Educational software packages: Per school pricing vs. per employee/pupil

It’s no secret. You face mounting pressure to deliver high-quality education while navigating increasingly limited budgets. The demand for technology to increase operational efficiency in education has never been higher.

Yet, with the wide array of educational software packages available, choosing the right ones can be a complex task – especially when it comes to pricing.

Traditional pricing models in educational software packages often leave schools grappling with fluctuating costs tied to the number of employees or students. This can make budgeting a challenge, as fees can quickly spiral out of control, especially for growing schools or Multi-Academy Trusts (MATs).

On the other hand, newer pricing models, such as per-school pricing, promise a more predictable and transparent approach, consolidating technology stacks and simplifying financial planning.

Let’s take a more in-depth look at the two options. 

In the traditional per-employee/per-pupil pricing educational software package, schools, trusts, or academies are charged based on the number of employees or students they have. This model is commonly used in the education sector, particularly for software solutions that scale with the size of the institution. As the number of staff members or pupils increases, so too do the costs, with schools typically paying a fee for each employee or student who uses the system.

For example, a school with 200 pupils and 50 staff members would pay a set fee for each individual user, and as those numbers grow, the overall cost rises accordingly. While this may seem straightforward, it introduces some challenges when it comes to budgeting, scalability, and long-term planning.

Pros of this model:

Scalability

The most obvious advantage of per-employee/per-pupil pricing is its ability to scale. As a school or trust grows in size, the cost adjusts accordingly, making it ideal for institutions that experience frequent fluctuations in student or staff numbers. This flexibility can be particularly appealing for small schools or trusts that need to expand gradually without committing to a fixed cost upfront.

Pay-as-you-grow

For smaller institutions or new schools, per-employee/per-pupil pricing offers a level of flexibility that allows them to pay only for what they need. This "pay-as-you-grow" model means that smaller schools don't need to invest in the full suite of software tools from the outset. As their staff and student numbers increase, they can easily add new users without having to renegotiate their contract or purchase additional licenses.

Cons of this model:

Cost unpredictability

One of the biggest challenges with per-employee/per-pupil educational software packages is the unpredictability of costs. As school enrollments fluctuate or staff turnover occurs, the fees can change from one year to the next. This makes it difficult for schools and trusts to budget effectively and plan for long-term financial commitments. For example, if a school hires more staff or experiences a sudden influx of students, the additional costs may not be foreseeable when setting the annual budget.

Potential hidden costs

In many cases, the per-employee/per-pupil pricing model can include hidden costs that make budgeting even more challenging. As the institution grows, it may be charged for additional modules, features, or user licenses that weren’t initially considered in the base price. These unexpected costs can complicate long-term financial planning and leave schools scrambling to adjust their budgets throughout the year.

Fragmentation

Another downside of the per-employee/per-pupil model is the potential fragmentation of services. In many cases, each software module or service (such as payroll, HR, or financial management) may be billed separately based on the number of users. This can lead to a fragmented tech stack, where different systems aren’t integrated, and school leaders find themselves juggling multiple platforms. It can also make it difficult to see the total cost of ownership and the overall value of the software suite being used.

The per-school pricing model available through Access Education suite bundles represents a shift toward a more predictable, transparent, and simplified approach for schools, trusts, and academies. Instead of being charged based on the number of employees or pupils, schools pay a fixed annual fee for access to a comprehensive suite of software tools. This fee is the same regardless of fluctuations in staff or student numbers, offering a level of consistency that is often lacking in per-employee/per-pupil models.

For instance, under a per-school pricing plan, a school might pay one set price for access to a range of educational software modules - such as HR management, payroll systems, financial tools, and more - regardless of how many staff members or pupils use them. As schools grow or face changes in enrollment, they are not burdened with sudden increases in costs, making it easier to manage finances and plan ahead.

Pros of this model:

Predictable costs

One of the biggest advantages of the per-school pricing model is the predictability it offers. Schools and trusts know upfront what their software costs will be for the year, allowing for more accurate budgeting and better financial planning. This can be particularly beneficial for schools with fluctuating enrollments or growing staff numbers, as the cost remains fixed even as the size of the institution changes.

Comprehensive solution

Per-school pricing bundles typically offer a more comprehensive solution by combining multiple software tools into a single package. Schools no longer need to worry about paying separately for each module or service. This integrated approach not only reduces administrative overhead but also ensures that all aspects of the back-office operations are covered by a single, unified platform. Whether it’s HR, payroll, financial management, or staff engagement, all these tools work seamlessly together, providing a more cohesive and efficient system.

Transparency

With per-school pricing educational software packages, schools enjoy greater transparency around costs. There are no hidden fees or unexpected charges for additional users or services. What you see is what you pay, which removes the confusion and complexity often associated with per-employee/per-pupil pricing models. This clarity helps schools make informed decisions when selecting their software solutions, knowing exactly what they’re committing to financially.

Seamless integration

When all the software modules are included in one package, data can flow seamlessly between them, creating a unified system that reduces duplication and errors. For example, HR data can integrate directly with payroll systems, financial data can be linked to budgeting tools, and so on. This integrated approach ensures that school leaders have a single source of truth, making it easier to generate reports, monitor key metrics, and make data-driven decisions.

Future-proofing with AI

As part of Access Education’s per-school pricing packages, schools gain access to new, evolving technologies like Access Evo, which includes AI-driven tools such as CoPilot (a generative AI capability) and Feeds (a tool for receiving and prioritising important notifications). By choosing the per-school model, schools future-proof their operations, ensuring that they remain at the forefront of innovation and efficiency as new AI features and functionalities are rolled out.

Cons of this model

Initial commitment

While per-school pricing offers predictability, it may require a larger initial commitment compared to the flexibility of per-employee/per-pupil pricing. For some schools or trusts, this might feel like a bigger upfront investment, especially if they are unsure about adopting additional modules that might be available. However, with flexible add-ons and a clear discount structure based on contract length, this issue can often be mitigated.

Less flexibility for smaller institutions

For very small schools or trusts, the per-school pricing model may seem less flexible compared to per-employee/per-pupil models. Since the price is fixed for the entire school, smaller institutions might initially feel they are paying for more than they need. However, with the ability to add or remove modules, the model can still offer tailored flexibility, even for smaller setups.

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.

In this article, we’ve explored the key differences between per-employee/per-pupil pricing and per-school pricing, providing insights into the benefits and challenges of each model.

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.