International students in school uniform outside a UK boarding school, the children a guardianship agency looks after
Record 100% completePassport, visa, consents, host family, travel
Half term: 2 flights awaiting ticketsParents chased automatically
Host DBS renews in 41 daysReminder sent to the team
Built for UK guardianship agencies

Guardianship agency software: every student, every record, one place.

Guardian Hub is guardianship management software for UK educational guardianship agencies. It replaces the spreadsheet, the Dropbox folder, the CRM, the invoicing tool and the WhatsApp scroll with one system, so your team always knows what's done, what's missing and what's due.

Book a demoSee what it does

Designed alongside an AEGIS-accredited agency · Hosted in the UK · Pricing on request

The problem

Guardianship runs on scattered systems. Something always slips.

Most agencies hold a child's life across five or more tools. Nobody can see the whole picture — and the gaps only surface when a school rings, a visa lapses or a parent asks why nobody replied.

SpreadsheetThe student list, "current" until someone forgets to update it
DropboxPassports, consents and reports in folders nobody can search
CRMEnquiries and emails, paid by the seat, disconnected from the child
Accounts appInvoices raised by hand, deposits tracked nowhere
WhatsApp & WeChatThe real conversation with parents, on one person's phone
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One child, one record — with what's missing always in view.
What it does

Everything the agency touches, connected to the child it's about.

Not a CRM with extra fields. A system built around how a guardianship agency actually works — from the first enquiry to the last flight home.

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Completeness you can see

Every student record scores itself. Missing consent, expiring passport, unmatched host, unpaid deposit — each shows as a gap on the child and on your team's overview until it's fixed.

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Enquiry to enrolment

A pipeline from website enquiry through information pack, application and welcome pack. Templates send with a click, everything sent is recorded, and enrolling creates the record with nothing retyped.

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Host families, properly

DBS, safer caring, safeguarding training, fire risk, gas safety, right to work and annual visits, with renewal warnings. Household members tracked, and a DBS flagged the moment someone in the home turns 16.

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Travel and holidays

Every break and exeat for every school on one screen per holiday: who's flying, who's in holiday homestay, who's undecided. Request plans from parents and confirm to parent, school and host in one go.

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Finance without the spreadsheet

Programme fees from your schedule, branded invoices, a per-student expense account that raises a top-up invoice when it runs low, and Xero sync for invoices and payments.

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One conversation log

Email, WhatsApp, WeChat, calls and notes logged against the child, not lost in someone's inbox. School reports attach to the record and go to parents on their preferred channel.

A closer look

Open the system and know what needs doing today.

The overview

Urgent items first, the rest below, every line linked to the record that clears it. No compiling, no Monday-morning audit.

  • Safeguarding concerns and welfare checks overdue
  • Travel not arranged within 30 days of a break
  • Host certificates expiring, DBS needed for a household member
  • Invoices overdue, expense accounts running low
  • Enquiries unanswered, tasks due

One record per child

Parents, school, host, safeguarding, travel, finance, documents and every message on one screen, in the layout an agency actually reads. Safeguarding reports are timestamped and signed, and can't be edited after the fact.

  • Signed safeguarding & welfare log
  • Passport, visa, consents and documents with expiry
  • Programme, billing and expense account
  • Full comm log across every channel
How it works

Live in days, not months.

Your agency gets its own space, its own logins and its own branding. Nobody else can see your data.

Set up your schools

Boarding houses, staff contacts, term dates and exeats, entered once and shared by every student at that school.

Add host families

Checks, household members, rooms and what they can take. Renewals watched for you from day one.

Bring in your students

A guided wizard for existing students, a spreadsheet import, or the website application form for new ones.

Connect your tools

Xero, your mailbox, WhatsApp Business and your website form, each connected by your own admin in a few clicks.

Safeguarding & compliance

Built to hold children's data responsibly.

Guardianship records are sensitive. The system treats them that way.

Signed, timestamped reports

Every welfare check, concern or incident is recorded with who reported it and when, in line with Keeping Children Safe in Education expectations. Follow-ups are added; history is never rewritten.

Every version kept

Each save is versioned. Nothing is silently lost, and an accidental change can be traced and restored.

Audit trail

Sign-ins, saves, user changes, emails sent and connections made are logged per agency for your admin to review.

Your data, isolated

Each agency's records are separated at the database level. UK hosting, HTTPS everywhere, no third-party trackers or fonts. See our privacy notice.

Integrations
XeroEmail with your own reply-toWhatsApp BusinessWebsite enquiry & application formsSpreadsheet import & exportInbound mailbox filing — soonOnline payments — soon
Questions

The things agencies ask us.

Is this a CRM?

No, although it does the enquiry-to-enrolment part a CRM would. It's an operating system for a guardianship agency: the child's record is the centre, and enquiries, finance, travel, safeguarding and communication hang off it.

Can our team all use it at once?

Yes. Each staff member has their own login, from any device. If two people edit the same thing at the same moment the system spots it and nobody's work is overwritten.

How do we get our existing students in?

Three ways: a guided wizard that walks through each student, a spreadsheet import with a simple column layout, or, for new students, the application form on your website that fills the record from what parents enter.

Does it work with Xero?

Yes. Your admin connects your own Xero organisation and chooses the account codes. Invoices raised in Guardian Hub go to Xero; payments recorded in Xero can be pulled back to mark them paid.

What about WhatsApp and WeChat?

WhatsApp Business connects through Meta's official API using your own business number. WeChat has no comparable API, so those messages are logged by paste, still on the child's record.

How is pricing structured?

We don't publish prices: agencies differ a lot in size and in what they need connected. Tell us about your agency and we'll come back with a clear quote, without seat-based surprises.

Get in touch

See it with your own students in mind.

Book a short demo or ask about pricing. We'll reply within one working day.

  • A 30-minute walkthrough on a call, using scenarios from your agency
  • A clear quote based on your size and the connections you need
  • Help moving from your current spreadsheet or CRM
  • No obligation and no pushy follow-ups