Place each learner at the right level and keep classes, tutors, course books and exam entries accounted for.
A language school lives on placement tests, level groups, hourly tutors and learners who enrol in week three and vanish in week nine. One learner record holds the placement result, register, unit progress and tutor hours, so promotion and payment follow what happened in the room. Nothing gets retyped twice.
A language school sells levels, not subjects. A learner sits a written paper and a speaking interview, joins the matching group, and moves up only when the teacher signs off the unit test. Intake never stops. Evening beginner groups swell in January while the advanced morning group shrinks to five, so every month needs its own seat count.
Tutors are mostly part-time and paid by the taught hour, with cover lessons, trial classes and exam-prep sessions each carrying a different rate. Learners buy a ten-lesson pack, a term or a full course, and many add one-to-one conversation practice beside the weekly group class. Three desks, three partial views.
Reception takes enquiries by phone, walk-in and messaging, books the placement paper, and hands the written mark and the oral band to the academic coordinator. A group at that level is then picked, with seats checked against the room capacity and the tutor’s timetable, and a trial lesson often comes first.
Tutors take a register each lesson, note the course book unit and page reached, and set homework from the workbook so a substitute starts on the right page. A progress test closes every unit. Promotion follows: who moves up, who repeats the level, and who joins the weekend revision group before the next intake opens for the new term. A missed lesson is made up in a parallel class, but only when a seat is free and the tutor’s register can take one more name.
Corporate groups meet at the client’s office, exam classes work toward a fixed test date, and online lessons run on their own calendar. Month end is slow. The owner adds up tutor hours, cover lessons, cancelled sessions and book sales from several sheets, and one wrong cell shifts a pay slip.
What goes wrong for language schools without a proper system.
What we would build for language schools.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
A requirements checklist for language schools.
What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.
A product already built for language schools.
It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.
Language School Management Software
Placement tests, level classes, registers, lesson packs, make-up lessons, teacher hours, exam entries, course book issue and company group accounts for language schools.
Other products in the same sector as language schools.
The business modules language schools use most.
Each one is also available on its own, or inside a system built for you.
- Lead Management
- Resource and Room Booking
- Attendance & Time Tracking
- Appointment Scheduling
- Receipts Management
- Payroll Management
- Stock Tracking and Alerts
- WhatsApp, SMS and Email Notifications
- All business solutions
All solutions by area
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
Where AI can help language schools.
Each one reads records you already keep, and a person approves every decision.
The services behind it.
ERP, CRM and Business Software Implementation
One record of stock, orders, customers and accounts, set up so your team opens it every day.
Learn moreWhatsApp Business API and Chatbots
WhatsApp Business API work covers number onboarding, template approval, opt-in records and a chatbot with human handover, all set up under the client’s own Meta account. It connects WhatsApp to a CRM, billing or booking system, so every message is sent from an existing record and every reply is written back. It suits businesses that already take orders, payments or bookings in chat.
Learn moreBusiness Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreAll our other services
- Custom Software and Product Engineering
- Software Maintenance, Support and Rescue
- AI and Intelligent Automation
- API and System Integration
- Data Engineering and Business Intelligence
- UI/UX Design and Prototyping
- Cloud Engineering and Managed Infrastructure
- DevOps & Automation Services
- QA and Software Testing
- Performance Engineering
- Cybersecurity and Application Security
- IoT and Edge Computing
- Technology Strategy and Product Consulting
- E-Commerce and Digital Commerce
- MVP Product Development
- Web and Mobile Application Development
- SaaS Product Development
- Data Migration and Moving Off Spreadsheets
- Training and Adoption
- Data Protection and Privacy Readiness
- Tax and e-Invoice Engineering
- Managed IT Support
- Dedicated Team and Staff Augmentation
- Business Intelligence and Reporting Tools
- Cloud Cost Optimisation
- Global Compliance and Localisation
How the work runs from Bengaluru for your city.
- 1
The audit, by call
A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.
- 2
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 3
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 4
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 5
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
The work we have published.
We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.
PetSeva: matching owners to the right vet, at any hour
A two-sided veterinary platform where vets are searchable by specialisation and bookable outside clinic hours. It now carries more than 2,000 veterinary doctors.
Read the case study Paying guest accommodationSAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.
Read the case study Microfinance and Self Help GroupsVikasa RDO: making SHG loan recovery auditable
Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.
Read the case studyQuestions language schools ask before they call.
Can we use our own placement test and level names?
Yes. Whether the school uses CEFR bands, its own ladder or colour codes, the level names and the pass mark for each unit are entered exactly as you use them. The paper and interview notes stay with you, and the system stores only the marks, the assigned level and the coordinator’s note.
Does it handle one-to-one lessons beside group classes?
Yes. A private lesson is booked with a named tutor and a slot, deducted from the learner’s pack, and paid to the tutor at the one-to-one rate you set.
Can online lessons be recorded here?
Yes. An online lesson is a normal lesson with a meeting link beside the register, so Zoom or Teams stays as it is and attendance is taken the usual way.
How is the first set-up of learners and classes done?
Existing records are imported from the paper registers or spreadsheets you keep today, one row per learner. Current students, open lesson packs and classes already mid-unit all come across. Before the first live week the coordinator checks every learner’s level and remaining lessons, and the written quotation states how records can be exported later.
How is a language school quoted?
Branches, classrooms and tutors count, as do staff users and the parts chosen: placement, registers, progress tests, make-ups or exam entries. Online lessons and a fees tool may need linking. The quotation puts a separate figure beside each part.
What should a school have to hand at the beginning?
Your placement test and level names, a class list, one register page, a progress test form and the tutor hours sheet. Name the academic coordinator, a receptionist and a person from accounts. Screens are then tested against real classes.
Do learner and class records stay with the school on leaving?
Learner, class, register and test records are the school’s, and so is the code. They can be saved as open-format files. Builders keep supporting it. GullySystem hosts the system, unless the school wants a host of its own.
What happens after I share my requirements?
An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.
Related industries.
Part of a wider group.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements