The verdict in three sentences
For a private school group in Dublin, a website with online admissions costs between EUR 15,000 and 30,000 excluding VAT in 2026, depending on the number of schools, document upload and application fee payment. Monthly maintenance runs from EUR 250 to 600 and decides how reliable the site is during the January to March admissions peak. The return comes mainly from office time saved and complete applications received at first contact.
What each website tier costs in 2026
Many independent schools still combine a PDF form, a shared inbox and phone calls when admissions open. An admissions website replaces that with one journey: choice of year group, pupil and parent details, upload of school reports and birth certificate, application fee payment, automatic confirmation.
| Tier | Scope | Price excl. VAT 2026 | Timeline |
|---|---|---|---|
| School brochure site | 6 to 8 pages, year groups, gallery, contact | EUR 8,000 to 12,000 | 3 to 4 weeks |
| Simple online application | Web form, CSV export, email notifications | EUR 15,000 to 19,000 | 5 to 6 weeks |
| Application with documents | PDF and photo upload, file tracking, SMS reminders | EUR 20,000 to 25,000 | 6 to 8 weeks |
| Full journey | Online fee payment, admissions dashboard, multi-campus | EUR 25,000 to 30,000 | 8 to 10 weeks |
| Parent portal add-on | Reports, attendance, messaging | EUR 12,000 to 20,000 extra | 6 weeks |
| Maintenance | Updates, backups, admissions-season support | EUR 250 to 600/month | Ongoing |
Application fees are usually paid by card through Stripe, with Apple Pay and Google Pay enabled for parents on mobile. Processing fees in Ireland sit around 1.5 % plus EUR 0.25 for European cards.
Features that actually save time
Not every option has the same impact on the admissions office. The ones that matter most are those that remove back-and-forth with parents.
| Feature | Measured effect during admissions | Indicative extra cost |
|---|---|---|
| Mandatory fields per year group | Incomplete files down 60 to 70 % | Included |
| Online document upload | Fewer visits to reception | EUR 2,500 to 4,000 |
| Application fee payment | Application confirmed without paperwork | EUR 3,000 to 5,000 |
| Automatic SMS reminders | 2 to 3 times fewer inbound calls | EUR 1,500 + EUR 0.05 to 0.08/SMS |
| Status dashboard | Clear view: received, complete, offered, declined | EUR 2,500 to 3,500 |
| Waiting list per class | Place management without a side spreadsheet | EUR 1,500 to 2,500 |
| Lightweight mobile version | Form usable on any phone | Included |
The technical point often overlooked is page weight. Most parents complete the form on a phone: each step should load in under 3 seconds and document photos should be compressed automatically.
Pupil data: the rules to respect in Ireland
The site collects data about minors: identity, date of birth, school results, sometimes health information. The GDPR and the Irish Data Protection Commission apply, and the Education (Admission to Schools) Act 2018 sets expectations on admissions policy and transparency. In practice you need a clear privacy notice, a defined retention period (for example 12 months for unsuccessful applications), access restricted to authorised staff and EU hosting with daily backups. These items are scoped in the quote from day one, not added afterwards.
Mini case study
Ms Byrne runs a 1,200-pupil private school group in Dublin, from junior to senior cycle. During the admissions peak, two administrators spend about 2 days a week keying paper forms, chasing missing documents and answering emails. Over 8 weeks, that is 16 working days, roughly EUR 4,000 of payroll, before counting data entry errors.
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She chooses the full journey at EUR 24,000 excluding VAT with EUR 500 a month of maintenance. The school charges a EUR 100 application fee: across 450 new applications, EUR 45,000 is collected online and reconciled automatically. Time saved, no more lost files and a live view of places per class justify the project over two admissions cycles.
FAQ
How long does it take to be ready before admissions open?
Allow 8 to 10 weeks for a full journey. To open applications in January, the project should start by early October.
Can parents pay without a credit card?
Yes, debit cards, Apple Pay and Google Pay are supported. Processing fees stay around 1.5 % of the amount.
Can several schools share the same site?
Yes, a group with 2 or 3 campuses can use one form with a campus choice. The extra cost is usually EUR 2,000 to 4,000.
What does EUR 250 a month of maintenance include?
Security updates, daily backups and email support. At EUR 600, you add reinforced cover during the 8-week admissions peak and small improvements.
Does the site replace the school management system?
No, it builds the application file and then exports data to your MIS or a spreadsheet. A direct integration usually costs EUR 3,000 to 6,000.
Let's scope your project. Send us your number of schools, pupils and the date admissions open, and we will price the scope, between EUR 15,000 and 30,000 excluding VAT, on a timeline built around your intake. 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.
