build a software for coaching institute where i can do enrollments, scheduling and attendance management
Budget: $750 – $1,500 USD
We run a chess activity club for kids , for which we require someone to build an educational student management platform on zoho creator.
The platform is similar to the current zoho educational student management system or any of the online platforms for coaching centers . however we require some additional features- most are already covered in existing softwares from the below so we expect the vendor to be able to use the existing platforms to be able to come up with a good bolt on solution.
We are ok with using zoho creator if this can be done in the same.
What we are looking for in a software.
1. Enrollment
- Create simple form for new enrollment using data fields given by us
- Input package details and pricing etc. with payment mode.
- Allow bulk import of historical data with specified fields from excel.
- Allow connection to Zoho books to record new student and package/pricing purchased
2. Lead capturing
- Simple Capturing of leads across different channels in an organized manner
- Tracking of lead stage and logging all relevant communication efficiently
3. Staff
• Coaches- input the details on coaches and levels
• Automated calculation of teaching hours for each teacher per month
• See what classes are mostly free for coaches easily so we can schedule new classes
4. Billing and invoicing
Children pay for each package- 12, 24. Etc. or they can pay per month. Mostly these are fixed prices but sometimes we can do a special discount per time. Pls allow for this.
If it’s the former, we need the software to be able to deduct the classes from the classes already completed and show how many classes are pending before we ask the parents to pay the next installment
• Incidental invoicing based on batch enrollments and sessions- want to see sum of each student class attended and missed in that month.
• Allow historical import of the billing so far for the students already enrolled. This data is available from zoho books and on excel with the date of each payment made and student name etc. along with how many classes.
5. Scheduling
• Smart scheduling, scheduling of classes
• There are 4 age groups of students, with beginner, intermediate A and intermediate B and advanced for each age group. Plus we have 1 bootcamp for 2 hours on weekends. So 16 classes in all. Each coach will have his classes scheduled for the week which is set up at the beginning of the term. We need the coaches to see their schedule and be able to make changes with notification to admin that they have changed the schedule so we can inform the students and keep a record.
• Efficiently notifying the management, coaches and students of their upcoming classes and of any modifications.
• Ability to edit or reschedule classes in a user-friendly manager (drag and drop)
• Mostly classes are by schedule and follow the children who are attending.
• However flexibility to be there to add manual student who attended class that day
• Based on coaches confirmation of who attended, we firm up the attendance
6. Attendance-
• Ability to seamlessly mark and reconcile attendance- options will be present, absent or absent with prior approval.
• Adding of notes to events including training plans, assignments details or training specific requirements
• Adding of student specific notes, along with ability to keep it private or open to the student
• Evaluation of the students based on key metrics relevant to the course- we have a format for each level in excel- just need to put it in analysis section so we can show parents a tracker for the same
• Sharing the results with the students, in a quick and efficient manner
• Allow historical import of attendance in excel format available per student per month. Format for each month is standardized based on the template
7. Analytics
• Management dashboard- overview of key business metrics, their seasonality and sensitivity to various factors
• See number of renewals per kid. Who is attending when, who is not attending
• What sessions are most busy, no of classes in a day- peak classes, lean class days, most frequent kids etc.
• Drill downs for hypothesis validation where necessary
Integrations
• zoho books- to record payments- we will record it in our system and zoho books will then get updated accordingly
• whatsapp business integration if possible- to send bulk msg or record leads etc
The platform is similar to the current zoho educational student management system or any of the online platforms for coaching centers . however we require some additional features- most are already covered in existing softwares from the below so we expect the vendor to be able to use the existing platforms to be able to come up with a good bolt on solution.
We are ok with using zoho creator if this can be done in the same.
What we are looking for in a software.
1. Enrollment
- Create simple form for new enrollment using data fields given by us
- Input package details and pricing etc. with payment mode.
- Allow bulk import of historical data with specified fields from excel.
- Allow connection to Zoho books to record new student and package/pricing purchased
2. Lead capturing
- Simple Capturing of leads across different channels in an organized manner
- Tracking of lead stage and logging all relevant communication efficiently
3. Staff
• Coaches- input the details on coaches and levels
• Automated calculation of teaching hours for each teacher per month
• See what classes are mostly free for coaches easily so we can schedule new classes
4. Billing and invoicing
Children pay for each package- 12, 24. Etc. or they can pay per month. Mostly these are fixed prices but sometimes we can do a special discount per time. Pls allow for this.
If it’s the former, we need the software to be able to deduct the classes from the classes already completed and show how many classes are pending before we ask the parents to pay the next installment
• Incidental invoicing based on batch enrollments and sessions- want to see sum of each student class attended and missed in that month.
• Allow historical import of the billing so far for the students already enrolled. This data is available from zoho books and on excel with the date of each payment made and student name etc. along with how many classes.
5. Scheduling
• Smart scheduling, scheduling of classes
• There are 4 age groups of students, with beginner, intermediate A and intermediate B and advanced for each age group. Plus we have 1 bootcamp for 2 hours on weekends. So 16 classes in all. Each coach will have his classes scheduled for the week which is set up at the beginning of the term. We need the coaches to see their schedule and be able to make changes with notification to admin that they have changed the schedule so we can inform the students and keep a record.
• Efficiently notifying the management, coaches and students of their upcoming classes and of any modifications.
• Ability to edit or reschedule classes in a user-friendly manager (drag and drop)
• Mostly classes are by schedule and follow the children who are attending.
• However flexibility to be there to add manual student who attended class that day
• Based on coaches confirmation of who attended, we firm up the attendance
6. Attendance-
• Ability to seamlessly mark and reconcile attendance- options will be present, absent or absent with prior approval.
• Adding of notes to events including training plans, assignments details or training specific requirements
• Adding of student specific notes, along with ability to keep it private or open to the student
• Evaluation of the students based on key metrics relevant to the course- we have a format for each level in excel- just need to put it in analysis section so we can show parents a tracker for the same
• Sharing the results with the students, in a quick and efficient manner
• Allow historical import of attendance in excel format available per student per month. Format for each month is standardized based on the template
7. Analytics
• Management dashboard- overview of key business metrics, their seasonality and sensitivity to various factors
• See number of renewals per kid. Who is attending when, who is not attending
• What sessions are most busy, no of classes in a day- peak classes, lean class days, most frequent kids etc.
• Drill downs for hypothesis validation where necessary
Integrations
• zoho books- to record payments- we will record it in our system and zoho books will then get updated accordingly
• whatsapp business integration if possible- to send bulk msg or record leads etc