An academy system parents see the value of — and students renew with
Many academies teach well, but the timetable lives in a notebook, fees are chased through chat, and nobody knows who's about to finish their course. We build systems that connect courses, timetables, payments, attendance, and parent communication — so seats fill, fees collect in full, and students stay through their goals.
- Full classes
- every class's capacity visible, no clashing schedules
- Fees in full
- tuition and installments tracked per student
- Renewals
- alerts before courses end, with a continuation offer
- 10+ yrs
- cross-industry experience
The short answer
What does a school system do beyond enrolment records?
A good education system goes past registration and fees: it surfaces the signals of a wavering family — attendance breaking pattern, payments slowing, channels going quiet — so teachers can talk while it still matters. In a decade of shrinking cohorts, keeping a family through the whole programme outearns recruiting a new one, and it is built from data the school already holds.
Key facts
- Attendance, fees, and communication combine into one per-family picture
- The flight signals: attendance off-pattern, slowing payments, channel silence
- One student's value is fees times remaining programme years, not one term
- Minors' data requires parental consent and role-limited access
Last reviewed:
Enrollment to renewal
A system covering enrollment to the next course
Every part is designed to lighten front-desk work and surface the numbers the academy must see.
Courses & timetables
Courses, rooms, and teachers scheduled without clashes — every class's availability in real time.
Enrollment & payments
Enroll with full payment, installments, or hour packages — outstanding balances tracked automatically.
Attendance
Check-in from the teacher's screen or a scan — parents know their child reached the classroom.
LINE updates to parents
Attendance, absences, homework, and payment due dates sent to parents automatically.
Student progress
Scores, development, and teacher notes recorded — professional progress reports for parents.
Renewal reminders
The system flags who's near the end of a course or hours, so the team invites renewal before they drift.
Teacher compensation
Each teacher's taught hours roll up into pay per their terms — no combing back through timetables.
Revenue per course & branch
See which courses, subjects, and branches truly earn — and plan next term's timetable from data.
A register book + group chats
- The timetable lives in a book few people can read
- Overdue fees dug out of payment slips in chat
- Paper attendance — parents see nothing at all
- Nobody knows who's near course end until they're gone
- Revenue per course only known after term closes
A connected academy system
- One shared schedule — double-booking impossible
- Every overdue installment listed with its due date
- Check-in reaches parents instantly via LINE
- A weekly list of students near course end
- Revenue per course and branch visible daily
Common situations
Situations academies often face, and what changes with a system
Real front-desk situations, and what the system is designed to help with.
Double-booked rooms, clashing teachers, and empty seats nobody sees
Every class, room, and teacher lives in one schedule: double-booking becomes impossible, and classes with open seats are flagged for the team to fill in time.
Several families are behind on installment two — and nobody follows up because there's no list
Every enrollment carries a clear installment schedule; the system reminds both the team and parents before due dates. Outstanding amounts become a followable list, not a feeling that it's probably fine.
A student finishes the course and goes quiet — just as results were improving
The system alerts before a course ends, together with a progress summary — so the team invites renewal with evidence of improvement, not just a discount.
Why students vanish at course end
Why students vanish at course end, even with great teaching
Good teaching improves results — but renewals happen when parents clearly see that progress and are invited to continue at the right moment. Academies that grow steadily have a system that makes both happen every time.
Request an initial assessmentParents pay for visible progress
Regular progress reports turn "probably improving" into evidence — and evidence makes renewal the natural next step.
Timing the invitation matters as much as teaching quality
Inviting renewal one to two weeks before a course ends works far better than chasing after a student has already stopped. The system makes that timing automatic.
Unlisted arrears become unintended discounts
Installments nobody follows become discounts nobody meant to give. A clear arrears list makes follow-up routine work, not an awkward conversation.
Student data should belong to the academy
Histories, results, and contacts kept in the system let the academy carry on smoothly even when teachers or admins change.
FAQ
Questions academy owners ask most
The tutoring-school and academy questions we hear most often.
How is an academy system different from Excel and group chats?
Excel holds lists and chat holds conversations, but they don't connect — so timetables, balances, and attendance get updated by hand in several places. The system links them: enrolling fills the timetable, checking in notifies the parent, all in one place.
Does it support installments and hour packages?
Yes — full payment, installments, hour packages, and per-term courses. The system tracks each student's balance and remaining hours automatically, with reminders as due dates or hours run low.
What can parents see?
Whatever the academy chooses — from attendance and class schedules to payment due dates and progress reports, delivered through the LINE account parents already use. No new app to install.
We pay teachers several ways — is that supported?
Yes: hourly, per student, tiered, or mixed. The system totals actual taught hours from the timetable and attendance, then computes pay per each teacher's terms — no back-tracking through schedules.
We have several branches — can they share one system?
Yes, and that's where a system shines: every branch runs the same courses and standards, the owner sees enrollment, revenue, and arrears across branches on one screen, and students can switch branches with their history intact.
Learn more
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Chiang Mai team — we understand education businesses and real front-desk work.