parent Communication07

Unified school messaging, family announcements & conference coordination

app.scholqentra.ai/parent-communication
Parent Communication dashboard — Unified school messaging, family announcements & conference coordination

The Parent Communication module connects families and school staff through a centralized, transparent messaging portal. It handles school-wide emergency announcements, grade-level newsletters, 1:1 teacher notes, and parent-teacher conference scheduling—keeping guardians fully informed and engaged throughout their child's academic journey.

Centralized Family MessagingUnifies newsletters, classroom updates, and direct advisor-parent communications in one secure channel.
Consent & Conference SchedulingCoordinates parent-teacher meeting slots, field trip permission slips, and urgent broadcast alerts.
Operational Lifecycle

Three seamless stages from family inquiry to academic achievement.

01

Admissions & Enrollment Onboarding

Capture prospective family inquiries, review previous transcripts and recommendations, and complete digital enrollment contracts with verified immunization and guardian clearance.

02

Curriculum Design & Master Scheduling

Connect course objectives directly to learning standards, and automatically solve complex master timetables to guarantee zero double-booked teachers, labs, or student sections.

03

Student Care, Academic Progress & Family Engagement

Log daily attendance, maintain confidential clinic and counselor records, generate evidence-backed narrative report card comments, and maintain transparent parent communications.

<60s

First-response turnaround for prospective admissions inquiries

0

Hard timetable conflicts across classrooms, faculty & sections

96%

Document completion rate verified before student cohort activation

100%

Single canonical student record synchronized across all departments

Traditional School SIS vs Scholqentra AI

Don’t settle for the AI your software chose.

Most school software bundles one generic LLM and forces your entire operation inside its limits. Scholqentra AI places an enterprise orchestration layer between your student records and specialized models — routing each step of admissions, curriculum, scheduling, and progress reporting to the intelligence engineered for it.

Conventional SIS / AI Add-onBuilt-in AI · one pass
Scholqentra · Routed School Intelligence
  • 01

    Parse admissions transcripts & prior report cards

    Mistral

    Layout-aware vision OCR extracts multi-term grade tables, attendance markers, and credit transfers that flat models corrupt

  • 02

    Classify family inquiries & admissions intents

    Hugging Face

    Fine-tuned domain classification categorizes tuition, grade availability, campus tour, and financial-aid questions at sub-second latency

  • 03

    Retrieve school handbook & tuition policies

    Gemini

    Million-token context ingests admissions policies, course catalogs, handbook guidelines, and calendar schedules for grounded answering with citations

  • 04

    Draft evidence-backed student progress narratives

    OpenAI

    Structured schema adherence synthesizes gradebook averages, rubrics, and attendance into formal report card comment drafts with educator sign-off

  • 05

    Translate & summarize parent communications

    Claude

    Nuanced multilingual reasoning normalizes tone, preserves critical school dates/policies, and extracts open action items for family engagement

  • 06

    Explain master schedule moves & room constraints

    DeepSeek

    Reasoning models explain why shifting a course section from Period 5 to Period 3 clears student conflicts without increasing faculty load variance

One canonical student record29,700+ SCHOOLS · NCES ALIGNED · 100% AUDIT LINEAGE
Also routableLlamaQwenGrokCohereor any private domain model you host

Note: Model names and marks are the property of their respective owners and appear here to identify API surfaces available for task routing. No endorsement or partnership is implied. Model families are named without transient version numbers.

Sister platform — Nestack Agent Care

Your Education AI agents, run like production systems.

Telemetry, continuous evaluations, hallucination guardrails, human oversight, and on-call engineering to ensure parent communications, admissions triage, and student evaluations remain policy-grounded.

30

Failure modes catalogued

12

Rated SEV-1

1,950+

Baseline eval cases

24/7

Agent monitoring

Open the Education playbook2.08 · 23 playbooks(opens nestackagents.com in a new tab)

Admissions, Enrollment, and Student Progress agents are catalogued under Education — playbook 2.08.

Compliance & Standards

Held to the standards private K–12 schools answer to.

Scholqentra AI is engineered around student data confidentiality, parental consent mandates, and web accessibility standards that govern modern school operations — supporting COPPA, FERPA-capable controls, and ADA Title III accessibility.

SWIPE STANDARDS →3 STANDARDS
COPPA

Children's Online Privacy Protection Act (COPPA)

Supports school-authorized data collection, consent management, and student privacy controls for children under 13. Provides configurable data access, retention, and deletion workflows designed to help schools manage children's information responsibly.

FERPA-Capable

FERPA-Capable Student Data Protection

Provides role-based permissions, restricted access to sensitive student records, secure document management, and audit trails. Helps schools protect educational information and supports FERPA-aligned administrative practices where applicable.

WCAG 2.2 AA

Accessible School Management Software

Designed to support accessible digital experiences for school administrators, teachers, and parents. Includes keyboard navigation, assistive-technology support, accessible forms, and usability features developed toward WCAG 2.2 Level AA standards.

Note: These are standards the platform is built to support inside your workflows — obligations that fall on you as the licensee. They are not certifications held by us, and support in the product is not a substitute for your own counsel or compliance officer.

Connectivity

Your entire private school ecosystem, connected.

Blackbaud, PowerSchool, Veracross, FACTS, Canvas LMS, Google Classroom, Microsoft 365, and Magnus Health. 24 education connectors spanning admissions pipelines, student information, master timetables, and family communications.

Note: Tool names and marks belong to their respective owners. No endorsement or partnership implied.

Add-ons

Add the hardware your workflow needs.

Certified enterprise-grade companion hardware designed to stream physical transcripts, custodial badge events, and conference audio directly into Scholqentra AI workflows without manual re-keying.

Optical Document & Transcript Scanner - Document IntakeDocument Intake

Optical Document & Transcript Scanner

Commercial high-speed duplex optical document scanner for physical admissions packets, prior school report cards, cumulative transcripts, and paper immunization records. Feeds high-resolution digitized pages directly into the Admissions document review queue for layout-aware OCR and registrar verification.

Authorized Visitor & Pickup Verification Kiosk - Front-Office AccessFront-Office Access

Authorized Visitor & Pickup Verification Kiosk

Slim commercial check-in kiosk equipped with a 2D optical barcode scanner and 13.56 MHz contactless NFC/RFID reader. Cross-references real-time custodial authority, court restrictions, and authorized guardian pickup lists to log visitor check-ins and late arrivals directly into Daily Student Operations.

Conference & IEP Meeting Boundary Array - Audio IntelligenceAudio Intelligence

Conference & IEP Meeting Boundary Array

Low-profile 360° commercial boundary microphone array featuring acoustic echo cancellation and multi-speaker beamforming. Captures multi-party dialogue in parent-teacher conferences and learning-support meetings, feeding audio into Parent Communication for structured action item extraction.

Homeroom Attendance & Roster Reader - Roster TelemetryRoster Telemetry

Homeroom Attendance & Roster Reader

Wall-mounted PoE RFID/NFC smart terminal for classroom doors and study halls. Scans student badges during homeroom bell periods, streaming instantaneous presence timestamps into Attendance Exceptions to detect chronic absenteeism patterns without taking away instructional time.

Note: Hardware, installation, and integration are not included in the standard subscription. Additional charges apply based on the hardware selected, integration modules required, and implementation scope.

Starting at

$200/mo

Flat for the whole school, billed monthly. Cancel or change any time — your student records export with you.
Pricing

One plan. Every module.

No student or seat counting as your enrollment grows and no feature held back for a higher tier. Talk to us and we’ll calibrate it around your school divisions, campus count, and intake volume.

Every module, whole schoolNo per-student fees and no tier barriers to decode.
Policy-grounded answeringRetrieval and citations across approved school handbooks.
Enrollment & absence alertsContinuous projection against capacity & chronic absence thresholds.
Onboarding includedAcademic calendar mapping and registrar setup from day one.
Know more

Note: AI API usage is charged separately. Clients must recharge their AI credit balance based on their usage.

Onboarding

What your onboarding fee covers

A one-time setup that gets your school live before the academic term starts — we index your approved admissions policies, tuition schedules, handbooks, and course catalogs, connect your SIS, email, and family portal, and calibrate the inquiry bot, document extraction, master scheduling, and progress modules to your school calendar. Each fee below is a starting point: the final scope is confirmed once we assess your grade levels, campus count, historical data volume, and jurisdictional health requirements.

Essential

$1,000+one-time
  • Kickoff call and school onboarding plan scoped to your admissions calendar
  • Workspace provisioning with Head of School, Admissions, and Registrar accounts
  • Index of approved admissions policies, tuition schedules, and student handbook
  • Student, household, and guardian fields mapped from your legacy system
  • Core modules configured — Dashboard, Admissions, and Enrollment
  • Staff email and campus tour calendar integration connected
  • Granular role-based permissions set for administrators and classroom teachers
  • Go-live readiness check before your active inquiry intake begins

Plus

Recommended
$2,500+one-time

Everything in Essential, plus:

  • Guided historical student records, transcript, and health file migration
  • Integrations with your SIS or LMS (Blackbaud, PowerSchool, Canvas, Google Classroom)
  • Curriculum module configured with your course catalogs and learning standards
  • Scheduling module configured with bell schedules, faculty loads, and room capacities
  • Live training session for admissions staff, registrar, and educators, with recording
  • Dedicated school onboarding specialist through student enrollment activation

Enterprise

$5,000+one-time

Everything in Plus, plus:

  • Multi-campus private school network rollout across divisions and sites
  • Custom SIS read-replica synchronization, single sign-on (SSO), and custom EHR feeds
  • Bulk historical transcript data cleansing, student deduplication, and reconciliation
  • Student Progress and Parent Communication configured to state/accreditation reporting
  • Role-based workshops for Heads of School, academic directors, counselors, and nurses
  • Named school onboarding manager with guaranteed go-live SLA before school year starts
Where it runs

Two ways to deploy the platform

Same recurring subscription either way — only the onboarding may differ by your requirements.

Cloud (SaaS)

Fastest to start

Runs in Nestack's managed education cloud — nothing to provision, automatic security updates, and daily automated backups. The fastest path to live enrollment.

Private / self-hosted

Data stays with you

The same platform deployed inside your school network's private VPC or dedicated infrastructure — for institutions with strict internal data sovereignty standards. AI document parsing and attendance analytics run where student records reside, with the exact same flat monthly subscription.

FAQ

Questions school administrators ask first.

Scholqentra AI offers subscription pricing tailored to your school's size, campuses, and operational requirements. Whether you're managing a single private school or multiple campuses, our team can help you explore a suitable plan. Request a personalized quote to understand the subscription cost and what is included before making a decision.