ERP·CCHCoaching & test-prep operations

Coaching Institute ERP

Batch economics, instalment risk, and rank.

The coaching edition: enquiry-to-admission funnel with source cost, batch profitability, instalment and post-dated cheque tracking, OMR and online test series with rank and percentile, faculty payout on sessions actually taken, and multi-branch or franchise operation with each branch's numbers visible separately and together.

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SpecificationERP·CCH
Edition of
Education ERP
Added modules
6 beyond the core spine
Academic unit
Batch, course, and test series
Commercial
Instalments, PDC, refunds, and batch P&L
Assessment
OMR and online, with rank and percentile
Structure
Single centre, multi-branch, or franchise

Built for

  • JEE, NEET, and foundation institutes
  • UPSC and state-service academies
  • Banking, SSC, and defence coaching
  • CA, CS, and CMA institutes
  • Language, skill, and hobby academies
  • Franchise coaching networks

§ 01

Two questions nobody can answer on demand

The first is what an admission costs. A coaching institute spends on hoardings, digital campaigns, seminars, referral incentives, and counsellor time, and it can usually tell you the total. What it generally cannot tell you is which of those produced the students who actually paid the second instalment — which is the only version of the number that means anything, and the one that decides next quarter's spend.

The second is whether a batch makes money. Batch revenue is not what was billed; it is what was collected, net of discounts given at the counsellor's desk, refunds after withdrawal, and the instalments that never arrived. Against that sits faculty cost, which varies with sessions actually taken, and a share of rent and operations. Institutes routinely discover a full batch is a loss-making batch, months after the batch has ended.

Underneath both is a data problem that is specific to this business. Fees are collected in instalments and cheques rather than one payment, a discount is a negotiation rather than a policy, and a student may switch batches, branches, or courses mid-year. A system built for schools handles none of that gracefully, which is why so many institutes end up running their real numbers in a spreadsheet regardless of what they bought.

§ 02

What this edition adds

On top of the twelve-module core spine — registry, admissions, fees, attendance, timetable, examinations, communication, transport, hostel, library, inventory, and accounts.

01

Enquiry funnel & source attribution

Every enquiry carries its source from first touch to second instalment, so acquisition cost is measured against students who stayed, not admissions that were booked.

  • Capture from website, phone, walk-in, WhatsApp, seminar, and referral
  • Counsellor allocation with round-robin or rule-based assignment
  • Follow-up cadence with tasks, reminders, and no-contact escalation
  • Demo and trial-class attendance recorded against the enquiry
  • Source, campaign, and referrer carried onto the student record
  • Cost per enquiry, per admission, and per retained student
  • Lost-reason capture — fee, distance, competitor, timing
02

Batches, courses & switching

The unit the business actually runs on. Batches fill, split, merge, and lose students to other batches, and the ledger has to follow.

  • Course catalogue with duration, sessions, and fee structure
  • Batch creation with capacity, timing, faculty, and classroom
  • Waitlist and auto-promotion as seats free up
  • Batch switch, course upgrade, and branch transfer with fee adjustment
  • Crash-course and revision batches layered onto a running course
  • Batch calendar published to students and faculty together
  • Occupancy and capacity utilisation per batch and per slot
03

Instalments, cheques & recovery

Where the money actually is. Instalment plans, discounts with authority limits, post-dated cheques, and a recovery process that is a workflow rather than a phone call.

  • Instalment plans per student, not only per course
  • Discount authority limits per counsellor, with approval above them
  • Post-dated cheque register with presentation dates and bounce handling
  • Auto-reminders on WhatsApp and SMS ahead of each due date
  • Recovery queue with ownership, promise-to-pay, and escalation
  • Refund policy applied by rule on withdrawal, prorated by sessions taken
  • Bank reconciliation with unidentified-credit matching
04

Test series, OMR & ranking

The product students compare institutes on. Papers, sheets, scanning, evaluation, and a rank that is trusted because the analysis behind it is visible.

  • Blueprint-driven paper generation from a tagged question bank
  • OMR sheet design, printing, and high-volume scanning
  • Online tests with the same paper, scored identically
  • Negative marking, sectional cut-offs, and partial credit
  • All-India, branch, and batch rank with percentile
  • Per-question analysis — accuracy, time spent, and common wrong option
  • Student report: strong and weak chapters, and rank movement over the series
  • Comparison against target-exam cut-off trends where the institute tracks them
05

Faculty payout & session tracking

Most coaching faculty are paid per session or per hour, and most institutes reconcile that by hand at month end.

  • Session-wise attendance for faculty, tied to the batch timetable
  • Rate cards per faculty, subject, batch type, and branch
  • Substitution recorded so the payout follows who actually taught
  • Doubt-session and test-evaluation hours captured separately
  • Monthly payout statement generated and approved before disbursal
  • Faculty performance view — batch results, feedback, and retention
06

Branch & franchise operations

Each branch is a business with its own numbers; the network needs one view without merging them into mush.

  • Per-branch P&L: collection, discounts, refunds, faculty cost, occupancy
  • Franchise royalty computation on collected revenue
  • Centrally-set courses, fees, and papers with per-branch overrides
  • Content and test-paper distribution with release-date control
  • Branch league table on collection, conversion, and retention
  • Consolidated network view with drill-down to any student

§ 03

From hoarding to result

The commercial path and the academic path, which in this business are the same path.

  1. 01

    Enquiry

    Captured with its source, allocated to a counsellor, and put on a follow-up cadence with tasks that escalate if nobody calls.

  2. 02

    Demo & conversion

    Trial class attendance recorded against the enquiry, discount negotiated within the counsellor's authority, admission confirmed with the first instalment.

  3. 03

    Batch allotment

    Student placed in a batch with capacity checked, instalment plan and post-dated cheques registered, batch calendar published.

  4. 04

    Course running

    Session attendance for students and faculty, doubt sessions logged, content released per the batch calendar, absence alerts to guardians.

  5. 05

    Test series

    Papers generated to blueprint, OMR scanned or online tests scored, rank and percentile published with per-question analysis.

  6. 06

    Collection

    Instalments fall due with reminders ahead of the date, cheques presented on schedule, bounces raised into the recovery queue with an owner.

  7. 07

    Payout & close

    Faculty payout computed from sessions actually taken and approved before disbursal; batch P&L closes with collection, discounts, refunds, and cost in one view.

  8. 08

    Result & next cycle

    Final results recorded against students, selection data captured for the next campaign, and source ROI computed on students who stayed the course.

§ 04

Who sees what

Commercial data is the sensitive category here, not academic data. A counsellor sees their own pipeline and their own discount authority — not the branch's margin.

Who sees what
RoleCan seeCan do
CounsellorOwn enquiry pipeline, follow-up tasks, own conversions and collectionsLog enquiries and calls, book demos, apply discounts within authority, confirm admissions
FacultyOwn batches, session schedule, student performance in their subject, own payout statementMark session attendance, conduct and evaluate tests, log doubt sessions
Academic headAll batches, test-series analysis, faculty performance, syllabus coverageApprove papers and blueprints, reassign faculty, set the batch calendar
AccountsEvery ledger, instalment, cheque, refund, and reconciliationPresent cheques, post receipts, process refunds, run recovery, close books
Branch managerTheir branch: pipeline, occupancy, collection, discounts, refunds, faculty cost, P&LApprove discounts above counsellor authority, manage batches and staff, own recovery
Network / ownerEvery branch consolidated and separately, with drill-down to any student or chequeSet courses, fees, and policy centrally; approve overrides; compute franchise royalty
Student / guardianOwn attendance, test scores with rank and analysis, fees due and paid, batch calendarPay instalments, apply for leave, book doubt sessions, download admit cards and reports

§ 05

What it connects to

Weighted toward acquisition and collection, because that is where this business lives.

Acquisition

  • Website and landing-page forms
  • Meta and Google Ads lead forms with campaign attribution
  • Call-tracking numbers mapped to campaigns
  • WhatsApp Business API for enquiry and follow-up
  • IVR and cloud-telephony call logging against the enquiry

Collection

  • Payment gateways, UPI collect, and dynamic QR
  • Payment links sent per instalment on WhatsApp
  • e-NACH and standing instruction for recurring instalments
  • Bank statement import with unidentified-credit matching
  • Tally and accounting exports

Assessment

  • OMR sheet printing and high-volume scanners
  • Online test delivery on web and mobile
  • Question-bank import from existing paper archives
  • Proctoring for remote test-series attempts

Delivery & campus

  • Learning Management System for recorded content and doubt threads
  • Biometric and RFID session attendance
  • Hostel and transport where the institute runs them
  • Student and faculty mobile apps

§ 06

Ground it stands on

A coaching institute has no board or affiliating university, which is often mistaken for having no obligations. It has commercial ones instead, and they are increasingly enforced. The Central Consumer Protection Authority has issued guidelines on misleading advertisement in the coaching sector, which turn claims about selections and rankings into statements that must be substantiated from records — the records this system keeps.

Fee collection carries the rest. Instalments and post-dated cheques create obligations under the Negotiable Instruments Act when a cheque bounces; refunds on withdrawal are a common consumer-dispute trigger and need a written policy applied consistently rather than negotiated case by case; and where the institute is registered for GST, receipts must be compliant, sequential, and immutable.

Most students at a foundation or school-supplement institute are minors, so the Digital Personal Data Protection Act, 2023 applies with its full weight — including the prohibition on behavioural advertising to children, which matters specifically because acquisition here runs on paid digital campaigns.

Implemented against

  • CCPA coaching-sector advertisement guidelines — selection and rank claims substantiated from records
  • Written refund policy applied by rule on withdrawal, prorated by sessions taken
  • Post-dated cheque register with presentation, bounce, and notice trail
  • GST-compliant, sequentially numbered, immutable receipts where registered
  • DPDP Act 2023 — guardian consent for minors, no behavioural advertising to children
  • Campaign data separated from student data, with consent recorded at capture
  • Discount and refund approvals logged with actor, amount, and authority
  • Immutable audit on fee, discount, and payout postings

§ 07

What it replaces

Compared against the arrangement almost every institute runs: a fee book, a CRM the counsellors half-use, and the owner's own spreadsheet.

What it replaces
AspectFee book, half-used CRM, owner's spreadsheetThis edition
Cost per admissionTotal spend divided by total admissionsPer source, measured on students who paid the second instalment
Batch profitabilityEstimated after the batch ends, if at allLive: collection net of discount and refund, against faculty and operating cost
DiscountsNegotiated at the desk, discovered at auditWithin authority limits, approved above them, visible immediately
Instalment recoveryA phone call when someone remembersA queue with an owner, a promise-to-pay, and escalation
Bounced chequesFound when the bank statement is readRegistered, presented on date, and raised into recovery on bounce
Test resultsMarks list on a noticeboardRank, percentile, chapter-level weakness, and rank movement
Faculty payoutReconciled by hand at month endComputed from sessions actually taken, approved before disbursal
Branch comparisonEach branch reports its own numbers, differentlyOne league table on collection, conversion, and retention

§ 08

Rollout

Sequenced around the admission season, because that is the only period where a rollout genuinely cannot happen. Windows are indicative and depend on how clean the existing fee and cheque records are.

  1. 01Week 1–2

    Registry, fees & cheques

    • Student, batch, and faculty records migrated
    • Outstanding instalments and the live cheque register reconciled
    • Course catalogue, fee structures, and discount authority configured
    • Data-quality report issued before go-live
  2. 02Week 3–5

    Funnel & collection live

    • Lead sources, campaigns, and call tracking connected
    • Counsellor allocation and follow-up cadence switched on
    • Payment links, e-NACH, and reminder schedules live
    • Recovery queue and escalation ownership defined
  3. 03Week 6–9

    Test series & attendance

    • Question bank imported and tagged from the existing paper archive
    • OMR design and scanning, or online delivery, rehearsed on a past paper
    • Rank, percentile, and analysis validated against a previous series
    • Session attendance for students and faculty live
  4. 04Week 10+

    Payout, P&L & branches

    • Faculty rate cards configured and the first payout run in parallel
    • Batch and branch P&L signed off against your own accounting
    • Remaining branches or franchisees onboarded
    • Runbook, counsellor and faculty training, and season-rollover handed over

Talk to an engineer

Bring one batch. We'll show you its real P&L.

Collection net of discounts and refunds, against faculty and operating cost. Most institutes find it is not the number they expected.

  • Your data stays yours — NDA on request before anything is shared
  • A working demonstration, not a slide deck
  • Written scope and an honest timeline before any commitment

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§ FAQ

Questions we are actually asked

Can it really tell us which campaign produced paying students?

Yes, provided the source is captured at first touch — which is what the lead-form, call-tracking, and WhatsApp integrations are for. The source stays attached to the record through admission and every instalment, so you can measure cost per enquiry, cost per admission, and cost per student who was still paying at the second instalment. That last number is the one worth acting on, and it is usually the one that changes where the budget goes.

How does it handle post-dated cheques?

As a register with dates, not as a note in a remark field. Each cheque is recorded against the instalment it covers with its presentation date, presented on schedule, and on a bounce it raises the instalment back into the recovery queue with the bounce reason and the notice trail attached. Institutes running large PDC books usually recover the cost of the system on this module alone.

We give discounts at the counsellor's desk. Does that break the model?

No — it is modelled directly. Each counsellor has a discount authority limit; within it they apply the discount themselves, above it the branch manager approves. Either way it posts against the student's ledger immediately, so the batch's net revenue is real rather than the billed figure. The change most owners notice is not that discounts stop; it is that they become visible the same day instead of at audit.

Do you handle OMR, or only online tests?

Both, from the same paper and the same question bank, scored identically. OMR covers sheet design, printing specification, and high-volume scanning; online covers web and mobile delivery with optional proctoring. Rank and percentile are computed across whichever cohort you define — all-India across branches, or per branch, or per batch.

Can a franchise network use this without exposing branches to each other?

Yes. Courses, fees, and papers can be set centrally with per-branch overrides, while each branch sees only its own students, collections, and P&L. The network office sees everything, plus the royalty computation on collected revenue. Branch managers see a league table position without seeing another branch's underlying data.

What about students who switch batches or branches mid-course?

Handled as a first-class operation rather than a re-admission. The student keeps one record; the batch history, the fee adjustment, and any inter-branch settlement are all posted against it. This is worth asking every vendor about — it is where systems designed for schools tend to fall apart, because schools do not do it.

Do we need your LMS as well?

Not necessarily. Recorded content, doubt threads, and assignment delivery live in the LMS, and institutes running a hybrid or recorded product usually want it. A purely offline classroom institute can run this edition alone and add the LMS later — they share the same student registry, so adding it does not mean migrating again.

Primary sources

Elsewhere in the suite