Education · Language School Management Software

One system for placement tests, level-based classes, lesson packs, teacher hours and exam entries.

Run a language school from one system. Enquiries become placement tests, results become seats in a class at the matching level, and each lesson attended is subtracted from the learner’s pack. Teachers record the unit covered, coordinators decide promotion, and the owner reads teacher hours and fees without rebuilding them from paper registers.

Share your requirements

Levels, units and promotion rules entered your way
Learner list and running classes brought across and checked
Level and fee plan edits done by us

A school teaching one language or six can use this, and GullySystem builds it around the school’s own levels, unit names and promotion rules. Desk staff, coordinators and teachers work from it. Every learner record holds the placement result, current level, class, attendance, lessons remaining and fees, while teacher pay follows only the lessons actually taught.

Where it breaks today

What goes wrong before the software.

Test scores and class lists are kept apart

The placement paper goes into a folder. The class list lives in a spreadsheet. A learner who passed the listening and dictation parts but failed the grammar section lands in a group one level too high, and the error surfaces weeks later.

Unit progress is held by the teacher

Under the usual teacher a class reaches unit seven, while the substitute’s notebook has a parallel class stuck at unit four, and no one can tell which record is correct. Subjunctive endings get taught twice.

Missed lessons are not counted

Learners on a ten-lesson pack miss two sessions and ask to catch up, yet whether the pack holds eight, ten or none is settled by argument at the desk. Nobody trusts the count.

Waiting lists live in a chat

A level fills up. Names go into a message thread that nobody reopens, and weeks later the free seat goes to whoever pinged most recently, not to whoever asked first.

Hourly teacher pay is argued each month

Taught lessons, trial classes and cover periods each carry a different rate, and register totals seldom match the teacher’s own diary. Every line gets argued.

Exam fees and entries fall behind the deadline

The fee for an outside exam such as IELTS or DELF is taken from the learner, yet the entry reaches the board late. Handed-out course books are never written against a name.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.

1
Enquiry
Someone asks about a language. The desk notes the goal, such as business French or holiday Spanish, adds preferred weekdays, and books a placement test for the earliest free hour.
2
Placement
Written and spoken scores are saved on the record. The coordinator assigns a level, then offers a class with free seats or a place in the waiting queue for that weekday.
3
Joining
The learner pays. A receipt is printed, and from the start date the name joins the class register, with the issued course book noted beside it.
4
Teaching
Teachers take attendance. They note the unit covered and set the homework, and a missed lesson is matched to a make-up seat in a parallel group. The pack count stays honest.
5
Assessment and promotion
Unit tests are marked. The school’s pass rule is applied, and the coordinator promotes, repeats or places the learner in a revision group well before the next term’s timetable is drawn up.
6
Exam and renewal
Outside exam entries are filed before their closing date. The desk also receives a list of learners near the last lesson of a pack, so a renewal can be offered before interest fades away.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Enquiries and placement tests

Log every enquiry by language and goal. Written and spoken placement scores are kept beside the level the coordinator assigned afterwards, with the reasoning noted on the same record.

Classes by level and room

Build groups by level, teacher and room. Seat limits and start dates are held on each group, and a full group keeps a queue that releases seats strictly in the order people asked for them.

Registers and unit coverage

Mark every lesson’s attendance and unit covered. A cover teacher opens the class, sees the last grammar point and flashcard set taught, and begins exactly where the regular teacher stopped.

Progress tests and promotion

Enter unit test marks. The school’s own pass rule is applied, and the record then shows who moved up, who repeated a level and who joined a revision group.

Lesson packs and make-ups

Sell lessons by pack, term or full course. Each lesson attended is subtracted from the balance, and a make-up seat is booked in another group whenever a learner has missed one.

One-to-one lesson booking

Book private lessons with a named teacher and slot, count each against the learner’s pack, and release the hour for someone else when a cancellation comes in.

Fees, instalments and receipts

Set the fee for each course, take part payments, print receipts, and list the learners whose balance is still open before the next unit begins.

Teacher hours and pay

Roster teachers across groups. Each taught, trial or cover lesson is marked in the register when it happens. Hourly pay for every teacher then adds up directly from those marks, with nothing recalled afterwards.

Exam entries and course books

Track exam entries and invigilator slots. Count course books, workbooks, headphones and audio discs issued, in stock and on order, so a title never runs out in the middle of a term.

Corporate group accounts

Hold company classes under one account. Employees, lesson times and one sponsor invoice sit together, and the sponsor’s training manager can check attendance without phoning the desk or waiting for a monthly summary.

Reminders and learner messages

Reminders carry test dates and exam entry deadlines. When a pack runs low, a short note reaches the learner through mail, text or chat, sent from the same record.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Lead Management
Every phone, walk-in and message enquiry is logged with the language wanted, so the desk books a placement test and follows up.
Resource and Room Booking
Rooms and time slots are held against each group, so two classes never claim the same classroom at the same hour.
Attendance & Time Tracking
Teachers mark who came to each lesson and which unit was taught, giving cover staff a clear starting point.
Appointment Scheduling
A private lesson is booked against a named teacher’s free slot, and cancellations release that slot for another learner.
Receipts Management
Each course payment is recorded with its mode and date, and a printed receipt shows what the learner still owes.
Payroll Management
Lessons taught, trial classes and cover sessions are totalled per teacher at their own hourly rates, ready for the month’s payment.
Stock Tracking and Alerts
Course books and workbooks are counted when issued to learners, and the desk is alerted before a title runs out.
WhatsApp, SMS and Email Notifications
Lesson times, test dates and low-pack warnings go out from the learner’s record by email, SMS or a messaging app.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

All solutions

Every part of the system, by area.

Take the modules you need. Each one works on its own or inside a larger system built for you.

AI by department

Who uses it

One system, each person sees their part.

For the owner

Read enrolment by language and level, unfilled seats, teacher cost per group and fees outstanding, then open a new batch only when demand is real.

For academic coordinators

Place learners and build classes. Review test results, decide promotion, and when a teacher falls ill arrange cover that same morning with the lesson plan and the last unit taught in full view.

For teachers

Open your groups and private slots, take the register, record the unit covered and enter dictation, cloze and oral marks, all without carrying a folder home. Nothing is rekeyed later.

At the front desk

Take enquiries and book placement tests. Enrol learners, issue receipts, and answer a parent’s question at the counter straight away, because the balance on any pack is one search away from wherever you are standing.

Reports

The numbers the owner asks for.

Placement results and levels assigned
Seats open and waiting queue by level
Attendance by class and learner
Lessons remaining on each pack
Promotion and repeat counts per unit
Teacher hours taught, cover and trial lessons
Exam entries filed against their closing date

Good fit

Who this is built for.

Single-language schools with a handful of evening classes
Multi-language schools with level groups from A1 to C1
Schools that sell one-to-one conversation lessons beside classes
Coaching centres preparing IELTS, DELF, Goethe or JLPT candidates
Schools teaching company groups by video link
Language schools with two or more premises

Honest answer

When it is not the right choice.

A tutor with a few students needs a notebook.
A school that teaches regular subjects to a fixed yearly class will find School/College Management System closer to its needs.

Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Your levels and course books

Each level takes the name learners know. Units are counted, the matching course book is attached, and a graded reader for the upper levels can sit beside them.

Promotion and pass rules

Pass marks follow your policy. The mark needed to move up, and what happens on a repeat, are set with your coordinators in one working session before any class is loaded into the system.

Learners and running classes brought across

Learners, running groups and unused lesson balances come over from the desk’s list, and the front desk then checks each class against its paper register line by line.

Teacher pay arrangements

Rates are set per teacher. Hourly rates for taught, trial and cover lessons are entered for each teacher, so the monthly total can be checked against the register.

Hosting and changes

GullySystem hosts the system for every premises. Our staff edit levels, lesson types and fee plans whenever you ask, so no one at the desk ever has to touch a setting screen.

Works alongside

WhatsApp or other messaging apps
SMS
Email
Online card payments
Video lesson links
Accounting export

Common questions

Questions owners ask before a demo.

Is this for language teaching only?

Yes, language teaching. The model is levels, units, packs and part-time teachers, which differs from a school with fixed yearly classes and one common timetable for the whole building.

Can we use our own placement test?

Yes. The test paper stays yours. The system stores the written and spoken scores and the level the coordinator assigned from them, so the reasoning behind every placement is on file.

How does it count lessons on a pack?

Each register entry subtracts one lesson. Absences stay visible, and the desk can offer a make-up seat in another group wherever the school’s own rule allows it.

Can it hold a queue for a full level?

Yes. Names queue against the level and weekday they want, and when a seat opens the coordinator sees who is first in line and can offer it at once.

Does it total a part-time teacher’s pay?

Yes. Totals come from lessons taught, trial classes and cover, at the rates the school has set for that teacher, and tax treatment stays with your accountant.

Can company groups be billed on one invoice?

Yes. The sponsor holds an account, employees attend as learners, and one invoice is raised for the agreed lessons, with attendance listed employee by employee for the sponsor to check.

Can online lessons be included?

Yes. An online lesson is a class with a link and a register, while the video tool you already use keeps carrying the whiteboard and chat.

Can we bring our existing learner list?

Yes. We bring in names, levels, classes and lesson balances from your spreadsheets, and coordinators go through every class list before teaching starts on the system.

How do we get our records out later?

The school owns its learner and fee records. The quotation names the export layout for learner, class and fee records, so changing systems later loses no lesson balance or payment history.

What would it cost for one small school?

Learners, teachers, the levels and course books you run, and any online card or video link set the cost. Learner lists and running classes carried over add work. A written quotation follows a look at your school, and the quotation prices each part so one can be dropped.

How soon before the front desk uses it for the next intake?

Enquiries with placement tests, classes by level and room, registers and fees are what an intake needs, so they come first. Lesson packs, make-ups and one-to-one booking follow. Teacher hours, exam entries and corporate accounts come later. Reminders finish the build. The proposal fixes the dates.

What should the school put together?

Put together the level list with course books, your placement test, the promotion and pass rules, and learner lists with fees owed. A lesson pack rule, a teacher pay arrangement and a corporate invoice show the exceptions. The owner, an academic coordinator, a teacher and the front desk need a say. Payment and video link accounts are needed.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Language schools

Related products.

Your requirements

See Language School Management Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

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.