Legacy Online School at a glance

Legacy Online School is an accredited private online K-12 school that teaches an American curriculum to families worldwide. Families choose from live group classes, self-paced learning, and one-on-one instruction.

The school serves about 2,000 students in more than 20 countries, including the US, Europe, and the Middle East. Around 140 team members work across teaching, learning support, admissions, and operations.

Learning Support Specialists work closely with families, from a student's first days to everyday questions. Working across time zones shapes how the school organizes both classes and parent support.

The challenge: a team that doubled, with no record of working hours

Over the past year, Legacy's remote team doubled in size. The school hired more teachers and Learning Support Specialists to serve families across different regions and languages.

But this growth exposed a gap in how the school kept track of working time.

“Before Apploye, we didn't have a dedicated system for tracking working hours. That made it harder to verify whether the hours teachers and Learning Support Specialists worked matched their schedules and paid time.”

— Theo Choto, Business Development Manager

Any question about hours had to be settled by checking with the team directly, and with twice as many people. Legacy wanted managers to see logged hours across the team, spot gaps, and follow up with clear information.

Why Legacy chose Apploye

Legacy's focus was a straightforward way to track working hours across a remote team, and the school assessed Apploye directly against that need.

The team had two real concerns. First, would tracking fit naturally into the working day? Second, could the data be used fairly?

“Teaching, preparing lessons, and supporting parents involve different kinds of work, so activity figures need to be understood in context.”

What made Apploye the right fit was practical.

“It gives us something concrete to review when there is a question about working time or a gap that needs attention.”

Getting started

Apploye's team helped Legacy set up its account and resolved the issues that came up in the early days.

The biggest adjustment wasn't technical. It was habit. Staff had to remember to start the timer.

“During the first few weeks, we needed to remind some team members so their logged hours accurately reflected their work.”

How Legacy uses Apploye

Legacy uses four Apploye features day to day: time tracking, screen monitoring with screenshots, attendance tracking, and reporting. Staff start the timer as they clock in and start working. Then, managers turn to the logged time and reports when a question about hours or a gap needs attention.

The school reads that information carefully, keeping in mind that live teaching, lesson preparation, and parent support each look different.

	Before Apploye	With Apploye
Working hours	No dedicated system	Logged and available to review
Hours vs. schedules and pay	Hard to verify	Checked against logged time
Gaps	Hard to spot across a remote team	Spotted and followed up with specifics

“Before, keeping track of working hours meant more back-and-forth with the team. Now, having a clear record makes those conversations easier and gives us more time to focus on supporting our teachers and students.”

Advice for other online schools

Theo would recommend Apploye to other online schools, particularly those that need to monitor remote teams. His advice centers on how to roll it out, not just whether to.

“I would recommend setting clear expectations with staff from the beginning and reviewing time records alongside attendance and work quality. That makes the information more useful when managing a school.”

— Theo Choto

"I would recommend setting clear expectations with staff from the beginning and reviewing time records alongside attendance and work quality. That makes the information more useful when managing a school." — Theo Choto

Conclusion

As Legacy Online School doubled its team, we needed to know that scheduled and paid hours matched the hours worked. Apploye gives the school a way to check, while it keeps the different kinds of teaching work in context.

We now spend less time on questions about hours and more on supporting teachers and students.