School management for clock-hour schools
Every clock hour, every student,
every dollar — in one place.
Caesar runs the office side of a massage, esthetics or cosmetology school: clock hours, enrollment, cohorts, documents, tuition and messages. One login for staff, one for students, and your school's name on all of it.
14-day trial, no card required · monthly terms, no lock-in
Three things every hands‑on school still runs on
- A sign-in sheet by the door
- A spreadsheet nobody quite trusts
- A filing cabinet of student documents
Clock hours get totalled by hand at the end of the week. A document goes missing and you find out at an inspection. And every one of those problems lands on the same two people — the front desk and the owner.
Caesar replaces all three: the record, the arithmetic, and the filing. Students clock in at a door kiosk and the hour is already in the portal. Documents show what is required, what has been submitted, and what is outstanding. Hours remaining are arithmetic on a screen instead of a count in somebody's head.
Caesar is built and run live at Preserva Institute in Lake Wales, Florida — a working school, not a mock-up.
What the system actually does
One product, not a bundle of modules you assemble. Everything below is in the core system unless it says otherwise.
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Clock hours, counted by the tap
Students tap an NFC card at the door kiosk and the hour lands in the portal — every entry, per student, visible to staff as it happens. Hours completed and remaining, broken down by subject, with a projected graduation date instead of a guess. The kiosk ships as an add-on.
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Enrollment and student records
One record per student from first inquiry to graduate: contact details, program, start date, grades and transcript. Required documents show what has been submitted and what is still missing — before an inspection asks. Nothing important lives in a spreadsheet on the front desk.
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Cohorts, registrar and schedule
Programs, cohorts, class days and the days the school is closed — in one calendar students can read. Students request a full or partial day off in advance, and an instructor approves it in the portal, so absences are planned instead of argued about later.
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Tuition and payment tracking
Balances, payment history and clinic charges, visible to the office and to each student in their own portal. Fewer "what do I owe?" calls, and a record that reconciles to the till. Card processing is available as an add-on.
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A student portal they open
Hours, schedule, grades and transcript, required documents, class chat, direct messages, instructor training videos and the course library — on a phone at the bus stop or on the school computer. One login, no app to install.
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A staff dashboard for the day
Who is clocked in right now, who is late, who is absent — without anybody totalling anything. Tasks with owners and due dates, conduct notes, make-up hour balances, email blast to a cohort or the whole school.
Three roles, three separate doors: students see their own record, instructors see their cohort, owners see the whole school. Every screen is permissioned.
Make it yours
Caesar is set up around the school you run, not a generic template. Most of that is configuration, done during onboarding. Where you need something that does not exist yet, it is scoped and quoted before any work starts.
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Your name, on every screen
The portal carries your school's name and branding. Students sign in and see your school, not Caesar.
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Each role sees its own sections
Owners choose which menu sections students and staff see, so nobody works around a screen that does not apply to them.
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Permissions set per person
Staff access is configured person by person, so what each person can open is set individually rather than falling out of a blanket staff role.
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Messaging that follows your policy
Who can message whom, and how, is configurable, so the portal matches how your school already handles communication.
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Your programs and your calendar
Programs, schedules and admin form categories are built to match your school's — the ones you actually run, not a default set.
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Custom work, when you need it
If your school needs something Caesar does not do yet, a custom feature can be built and quoted per scope — before any of it starts.
What switching actually looks like
A working school moves in weeks, not quarters. You keep your programs and your records; we do the importing.
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Book a demo
Half an hour on a call. We load your programs and a sample roster into a demo school, so you are looking at something shaped like your school rather than a generic tour.
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We set it up
Branding, configuration, and your student roster imported — up to 100 students — with two live training sessions for your staff. Setup is quoted for your school, not bolted on later.
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You go live
Staff and students start on the same day. Coming off another system, we map the fields, bring across historical grades and clock hours, and reconcile the totals with you before anything is retired.
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You stay because it works
Email support, and monthly terms: thirty days' notice whenever you want to leave. Your data exports. There is no eighteen-month contract to sit out.
One flat price. Every student.
Not per student, not per module, not a tier you have to grow into. A school of 40 pays what a school of 400 pays, and the bill is the same in month twelve as it was in month one.
Typical school software vs Caesar
The differences owners ask about before they sign anything.
How the price is set
Pricing that grows with headcount — the more students you enroll, the higher the bill.
One flat monthly price, unlimited students. The bill does not change when the roster grows.
Contract length
Some ask for a minimum term of a year or more; eighteen months is not unusual.
Monthly terms with thirty days' notice. No long-term contract to sit out.
What the plan includes
Some hold compliance or reporting features back for a higher tier.
Every core feature is in the one plan. There is no tier above it to upgrade into.
Setup cost
Setup fees are often not disclosed until a sales call.
Setup is quoted up front, before you sign. You know the number before you commit.
The invoice
Per-student charges and add-ons that often were not part of the headline price.
No hidden fees. No per-student charges.
Caesar
From $450 /month
The whole core system, for the whole school.
No hidden fees. No per-student charges.
- Unlimited students — no per-student fees
- Student portal, staff dashboard and owner view
- Clock hours, enrollment, cohorts, documents
- Tuition and payment tracking
- Email support
- Your data, exportable at any time
Monthly terms, thirty days' notice, no lock-in. 14-day trial, no card required.
Questions owners actually ask
How is the price calculated?
It isn't. From $450 a month covers unlimited students and the core system, so a growing roster never triggers a new quote or an upgrade conversation. Add-ons and setup are the only things priced separately.
Are there hidden fees?
No. The monthly price covers unlimited students and the whole core system — nothing is charged per student and there is no upgrade tier to move into. Setup is quoted up front, before you sign. Add-ons such as the door kiosk or card processing are priced openly and are never required.
Am I locked into a contract?
No. Billing is monthly with thirty days' notice, and your data is yours to export whenever you want it. Most school systems in this market ask for twelve or eighteen months — we do not.
Can we try it first?
Yes — a 14-day trial with no card required. If you would rather see it against your own programs first, book a demo and we will load them into a demo school before you decide.
We are on another system. What happens to our history?
We map the fields from your current system and bring across historical grades and clock hours, then reconcile the totals with you. Migration is a separate piece of work, quoted for your school, and it happens before you go live — not after.
Does the portal carry our school's name?
Yes. Students log in and see your school, not Caesar. Running it on your own domain is available as an add-on.
How do students clock hours?
With the door kiosk: a student taps an NFC card, the hour is recorded against their record, and staff see it in real time. The kiosk is an add-on — a cheap Android device, a stand and a reader — and staff can always enter or correct hours in the portal. Nothing needs installing in the office: Caesar runs in a browser.
Still deciding? Book a demo and ask us anything — or email [email protected].
See it with your own programs in it
Half an hour, your programs, a demo school, no slide deck. Bring the questions your front desk actually asks.
Book a demoOr email [email protected]