Schools run on communication.
A missed call can mean a parent chasing attendance, a safeguarding concern not picked up quickly enough, or an admissions enquiry going cold.
The problem is that many schools still handle these conversations across separate systems.
Phone system in one place.
MIS in another.
Parent messaging somewhere else.
Admissions data on a different platform again.
Modern phone systems can change that by connecting calls with the software schools already rely on.
The Software Schools Already Use
In most UK schools, the main system is not really a traditional CRM.
It is the MIS, or management information system.
The Department for Education highlights the MIS as a core system for school administration and reporting, and that makes it the logical place to integrate communications.
Common systems used by schools include:
| School software | What it does |
|---|---|
| Arbor | Cloud MIS used across many schools and trusts |
| Bromcom | Cloud MIS with strong reporting and third-party integration options |
| SIMS | Long-established MIS used widely across the education sector |
| iSAMS | Common in independent and international schools |
| Applicaa / OpenApply / iSAMS Admissions | Admissions and enrolment management |
| ParentPay / Schoolcomms / ParentMail / Reach More Parents | Parent messaging, payments and engagement |
| CPOMS | Safeguarding and wellbeing recording |
| Microsoft 365 / Teams / Google Classroom | Identity, collaboration and classroom tools |
England had 24,479 schools and over 9 million pupils in 2024/25, so schools are dealing with a lot of data, a lot of communication and a lot of admin every day.
The Main Platforms Schools Use
When looking at schools in England, the biggest names are usually the MIS vendors.
Arbor says it works with over 11,500 schools and trusts. SIMS says it is used by 19,000 schools across more than 40 countries. Bromcom said that 2,000+ schools chose Bromcom in 2024.
That matters because if your phone system can integrate with the MIS, it can sit much closer to the day-to-day running of the school.
What Integration Actually Looks Like
When a phone system integrates with school software, staff do not need to answer calls blind.
Instead, they can see who is calling and the context behind the call before they even pick up.
For example, a parent phones the school office.
Before the call is answered, the system could show:
- parent name
- linked pupil
- attendance notes
- class or year group
- previous call history
- whether there is an open admissions or admin query
That means fewer delays, less time searching across systems, and fewer awkward moments at a busy reception desk.
Example: Incoming Call with School Software Integration
A typical call flow might look like this:
Parent calls the school
Phone system checks the connected platform
Caller record appears on screen
Office staff answer with context
Call notes are saved back to the record
Depending on the setup, that record might sit in the MIS, admissions platform or parent engagement platform.
What Schools Commonly Integrate With
A school phone system can connect with more than one type of platform.
MIS platforms
This is usually the most important integration.
It links calls to pupil, parent and staff records and helps the office team work faster.
The main names to know here are:
- Arbor
- Bromcom
- SIMS
- iSAMS
DfE guidance also shows how central the MIS is to school operations, from reporting to school management.
Parent communication and payments
Schools often use separate tools for messaging, consent and payments.
Examples include:
- ParentPay
- Schoolcomms
- IRIS ParentMail
- Reach More Parents
ParentPay has documented integration with Arbor, and Schoolcomms has long-standing integration with SIMS. ParentMail says it is trusted by 3,000+ schools and 1 million parents.
Safeguarding systems
This is another area where joined-up communications can matter.
CPOMS is one of the best-known names here and has an established integration partner ecosystem.
A phone system would not replace safeguarding software, but it can help staff route calls properly, log call outcomes and reduce the chance of information being lost between teams.
Classroom and identity platforms
Schools also rely heavily on Microsoft and Google environments.
Arbor supports direct integration with Google Classroom, and both Arbor and SIMS have routes into Microsoft 365 and Teams workflows. Bromcom also promotes links into Microsoft 365, Teams, Google Classroom and Active Directory through partners.
Admissions and enrolment platforms
This is where “CRM” becomes more relevant.
Independent schools, sixth forms and schools focused on pupil recruitment often use dedicated admissions tools such as:
- Applicaa
- OpenApply
- iSAMS Admissions
- HubSpot in some admissions and enrolment setups
Applicaa says it works with 2,200+ schools, sixth forms and colleges, while OpenApply positions itself around admissions and CRM. HubSpot also actively markets CRM to education organisations for admissions and student services.
Example Scenario: A Busy School Office
Imagine a school office on a Monday morning.
Parents are calling about absence reporting. A prospective parent is chasing an admissions enquiry. A staff member is checking whether a message reached the right guardian. Reception is also dealing with late arrivals and visitors.
Without integration:
- staff search for records manually
- information sits across different systems
- call notes are missed
- follow-ups depend on someone remembering to log them later
With integration:
- caller details appear immediately
- staff can identify the linked pupil or applicant faster
- notes can be logged while the call is happening
- follow-up actions are easier to track
That is not just about saving time. It is also about reducing friction at the busiest point in the school day.
Why This Matters More Now
This matters more in 2026 because schools are under pressure to keep attendance, communication and reporting tighter than before.
From the start of the 2024/25 academic year, schools were required to share daily attendance data with DfE. DfE’s attendance tools are designed to help schools and trusts spot trends and identify pupils who may need support earlier.
There is also evidence that parent communication can help. The Education Endowment Foundation says there is evidence of promise for parental communication and engagement approaches in improving attendance, and in 2025 highlighted that texting parents about missed school days can lead to small improvements in attendance.
That means communications are no longer just an admin issue. They are tied to attendance, parent engagement and the wider running of the school.
Communications Platforms That Support Integrations
Several modern phone and UC platforms support integrations with business software and APIs.
For schools, that can mean linking telephony into:
- MIS platforms
- admissions platforms
- parent engagement tools
- Microsoft 365
- Google environments
- safeguarding workflows
The exact method may vary. Some integrations are direct. Others are handled through APIs or middleware.
That is often the most realistic route in education, because schools rarely run on one system alone.
FAQs: School Phone Systems & Integration
What is a school MIS and how does it relate to phone systems?
A school MIS (Management Information System) is the main platform schools use to manage pupil data, attendance, reporting and communication.
Examples include Arbor MIS, Bromcom MIS and SIMS.
When integrated with a phone system, the MIS can display caller information, log call activity and give staff immediate context when answering calls.
Can school phone systems integrate with Arbor, SIMS or Bromcom?
Yes. Most modern cloud phone systems support integration either directly or via APIs.
This means platforms like Arbor MIS, SIMS and Bromcom MIS can be connected so that:
- caller details appear automatically
- call notes are saved against records
- staff can click to dial from within the system
The exact setup depends on the phone system and how the school’s software is configured.
What are the benefits of integrating a phone system in a school?
The main benefits are speed, accuracy and better communication.
Integration helps schools:
- identify parents and pupils instantly
- reduce time spent searching for records
- log conversations automatically
- improve follow-up on attendance and enquiries
This is particularly useful in busy school offices where staff handle a high volume of calls every day.
Do schools use CRM systems or something different?
Most UK schools use an MIS instead of a traditional CRM.
However, some schools, especially independent schools and sixth forms, also use admissions or CRM-style platforms such as OpenApply, Applicaa or even HubSpot for managing enquiries and enrolment.
These systems can also be integrated with phone platforms.
Can school phone systems integrate with parent communication tools?
Yes. Many schools use platforms like ParentPay, IRIS ParentMail and Schoolcomms.
Integration allows schools to:
- link calls to parent contact records
- track communication history
- improve consistency across phone, email and messaging
Do phone systems integrate with Microsoft Teams or Google Classroom?
Yes. Many schools already use Microsoft Teams or Google Classroom.
Modern phone systems can integrate with these platforms to:
- enable calling within Teams
- connect staff directories
- support hybrid working for admin teams
This helps keep communication in one place rather than spread across different tools.
Is this only for large schools or multi-academy trusts?
No. Integration can benefit schools of all sizes.
- Smaller schools benefit from saving time and reducing admin
- Larger schools and trusts benefit from consistency, reporting and centralised management
The level of integration can be scaled depending on requirements.
How long does it take to integrate a school phone system?
This depends on the systems involved.
Basic integrations can be set up quickly using existing connectors or APIs.
More advanced setups, especially across multiple platforms, may take longer depending on requirements and data structure.
A typical approach is to start simple and build from there.
What should schools look for in an integrated phone system?
Schools should look for:
- compatibility with their MIS or admissions system
- API or integration support
- call logging and reporting
- ease of use for office staff
- support for safeguarding and audit requirements
It is also worth making sure the provider understands how schools operate day to day.
How West Pier Technologies Helps
At West Pier Technologies, we help schools review how their communications setup fits with the systems they already use.
That can include platforms such as:
- 8x8
- 3CX
- Zoom Phone
- Microsoft Teams
paired with:
- Arbor
- Bromcom
- SIMS
- iSAMS
- admissions platforms
- parent communication tools
- Microsoft 365 and Google environments
The aim is simple.
When the phone rings, your team should not have to start from scratch.
They should already have the context they need.
