Custom software · Coaching centres

Build a coaching system around your batches and your test series.

A coaching centre runs on a timetable and a results sheet. Which batch, which faculty, which room, which chapter, which test, and which parent has to be told that her son missed the Sunday mock.

Most of that lives in a register, a WhatsApp group and one senior teacher’s memory. Results week arrives, admissions arrive with it, and the enquiry written on a pad at four in the afternoon is called back after the child has joined somewhere else.

A coaching system can hold the student from the first enquiry to the last test paper. Batch, attendance, instalments, marks, and a message that goes to one parent about one child.

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Who this is for

Coaching businesses we can build for.

A neighbourhood tuition class and a competitive exam institute with eight branches teach differently and collect fees differently, and the software has to match whichever one you run. This page assumes a test series and a rank list behind it. A centre whose product is a course and a certificate should read the training institutes page. If you are franchising the brand itself, with royalties and territories, look at franchise businesses.

Tuition centres
Competitive exam coaching institutes
Engineering entrance coaching
Medical entrance coaching
CET and state entrance coaching
Board and PU coaching
Foundation programme centres
Bank and government exam coaching
Civil services coaching
Defence and NDA entrance coaching
Law and judiciary entrance coaching
Olympiad and scholarship exam coaching
Repeater and dropper batches
CA, CS and CMA coaching
Online and hybrid coaching businesses
Test series providers
Multi-branch coaching chains
Coaching networks running several centres under one brand

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Student record

One record per child, which survives a batch change.

Student profile and photograph
School or college
Class and stream
Target exam and year
Parent names and contact numbers
Address
Admission date
Course and batch
Fee plan
Attendance history
Test history
Documents
Notes from faculty

When a student moves batch, the attendance, fees and marks move with the record instead of splitting into two half-records.

Enquiries and admissions CRM

Walk-ins after the results, calls from a hoarding, referrals from a parent and forms from the website, all in one list.

Enquiry source
Student and parent details
Class and target exam
Counsellor assigned
Counselling notes
Demo class offered
Follow-up date
Fee quoted and discount sought
Converted admissions
Lost enquiries with reason
Referral by an existing parent

Admission

Enquiry
Counselling
Demo class
Scholarship test
Fee plan agreed
Admission form
Batch allotment
Material issue

Courses and programmes

Course name and duration
Target exam
Class and stream
Subjects included
Number of sessions
Test series included
Study material included
Fee structure
Instalment pattern
Crash and revision variants
Online, offline or hybrid

Batches

Batch code
Course and academic year
Timing and days
Classroom
Faculty per subject
Batch strength and limit
Start and end date
Batch status
Waiting list
Batch transfer record

Timetable

The one screen that decides whether two batches arrive at the same room.

Weekly timetable per batch
Faculty-wise timetable
Room allocation
Subject hours per week
Doubt session slots
Test slots
Holiday calendar
Clash detection
Substitution when a faculty is absent
Timetable published to students

Syllabus and portion tracking

Whether the chapter actually got covered, not whether it was on the plan.

Subject-wise chapter list
Planned date per chapter
Chapter marked covered
Faculty confirmation
Portion completed against plan
Lagging batches
Revision planning
Pre-exam portion status

Attendance

Session-wise attendance
Subject-wise attendance
Late arrivals
Absence reason
Continuous absence alert
Attendance percentage per student
Batch attendance trend
Parent intimation on absence
Faculty attendance

Attendance by card or biometric needs a device at the door. Where that is not practical, marking from the faculty’s phone at the start of the session works and takes a few seconds.

Faculty

Faculty profile and subjects
Batches assigned
Hours taught
Visiting or full-time
Availability
Leave record
Substitutions handled
Student feedback
Payment basis per hour or per month
Payment record

Tests and assessments

Test scheduled
Question paper assigned
Test conducted
Answer sheet evaluated
Marks entered
Rank list generated
Result published
Parent intimation

Test types

Daily practice tests
Chapter tests
Weekly tests
Cumulative tests
Full syllabus mock tests
Scholarship tests
Board pattern tests
Subject-wise test series
Online tests
Retest for absentees

Marks and analysis

What a parent asks at the meeting: where is he actually losing marks.

Marks per subject
Chapter-wise performance
Question-wise accuracy
Attempted and unattempted
Negative marking impact
Rank in batch
Rank in centre
Progress across tests
Weak chapters
Comparison with batch average

OMR scanning depends on the sheet design and the scanner you have. It is checked with your own sheets before it is promised.

Question bank

Subject and chapter tagging
Difficulty level
Previous year questions
Question type
Solution and explanation
Images and diagrams
Paper generation by pattern
Paper version control
Faculty contribution record

Fee structure

Course fee
Instalment plan and due dates
Registration and admission fee
Material fee
Test series fee
Transport fee
Hostel fee
Discount and scholarship
Sibling concession
Approval for a non-standard discount

Fee collection

Overdue amounts found on a screen instead of by flipping a receipt book on the fifteenth.

Instalment due list
Receipt on payment
Cash, UPI, card and cheque
Online payment link
Part payment
Cheque bounce record
Late fee
Fee refund on withdrawal
Outstanding by batch
Outstanding by counsellor
Parent-wise statement

Fee reminders

Instalment due
Reminder before due date
Due date
Overdue reminder
Counsellor call task
Payment
Receipt sent

The number on the admission form is usually the parent’s, and reminders should go there rather than to the student. A parent who has ignored three messages is still a phone call for your counsellor.

Parent communication

One parent, one child, one message. Not a group where the batch average is discussed in public.

Absence alert
Test result with marks
Progress summary
Fee reminder and receipt
Parent-teacher meeting invitation
Holiday and timetable change
Faculty remark
Achievement intimation

Parent portal

Attendance record
Test marks and rank
Progress charts
Fee due and payment history
Pay online
Timetable
Study material access
Faculty remarks
Raise a query

Student application

Timetable and today’s class
Attendance
Assignments and practice problems
Test schedule
Online tests
Marks and rank
Study material and notes
Recorded sessions
Doubt posting
Notifications

Study material

Module and booklet issue
Issue register per student
Pending issue
Digital notes
Recorded classes
Access by batch
Download control
Material stock
Reprint requirement

Doubt sessions

Doubt posted by a student
Subject and chapter
Faculty assigned
Answer with working
Face-to-face slot booking
Resolution time
Repeat doubts by chapter
Unanswered doubts

Results and outcomes

Your own record of what your students achieved, kept year by year.

Board results entered
Entrance exam results
Rank and score record
Batch-wise outcome
Faculty-wise outcome
Year-on-year comparison
Alumni record
Consent for publicity

The system records what your team enters and what a student shares. It does not fetch results from any examination board.

Transport and hostel

For centres that run either, the parts parents ask about most.

Route and stop
Vehicle and driver
Student allocation
Transport fee
Hostel room allocation
Warden and attendance
Mess record
Gate pass and leave
Parent intimation

Branches and franchises

Branch-wise batches
Branch admissions
Branch fee collection
Faculty shared across branches
Common test series
Branch-wise results
Franchise royalty record
Consolidated management view

Roles and access

Management
Centre head
Academic head
Faculty
Counsellor
Front office
Accounts
Student
Parent

Management dashboards

Enquiries and conversion
Admissions this season
Batch strength and vacancy
Attendance trend
Fee collected and outstanding
Instalments overdue
Test participation
Average marks by batch
Faculty hours
Dropouts and reasons
Branch performance
Enquiry source performance

Integrations

WhatsApp and SMS providers
Payment gateways
Tally and accounting software
Online class platforms
OMR scanners
Biometric attendance devices
Website enquiry forms
Cloud storage for recordings

Joining an online class from inside the application depends on what the class platform allows through its own interface.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry
Counselling
Demo class
Admission
Batch allotment
Fee instalment
Classes and attendance
Portion tracking
Tests
Rank list
Parent update
Doubt sessions
Results

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Students and batches
Admissions, student records, batches, the timetable and attendance. The front office and the faculty work on this much alone.
2
Fees
Fee plans, instalments, receipts, reminders and outstanding by batch, which is usually where the money starts coming in on time.
3
Tests and progress
Test scheduling, marks entry, rank lists, chapter-wise analysis and the parent portal that answers questions before they are asked.
4
Material and analytics
Study material, doubt sessions, the student application, branch reporting and management dashboards.

How we work

How a build actually runs.

01
Understand
We sit through an admission counselling and a test day, because both are busier than anyone describes them.
02
Map
Courses, batches, faculty, fee patterns, test patterns, approvals and who speaks to the parent.
03
Design
Screens for the counsellor, the faculty and the parent, each built for the few minutes they actually have.
04
Build
Admissions, batches and fees first, because those are the three that break during results week.
05
Test
One batch runs on it for a full test cycle before the rest of the centre moves.
06
Deploy
Go-live is timed away from the admission rush, because nobody learns new software in results week.
07
Improve
The student application, the question bank and the analytics follow once daily use is settled.

What we can build

Systems we can put together for you.

Coaching centre management software
Student CRM and admission systems
Batch and timetable systems
Attendance systems
Fee collection systems
Test and assessment platforms
Online test engines
Question bank systems
Parent portals
Student mobile applications
Faculty portals
Study material portals
Management dashboards
Multi-branch coaching platforms

Common questions

Questions owners ask before starting.

What is custom coaching centre software?

It is software built around one centre’s courses, batch patterns, fee instalments and test series, instead of a school package bent into shape. Coaching runs on batches and tests, not on classes and terms.

Can it handle instalment fees?

Yes. Each student’s plan carries its own instalments and due dates, and the overdue list is a screen rather than a page in a receipt book.

Can parents get their own child’s marks?

Yes. A message or a parent login can carry one child’s attendance, marks and rank, which is what a parent actually wants instead of a group post.

Can we run test series and rank lists?

Yes. Tests, marks entry, negative marking, batch and centre ranks, and chapter-wise analysis can all be part of the build.

Can students take tests online?

Yes. An online test engine with a timer, sections, a question palette and instant scoring can sit beside the offline test series.

Will OMR sheets work?

Usually, but it depends on your sheet layout and your scanner. We test with your own sheets before committing to it, because a badly aligned sheet reads wrong rather than not at all.

Can it manage a batch change mid-course?

Yes. The student keeps one record, and the attendance, fees and marks follow the student rather than the batch.

Can it track whether the portion is covered?

Yes. Chapters are marked as they are taught, so a batch that is lagging shows up in November and not in February.

Can we run several branches on one system?

Yes. Each branch runs its own batches and collections, faculty can be shared, and the test series can be common across branches.

Do you have a ready product for coaching?

We have a School and College Management System. Its admission enquiries, fee instalments, attendance, timetables and marks cover a fair part of what a centre needs. It is built around classes and terms rather than batches and test series, so we will say which way after looking at your fee and test patterns.

Can we start small?

Yes, and most centres should. Admissions, batches, attendance and fees first, then tests, then the student application.

Can it be sold to other coaching centres later?

Yes, but decide now rather than later. A product that other centres log into needs their batches, question banks and fee data kept apart from yours, and adding that after two years is expensive.

Your trade

How we work with this trade.

Tuition and coaching centres

Already built

Software we already run for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

School & College Management System

Build a coaching system that survives results week.

The two weeks after results decide a coaching centre’s year. Enquiries arrive faster than anyone can write them down, batches are formed and re-formed, and fees are agreed at the counter in ten different ways.

Send us your batch list, your fee register and one test result sheet. Between the three we can usually see which one is costing you students, and that is the part to build first.

Tell us how you work

Tell us how your coaching centres runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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