Dapin CMS
Complete College Management System
An all-in-one, multi-branch management system for TVET colleges and training institutions — admissions, fees, academics, timetabling, examinations, attendance, front desk and student & trainer portals, all in one place.
What you get
- ✓Admissions & applications pipeline with online apply forms
- ✓Fees, invoicing, statements & M-Pesa / bank payments
- ✓Academics, curriculum mapping & unit enrolment
- ✓Timetable, examinations, transcripts & attendance
- ✓Student, trainer & staff portals with real logins
- ✓Front desk, SMS & WhatsApp messaging
TVET colleges, technical & vocational institutions, training centres
Pricing
Prices in KES, no VAT charged. Pricing is by active enrolled trainee, not by staff login. Hosting is included. Billed monthly from your start date; pay several months ahead. Your package moves up automatically as active trainees pass its bracket (time already paid is carried over at the new price). Every CMS package includes ODeL. Setup covers moving records from your fee registers, loading CDACC courses and units, building fee structures, connecting M-Pesa and WhatsApp, staff training, and registering your own SMS Sender ID on Safaricom. Branches included: 1 (Launch, Starter, Standard), 2 (Growth), 3 (Professional), 5 (Premier), 10 (Enterprise). Trainees are counted across all branches; a college may run up to 10% over its band for one term before moving up. Above 3,000 trainees: Enterprise plus KES 10 per extra trainee a month. Pay a year upfront and get 1 month free. Add-ons (monthly)
| Package | Launch | Starter | Growth | Professional | Enterprise | Standard | Premier |
|---|---|---|---|---|---|---|---|
| Overview | |||||||
Best suited to | New and small vocational training centres | Growing colleges with one campus | Established private technical colleges | Large colleges with several programmes | National polytechnics and multi-campus groups | ||
Enrolled trainees Counted as actively enrolled trainees — the same figure you declare to TVETA and CDACC. | Up to 50 | 51 – 150 | 301 – 500 | 501 – 800 | 1,501 and above | 151 – 300 | 801 – 1,500 |
| Price (KES) | |||||||
One-time setup Configuration, data migration, training, CDACC report mapping and your own SMS sender ID registration. | 25,000 | 40,000 | 70,000 | 85,000 | 160,000 | 55,000 | 115,000 |
Monthly Hosting, updates and support included. | 3,900 | 5,500 | 9,900 | 15,900 | 39,900 | 7,500 | 24,900 |
Annual (12 × monthly) Pay a full year — or any number of months — at once. | 46,800 | 66,000 | 118,800 | 190,800 | 478,800 | 90,000 | 298,800 |
Year one total (setup + annual) Year two onward is the annual figure only. | 71,800 | 106,000 | 188,800 | 275,800 | 638,800 | 145,000 | 413,800 |
Cost per trainee per year At a full package — the number to quote. A fraction of one trainee's annual fees. | 936 | 440 | 238 | 239 | 319 | 300 | 199 |
Billing options | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead | Billed monthly from your start date; pay several months ahead |
| Also included | |||||||
ePOE portfolio storage per trainee Electronic Portfolio of Evidence for CDACC submission — included for every enrolled trainee at no extra cost. | 3 GB | 3 GB | 6 GB | 6 GB | 12 GB | ||
Employer portfolio link Graduates keep a shareable portfolio link permanently, even after your subscription ends. | ✓ | ✓ | ✓ | ✓ | ✓ | ||
Free SMS each month Resets monthly. Extra messages available. | 50 | 150 | 300 | 500 | 1,000 | ||
SMS sender ID registration Your own institution name on every message. | ✓ | ✓ | ✓ | ✓ | ✓ | ||
Biometric reader included Readers can be added to any package. | — | — | — | 1 kit | 1 kit | ||
eStore marketplace | — | — | ✓ | ✓ | ✓ | ||
Moodle LMS sync | — | — | ✓ | ✓ | ✓ | ||
API access | — | — | — | ✓ | ✓ | ||
Custom reports | — | — | — | ✓ | ✓ | ||
Named success manager | — | — | — | ✓ | ✓ | ||
Multi-campus ledgers | — | — | — | — | ✓ | ||
Single sign-on | — | — | — | — | ✓ | ||
Data warehouse export | — | — | — | — | ✓ | ||
Accounts, Payroll, ODeL & Hostel modules The four optional modules are included at no extra charge on Enterprise. | Add-on | Add-on | Add-on | Add-on | Included | ||
| Support & setup | |||||||
Support channel | Email ticket | Ticket and phone | Ticket and phone | Ticket and phone | Ticket and phone | ||
Response time | 2 business days | Next business day | Next business day | 8 working hours | 4 hours | ||
Onboarding and training | Group webinar | 2 sessions | 2 sessions plus fee structure build | Onsite week and train-the-trainer | Scoped to your campuses | ||
Free 14-day demo Sample data, no commitment, no card required. | ✓ | ✓ | ✓ | ✓ | ✓ | ||
60-day money back Full refund of subscription paid if you cancel within 60 days of going live. | ✓ | ✓ | ✓ | ✓ | ✓ | ||
Prefer to own it? One-time licence
Pay once for the licence and installation instead of the monthly subscription; yearly support starts from year two. For the college's own server. Yearly support & updates from year 2 = 20% of the licence (minimum KES 24,000). The college buys and runs its own server.
| Package | Trainees | Licence | Installation | Year 1 total | Yearly support (from year 2) | 5-year total |
|---|---|---|---|---|---|---|
| Launch | 1–50 | 115,000 | 40,000 | 155,000 | 24,000 | 251,000 |
| Starter | 51–150 | 165,000 | 60,000 | 225,000 | 33,000 | 357,000 |
| Growth | 301–500 | 295,000 | 105,000 | 400,000 | 59,000 | 636,000 |
| Professional | 501–800 | 475,000 | 130,000 | 605,000 | 95,000 | 985,000 |
| Enterprise | 1,501+ | 1,195,000 | 240,000 | 1,435,000 | 239,000 | 2,391,000 |
| Standard | 151–300 | 225,000 | 85,000 | 310,000 | 45,000 | 490,000 |
| Premier | 801–1,500 | 745,000 | 175,000 | 920,000 | 149,000 | 1,516,000 |
Included in every package
Live view of enrolment, attendance, fees and compliance.
Enquiries, visitor log and walk-in capture.
Applications, offers and enrolment.
Registers, absence tracking and TVETA attendance reports.
Fingerprint attendance software.
Records, cohorts, progression and discipline.
Programmes, units, CBET curriculum mapping and trainer allocation.
Scheduling, room allocation and clash detection.
Assessment setup, marks, transcripts and CDACC submission.
Notes, handouts and past papers.
Invoicing, M-Pesa reconciliation, statements and arrears.
Staff records, contracts, trainer licensing and leave.
Catalogue, issue and return, fines.
Digital catalogue and reading access.
Campus and branch records.
TVETA and CDACC document register, licence expiry alerts, audit pack export.
Users, roles and permissions.
Integrations including Moodle, Odoo and the SMS gateway.