Coaching centre management: batches, fees and test results in one place

Coaching centres run on timetables, fees and results. When the number of students grows, spreadsheets and registers stop keeping up. These are the routines that keep a centre organised.

Batches first

Everything hangs off the batch: a subject, a teacher, a timing and a list of students. Keep each batch's capacity visible so you know when a new one is needed, and let a student belong to several batches.

Admissions and enquiries

Many students enquire before they join. Record each enquiry with a follow-up date, so a call is made, and turn it into an admission in one step when they decide.

Fees by batch or by student

Some centres charge per subject, some per month, some per course. Set a fee for each batch and allow concessions with a reason. Record each payment with a receipt and keep a list of students with dues.

Attendance and parent contact

Mark attendance for each class. Tell parents promptly when a student is absent, because quick contact prevents drop-out. A WhatsApp message is the simplest channel.

Tests and results

Record marks for each test against the student and the batch. Show progress over several tests, not only the latest, so teachers and parents see the trend.

Teacher pay

Teachers are often paid per class or per month. Record their classes taken and pay them from the same record.

Where software helps

A system for centres ties batches, fees, attendance, results and teacher pay together and posts the money to the accounts, so the owner sees collections and dues without calculating.