Policybase vs SchoolDocs

SchoolDocs serves over 2,100 NZ schools and has been the default choice for policy management since 2006. We’re not pretending they don’t do useful things. But schools are telling us about real problems with the current setup, and we built Policybase to fix them.

What schools say about SchoolDocs

These are common frustrations we’ve heard from principals and board members, backed by published reviews and academic research:

Prices have gone up sharply

Multiple reviews on GetApp and Capterra mention that SchoolDocs pricing “skyrocketed” after initially being affordable. One reviewer said the increases would force them to another vendor. Pricing is roll-based ($1,275-$3,390/yr depending on school size).

Cookie-cutter templates, limited customisation

SchoolDocs uses a fixed template library. Schools answer a questionnaire and get a pre-built policy set. An NZARE study found that schools tend to just accept the default template without adapting it to their context. One educator admitted: “We kind of go with whatever the SchoolDocs template is.” Schools can’t write their own policies in the system.

Staff don’t actually engage with the policies

The same NZARE study of 17 Auckland-area teachers found that having an external company create policy documents doesn’t mean staff know or understand them. A policy existing on SchoolDocs is no guarantee of on-the-ground implementation.

You can’t take your policies with you

SchoolDocs policies are their intellectual property. If you cancel, you can’t take “your” policies. This creates lock-in that makes switching costly.

No mobile app, dated interface

User reviews note the absence of a mobile app and describe search as difficult if you don’t know the exact terminology SchoolDocs uses.

No AI, no staff onboarding, no compliance automation

SchoolDocs has no AI features, no staff acknowledgement tracking, no automatic legislation monitoring, and no compliance dashboards.

How Policybase is different

Policybase is a flat $500/yr + GST regardless of school size. Your policies are yours. Our base templates are open source. AI helps with drafting, gap analysis, and translation into Te Reo Maori and other languages. Staff acknowledgement and onboarding are built in. Legislation compliance monitoring keeps your policies current. And the whole thing runs on modern technology.

Here’s the full breakdown: