Training Institute / Academy

For any place that teaches a course: a beauty academy, a computer centre, a dance or music school, a driving school, a tuition class. A student enrols on a course, is booked onto its batch, has attendance marked session by session, pays the fee in parts, and gets a certificate with its own number when the course is done.

The six presets run the same screens; they differ only in the words and the starting lists they seed (units such as Course, Month and Session, item groups such as Study Material, Kits or Licence Services, income and expense heads, and staff groups such as Tutor, Faculty, Instructor and Front Office). A tuition class that runs subject batches and monthly fees has its own guide: Tuition / Coaching Centre. A salon that teaches beside its chairs uses the same screens through its Academy switch.

Set up before your first student

The owner does these, in this order. A student enrols on a course, so the course comes first.

1. Check the switches Settings > Gym. An institute starts with Part Payment & Dues and Group Classes on (fees in parts, and the batches) and Personal Training and Lockers off. Leave the first two on.
2. Add your courses Teaching > Courses: Course Name, Term and Unit (days, months or years), Fee and a Registration Fee charged once.
3. Add your tutors as staff under Setup > People > Tutors & Staff, so they can be picked on an enrolment and a batch.
4. Make a batch for each course Teaching > Batches > New Class: name, minutes, capacity, room and tutor, then pick the course under Course batch of and add the days and times under When it runs.
5. Put the batch on the register: on the batch’s row choose Add next 4 weeks. The sessions appear on Teaching > Attendance.
6. Set the certificate numbering Settings > Transaction Prefix: Course Certificate No Prefix (for example CERT- or ACD-).
7. Add books, kits or uniforms you sell under Setup > Items, if you sell any.
8. Create a login for each person (see Who signs in).
9. Run one test student: enrol them, book them onto a session, mark them present, then complete the course and print the certificate.

How the work flows

Each step says who usually does it and what prints.

The whole journey on one page:

flowchart TD
    A[Courses
name · term · fee · registration fee] --> B[Batches
a class marked Course batch of]
    B --> B1[Add next 4 weeks
sessions on the register]
    S[Enrol Student] --> S1{New or existing?}
    S1 -->|new student| S2[Student form
name · phone · joining date]
    S2 --> S3[Enrol form
course · dates · tutor · Paying Now]
    S1 -->|existing client| S3
    S3 --> E[(Enrolment and fee raised)]
    E --> D[Course Dues
collect · WhatsApp reminder]
    E --> K[Book onto the batch's sessions
own course only]
    B1 --> K
    K --> R[Register: Present / No-show]
    R --> C[Complete & Certificate
grade · completed on]
    C --> N[(Certificate No issued once)]
    N --> P[Print or share the certificate
with attendance and grade]

Who signs in

Give every person their own login. Adding a user asks what the person does first, from the gym’s list of seats, which an institute shares. The seat decides the switches the login starts with; any switch can be changed afterwards. Everyone opens on Students and has the same phone bar: an institute has no dashboard.

1. Open the user form Settings > Users > Add.
2. Pick the seat in Does and link the person’s staff contact. A staff record filed under the Trainer, Receptionist or Manager role picks the matching seat for you.
3. Set the login: user name and password (email on a cloud business).
4. Review the switches under May do, add or remove any, and save.

The seat names are the gym’s (a Membership Advisor seat is offered too: it enrols and takes payment but does not mark attendance). What a person may do is exactly the switches ticked under May do.

The full switch list is in What each person may do, and the rules shared by every trade are in Users, Roles & Permissions.

Where it is in the app

An institute opens on its own home screen, on Students. Each menu shows only what this login is granted and this business has switched on; a menu left empty does not appear, so a tutor sees fewer menus than the owner.

On a computer: the menu bar

Across the top: Students, then one menu per area, then Setup (People, Items and the shared masters), Voucher (stock vouchers and payroll), Reports and Tools (Settings, utilities, Help, Logout). Enrol Student sits in a New submenu at the top of the first menu.

On a phone or tablet: the side menu and the bottom bar

The side menu is the same list in the same order as the menu bar. The bottom bar is the same for everyone; a screen on the bar is not repeated in the side menu.

Screens

Students

Every course enrolment, filtered Studying, Completed or All. Each row shows the student, the course, its dates, the tutor and, once finished, the grade. The row menu shows the status and offers Complete & Certificate on a running course, and Print Certificate and Share Certificate on a finished one. Enrol Student is the button at the foot of the screen.

Courses

The course list: Course Name, Code, Term and Unit, Fee, Registration Fee (charged once) and a description. On offer off retires a course; students already on it carry on. Anyone may read the list; changing it needs Manage Plans.

Batches

The classes that belong to a course. A batch is an ordinary class with a course picked under Course batch of (Not a batch leaves it an ordinary class). From its row: Add next 4 weeks puts its sessions on the register (a second tap adds nothing twice), Edit and Remove. A batch with students booked on a session cannot be removed.

Attendance

The week’s sessions, day by day, with This week and previous / next week. Each shows its places booked and whether it is full. Tap a session for its register: Book a member, mark Present or No-show, Mark everyone present, add a note, or Call off this class.

Course Dues

What students still owe, one row per enrolment with a balance: billed, already paid and balance. Collect from the row; Send Dues Reminders messages every student who owes on WhatsApp, and a student already reminded drops off the list. See Part Payment & Dues.

Directory

Students is the student contact list; New Student adds a student and goes straight on to enrolling them. Tutors & Staff is shown to full-access logins; Suppliers to those who may purchase. See Contacts.

Counter, purchase and money

Books, kits and uniforms sell through Purchase & Sales and are bought through Material Purchase; Items is the product master for them. Loans are offered for fee financing, and tutor salaries run through payroll under Voucher.

Papers you hand over

A receipt when a student enrols (“Hand over the receipt?”), an agreement to sign on a first enrolment, a payment receipt when a due is collected, and the certificate of completion: the student, the course, the dates, the grade, attendance as a percentage of sessions held, the certificate number, and signature blocks for the tutor and the institute.

Settings

What each person may do

The switches on the Gym group of a user’s permissions. The names are the gym’s; in an institute they mean:

Students, Batches and Attendance can be opened by every login; what a login may do on them follows the switches. The reports need the shared View Reports switch, and Course Fees needs View Revenue as well.

Reports

Each report is its own entry under Reports, so you go straight to the one you want. Every one exports.

Loan Reports (fee financing and recoveries) when loans are used, then Business Reports (Day Book, Expenses, Income, Profit & Loss) and Day Operations. See Reports.