Software for academies

Software for academies and schools where the group, not the student, is the real unit.

An academy isn't a CRM with customers. It's groups, teachers, schedules, attendance and monthly fees, and that's how we'd approach its software.

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The problem

What generic software doesn't get

01
Groups and schedules
An A2 group on Tuesdays and Thursdays at 6:30pm with the same teacher is a unit in itself. If the system only has 'customers' and 'appointments', every schedule change means editing records one by one.
02
Attendance
Taking roll on paper and then typing it up takes time every day and leaves mistakes. With a teacher panel on a tablet, roll is taken in class and that's it.
03
Monthly fees
Fees, sibling discounts, scholarships and payments returned by the bank. Without a proper billing system, you end up chasing late payers on WhatsApp.
04
Enrolment
Every September it all starts over. Without online enrolment with documents and signature, you lose two hectic weeks unable to deal with anything else.

What it would include

What the system has to handle

The group as the base

Each group has a schedule, classroom, teacher, students and level. Change the schedule once and attendance, calendar and notices update.

Teacher panel

The teacher logs in from a phone or tablet, sees today's groups, takes attendance, leaves a class note and uploads homework.

Attendance and absences

Roll call in a moment. Justified or unjustified absences, a notice to families after a set number of absences and attendance reports per group or per student.

Online enrolment

The student or their family picks level and schedule, uploads documents, signs the contract and pays the enrolment fee without going through the office.

Fees through Stripe

Monthly fees charged through Stripe, with rules: sibling discount, partial scholarship or a frozen month due to illness.

Communication with families

Messages, notices, evaluation reports and calendar events on a website for families, with no parallel WhatsApp groups.

Several centres

If the academy has several centres, each with its management, students can move from one to another without losing their history.

How we'd approach it

First we listen and give you a closed, free quote. The first version is up and running in about 3–6 weeks.

01
Understanding the course
One or two conversations to understand how the course is organised, what gets billed, how it's assessed and where time is lost. That gives a closed, free quote.
02
First version before September
In about 3–6 weeks: groups, students, attendance, enrolment and fees, to start the year without paper. Implementation is paid in milestones.
03
Migration
We'd import students, active contracts and outstanding fees, and check everything before switching systems.
04
Whatever comes next
Family access, evaluations and scholarships. Integrations (payment gateway, notifications, accounting…) are assessed for each project.
05
Support and improvements
The first year of support and improvements is included and, from the second year, a monthly fee. Anything genuinely new is quoted separately, always before we do it.

Questions

Frequently asked

Would it work for a language academy?

Yes, it would be set up with CEFR levels (A1, A2, B1…), groups by level, assessment by skill and certificates. The same goes for exam-prep academies, school tutoring or sports schools.

And for a sports school?

Yes. The base becomes the category, teachers are coaches and attendance is taken per training session. Same model, different vocabulary.

How would monthly fees be handled?

Fees would be charged through Stripe. Returned payments are recorded in the student's file and they're given a deadline to catch up.

Can it cope with September, with every enrolment at once?

It would be designed for that: many families filling in enrolment at the same time, free places per group in view and contracts signed without going through the office.

How is the quote worked out?

A closed, free quote before we start. Implementation is paid in milestones, the first year of support and improvements is included and, from the second year, a monthly fee. We don't charge per student or per user.

Shall we build it for your business?

Closed, free quote before we start. The first version running in about 3–6 weeks, with the first year of support and improvements included.

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