You must know by now that choosing a school management system is not an easy choice. It is a costly investment, and the digitization of your school processes relies on it. 

And in the middle of coming up with the decision, you are bombarded with countless choices that blur your thinking even more. One of the most common questions that come up is the better choice between web-based and cloud-based school management systems. 

To answer this question, let’s go back to defining the basics. 

Defining School Management Systems

At its very core, school management systems streamline school administrative tasks. The goal of the program is to digitize taxing and repetitive tasks that take up so much time and effort. With the use of a well-formulated school management system, admissions processes are more effortless and more seamless. 

At the same time, usual errors in financial records are lessened after introducing the use of these management systems. This effect goes the same for other processes, such as attendance tracking, management of online classes, and assigning online assignments and exams. 

From this definition, these management systems can be branched into two. The first batch falls under the web-based management systems, and the other group belongs to the cloud-based systems.  

So, what are the main differences between the two?

If these types aim to provide the same service, why is there a choice in the first place? You might be asking this question by now. Luckily, I have the perfect answer for you. 

The answer lies in two different things: preference and resources

Let’s tackle resources first. 

The abundance or lack of resources is one of the major deciding factors in choosing a school management system. The mere access to a stable internet connection can make startlingly different decisions from those who cannot. 

If you have access to a stable and consistent internet connection, your school has the freedom to choose either a web-based or cloud-based system. If not, it’s a better choice to go for a cloud-based management system. 

Access to Stable Internet Connection 

Web-based systems, as the name suggests, rely on a stable internet connection. You cannot boot the system, access data, and process transactions without going online. Choosing this system for schools with unreliable connections will add more hassle to the existing management system than providing aid. 

On the other hand, cloud-based systems also require a stable internet connection, but it doesn’t require an online connection at all times. Most cloud-based school management systems are comprehensively usable under their offline mode

You can begin and end transactions without any hitch or hassle. As it is cloud-based, all its data are in its corresponding cloud storage as well. Once connected to a stable internet connection, the data processed during the offline mode will be transmitted to the cloud storage immediately. 

Because of its usability even while offline, the cloud-based school management software systems are the obvious choice for schools in areas with unreliable internet signals.  

A stable internet connection is one of the systems’ necessary resources. The slight difference in their level of need and dependency becomes the make-or-break decision for most school admins. 

On to the next factor: preference.

Under this factor, the differences become more glaring. Let’s start with security. 

Data Security  

A data security breach is one of the main concerns regarding the full use of digital software suites. Similar attacks are especially alarming for schools that record a bulk of confidential data from students and employees. A data breach may compromise everyone’s safety inside and outside the internet space. 

A cloud-based school management system is more secure between the two systems because of its added layers of protection added during its development. An added security measure comes in the form of consistent software updates. 

Software updates ensure that the development team updates the program to continually protect it from any form of cyber attack or breach. 

On the other hand, web-based school management systems don’t have either. Breaches are more likely to happen unless you take on the liberty to use proxy walls and additional security software. The software updates are also limited as the development team cannot fix the security loopholes in the web host. 

Safer and Easier Financial Transactions

In line with enhanced data security, financial transactions are also more efficient on cloud-based systems

For this type of management system, the end-users can safely store their bank credentials. As a result, they don’t have to input said credentials for every transaction. Parents can even have the option to schedule payments to avoid future inconveniences. 

As for web-based systems, saving bank credentials are generally discouraged. This practice is made to decrease counts of online phishing, which is becoming rampant at the height of digital consumerism. 

Payees need to input the required credentials for every fee collection despite being the 10th or 20th transaction. 

Easy Data Management 

The goal of both management systems is to offer easy data management. However, let’s uncover which type provides seamless processes. 

Web-based systems rely on several storage systems on the internet to store all the data. The process from storing to retrieval, albeit fast, goes through several walls before getting your hands on them. 

On the other hand, cloud-based relies on a single cloud infrastructure to store all bulk data. Accessing stored data does not expose it to other portals or walls that may cause a breach. 

Aside from that, integrating the data from different facets of school management is easier for cloud-based systems. The process is more flawless as they are all in a single data pool. 


If you are expecting growth for your institution, go for the scalable school management system. 

Cloud-based school management systems keep up with your institution’s growth. The program scales its features accordingly to accommodate the current needs. Aside from the changing conditions, this type also easily adapts to a growing student or employee population. 

Web-based systems often set limitations to their accommodation because of the capability of their web hosts. If the institution goes over the limits, it can pose problems, such as slower processing. 

The most common problem, however, is when the host crashes. Once the provider crashes, all users cannot access the server. Even those who could access it beforehand can be redirected to the landing page, losing a record of their current activity. 

It isn’t unheard of when students complain about school portals crashing during the enrollment period. You can easily avoid these conflicts and complaints when using a cloud-based system. 

The differences pointed out make each system distinct. As a matter of fact, these are decision-deciding matters for the consumers. From cases of preferences to access to specific resources, school management systems vary to certain degrees. 

You can refer to the table below to point out the differences between the two easily.  

Internet AccessComprehensively usable under offline modeNeeds a consistent and stable connection
Data Security Additional security measures added during development  Rely on the web host’s security measures
Safer and Easier Financial TransactionsSafely save bank credentials and schedule paymentsNot advisable to save bank credentials
Easy Data Management Single cloud-based storage Several data storage pools
ScalabilityKeep up with the institution’s growthSets up limits to avoid site crashing

Despite several differences, these systems share an advantageous feature. Both management systems are compatible with several devices. 

Web-based management systems are accessible anywhere as long as there is a stable internet connection and any native web server. You can use laptops, desktops, tablets, and mobile phones to access this online portal. 

In the case of cloud-based systems, most service providers provide mobile and web versions of the software. 

GoSchooler, for example, is an all-in-one cloud-based management system that provides both web and mobile versions of the software. The mobile app version provides timely notifications and excellent mobile navigation. 

The web version is also easy to navigate and offers a wide array of beneficial features for all stakeholders. 

So, what is the better choice?

From the differences stated above, cloud-based management systems prove to be the better choice. It ensures data security along with seamless integration and accurate data analytics. With these two factors alone, you are sure to have easy and flawless school management processes immediately. 

If you are looking for the perfect school management software in the market today, GoSchooler provides all these stated benefits and more. It also automates attendance using RFID technology and offers round-the-clock customer support for both software and hardware issues. 

Key Takeaways

The question of which is a much more worth it investment between cloud-based and web-based school management systems is an age-long debate. Both methods have their perks, but cloud-based systems are on top of the game in our evaluation above. 

From data security, integration, and seamless management processes, cloud-based systems are stepping their best foot forward. But, then again, the decision lies on preference and resources. 

Make sure that you’re making the ideal decision for your academic institution in the long run. 

Similar Posts

Leave a Reply

Your email address will not be published. Required fields are marked *