Workfolio is the ERP built for TVET colleges: admissions, academics, CDACC-style modules and marks, RPL evidence, fees with M-Pesa, payroll, procurement, library, hostel and more. One server in the office; every computer and phone on campus stays in sync.
Windows server & desktop app · Android app · 30-day free trial, no key needed
No internet neededRuns on the school network. Power cuts to the router don't stop registration.
Always in syncOne database. Every PC, laptop and phone sees the same records instantly.
Your data stays yoursHeld on your own server — not a stranger's cloud. Backups to Drive/Dropbox if you want them.
Up in an afternoonOne installer on the server. PHP and the database are bundled — nothing else to set up.
Built for technical training
Competence is shown at the bench, not at a keyboard. Workfolio goes where the practical work happens — on a phone in the workshop, on the office computers, and at home through the online portal.
Evidence is photographed where the work is done and lands in the trainee's portfolio at once.
Every office works from the same records, so nothing is typed twice.
Photographs are illustrations, not pictures of a particular institution.
Modules
Each role sees only its own screens — a trainer gets their units and marks, the bursar gets finance, a trainee gets their fees, results and timetable.
From application to graduation.
Built around TVET CDACC curricula.
Evidence photographed where the work happens.
Every shilling accounted for.
People and pay in one place.
Clash-free timetables in minutes.
From requisition to stores.
The rest of college life.
Ready for the auditor and the board.
How it works
All your data lives in one place — the server computer — so there is nothing to copy between machines and nothing to merge.
On one office PC that stays on during school hours. Web server, database and the app are all inside the installer — no internet, no extra software. It starts itself with Windows.
On every other computer, run the Workfolio client and type the server's address (it's shown on the server screen). Workfolio opens in its own window, like any other program.
Install the Android app — it finds the server on the school Wi-Fi by itself. Trainees check fees and results; trainers enter marks; evidence goes in straight from the camera.
Away from campus
The server at school holds the records and works without internet. Add an online portal — a copy of it on the internet that the school server keeps in step every few minutes — and staff and trainees use Workfolio from anywhere with the same usernames and passwords.
Register your institution below and ask us to host your portal: we set it up and send the principal the portal address and its key. Prefer your own web hosting? A licensed institution can request the web hosting package and run the portal on its own PHP host.
On the server at school, an administrator opens Backups → Online portal → Connect to your online portal, pastes the address and key and presses Connect and sync now. The portal shows the institution within minutes.
A trainer at home opens the portal address, signs in as usual and enters marks; a trainee checks fees and results; applicants apply online. Every change is journaled and repeated on the school server at its next sync — the school's copy remains the one that counts, and it keeps working when the internet is down.
Each category of user — trainees, trainers, heads of department, registry, finance, support offices — is either allowed to save on the portal or kept view-only there. The portal also holds your off-site backups, and a wiped server rebuilds itself from it on the setup page.
Built for every desk
Accounts are role-based, and an admin can narrow any account to just the modules that person needs.
Get started
Tell us who you are and you get your institution code straight away. You type it into the setup page of your Workfolio Server: it becomes your school's login code and identifies your backups online. Then download the server below.
Download
All three are the same version, built from the same code — whatever you do on one shows up on the others.
For the one computer that holds the school's data. Includes the database, web server and the full app. Upgrades an existing install in place — your data is kept.
Download server installerFor every other Windows computer on campus. Asks for the server's address once, then opens Workfolio in its own window.
Download desktop appFor staff and trainees. Finds the school's server on the Wi-Fi, keeps you signed in, and uses the camera for photos and evidence.
Get it on the app pageThe web hosting package (Workfolio for your own PHP + MySQL host) is not a public download: it is released to licensed institutions on request, through a personal link, under the Terms and Conditions — it may not be copied, shared or installed for any other institution.
Open the app page on the phone, tap Install, then tap the downloaded file. If Android asks, allow “Install unknown apps” for the browser — the app comes from Workfolio, not the Play Store.
Open the app page Download the APKInstitutions that use Workfolio and the code each one was issued (its trainees and staff sign in as the code + their number). Looking for your own code? It is here — and under Sign in you are taken straight to your institution.
Questions
No. Workfolio runs entirely on your school network. Internet is only used for the extras that need it by nature — M-Pesa payments, SMS, email, off-site backups and the optional online portal.
Yes, through the online portal — a copy of your school server on the internet that the server keeps in step every few minutes. The trainer signs in at the portal address with the usual username and password and enters marks; the school server repeats the change at its next sync. Set it up once: get a portal address and key (we host it, or you do), then on the school server press Connect under Backups → Online portal.
An ordinary Windows 10 or 11 (64-bit) desktop is fine — it doesn't have to be a dedicated server. It should stay switched on during school hours, since the other computers and phones reach Workfolio through it.
Run the new server installer over the old one. It replaces the program files and keeps your database, uploaded photos and evidence exactly as they were. The desktop app and phone app need no update — they always show the server's current version.
Yes. Every install starts with a 30-day free trial with nothing to activate, and the setup screen can load sample data so you can click through admissions, marks and fees straight away.
It never leaves your server unless you set up off-site backups. Every account has its own role and permissions, and the activity log records who changed what.
Workfolio