Buying Guide

How to Choose an LMS for Your Micro School: The Complete Buyer's Guide

NavEd Team
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24 min read

How to Choose an LMS for Your Micro School: The Complete Buyer's Guide

Last updated: January 2026

TL;DR: Jump to What You Need

You've decided you need an LMS. Now what?

If you're running a micro school, hybrid program, or homeschool co-op with 15-200 students, you've probably realized that spreadsheets won't scale forever. You've looked at Google Classroom and found gaps. You've heard about PowerSchool and choked on the $15,000 price tag. You've downloaded three "comprehensive comparison guides" that all assume you have 500+ students and an IT department.

Here's the truth: most LMS buyer's guides weren't written for you.

They're written for school districts with procurement committees, RFP processes, and nine-month implementation timelines. They compare features like "advanced analytics dashboards" and "API integration capabilities" that matter to enterprise buyers but mean nothing when you're a founder-director wearing twelve hats trying to figure out how to generate transcripts for your five graduating seniors.

This guide is different. It's specifically for small schools that need professional student management without enterprise complexity. You'll learn how to evaluate LMS options using criteria that actually matter at your scale, avoid expensive mistakes, and make a confident decision in weeks, not months.

Take our 2-minute LMS Readiness Assessment to see if you're ready to switch from spreadsheets. Start here →

STANDARD: $87.50/month ($2.50/student/month)
- ✅ Student records, gradebook, parent portal, report cards, transcripts
- ❌ Attendance tracking (parents can view, but teachers need Premium to track)

PREMIUM: $175/month ($5/student/month)
- ✅ Everything in Standard PLUS attendance tracking, analytics, advanced notifications

ENTERPRISE: $280/month ($8/student/month)
- ✅ Everything in Premium PLUS custom branding, priority support, API access

First 5 students always FREE

For 40 students: Standard = $1,050/year | Premium = $2,100/year | Enterprise = $3,360/year

You've Decided You Need an LMS. Now What?

Let me guess how you got here.

You started with Google Sheets. It worked fine when you had eight students. Then you hit fifteen students, added a part-time teacher, and suddenly your "simple system" required weekend spreadsheet archaeology sessions. Parents started asking "Can I check grades online?" You spent two hours manually creating report cards from data scattered across four different files.

You looked at Google Classroom. Great for assignments, but it doesn't track attendance, generate transcripts, or give parents a unified view of all their children's grades. You're still managing student records in spreadsheets.

You researched "student information systems" and found enterprise platforms designed for 500+ student districts. The demos featured complex scheduling engines, state reporting modules, and integration with school bus routing software. The sales rep asked if you had an IT director. You don't even have a full-time secretary.

You're stuck in the "too big for spreadsheets, too small for enterprise software" gap.

The good news? This gap is exactly where modern micro school LMS platforms live. The bad news? There are dozens of options, and choosing wrong means wasting months migrating data, training staff, and dealing with frustrated parents.

This guide will help you choose right the first time.

Why Most LMS Buyer's Guides Don't Apply to You

Traditional LMS selection guides follow a framework designed for large organizations:

Phase 1: Needs Assessment (3 months)
- Form a committee representing all stakeholders
- Conduct department-wide surveys
- Document 200+ detailed requirements
- Create weighted scoring matrices

Phase 2: RFP Process (2 months)
- Issue formal request for proposals
- Evaluate vendor responses against requirements
- Conduct vendor presentations
- Negotiate contracts with legal review

Phase 3: Implementation (6-9 months)
- Hire implementation consultants
- Migrate historical data from legacy systems
- Custom integration development
- Multi-phase rollout with pilot groups

Total timeline: 12-18 months. Total cost: $25,000-$100,000+

This makes sense for a 2,000-student district. It's absurd for a 40-student micro school.

What Micro School LMS Selection Actually Looks Like

Week 1: Define requirements (2 hours)
- List must-have features (transcripts, parent portal, grade tracking)
- Set budget constraints ($50-200/month realistic range)
- Identify dealbreakers (e.g., "must handle mid-year enrollment")

Week 2: Test platforms (6-8 hours)
- Sign up for free trials of 3-4 options
- Actually use them with real student data
- Have a parent test the portal

Week 3: Check references (2 hours)
- Talk to 2-3 schools similar to yours
- Ask hard questions about what's broken

Week 4: Make decision and start setup (3-5 hours)
- Choose platform
- Import basic student data
- Begin staff onboarding

Total timeline: 4 weeks. Total cost: $0 for trials, then $600-2,400/year

The difference? Enterprise selection optimizes for minimizing risk in complex organizations. Micro school selection optimizes for speed, simplicity, and getting it "good enough" so you can stop managing spreadsheets.

LMS vs. SIS: What's the Difference? (And Why You Need Both)

Let's clear up confusing terminology before we go further.

Learning Management System (LMS)

What it does:
- Distributes assignments to students
- Collects student work submissions
- Facilitates teacher-student communication
- Organizes course materials and curriculum

Examples: Google Classroom, Canvas, Moodle, Schoology

What it DOESN'T do: Track student records, generate transcripts, manage enrollment, calculate cumulative GPAs

Student Information System (SIS)

What it does:
- Stores student demographic and emergency contact information
- Tracks grades across multiple courses and years
- Calculates cumulative GPAs and generates transcripts
- Manages attendance and state reporting
- Provides parent access to records

Examples: PowerSchool, Infinite Campus, Skyward

What it DOESN'T do: Handle assignment distribution, provide rich teacher-student collaboration features

The Problem for Small Schools

Large districts use separate LMS and SIS platforms. They have IT staff to manage integrations and users don't mind logging into two different systems.

Micro schools need an integrated LMS + SIS in one platform. You don't have the staff bandwidth to maintain two systems, and parents won't tolerate separate logins for "assignments" and "grades."

The platforms you should evaluate combine both:
- NavEd, Gradelink, FACTS/RenWeb, SchoolCues

The platforms you should probably skip:
- LMS-only: Google Classroom, Canvas, Moodle (still need spreadsheets for records)
- Enterprise SIS: PowerSchool, Infinite Campus (overkill and overpriced for small schools)

Learn more about LMS options specifically built for micro schools →

The 7 Non-Negotiable Features for Micro Schools

Before you look at any platform, understand what you absolutely must have. These seven features are non-negotiable—if a platform doesn't offer them, eliminate it immediately.

1. Student Records Management

What it includes:
- Student demographics (name, birthdate, grade level, address)
- Emergency contacts with relationship designations
- Medical information and allergies
- Custom fields for your specific needs
- Document storage (enrollment forms, immunization records)

Why it matters: State compliance. When an auditor asks for a student's records, you need to produce them in seconds, not spend an hour searching spreadsheets.

Questions to ask vendors:
- "Can we add custom fields?" (e.g., dietary restrictions for co-ops)
- "How do you handle mid-year enrollment?"
- "Can parents update their own contact information?"

2. Grade Book with Transcript Generation

What it includes:
- Assignment tracking with due dates
- Flexible grading scales (letter grades, percentages, standards-based, narrative)
- Weighted grade categories (tests worth 40%, homework 30%, etc.)
- Cumulative GPA calculation across all courses
- Automated transcript generation for high schoolers

Why it matters: This is what parents care about most. If grades are inaccurate or transcripts require manual assembly, you lose credibility.

Questions to ask vendors:
- "How long does it take to generate a transcript?" (Should be <30 seconds)
- "Can we customize grading scales?" (Important for alternative schools)
- "Do grades appear immediately when teachers enter them, or is there a publishing delay?"

See how NavEd handles gradebooks and transcripts → Try it free (first 5 students always free)

3. Parent Portal (24/7 Access)

What it includes:
- Real-time grade visibility
- Attendance records
- Assignment lists and due dates
- Direct messaging with teachers
- Support for multiple children under one login

Why it matters: Parents expect modern digital access. A good portal saves you 5-10 hours per week in "What's my child's grade?" emails.

Questions to ask vendors:
- "Can parents see grades immediately, or weekly?"
- "What happens if a parent has three kids—one login or three?"
- "Is the portal mobile-responsive, or do you have a separate app?"

Read our complete guide to parent portals for small schools →

4. Attendance Tracking

What it includes:
- Daily attendance entry (quick—not 5 clicks per student)
- Absence/tardy/excused status
- Attendance percentage calculations
- Reports by date range for state compliance
- Parent notifications for absences

Why it matters: State reporting requirements. Identifying struggling students. For co-ops, tracking which families attended which sessions.

Important pricing note: In NavEd, parents can view attendance in Standard tier, but teachers need Premium tier ($5/student/month) to track attendance. Make sure you're comparing actual capabilities across tiers when evaluating platforms.

5. Multi-User Access with Permissions

What it includes:
- Different access levels for administrators, teachers, students, parents
- Teachers only see their own classes
- Parents only see their own children
- Dual roles supported (parent-teachers in co-ops)

Why it matters: Security and workflow. You can't share a master spreadsheet with volunteer teachers and trust they won't accidentally delete something.

Questions to ask vendors:
- "Can one person have both parent and staff access?" (Critical for co-ops)
- "What can teachers see—only their classes, or all students?"
- "Can we restrict which staff members see financial information?"

6. Flexible Course Management

What it includes:
- Multi-age classes (6th-8th grade combined science)
- Part-time enrollments (students taking just 2 classes)
- Electives and clubs
- Non-traditional scheduling (co-ops meeting Tuesdays only)

Why it matters: Traditional systems assume every student takes every subject in 50-minute periods. Micro schools don't work that way.

Questions to ask vendors:
- "Can a student be enrolled in just two classes, not a full schedule?"
- "Do you support mixed-grade classes?"
- "Can we have classes that only meet once per week?"

7. Self-Service Setup (No Consultants Required)

What it includes:
- Setup wizard guiding you through configuration
- Ability to add students/teachers yourself
- Clear documentation and video tutorials
- Import from spreadsheets (CSV files)

Why it matters: If setup requires a $5,000 consultant engagement, the platform wasn't built for small schools.

Questions to ask vendors:
- "How long does typical setup take?" (Should be hours, not weeks)
- "Do we need technical support to add students mid-year?"
- "Is there a setup fee, or is it included?"

The 5 Nice-to-Have Features (When You're Ready to Scale)

These features aren't critical in year one but become valuable as you grow.

8. Online Payments and Billing

Accept tuition, field trip fees, and supply payments through the platform. Eliminates chasing checks and provides audit trails.

When you need it: 30+ students, or when you're tired of tracking "who still owes $25 for the field trip."

9. Advanced Analytics and Reporting

Grade trends, cohort comparisons, progress tracking over time, data dashboards.

When you need it: 50+ students, or when you're preparing for accreditation review. Below that, it's data for data's sake.

10. Communication Tools Beyond Email

Announcement systems, SMS text alerts, in-app messaging, automated absence notifications.

When you need it: When email overload becomes a problem (usually around 40-50 families). Before that, regular email works fine.

11. Learning Standards Alignment

Map assignments and grades to Common Core, state standards, or custom learning outcomes.

When you need it: Required for some state reporting or accreditation. Otherwise, this is feature bloat.

12. Clubs and Activities Management

Track extracurricular participation, volunteer hours, club rosters.

When you need it: Once you have 3+ clubs or activities. Before that, track it in your subject system.

Important: Don't choose a platform based on features you might need in three years. Choose based on what solves your problems today. You can always upgrade tiers or platforms later.

The Pricing Reality: What You Can Actually Afford

Let's talk real numbers for small school budgets.

How LMS Platforms Price

Per-student pricing:
- Most common model
- Typically $2-10/student/month
- Watch for minimums (e.g., "100 student minimum" = $500/month even if you have 30 students)

Flat-rate pricing:
- Less common
- Examples: $75-150/month regardless of student count
- Good for very small schools (under 20 students)
- Bad if you grow (you're overpaying at scale)

Tiered pricing:
- Different feature sets at different price points
- Example: Basic ($3/student), Premium ($6/student), Enterprise ($10/student)
- Good: You can start cheap and upgrade
- Bad: Critical features sometimes locked in expensive tiers

Real Cost Examples (40-Student School)

Platform Pricing Model Monthly Cost Annual Cost Notes
PowerSchool Quote-based ~$1,250+ $15,000+ Enterprise—too expensive for micro schools
Gradelink Per-student (100 min) $400-500 $4,800-6,000 Minimum pricing excludes small schools
FACTS/RenWeb Per-student $350-450 $4,200-5,400 Strong in religious schools
SchoolCues Flat-rate $75 $900 Good for very small schools
NavEd Standard Per-student (no min) $87.50 $1,050 First 5 free, $2.50/student
NavEd Premium Per-student (no min) $175 $2,100 First 5 free, $5/student (adds attendance)
Google Classroom Free $0 $0 Not a full SIS—need spreadsheets for records

Hidden costs to watch for:
- Setup fees ($500-2,000 at some platforms)
- Data migration charges
- Per-teacher fees (some charge $10/month per teacher)
- Support fees (phone support costs extra)
- Training fees

Questions to ask vendors:
- "What's the all-in cost for our school size, including setup?"
- "Are there any per-teacher or per-admin fees?"
- "What happens if we grow to 60 students—does pricing change?"
- "Can I export my data if we switch platforms?" (Should be free)

The Budget-Conscious Decision Framework

If your realistic budget is $0-50/month:
- Stick with Google Classroom + spreadsheets a bit longer
- Consider SchoolCues ($75/month flat rate)
- Evaluate free open-source options (Moodle) if you're technical

If your realistic budget is $50-150/month:
- NavEd Standard tier (works for schools up to 30-40 students)
- SchoolCues (flat $75/month)
- Compare total cost of ownership, not just monthly fees

If your realistic budget is $150-200/month:
- NavEd Premium tier ($175/month for 40 students—includes attendance tracking)
- You have enough budget to prioritize features over pure cost

If your realistic budget is $200-400/month:
- NavEd Enterprise tier or mid-market options like Gradelink (if you meet minimums)
- Consider whether you truly need enterprise features

If your realistic budget is $400+/month:
- You're in enterprise territory
- Consider: Do you actually need enterprise features, or would mid-market work?

Use our pricing calculator → to see exact costs for your student count

Red Flags: When to Walk Away from a Vendor

Not all LMS platforms are created equal. Here are dealbreakers that should send you running:

Red Flag #1: "We'll need to schedule a demo to discuss pricing"

What it means: They don't have transparent pricing because they negotiate based on what they think you can afford.

Why it's bad: You waste hours on sales calls before learning it's 5x your budget. Worse, you might get talked into spending more than you should because of sunk time.

Exception: Enterprise platforms (PowerSchool, etc.) always work this way. But you probably shouldn't be looking at them anyway.

Red Flag #2: "Setup requires a consultant engagement"

What it means: The platform is too complex for self-service, or they want to charge you $2,000-5,000 for "implementation."

Why it's bad: Micro schools don't have consultant budgets. If you can't set it up yourself in a day, it's the wrong tool.

Exception: Very large schools (150+ students) might benefit from consultant help with data migration. Below that, you should be able to DIY.

Red Flag #3: "Our minimum is 100 students"

What it means: Their business model doesn't work for small schools. They want districts, not micro schools.

Why it's bad: You're not their target customer. Support will be slow, feature requests ignored, and pricing optimized for schools 5x your size.

Red Flag #4: "You'll need to wait for our next implementation window"

What it means: They batch onboarding (only accept new schools quarterly).

Why it's bad: You need a solution now, not in three months. This also signals a rigid, process-heavy vendor.

Red Flag #5: References are all 500+ student schools

What it means: They don't have customers your size, or those customers weren't happy enough to serve as references.

Why it's bad: What works for a 500-student private school won't work for a 30-student micro school. Different problems, different workflows.

What to ask: "Can you connect me with 2-3 schools under 50 students who've been using your platform for at least 6 months?"

Red Flag #6: "Data export isn't available" or requires fees

What it means: They're holding your data hostage to prevent you from leaving.

Why it's bad: You should own your data. Period. If switching vendors requires "migration services" at $1,000+, you're trapped.

What to ask: "Can I export all student records, grades, and attendance as CSV files anytime I want, at no cost?"

Red Flag #7: Free trial requires credit card upfront

What it means: They're banking on you forgetting to cancel, or they have high churn (so they want to capture payment info early).

Why it's bad: Red tape. If you decide it's not a fit after two weeks, you have to call to cancel and might get charged anyway.

What to look for: Free trials with no credit card required (like NavEd's first 5 students free, forever).

Green Flags: Signs You've Found the Right Fit

Just as important as recognizing red flags is spotting green flags—signs that a vendor understands micro schools.

Green Flag #1: Transparent pricing on the website

No "contact sales" buttons. You can calculate your exact cost in 60 seconds.

Green Flag #2: Free trial with real features (not a demo)

You can actually use the platform with your data, not watch a canned presentation.

Green Flag #3: References from schools your size

When you ask for references, they give you three schools with 20-60 students who rave about the platform.

Green Flag #4: Self-service everything

Add students, enroll them in classes, generate transcripts, run reports—all without contacting support.

Green Flag #5: Active support documentation

Video tutorials, searchable knowledge base, FAQs that answer your actual questions (not enterprise IT department questions).

Green Flag #6: Flexible mid-year enrollment

Platform makes it easy to add students in October, not just August. Shows they understand micro school rolling enrollment.

Green Flag #7: Honest about limitations

When you ask "Can your platform do X?", they say "Not yet, but it's on our roadmap" instead of overpromising.

See how NavEd passes all 7 green flag tests →

The Evaluation Process: Your 4-Week Decision Timeline

Stop agonizing over the decision. Here's a structured four-week process to evaluate platforms and choose with confidence.

Week 1: Define Requirements and Shortlist (3-4 hours)

Day 1: Audit your current pain points (1 hour)

List everything broken about your current system:
- "We spend 6 hours/week answering parent emails about grades"
- "Transcript generation takes 2 hours per student"
- "Can't track attendance except in spreadsheets"

Day 2: Create must-have vs. nice-to-have lists (30 minutes)

Must-have:
- Parent portal with real-time grade access
- High school transcript generation
- Attendance tracking for state reporting

Nice-to-have:
- SMS notifications
- Online payment processing
- Mobile app

Day 3: Set budget constraints (30 minutes)

What can you actually afford per month? Be realistic. If you're at $1,200/year tuition per student with 40 students, you have ~$48,000 annual revenue. Software at 2-5% of revenue = $100-200/month budget.

Day 4-5: Research and shortlist (1-2 hours)

Based on requirements and budget, shortlist 3-4 platforms. Read reviews, check pricing pages, watch overview videos.

Platforms to consider:
- NavEd (micro schools, 15-200 students)
- SchoolCues (very small schools, flat pricing)
- Gradelink (established platform, higher minimums)
- Transparent Classroom (Montessori-specific)

Eliminate immediately:
- PowerSchool, Infinite Campus (enterprise)
- Anything with 100+ student minimums you can't meet
- Anything over your budget by 50%+

Week 2: Test Drive Platforms (6-8 hours)

Sign up for free trials of your shortlist. Don't just watch demos—actually use them.

Test these exact workflows:

  1. Student setup (30 min per platform)
    - Add 5 students with emergency contacts
    - Time yourself—should take <10 minutes

  2. Course creation (30 min)
    - Create 3 courses (Math, English, Elective)
    - Enroll students in courses
    - Set up a grading scale

  3. Grade entry (30 min)
    - Enter grades for 5 assignments
    - Check that weighted averages calculate correctly
    - Generate a report card or transcript

  4. Parent perspective (30 min)
    - Create a parent account
    - Log in as a parent
    - Find grades, assignments, attendance

  5. Mobile test (15 min)
    - Open portal on your phone
    - Check usability—can you actually read it?
    - Test parent login on mobile

Red flag indicators:
- Setup takes more than 20 minutes for 5 students
- Interface is confusing even after 30 minutes of use
- Mobile experience is unusable (tiny text, horizontal scrolling)
- You need to contact support to do basic tasks

Green flag indicators:
- Setup is intuitive without watching tutorials
- Parent portal is self-explanatory
- Mobile experience feels professional
- You think "Oh, this would actually save me time"

Week 3: Check References and Calculate TCO (2-3 hours)

Reference calls (1-2 hours)

Ask each vendor for 2-3 reference schools similar to yours. Schedule 20-minute calls.

Questions to ask references:
- "What surprised you about the platform after you started using it?"
- "If you could change one thing, what would it be?"
- "How's support when something breaks?"
- "Setup time—was it what the vendor promised?"
- "Would you choose this again, knowing what you know now?"

Pay attention to:
- Long pauses before answering "would you recommend this?"
- References who say "it's fine" with no enthusiasm
- References who volunteer negative details without prompting

Calculate Total Cost of Ownership (1 hour)

Don't just compare monthly fees. Calculate year-one total cost:

Platform A (NavEd example - 40 students):
- Setup time: 3 hours × $30/hour value of your time = $90
- Annual subscription: (35 students × $2.50 × 12 months) = $1,050
- Training: 2 hours staff training × $30/hour = $60
- Year 1 total: $1,200

Platform B (hypothetical competitor):
- Setup fee: $500
- Setup time: 8 hours × $30/hour = $240
- Annual subscription: $1,800
- Training: 5 hours × $30/hour = $150
- Year 1 total: $2,690

Even though Platform B might have one extra feature, it costs 2.2x more in year one.

Week 4: Make Decision and Begin Setup (4-6 hours)

Day 1: Make the decision

Review your notes from trials, reference calls, and TCO calculations. Choose the platform that scores best on:
1. Meets all must-have requirements
2. Within budget (including hidden costs)
3. References were enthusiastic
4. Trial experience was smooth

If you're stuck between two options, ask:
- Which one felt easier during trial?
- Which one has better references at your school size?
- Which one has pricing that scales with your growth?

Day 2-3: Inform stakeholders

Tell staff and parents a change is coming:
- "We're upgrading to [Platform] to give you better access to grades and reduce email overload"
- "Transition will happen over the next month"
- "We'll provide training and support"

Day 4-7: Begin basic setup

  • Create school structure (academic year, grade levels)
  • Import or add student data
  • Create staff accounts
  • Set up 2-3 courses as proof of concept

Don't try to import everything on day one. Start small, verify it works, then expand.

When to Stay with Google Classroom (Honest Assessment)

I'm about to tell you something most LMS vendors won't: Sometimes Google Classroom is the right choice.

Stick with Google Classroom If:

You have fewer than 12 students:

The administrative overhead of any paid platform likely exceeds the time you'd save. Stay with Classroom + basic spreadsheets until you hit 15-20 students.

You're running an elementary-only program:

No transcripts needed, parents aren't demanding 24/7 grade access, narrative assessments twice a year. Google Classroom + email updates works fine.

Your budget is genuinely $0:

If you're a bootstrap co-op with volunteer teachers and no tuition revenue, you can't afford software subscriptions. Optimize your spreadsheets and use Classroom for free.

You already have a separate student records system:

If you're already paying for an SIS (maybe required by your accreditor) and just need assignment distribution, Google Classroom does that well.

Students are in all the same classes:

If every student takes the exact same subjects (common in elementary micro schools), tracking is simple enough that Classroom + one master gradebook spreadsheet works.

Upgrade from Google Classroom When:

You have high school students applying to college:

Manual transcript creation is too time-intensive and error-prone. An SIS pays for itself on transcript generation alone.

Parents are asking for online grade access:

Once parents request digital access, you either deliver or lose credibility. Google Classroom's parent features are limited (per-class only, no unified view).

You're spending 5+ hours/week on manual grade consolidation:

If you're copying grades from Classroom into spreadsheets to calculate GPAs, you need a unified system.

You have multiple teachers who need different permission levels:

Google Classroom doesn't support granular permissions. You can't let a teacher see their classes but not financial records.

Compare Google Classroom vs. full LMS options → to see what you're missing

Making the Final Decision: Your LMS Scorecard

Use this scorecard to compare your top 2-3 options. Rate each criterion 1-5 (5 = excellent).

Criterion Weight Platform A Platform B Platform C
Meets all must-have features 3x __ × 3 = __ __ × 3 = __ __ × 3 = __
Within budget (TCO year 1) 3x __ × 3 = __ __ × 3 = __ __ × 3 = __
Ease of setup during trial 2x __ × 2 = __ __ × 2 = __ __ × 2 = __
Reference enthusiasm 2x __ × 2 = __ __ × 2 = __ __ × 2 = __
Parent portal usability 2x __ × 2 = __ __ × 2 = __ __ × 2 = __
Mobile experience 1x __ × 1 = __ __ × 1 = __ __ × 1 = __
Support quality 1x __ × 1 = __ __ × 1 = __ __ × 1 = __
Room to grow (features + pricing) 1x __ × 1 = __ __ × 1 = __ __ × 1 = __
TOTAL SCORE ____ ____ ____

Scoring guide:
- 1 = Major problems or missing
- 2 = Barely acceptable
- 3 = Meets expectations
- 4 = Exceeds expectations
- 5 = Best in class

Maximum possible score: 75 points

Decision rules:
- Score >60: Strong choice, move forward confidently
- Score 45-60: Acceptable but has weaknesses, proceed with eyes open
- Score <45: Keep looking or stay with current system

If two platforms score within 5 points: Choose the cheaper one. The marginal features aren't worth significant cost differences at your school size.

Download the LMS Evaluation Checklist (PDF) → - Print it and use it during trials

For Parents: How to Advocate for Better School Systems

If you're a parent who recognizes that your school needs better tools but you're not the decision-maker, you can still be a powerful advocate for change.

Why Your Voice Matters

School administrators are often hesitant to spend money on software because they assume parents won't see the value. When parents explicitly say "I would love online access to grades" or "The current system seems overwhelming for you," it carries weight.

How to Start the Conversation

Good approach:
"Hi [Administrator Name], I wanted to share something that might help reduce your workload. I know several parents—including me—would love to be able to check grades online without having to email you. I came across school management systems built specifically for schools our size that might help. Would you be interested in learning more?"

Avoid:
- "Why don't we have online grade access like the public schools?"
- "The current system is really frustrating for parents"
- "You should really look into getting better software"

Remember: Frame it as supporting them, not criticizing what they've built. Most administrators using spreadsheets started with a clever solution that outgrew its original purpose.

What You Can Offer

  • "I'm happy to be a test user for any system you're considering"
  • "I can help communicate the change to other parents if that would be useful"
  • "If you want someone to research options, I have time to do that legwork"

Your role isn't to pick the software—it's to signal that parents would value the change and support the transition.

Frequently Asked Questions

How long does it really take to implement a new LMS?

For micro school-focused platforms, expect 4-6 weeks from decision to "this feels normal":
- Week 1: Setup and basic configuration (4-6 hours)
- Week 2: Staff training and data entry (3-4 hours)
- Week 3: Soft launch with parent portal (2-3 hours)
- Week 4+: Refinement based on feedback

If a vendor quotes 3-6 months, they're not built for small schools. Enterprise platforms (PowerSchool) genuinely do take that long—another reason to avoid them.

Do we really need separate LMS and SIS systems?

No. For schools under 200 students, you want an integrated platform that handles both learning management (assignments) and student information (records, transcripts). Running two separate systems is overhead you don't have staff bandwidth to manage.

Good integrated options: NavEd, Gradelink, FACTS/RenWeb. Avoid: LMS-only (Canvas, Moodle) + separate SIS.

What if we choose wrong—can we switch later?

Yes. It's annoying but not catastrophic. Most platforms let you export student records and grades as CSV files. Switching requires 1-2 weeks of setup with the new platform and parent re-onboarding, but you won't lose data.

Critical: Before signing up for ANY platform, ask "Can I export all my data if I decide to leave?" If they say no or charge fees, eliminate them immediately.

Should we choose based on the most features?

No. Choose based on features you'll actually use. A system with 500 features where you use 50 is worse than a system with 75 features where you use 70. Complexity kills adoption, especially with volunteer staff.

Focus on core features (student records, grades, parent portal) and add advanced features later if needed.

How do we handle parent-teachers who need both access types?

Ask vendors specifically about dual-role accounts. Some platforms (like NavEd) support one login that can switch between "parent view" and "staff view." Others require two separate accounts (clunky but functional). Some force you to choose one role (dealbreaker for co-ops).

If dual roles matter to your model, test this specifically during trials.

What about data privacy and FERPA compliance?

Every platform you evaluate should be FERPA-compliant (Family Educational Rights and Privacy Act). This means:
- Parents only see their own children's records
- Username/password authentication required
- Data encrypted in transmission and storage
- Activity logging (who viewed what, when)

Ask vendors: "Are you FERPA-compliant, and how do you implement it?" They should have clear answers, not vague assurances.

Can micro schools really afford LMS platforms?

Let's do the ROI math for a 40-student school:

Current spreadsheet costs (hidden):
- 8 hours/week admin time × 40 weeks × $30/hour = $9,600/year

NavEd costs (transparent):
- 35 students × $2.50/month × 12 months = $1,050/year

Net savings: $8,550/year (even if you only save 5 hours/week)

The better question is: Can you afford NOT to switch? Your time has value. If software saves you 5+ hours/month, it pays for itself.

Read the full cost analysis in our spreadsheet guide →

What's the difference between Standard and Premium tiers?

Varies by platform. Common patterns:

Standard/Basic tiers:
- Student records and enrollment
- Grade tracking and report cards
- Parent portal (view-only access)
- Basic reporting

Premium/Pro tiers:
- Everything in Standard, plus:
- Attendance tracking and state reports
- Advanced analytics and dashboards
- Custom branding
- Priority support

Start with Standard tier. Upgrade to Premium when you have specific needs (state attendance reporting, multiple campuses). Don't pay for features you won't use in year one.

How do we know which features we'll actually need?

Ask yourself:
- "What takes the most time in our current system?"
- "What do parents complain about?"
- "What state/accreditation requirements do we have?"

Those answers tell you your must-have features. Everything else is nice-to-have or future considerations.

Example: If you spend 4 hours/week answering parent "what's my child's grade?" emails, parent portal is must-have. If you've never had a parent ask about analytics dashboards, that's not a must-have.

Should we wait for the "perfect" platform or choose "good enough" now?

Choose good enough now. Here's why:

  1. Every month you wait costs time: If you're spending 10 hours/month on spreadsheet management, that's 10 hours you could save with even an imperfect LMS.

  2. You can switch later: Platforms let you export data. If your "good enough" choice becomes inadequate in two years, migrate then.

  3. Perfect doesn't exist: Every platform has trade-offs. Waiting for perfection means staying stuck in spreadsheets forever.

Decision rule: If a platform scores >60 on your scorecard and is within budget, pull the trigger. Don't agonize for another three months over minor feature differences.

Conclusion: Making Your Move from Spreadsheets to Systems

Here's what you now know that most micro school leaders don't when they start LMS shopping:

You're not choosing the "best" LMS. You're choosing the right-sized solution for your current reality—your student count, budget, staff technical skills, and growth trajectory.

You don't need enterprise features. You need student records, grade tracking, parent portal, and transcript generation that work without a consultant.

You can make this decision in weeks, not months. Define requirements, test 3-4 platforms, check references, calculate TCO, choose. Done.

You can change your mind. If you choose wrong, export your data and switch. It's annoying but survivable.

The perfect platform doesn't exist. Every system has trade-offs. Choose "good enough for now" and upgrade later if needed.

Your Next Steps

This week:
1. Use the scorecard to audit your current pain points
2. Set a realistic monthly budget
3. Shortlist 3 platforms

Next week:
4. Sign up for free trials
5. Test with real student data
6. Get a parent to test the portal

Week 3:
7. Check references
8. Calculate total cost of ownership
9. Make your decision

Week 4:
10. Begin setup and staff training

Four weeks from now, you could be:
- Spending 5+ hours/week on actual education instead of spreadsheet management
- Giving parents 24/7 access to grades without lifting a finger
- Generating transcripts in 30 seconds instead of 2 hours
- Actually sleeping on Sunday nights instead of reconciling data files

Or you could still be reading buyer's guides, comparing features you'll never use, and managing your school in Excel.

Your call.

Ready to Stop Researching and Start Testing?

Try NavEd free—first 5 students are always free. No credit card. No consultants. No BS.

Set up your school in under an hour. See what a real parent portal looks like. Generate a professional report card with one click. Experience what "built for micro schools" actually means.

Plan Price Best For
Standard $2.50/student/month Student records, grades, parent portal, report cards
Premium $5/student/month Everything in Standard + attendance tracking + analytics
Enterprise $8/student/month All features + custom branding + priority support

First 5 students always FREE on all plans. Cancel anytime. Export your data anytime.

Start Your Free Trial → - Working portal in 15 minutes

See All Features → - Transparent pricing, no "contact sales"

Schedule a Quick Demo → - 15-minute personalized walkthrough

Still have questions? Email us at hello@nav.education. We'll give you honest guidance, even if that means recommending a competitor or telling you to stick with Google Classroom. We're here to help you make the right decision for your school.

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