As digital communication becomes more central to the way schools operate, the decision around how to manage a school’s website has become increasingly important. One of the most common questions districts face is whether or not to use a content management system (CMS) for their website.
A CMS—like WordPress, Finalsite, Edlio, or Wix—allows schools to build and manage website content without having to write code. But is it the right choice for every district?
Here’s a breakdown of the pros and cons of using a CMS for your school website.
Pros of Using a CMS for School Websites
1. Easy Content Updates
A CMS makes it easy for non-technical staff to update content, such as announcements, calendars, or policy documents, without needing a web developer. This can keep your site more current and reduce IT bottlenecks.
2. User Roles and Permissions
Most CMS platforms allow administrators to set different permission levels for staff. That means you can let school secretaries update lunch menus or principals update announcements without giving them access to sensitive areas of the site.
3. Templates and Brand Consistency
Using templates helps maintain a consistent look and feel across the entire website. District-wide branding and accessibility guidelines are easier to enforce when you’re not building every page from scratch.
4. Cost-Effective Maintenance
Compared to a fully custom-coded site that requires ongoing developer support, a CMS can reduce long-term maintenance costs. Many platforms include updates, hosting, and security patches as part of the service.
5. Integrations and Plugins
Popular CMS platforms offer integrations for calendars, forms, accessibility tools, newsletters, and more—often through pre-built plugins that are quick to install.
Cons of Using a CMS for School Websites
1. Training and Learning Curve
Although CMS platforms are designed to be user-friendly, staff may still need training—especially if they’re not comfortable with web editing tools. Rolling out a CMS across multiple schools in a district can require a coordinated training effort.
2. Limited Customization
While templates offer consistency, they can also be limiting. Some CMS platforms restrict layout flexibility, which can be frustrating if your district wants to do something unique or highly customized.
3. Ongoing Subscription Costs
Many education-focused CMS providers operate on a subscription model. While it may seem affordable initially, costs can add up over time, especially for smaller districts with tight budgets.
4. Security and Compliance Risks
Not all CMS platforms meet the strict accessibility and data privacy requirements required by law. Schools must ensure that the platform complies with WCAG accessibility guidelines and FERPA-related data protections.
5. Performance Trade-Offs
CMS platforms that rely on lots of plugins or shared hosting can be slower than custom-coded websites. This may affect performance, especially for mobile users or rural communities with slower internet connections.
So... Should Your School Use a CMS?
It depends on your goals, your team, and your budget. For many schools, a CMS offers a solid balance between ease of use, affordability, and functionality. But for others—especially larger districts or those with specific design or accessibility requirements—a custom-built site or hybrid approach might make more sense.
The key is choosing a website management approach that supports clear communication, accessibility, and ease of maintenance. If you’re not sure whether a CMS is the right move for your district, Rudder Digital can help you assess your needs and recommend the best path forward.
Want help evaluating your school’s web platform or switching to a CMS that works? Contact us for expert guidance tailored to K–12 districts.
