The verdict in three sentences
For a private school group with 3 campuses and 2,400 students in Toronto, a website with online admissions costs between CAD 85,000 and 175,000 in 2026 (site CAD 60,000 to 130,000, application form with uploads CAD 25,000 to 45,000), roughly USD 62,000 to 128,000. The 600 applications of each cycle, at a CAD 150 application fee collected online by card or Interac, bring in CAD 90,000, and the real return comes from enrolment growth and staff time saved. The project is delivered in 8 to 10 weeks: start by early September to open applications for the following fall in October.
What parents expect in 2026
In Toronto, parents compare independent schools on Google, Instagram and school fairs before visiting. They want tuition by division, university placement results, transport, financial aid and the admissions process with SSAT requirements. Mailing paper files or juggling emails with attachments frustrates families and overloads your admissions team in peak months.
| Feature | Benefit | Indicative 2026 budget |
|---|---|---|
| Pages per campus and per division (JK to Grade 12) | Clear information, fewer calls | Included in core |
| Published tuition and financial aid | Transparency, qualified families | Included in core |
| Application form with document uploads | Complete files, no back-and-forth | CAD 25,000 to 45,000 |
| Online application fee payment (card, Interac) | Immediate, traceable collection | CAD 9,000 to 17,000 |
| Back office to process applications by campus | Status tracking, reminders | CAD 14,000 to 28,000 |
| SMS and email notifications to parents | Interview and assessment invitations | CAD 4,500 to 9,000 + messages |
| French version | Francophone and bilingual families | CAD 7,000 to 14,000 |
Detailed budget and timeline
| Item | Low range | High range | Comment |
|---|---|---|---|
| Scoping, design, digital brand | CAD 11,000 | CAD 25,000 | Workshops with heads and admissions |
| Core build + CMS | CAD 30,000 | CAD 65,000 | 3 campuses, 20 to 35 pages |
| Campus photography and video | CAD 7,000 | CAD 17,000 | Classrooms, labs, athletics |
| Online application + uploads | CAD 25,000 | CAD 45,000 | Report cards, references, photo |
| Payment integration | CAD 9,000 | CAD 17,000 | Gateway, automatic reconciliation |
| Monthly maintenance | CAD 1,200 | CAD 2,800 | Security, admissions campaigns, support |
The 8 to 10 week timeline splits into 1 to 2 weeks of scoping, 2 weeks of design, 4 weeks of build and payment integration, and 1 to 2 weeks of testing with a sample of parents. Card processors in Canada typically charge 2.5 to 3 % per transaction; on a CAD 150 fee, that is CAD 3.75 to 4.50 per application.
Protecting student data
Applications contain minors' data: report cards, birth certificates, sometimes medical information. In Ontario, PIPEDA applies to private schools' commercial activities, and parents expect clear consent, security and limited retention. In practice: encrypted storage for uploads, access restricted by campus, deletion of unsuccessful files after the cycle, Canadian data residency where possible and daily backups.
Mini case study
Michael, founder of a 3-campus school group in Toronto, processes 600 applications per cycle. On paper and email, each file takes 25 minutes of admissions staff time (intake, checking, data entry, payment), i.e. 250 hours concentrated over 8 weeks. Online, the time drops to 8 minutes per file: he saves 170 hours, roughly CAD 6,000 of temporary staff. Application fees collected online bring CAD 90,000, minus 3 % in processing fees (CAD 2,700). Add 15 extra enrolments thanks to a smoother process and better visibility, at CAD 28,000 average annual tuition, and the group gains CAD 420,000 of additional revenue. A CAD 130,000 project pays for itself in the first cycle.
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FAQ
Can families without a computer still apply?
Yes: the admissions office enters their file in the same back office, and payment by cheque remains possible. In practice, over 95 % of applicant families apply online once the option exists.
Can we collect tuition online too?
Yes, a logical extension at CAD 17,000 to 35,000: instalment plans, automatic reminders and receipts. Many groups launch it the following year once admissions run smoothly.
How much lead time before the admissions season?
Plan 8 to 10 weeks of project time. To open applications in October, sign by early August.
Does the site handle assessments and interviews?
Yes, the back office schedules interviews and SSAT follow-ups by campus and sends SMS to parents, for CAD 4,500 to 9,000 of integration plus about CAD 0.02 to 0.05 per SMS.
Do we need one website per campus?
No: a single site with a section per campus costs 30 to 40 % less and strengthens the group brand. Each campus keeps its news and admissions queue in the back office.
Let's scope your project. Tell us the number of campuses, applications per cycle and payment methods: we will price your website with online admissions between CAD 85,000 and 175,000, delivered in 8 to 10 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
