Built for Microschools
Microschool management software for your school’s daily work.
Most school software was built for districts. My Academy HQ was built for the founder who is also the admissions director, billing department, and parent liaison — all before lunch.
No credit card required. 14-day free trial.
Contribution Tracking
Track required parent hours without chasing anyone down.
Microschools run on parent involvement. You require hours. Families forget. My Academy HQ tracks required contribution hours per family, lets parents claim open volunteer slots themselves, and logs completed hours automatically. You see who's current and who's behind without sending a single reminder by hand.
- Set required hours by Enrollment Tier
- Families claim open slots from a live schedule
- Past-due slots convert to logged hours automatically
- See every family's balance at a glance
Enrollment Contracts
Send a contract. Get it signed. Done.
No separate DocuSign subscription. No PDFs emailed back and forth. No chasing down the second parent. My Academy HQ generates enrollment contracts with tuition details pre-filled, sends them to both parents, and enrolls the student automatically once everyone has signed. A parent portal account is created the moment the last signature lands.
- Contracts generated from your enrollment settings — no manual data entry
- Multi-signer support for primary and secondary parents
- Student enrolled and portal access granted automatically on completion
Charter-Aware Billing
Some of your students are charter-funded. Your billing knows it.
If you work with charter programs, you know the pain: tracking which students have charter associations, making sure invoices go to the right place, reconciling payments from multiple sources. My Academy HQ ties charter associations directly to enrollments and invoices. One billing view shows tuition, deposits, charter payments, and what's still outstanding.
- Associate charters with individual enrollments
- Generate and send charter-specific invoices
- See tuition and charter payments side by side
Tuition & Late Fees
Tuition billing and automated late fees on autopilot.
My Academy HQ connects directly to Stripe. Send a payment link in one click. Late fees calculate and invoice automatically on the rate, cadence, and cap you configure — without you touching anything. When a family pays, it syncs instantly.
- Stripe-native invoicing with payment links
- Automatic late fee invoices for overdue accounts
- Real-time payment status — no manual reconciliation
Parent Portal
Parents stay informed. You stop repeating yourself.
Every enrolled family gets a parent portal. They see the weekly activity schedule, curriculum, staff schedule, field trips, their contribution hours, and open volunteer slots. They opt their kids into field trips. They claim volunteer shifts. You stop answering the same five questions every Monday morning.
- Mobile app and web access
- Activity schedule, curriculum, and staff schedule always current
- Field trip opt-in and contribution slot claiming — self-service
Curriculum & Schedules
Build curriculum once. Publish it everywhere.
Organize curriculum by grade level, module, and activity type. Assign it to classes. Generate a weekly activity schedule. Send it home in the newsletter. Export it as a PDF for staff. Everything stays connected: the schedule links to the module, the module links to the curriculum, the newsletter pulls from both.
- Hierarchical curriculum: program, grade level, and module
- Weekly activity and staff schedules per class
- PDF export for staff; newsletter delivery to families
One Tool. No Duct Tape.
Replace the stack you've been duct-taping together.
Connect enrollment, tuition invoices, family communication, and contribution hours in one system. Choose the plan with the features you need. Keep your accounting software for bookkeeping and financial statements.
- Google Sheets for enrollment trackingEnrollment management
- DocuSignE-signature contracts
- Separate tuition invoicesStripe-native billing with automated late fees
- Spreadsheet for volunteer hoursContribution tracking
- MailchimpNewsletter system
- Google Docs for curriculumCurriculum management
- No parent communication toolParent portal and mobile app
Microschool questions, answered.
The things founders actually ask before switching.
- Do you support charter-funded students alongside private-pay families?
- Yes. Charter associations tie directly to individual enrollments. You can generate charter-specific invoices, track charter payments separately from tuition, and see everything reconciled in one billing view.
- How do parents claim contribution hours?
- Admins publish open volunteer slots on a live schedule. Parents log into the portal or mobile app and claim the slots that work for them. Completed hours log automatically, and past-due slots convert to logged hours without admin intervention.
- Can we send enrollment contracts that both parents have to sign?
- Yes. Contracts support multi-signer flows for primary and secondary parents. The student is automatically enrolled and a parent portal account is created the moment the last signature lands.
- What happens after the 14-day trial?
- Choose a plan and enter payment details to continue. If you decide not to, your account is paused — no charges, no data lost. There are no long-term contracts and no setup fees.
- Will this replace our current tools, or just add to them?
- You can consolidate enrollment forms, tuition billing, newsletters, and volunteer-hour tracking, depending on your plan. Keep your accounting system for bookkeeping. Start with a small sample of families, check balances and permissions, then move one workflow at a time.
Plan your move to microschool management software.
Start with your enrollment count and the work you need to simplify. These examples and guides make the decision more concrete.
What would a 20-enrollment microschool pay?
Essentials is $59/month for up to 40 enrollments per school year, including billing, messaging, and the website builder. If you need parent contribution hours and student progress tools, Standard is $119/month for up to 100 enrollments. Curriculum and advanced scheduling are in Professional at $219/month. Payment processing is separate; check the full plan comparison before choosing.
Compare plans and enrollment limitsMove without losing track of tuition.
Export your current family roster and balances. Set up one class, one enrollment agreement, and one sample invoice. Confirm what parents can see, reconcile outstanding amounts, and choose a cutover date before inviting every family. Review your source files with us during a demo.
Walk through your migrationA real parent-led program.
Tahoe Kids Academy’s published program connects flexible enrollment with tier-based parent contribution hours. See how those practical requirements shaped My Academy HQ.
Read the Tahoe Kids Academy case studyCompare options using the same workflow.
Compare My Academy HQ, KaiPod Newton, Spark, and SchoolCues using their published product information. Then try the same enrollment, billing, and parent communication tasks in each demo.
Read the microschool software comparisonSet clear expectations for parent hours.
Use a free, editable contribution policy and monthly reconciliation worksheet to define qualifying activities, approval rules, and family balances before you configure software.
Get the parent contribution templateCheck your tuition workflow end to end.
Review billing schedules, deposits, charter-funded enrollments, reminders, and payment status together. A clear monthly process matters as much as the invoice itself.
Explore microschool tuition billingTry your microschool’s workflow before you switch.
Start with a 14-day free trial — no credit card, no setup fee. Or book a 20-minute demo and we'll show you exactly how the platform maps to your school.
Originally built for Tahoe Kids Academy, a parent-led enrichment program in South Lake Tahoe.
More Solutions
Other school types we support
The same platform fits a range of school models. Explore how it maps to yours.
For Enrichment Programs
Session-based enrollment, flexible scheduling, and per-session pricing for after-school and camps.
Learn moreFor Montessori Schools
Prepared environments, multi-age classes, and module-based curriculum in one connected system.
Learn moreFor Homeschool Co-ops
Charter-aware billing, contribution hours, and small-cohort scheduling for co-ops and learning pods.
Learn moreFor Private Academies
E-signature contracts, sibling discounts, and multi-class curriculum for established K–12 academies.
Learn moreFor Preschools
Age-based classes, daily schedules, parent apps, and tuition billing in one system.
Learn more