Software packages for schools: Per school pricing vs. per employee or pupil 

Schools and trusts are under pressure to deliver high-quality education while managing tight budgets. The demand for technology to improve efficiency has never been higher, yet choosing the right software packages for schools can be complex, especially when it comes to pricing. 

Traditional models often base costs on the number of employees or students, which can lead to unpredictable fees and difficult budgeting. Newer approaches, such as per-school pricing, offer more predictable and transparent costs by consolidating multiple software tools into a single, fixed-price package. 

Let’s explore how these two models compare. 

In this traditional pricing model, schools, trusts, or academies are charged based on the number of employees or pupils. As the number of users grows, so does the cost. 

For example, a school with 200 pupils and 50 staff members would pay a set fee for each individual user. While this may seem straightforward, it can create challenges with scalability, budgeting, and long-term financial planning. 

Pros of per employee/pupil software packages 

Scalability

This model scales naturally with your institution’s size. As student or staff numbers increase, so does the cost, making it suitable for smaller schools or trusts that are growing gradually. 

Pay-as-you-grow

It’s a flexible, pay-for-what-you-need approach. Smaller institutions can start with fewer users and expand as required, without committing to a large upfront cost. 

Cons of per employee/pupil educational software packages 

Cost unpredictability

Costs can fluctuate year to year as enrollments or staffing levels change. This makes it harder to set and stick to an annual budget. 

Hidden costs

Additional modules, licenses, or features can increase expenses unexpectedly, complicating long-term financial planning. 

Fragmentation

Different systems or modules may be billed separately, creating a fragmented tech stack and increasing administrative workload. 

The per-school pricing model, available through the Access Education suite bundles, offers a fixed annual fee for access to a full suite of tools. The cost stays the same regardless of staff or pupil numbers, giving schools financial stability and simplifying budgeting. 

For instance, a school might pay one set price for HR, payroll, finance, and engagement software combined. As the school grows, the price doesn’t change, making this model ideal for predictable, long-term planning. 

Pros of per-school pricing 

Predictable costs

With a fixed annual fee, schools know exactly what they’ll pay. This predictability makes financial planning far simpler. 

Comprehensive solution

Per-school pricing typically includes multiple modules in one bundle, covering HR, payroll, finance, and more. This integrated setup reduces admin time and creates a more cohesive digital environment. 

Transparency

No hidden fees or variable user costs. You know exactly what’s included and what it will cost each year. 

Seamless integration

When systems are bundled together, data flows smoothly between them, improving accuracy, efficiency, and reporting. 

Future-proofing with AI

Access Education’s per-school packages include innovative tools like Access Evo’s CoPilot and Feeds. These AI features help schools stay ahead of the curve and make smarter decisions. 

Cons of per school pricing

Higher initial commitment

Per-school pricing may feel like a bigger upfront investment, though multi-year contracts and bundled discounts can offset this. 

Less flexibility for smaller institutions

Smaller schools might initially feel they’re paying for more than they need, but modular add-ons help tailor the package to each school’s size. 

Now that we've examined the traditional per-employee/per-pupil pricing model and the newer per-school pricing model, it's time to weigh them against each other. Each pricing structure offers distinct advantages and potential drawbacks depending on the specific needs and circumstances of the institution.

In this section, we’ll compare these two models across several key areas: cost predictability, scalability, flexibility, integration, and overall value.

Now that we’ve explored the per-employee/per-pupil pricing model and the per-school pricing model, you may be wondering: which is the best option for your school or trust? The answer depends on several factors, including your institution’s size, growth trajectory, financial goals, and tech needs.

In this section, we’ll help guide you through the decision-making process by highlighting which model may be more suitable based on different scenarios.

1. For smaller schools or trusts with tight budgets

If you represent a small school or a smaller trust with limited financial flexibility, per-employee/per-pupil pricing may seem like the ideal choice. The pay-as-you-grow nature of this model allows smaller institutions to start small, only paying for what they use. This can help avoid overspending on features that aren’t yet necessary. Additionally, it offers scalability, so you can add features as your needs grow—whether it's more staff or an increase in student enrollment.

However, be mindful of the cost unpredictability that comes with per-employee/per-pupil pricing. If your school has fluctuating staff numbers or student enrollment, your software costs could vary significantly from one year to the next, making it harder to plan ahead financially. Therefore, if you expect consistent growth or have concerns about fluctuating numbers, you might want to explore the per-school pricing model as a more stable long-term solution.

2. For growing schools or trusts

For schools or trusts that are growing or plan to expand in the near future, the per-school pricing educational software package can provide more stability and predictability. With per-school pricing, you are not tied to the unpredictable costs associated with growing staff and student populations. Once you’ve committed to the annual fee, the cost remains fixed, even if you increase your staff or student base.

Additionally, our Access Education suite bundles per-school pricing model typically includes a range of modules within one package, allowing you to access a comprehensive suite of tools without worrying about paying for additional services as you expand. The ability to add or remove modules as your needs evolve further adds to the flexibility of this model, making it a good fit for growing institutions.

3. For larger trusts or multi-school networks (MATs)

Larger trusts and multi-academy trusts (MATs) can benefit greatly from the per-school pricing model, particularly when managing multiple schools across various locations. Managing costs across a network of schools can become difficult when using per-employee/per-pupil pricing, as each school will have a different number of students or staff, leading to a wide variance in pricing.

With per-school pricing, each school within the trust pays a fixed price, regardless of the number of pupils or staff they have. This offers a level of consistency and simplicity when budgeting for multiple institutions, streamlining the administrative workload for finance teams and enabling easier management of the overall budget.

In addition, with bundled software packages that include HR, payroll, and financial tools, you can standardise systems across your entire trust, making it easier to manage data and make informed decisions. Furthermore, many per-school pricing models offer discounts for bulk purchases or multi-school contracts, providing even greater value for larger trusts.

4. For schools focused on technological integration and future-proofing

If your school or trust is looking to streamline operations with the latest technology, the per-school pricing model through Access Education suite bundles might be the better fit. The AI-driven features available in our per-school packages, such as Access Evo’s CoPilot and Feeds, allow you to stay ahead of the curve. These tools enhance efficiency and foster smarter decision-making, helping schools stay competitive in an increasingly tech-driven educational landscape.

Additionally, because per-school pricing typically consolidates various software tools into one package, it enables a more integrated approach to technology, making it easier to access and analyse data. The seamless integration of modules—from HR and payroll to finance—means that your school can operate more efficiently, reducing manual work and improving the flow of information across systems.

5. For institutions seeking long-term cost stability

If your school or trust values cost stability and long-term financial planning, then the per-school pricing model is likely the more favorable choice. By locking in a fixed price for the year, schools can better manage their budgets and avoid any unexpected price hikes. With the added benefit of predictable costs and a single invoice for all services, this model provides peace of mind when planning for the future.

Furthermore, the discount structures available in many per-school packages reward long-term commitments, enabling schools and trusts to enjoy lower costs if they opt for multi-year contracts. This can offer significant savings, especially for larger institutions.

We’ve compared two main pricing approaches for software packages for schools, per-employee or per-pupil and per-school models. 

Recap of key points:

• Per-employee/per-pupil pricing offers flexibility and scalability, making it an attractive choice for smaller or growing schools that need to pay for what they use. However, it comes with cost unpredictability and hidden fees, which can complicate budgeting, especially for larger schools or trusts.
• Per-school pricing, on the other hand, simplifies the budgeting process by providing a fixed annual fee, offering greater predictability and the potential for long-term savings. It supports easier scalability and integration, making it a solid choice for growing institutions and larger multi-school trusts. Plus, with bundled solutions and a focus on technology integration, per-school pricing offers better value by streamlining back-office operations across multiple functions.

As you look to future-proof your school’s operations and simplify your operational processes, consider the simplicity and value that per-school pricing offers. It’s an ideal way to improve budgeting, streamline operations, and gain access to the latest technology without the fear of unexpected costs. With predictable pricing and the flexibility to add modules as needed, per-school pricing can empower your school or trust to focus on what truly matters: enhancing student outcomes and supporting your staff.

If you haven’t already, make sure you check out our Access Education Suite Bundles. They are cost-effective and designed specifically for schools, trusts and academies – ensuring exceptional value without the hassle of per-employee or per-pupil pricing. This means you gain predictability per school, allowing for better budgeting and planning. With our price promise, you can rest assured that the bundle provides you better value for money than if you were to purchase each module individually.