Requirements checklist
What to ask for when choosing software for tuition and coaching centres.
A checklist built from how tuition and coaching centres work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Enquiry and admission
- Batch and timetable
- Fee instalments and reminders
- Attendance and test marks
- Parent updates
Roles that need their own access
Who logs in, and what each person may see or change.
- For centre owners
- For the front office
- For faculty
- For academic coordinators
- For parents and students
Reports to ask for
Ask to see each one with your own sample data.
- Admissions by course, batch and enquiry source
- Instalments due, collected and overdue by parent
- Roll by batch and by student
- Test marks, rank lists and score history by batch
- Topic coverage against the plan, chapter by chapter
- Faculty hours taught by subject and batch
- Batch strength and students who left, month by month
Systems it may need to connect to
Note which ones you already run.
- SMS and email
- Payment links and gateways
- Biometric attendance devices
- Marks import from an OMR or spreadsheet file
- Receipt and ID card printers
Questions for any vendor
Put these to every supplier you are comparing.
- Can one student sit in different batches for different subjects?
- Does it track fee instalments rather than one full payment?
- Will parents be told when a student is absent?
- How are test marks entered?
- Can faculty mark attendance from a phone?
- Does it show how much portion is left in a batch?
- Can more than one branch work on the same system?
- Can fee entries reach my accounting software?
- Can the old admission register be brought across?
- What does it cost?
- How long before the front office is admitting students on it?
- What does the centre need to prepare for the start?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Nobody can see who owes fees
- Parents feel left out
- Enquiries do not convert
- Batch changes break everything
Prefer to talk it through? See the tuition and coaching centres page.