Tunas Muda School – Automated Timetabling & Attendance

Established in 1994, Tunas Muda is a leading IB World Catholic school in Jakarta, serving over 1,200 students across two campuses. The school came to us with a glaring pain point: despite sitting on a mountain of rich, critical data inside their School Management System (SMS), the system's rigid and outdated interface trapped that information in place. Using it for daily operations was slow, clunky, and painful. The school didn't want to replace a database that held decades of records—they simply needed an intuitive interface that gives team members a fast and easy way to interact with their data in real time.

We started by tackling two of their toughest bottlenecks: subject timetabling and daily attendance. Every term, staff spent weeks piecing together complex schedules by hand, while teachers lost valuable instruction time every morning taking manual roll calls which are often inaccurate. To eliminate these bottlenecks, we built a timetabling and attendance engine on Softr, Airtable, and n8n—syncing the finished products directly back into their central database.

The Subject Scheduler app transforms a logistical nightmare into a streamlined workflow. Students log into a portal to submit their subjectchoices via an interactive digital form. Behind the scenes, the system processes these inputs to automatically generate balanced, conflict-free timetables based on available subject blocks. Staff maintain full visibility to review distributions, test scenarios, and finalize assignments before pushing the finished timetables directly into the SMS for each student. What once took weeks of manual puzzle-solving now takes minutes.

The Attendance Sync app completely automates morning roll calls. As students arrive, they scan their RFID ID cards at the front gates. The system instantly validates these scans, transforms them into clean attendance records, and pushes the results directly back into the SMS. While teachers retain the ability to log in and adjust entries for special exceptions, the daily tracking runs effortlessly in the background.

Ultimately, this approach proves there is no need to replace a core system that already works. By keeping the SMS as the single source of truth, we simply built the missing operational layers, tailored exactly to how the school actually operates. Administrators achieved effortless scheduling, teachers were freed to focus on instruction, and Tunas Muda reclaimed countless hours of administrative time—keeping their data 100% accurate without the operational friction.