Tuition / Coaching Centre

For a tuition class, a coaching centre or an entrance-exam institute: Class 10 Maths, a Plus Two Physics group, a NEET or JEE batch. Each subject or exam you teach is a course; each group that meets on fixed days is a batch of that course. A student enrols on a course, is marked present or absent at each class, and pays either month by month or for the whole course in parts. This page is the day-to-day guide; the full menu, permission and report reference is in Training Institute / Academy.

Set up before your first admission

The owner does these, in this order. Courses come first, because a batch belongs to one course and only that course's students can sit in it.

1. Check the switches Settings > Gym. On the Features card, Part Payment & Dues and Group Classes start on for a coaching centre; leave them on. Personal Training and Lockers are for gyms and can stay off.
2. Add your faculty under Directory > Tutors & Staff, so they can be picked as the tutor on an admission and on a batch.
3. Add your courses Teaching > Courses: one per subject or exam, with the Term and Unit, the Fee and a Registration Fee (charged once). How to fill Term and Fee depends on how you charge — see Monthly fee or whole-course fee.
4. Create the batches Teaching > Batches > New Class: a name (“Class 10 Maths - Evening”), the minutes, the Capacity (seats in the room), the Room, the Trainer, and under Course batch of pick its course. Under When it runs, Add a time for each day it meets, or set one day and Copy to other days.
5. Add study material you sell (guides, question banks, uniforms) under Setup > Items, in the Study Material group.
6. Create a login for each person (see Who signs in).
7. Admit one test student: New Student, enrol them on a course, book them onto one class and mark them present. Then check Course Dues shows any balance you left.

How the work flows

Each step says who usually does it and what prints.

The whole journey on one page:

flowchart TD
    S[New Student
name · parent's phone · emergency contact] --> E[Enrol Student
course · dates · tutor · discount]
    E --> P{Paying now}
    P -->|full| R[(Enrolment paid)]
    P -->|part| D[(Balance on Course Dues)]
    E --> B[Book a member
onto the batch's classes]
    B --> A[Attendance
Mark everyone present · No-show]
    D --> W[WhatsApp reminder
or printed notice]
    W --> C[Collect · Receive]
    C --> R
    R --> M{Monthly fee?}
    M -->|yes, month ends| E
    M -->|no, course ends| F[Complete & Certificate
grade · date]
    F --> G[(Certificate number issued)]

Who signs in

Give every person their own login. The user form asks what the person does first; that choice ticks the switches they start with on the Gym card (the same card a gym uses: a coaching centre runs on the same admissions, dues and class screens). Everyone opens on Students, and the phone's bottom bar is Students · Attendance · Dues, less whatever the login may not open.

1. Open the user form Settings > Users > Add User.
2. Pick the seat in Does and link their staff record in Contact.
3. Set the login: user name and password (email on a cloud business).
4. Review the switches the seat ticked, add the extras in the cards below, and save.

Monthly fee or whole-course fee

A course has a Term (a number and a Unit of Days, Months or Years) and a Fee for that term. There is no automatic monthly bill: a month is charged when the front office enrols the student for it. Pick one of these two ways per course.

• Who is due for next month: on Students, each row shows its start and end dates, and its menu shows Active or Expired. Renew the expired ones.
• A second subject: when a student already on one course joins another, the enrolment form treats it as a renewal, so it starts after their latest end date and leaves out the registration fee. Set the Start Date yourself.
• Certificates suit whole-course admissions. The attendance line on a certificate counts the classes of that one admission, so on a monthly course it covers the last month only.
• Instalments with a schedule: for a large fee paid in fixed EMIs, the loan book is available under Accounts > Loans (its reports sit under Reports as Loan Reports, “Fee Financing & Recoveries”). Most centres just collect from Course Dues.

A typical month

flowchart TD
    A[Month begins] --> B[Renew monthly students
Enrol Student · Existing client]
    B --> C[Book new students onto their batch]
    C --> D[Faculty mark attendance every class]
    D --> E[Course Dues: who still owes]
    E --> F[WhatsApp reminders to parents]
    F --> G{Paid?}
    G -->|yes| H[Collect · receipt on WhatsApp]
    G -->|no| I[Call the parent
check Batch Attendance too]
    I --> F
    H --> J[Course Fees and Batch Attendance reports]
    J --> K[Pay faculty through payroll] --> A

Parents and WhatsApp

Receipts, reminders and certificates go to the Phone on the student's record, over the WhatsApp channel set up for this device. For a child, that should be the parent's number; keep a second parent under Emergency Contact and Emergency Phone. The dues reminder is the app's standard polite wording with the balance and the admission number; it is not edited per centre. See WhatsApp.

Where it is in the app

A menu shows only what the login may open: faculty see no Course Dues, Courses or Course Fees. The certificate number's prefix is set under Settings > Transaction Prefix, Course Certificate No Prefix.

Reports worth reading

Every report exports to PDF and Excel. The rest of the reference — each switch, the phone and desktop menus, and settings — is in Training Institute / Academy.