Pricing is scaled to your school's enrolment. No per-user fees, no feature tiers, no add-ons. Every member of your school community has a place on the platform. We'll give you a clear number when we talk.
There are two costs: a one-time implementation fee, and an annual subscription from that point on.
A one-time cost paid at the start. Covers identity integration, SIS connection, workflow configuration, and staff onboarding. Paid once; it doesn't recur.
Scaled to your enrolment. Covers your entire school community: all staff, student, and parent accounts, all features, all activity types, and ongoing support. No limits or additional costs.
The cost of managing activities manually is already in your budget, sitting inside staff salaries, distributed across many people, and largely invisible because it's part of everyone's normal week.
Activity management in schools isn't one person's job. Teachers and heads of department plan and lead activities within their areas. Heads of house coordinate participation across their cohorts. The compliance and risk manager holds the approval process together. Events, marketing, and AV teams are pulled in depending on the activity. Everyone carries a piece of it, and in most schools nothing connects those pieces.
Orca doesn't change who's involved, it removes the friction between them. The chasing, the repeated data entry, the uncertainty about approvals, the scramble to reconstruct records when a question is asked.
Non-timetabled activities are where schools have the least visibility and the most exposure. A student unaccounted for, an incomplete risk assessment, an approval that can't be located. These aren't just administrative gaps. They're the details that determine how a school explains itself to a family, a board, or a regulator when it matters most.
Orca creates a complete, timestamped record for every activity: who planned it, who approved each step, who attended, and what the risk assessment said. That's not a feature; it's what responsible governance of non-timetabled activity actually looks like.
Manual activity management doesn't appear as a line item, but it's there: in the time teachers, heads, compliance staff, and administrators spend on coordination, communication, and record-keeping that a platform should handle. Distributed across a school, that overhead is material.
The comparison is between what that process costs in staff time and compliance exposure, and what a subscription costs. For most schools, it's a straightforward calculation in year one, before compliance risk is considered at all.
Everything passes through the compliance and risk manager before an activity is cleared. When that process runs on email and shared documents, it becomes a manual checkpoint. Chasing incomplete submissions, re-requesting documentation, maintaining private records of what was approved and when.
Orca structures the process upstream. Risk assessments are generated from templates, required fields are enforced, and activities arrive at the approval stage complete. The role doesn't change. The quality of what lands in front of it does, and so does the confidence that those records will hold up under scrutiny.
For teachers, heads of department, and heads of house managing activities alongside everything else, the overhead is real: working out what approvals are required, submitting documentation in whatever format is expected, chasing sign-offs. And because there's no standard process, it's done differently every time.
Orca provides a single, structured path from first draft to approved. Requirements are clear upfront. Approvers are notified automatically. When other teams need to be involved, they're added to the same record rather than managed separately. One activity. One place. Everyone who needs to be involved, in it.
Implementation takes around four weeks: integration, configuration, and a phased rollout by cohort. We handle the technical setup, work with your IT team on data flows, and guide your staff through onboarding so the transition is smooth from day one.
Learn about implementation
Accounts for every member of your school community (staff, students, and parents) along with all features, all activity types, and ongoing access to our team. No upgrade tiers, no modules to unlock, no usage limits. The only cost outside the subscription is the one-time implementation fee.
A phased rollout by cohort may suit some schools: primary before senior, or a single year group before the rest. It gives staff time to build familiarity before the rollout broadens. The subscription covers your whole school community from day one; the pace of rollout is a decision for your leadership team.
Scaled to your school's enrolment. We'll give you a clear number in our first conversation.
Orca connects to SSO providers, such as Microsoft Entra ID, Google Workspace and StudentNet, and to most major SIS platforms via API for cohort and enrolment data. Integration scope is confirmed during implementation scoping.
We'll walk through your school's context, show you the platform, and give you a clear price.