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 recurring billing. We build the operating system that actually models it that way.

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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 teacher X has its own identity. If the system only has 'customers' and 'appointments', every schedule change forces you to touch 15 records by hand.
02
Attendance
Calling roll on paper and then transcribing it is half an hour a day and lots of mistakes. With a teacher panel on a tablet, it takes 30 seconds per class.
03
Recurring billing
Monthly fees, sibling discounts, scholarships, bank returns. Without a serious billing system, you chase late payers via WhatsApp.
04
Enrolment
Every September it all gets redone. If you don't have an online enrolment process with documents and signature, you spend two weeks at full tilt without doing anything else.

What's included

The complete operational system

Groups as an entity

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

Teacher panel

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

Attendance and absences

Roll call in 30 seconds. Justified or unjustified absences, alert to guardians after X absences and reports for subsidies.

Online enrolment

The student (or guardian) logs in, picks level and schedule, uploads documents, signs the contract and pays the enrolment fee. Without going through reception.

Recurring billing

Integrated payment gateway. Monthly fees with rules (sibling discount, partial scholarship, frozen month due to illness).

Communication with guardians

Messaging, notices, evaluation reports, calendar events. All in a guardian app or web; no parallel WhatsApp groups.

Multi-centre

If the academy has multiple centres, each with its own director, but students who can move between centres without losing history.

How we build it

From audit to full operation. You use the system from day one.

01
Course mapping
One week understanding how the course is organised, what gets billed, how it's evaluated and where it hurts. We come out with a closed MVP.
02
MVP before September
4–6 weeks. Groups, students, attendance, enrolment and billing. Ready to start the year without paper.
03
Migration
We import students, live contracts and outstanding debts. Zero data loss when switching systems.
04
Full operation
Guardian app, evaluations, scholarships, accounting integration, AI for student evolution summaries.
05
Course maintenance
Flat fee. Updates (new subsidy, new regional regulation) come in without re-quoting.

Questions

Frequently asked

Does it work for a language academy?

Yes. CEFR levels (A1, A2, B1…), groups by level, evaluations by skills and certificates. The same applies to academies for civil-service exams, school tutoring or sports schools with groups by category.

And for a sports school?

Yes. The unit is the team or category, teachers are coaches and attendance is per training session. Same model, different vocabulary.

How are recurring fees handled?

Monthly fees are managed through the integrated payment gateway. Returns are recorded in the student's file and the student is notified with a deadline to regularise.

Does it cope with all enrolments at once in September?

Yes. It's designed to handle the enrolment peak: students filling in online simultaneously, visible availability per group and signed contracts without going through reception.

How is the budget calculated?

Closed investment at kick-off to build the MVP, then a flat monthly maintenance fee. No per-student pricing; you pay once to build the software and then to keep it alive. We give you a closed quote before starting.

Shall we build it for your business?

MVP in production in 3–6 weeks. Closed budget before we start. Code and data are yours.

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