Build a training institute system around your batches, your fees and your enquiries.
A training institute lives on two numbers that nobody keeps properly. How many enquiries turned into admissions, and how many admitted students are still coming to class in the eighth week.
The enquiry register is a notebook at the front desk and fee instalments are in Excel. Attendance is a sheet the faculty signs and hands in on Friday. The batch WhatsApp group is where the actual institute happens.
A system from GullySystem can put those in one place. The counsellor’s follow-up list, the batch, the attendance, the instalment that fell due today, and the content a student opens at eleven at night.
Training businesses we can build for.
A single-centre spoken English class and a twelve-branch skill training chain need very different systems, and the batch calendar matters more here than the subject taught. This page assumes courses, certificates and placements. A centre whose product is a test series and a rank list is a different build.
- IT and software training institutes
- Computer training centres
- Spoken English institutes
- Skill development centres
- Vocational training institutes
- Accounting and Tally training centres
- Data and analytics training institutes
- Electrical and technician skill centres
- Insurance and financial advisory training providers
- Yoga and fitness teacher training academies
- Design and animation institutes
- Nursing and paramedical institutes
- Hospitality and aviation academies
- Beauty and wellness academies
- Driving schools
- Language schools
- Training brands running centres through franchisees
- Corporate training providers
- Online course businesses
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.
Enquiries
Enquiries arrive from the website, a phone call, a walk-in, a hoarding, a college visit and three listing sites. They can sit in one list.
- Enquiry date and source
- Student name and contact
- Parent contact where relevant
- Course interested in
- Preferred batch timing
- Qualification
- Location
- Budget discussed
- Counsellor assigned
- Enquiry status
Counsellor follow-up
- Enquiry
- First call
- Counselling
- Demo class
- Fee discussion
- Admission
- Batch allotted
- Follow-ups due today
- Call notes
- Missed follow-ups
- Reason for not joining
- Counsellor-wise conversion
- Source-wise conversion
- Cold enquiries to revive
An enquiry that nobody called back is the cheapest admission an institute ever loses. The list of missed follow-ups is the single most useful screen on this page.
Demo classes
- Demo scheduled
- Faculty taking the demo
- Date and slot
- Attended or missed
- Faculty feedback
- Student feedback
- Demo to admission conversion
- Follow-up after the demo
Admission
- Admission form
- Student photograph
- Identity and qualification documents
- Course and batch selected
- Fee structure applied
- Discount with approval
- Registration fee
- Admission number
- Terms accepted
- Admission receipt
Student records
- Personal details
- Parent or guardian details
- Courses enrolled
- Batches attended
- Attendance history
- Assessment results
- Fee history and dues
- Documents
- Material issued
- Certificates earned
- Placement status
- Notes from counsellors and faculty
Courses and curriculum
- Course name and code
- Duration and hours
- Modules and topics
- Prerequisites
- Fee structure
- Material included
- Assessment plan
- Certificate issued on completion
- Active and discontinued courses
Batches
The batch is the unit an institute actually runs on, and it is where the money and the drop-outs both show.
- Batch code
- Course
- Start and expected end date
- Timing and days
- Faculty assigned
- Classroom or online link
- Seats and seats filled
- Students enrolled
- Syllabus progress
- Batch status
Timetable and classrooms
- Weekly timetable
- Classroom allocation
- Lab allocation
- Faculty availability
- Clashes flagged
- Substitute faculty
- Extra and doubt classes
- Holiday calendar
Two batches booked into one lab at six in the evening is the commonest complaint at a training centre. Clash checking comes before anything clever.
Faculty
- Faculty profile and subjects
- Full-time or visiting
- Batches assigned
- Hours taught
- Availability
- Leave
- Student feedback scores
- Documents
Faculty payouts
Visiting faculty are usually paid by the hour or the session, and the count is argued over every month.
- Rate per hour or per session
- Sessions delivered
- Sessions cancelled
- Demo sessions
- Travel allowance
- Payout statement
- Approval
- Payment record
Attendance
- Class-wise attendance
- Marked by faculty or by student
- Biometric or QR marking
- Late entry
- Absent students listed
- Continuous absence flag
- Attendance shortage
- Parent alert on absence
- Attendance by batch and by student
Reading from a biometric device depends on what that device’s manufacturer allows a third system to read. It is checked per model.
Who is about to drop out
A student stops coming three weeks before he says so. The signals are usually already in the system.
- Attendance falling
- Instalment overdue
- Assessment scores dropping
- No login to the learning platform
- Complaints raised
- Batch change requests
- Counsellor intervention log
Fees and instalments
- Course fee and registration fee
- Instalment plan
- Due dates
- Discounts and scholarships
- Sibling and referral concessions
- Late fee rules
- Material and exam fees
- GST where applicable
- Fee structure by batch
Fee collection
- Instalment due
- Reminder
- Payment
- Receipt
- Ledger updated
- Dues list refreshed
- Cash, UPI, card and bank transfer
- Online payment link
- Numbered receipts
- Part payments
- Cheque and bounce record
- Daily collection report
Dues follow-up
- Instalments due this week
- Overdue by student and batch
- Reminder on WhatsApp and SMS
- Escalation to the counsellor
- Promise to pay
- Blocked access rules
- Ageing of dues
- Centre-wise outstanding
Whether a student with overdue fees is blocked from class or from content is your policy. The system enforces whichever you choose and keeps a note of every override.
Refunds, transfers and holds
- Refund request
- Refund policy applied
- Approval
- Amount and deduction
- Batch transfer
- Course change
- Course on hold
- Rejoining later
- Fee adjustment on rejoining
Study material
- Material sets by course
- Books and kits issued
- Issue date and quantity
- Stock at each centre
- Reorder level
- Digital material access
- Material charged or included
The learning platform
Where the course continues after the class ends, which for working students is the only time they study.
- Course content by module
- Recorded sessions
- Live class links
- Notes and worksheets
- Assignments and submissions
- Quizzes
- Progress tracking
- Discussion and doubts
- Content release by batch schedule
- Mobile access
Video hosting, streaming cost and content protection depend on the video provider you choose. No provider makes content impossible to copy, and anyone who says otherwise is selling something.
Assessments
- Topic tests
- Mock exams
- Practical assessments
- Question bank
- Online and offline tests
- Marks entry
- Evaluation by faculty
- Result publication
- Rank within the batch
- Performance by topic
Progress reports
- Attendance summary
- Assessment scores
- Module completion
- Faculty remarks
- Improvement areas
- Report shared with the student
- Report shared with the parent
Completion and certificates
- Completion criteria
- Attendance and assessment check
- Certificate template
- Certificate number
- Issue date
- Digital copy to the student
- Verification page
- Duplicate issue with a record
What a certificate is worth in the market depends on your institute’s standing and any affiliation or accreditation you hold. The software issues and records it, and claims nothing about it.
Placements
- Student placement profile
- Resume
- Recruiter and company records
- Job openings shared
- Interviews scheduled
- Interview outcome
- Offers received
- Joining confirmation
- Placement history by batch
Placement is a market outcome, not a software feature. The system records what happened, and it will not make a number look better than it is.
Parent and student communication
- Admission confirmation
- Fee due reminders
- Payment receipts
- Absence alerts
- Test result messages
- Class cancellation notices
- Batch announcements
- Feedback requests
A batch reminder is a short approved template. A fee dues message with an amount in it is read more strictly, so most centres send a link to the receipt page instead.
The student app
- Timetable
- Attendance
- Fee dues and payment
- Study material
- Recorded classes
- Assignments
- Test results
- Notices
- Doubt requests
- Certificates
Website and online admission
- Browse courses
- Enquiry or demo request
- Counsellor call
- Online application
- Fee payment
- Batch allotment
- Course pages
- Batch schedules
- Enquiry forms
- Demo booking
- Online payment
- Student login
Several centres and franchises
For a chain, each centre runs its own day while head office sees the group.
- Centre-wise enquiries and admissions
- Centre-wise collections and dues
- Batch and faculty utilisation
- Franchise royalty calculation
- Centre performance
- Shared course and content library
- Centre-level permissions
- Consolidated reporting
Corporate and institutional training
- Corporate client records
- Programme and batch for the client
- Participant list upload
- Attendance per session
- Feedback by module
- Completion reporting to HR
- Purchase order and invoicing
- Payment follow-up
Management dashboards
- Enquiries by source
- Demo to admission conversion
- Admissions this month
- Active batches and students
- Attendance across batches
- Fee collected and fee due
- Drop-outs
- Faculty utilisation
- Course-wise revenue
- Centre-wise performance
- Counsellor performance
- Certificates issued
What it connects to
- Tally and accounting software
- Payment gateways and UPI
- WhatsApp and SMS
- Video conferencing tools
- Video hosting platforms
- Listing and lead sources
- Biometric attendance devices
Pulling leads automatically from a listing site depends on whether that site gives you a feed. Where it does not, leads are added by the front desk.
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
- Fee instalment
- Batch allotment
- Classes
- Attendance
- Assessment
- Completion
- Certificate
- Placement
- Alumni
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
Enquiries and admissions
The enquiry list, counsellor follow-up, demo classes, admissions and receipts. An institute feels this one in the first month.
- 2
Batches and attendance
Courses, batches, timetables, faculty, attendance and the list of students who have stopped coming.
- 3
Fees and content
Instalment plans, dues follow-up, refunds, the learning platform, assessments and certificates.
- 4
Centres and analytics
Several centres or franchises, corporate training, placements and the dashboards that show which course is actually paying.
How a build actually runs.
- 01
Understand
We sit at your front desk for a day. Counselling calls tell you more about an institute than its brochure does.
- 02
Map
Courses, batches, fee structures, discounts, faculty arrangements, centres and every register kept by hand.
- 03
Design
Screens for the counsellor, the faculty, the accounts desk and the student, each kept to what that person needs.
- 04
Build
Enquiries, admissions and fees first, because that is where money leaks while a project is still going on.
- 05
Test
One centre runs a full admission cycle on it, including a refund and a batch transfer, before the rest see it.
- 06
Deploy
Centre by centre, with counsellors and faculty trained separately because they use different parts of it.
- 07
Improve
Content, assessments, placements and the reports the director asks for once the basic numbers are trustworthy.
Systems we can put together for you.
- Training institute management systems
- Coaching centre software
- Admission and enquiry CRM
- Batch and timetable systems
- Attendance systems
- Fee management and instalment tracking
- Learning management systems
- Assessment and test platforms
- Student mobile applications
- Parent communication systems
- Placement tracking systems
- Franchise and multi-centre platforms
- Corporate training management systems
- Multi-tenant education SaaS platforms
Questions owners ask before starting.
What is training institute management software?
It is the system that holds enquiries, admissions, batches, attendance, fees and course content for one institute. It is not a school ERP, because an institute runs on batches and instalments rather than classes and terms.
Is this the same as coaching centre software?
The admissions, batch and fee halves are close. They part company after that. A coaching centre is judged on a test series, a rank list and a board result. An institute is judged on course completion, a certificate and a placement. If your product is a rank, the coaching build fits better.
Can we track enquiries and conversions?
Yes. Every enquiry carries its source, its counsellor and its follow-ups, so you can see which source brings admissions rather than which brings calls.
Can fees be collected in instalments?
Yes. Instalment plans, due dates, part payments, late fee rules and receipts are all handled, and the overdue list refreshes itself every morning.
Can students access classes and material online?
Yes. A learning platform can carry recordings, notes, assignments and quizzes, released on the batch’s own schedule rather than all at once.
Can parents be kept informed?
Yes, where the students are minors or the parents are paying. Absence alerts, fee reminders and test results can go to the parent’s number automatically.
Can it handle several branches?
Yes. Each centre runs its own enquiries, batches and collections, and head office sees the consolidated picture with centre-level permissions in between.
Can we manage franchise centres?
Yes. Franchise centres can run on the same platform with their own logins, their own batches and a royalty calculation based on what they collect.
Will it work with Tally?
Yes. Fee receipts, refunds and faculty payouts can post to Tally so your accountant keeps working where he already works.
Should we buy a ready institute software instead?
If your courses, batches and fee structures fit one, yes, and it will cost less. Building is for institutes whose fee rules, franchise arrangements or content delivery will not sit inside somebody else’s screens.
Can we start with only admissions and fees?
Yes, and most institutes should. Attendance, content and assessments can come later, once the front desk and the accounts desk have settled into it.
Can this become a product we sell to other institutes?
Yes, if that is the plan from the start. Another institute runs its own course structure and certificate format, so a product version has to keep both configurable for every centre.
What will it not fix?
It will not fill a batch, and it will not keep a student who has lost interest. It tells you in week three instead of week ten.
How we work with this trade.
Build the system your institute teaches from.
An institute is a set of batches, a fee calendar and a list of people who once called and were never called back.
Tell us how one batch runs, from the first enquiry call to the certificate. Enquiry follow-up is usually the first build, and the fee sheet can stay a spreadsheet for another year.
Tell us how your training institutes runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private