Coaching institutes
IIT-JEE / NEET / foundation / board-exam prep centres, multi-subject academies, and franchise coaching brands standardising branches.
APSYS-Viddhya
Coaching institutes and tutors — administration, fees, and academics together
APSYS-Viddhya is built for coaching centres and individual tutors who must run enrolment, batches, timetables, attendance, tests, and fee collection without juggling spreadsheets, WhatsApp lists, and separate accounting notebooks.
General Description
One system for the owner, the office desk, and the classroom
Coaching is a hybrid business: you are part school, part service desk, and part finance office. APSYS-Viddhya recognises that reality. It gives institute owners and solo tutors a single place to define courses and batches, enrol students, assign faculty, record attendance, schedule tests, collect fees with proper receipts, and see who paid, who is absent, and which batch needs attention — today, not at month-end.
For coaching institutes with multiple subjects, floors, and counsellors, Viddhya supports centre admin, reception, accounts, academic coordinators, and subject teachers — each with menus matched to their responsibility. For individual tutors, the same product scales down: one login can manage personal batches, student lists, session plans, fee reminders, and performance notes without enterprise complexity.
Viddhya follows APSYS design discipline: auditable fee receipts, clear student identity, role-based access, and the familiar saffron APSYS experience your staff will recognise if you also use APSYS-Tejas or APSYS-Swad elsewhere in the group.
Individual tutors
Home tutors and professional coaches running named batches — physics-only, maths-only, or mixed — with predictable monthly collections.
Hybrid centres
Institutes offering classroom batches plus small-group or crash-course modules under one fee policy and one student record.
Technical Details
Practical technology for education operators
- Client channels
- Web application and Desktop client for office, accounts, and coordinators; mobile-friendly views for selected field use (roadmap)
- Institute modes
- Centre mode — multi-user, multi-batch, multi-subject. Tutor mode — simplified navigation for solo educators
- Student identity
- Permanent student record with enrolment history, guardian contact, course/batch linkage, and document attachments
- Academic calendar
- Session/year setup, batch start–end, timetable slots, holiday calendars, and subject-teacher assignment
- Fee engine
- Fee plans (lump-sum, instalments, subject-wise), receipts, dues ageing, concessions (authorised), and refund voucher discipline
- Security
- Role-based access separating academic staff from fee collection; activity logging suitable for owner review
- Reporting
- Batch strength, attendance %, collection vs target, and test performance summaries for management meetings
- Deployment
- On-premises or hosted per customer policy; modular activation for institutes that want fees-first or academics-first go-live
Core Modules
Administrative, financial, and academic — by design
Core modules are bundled so a coaching centre can operate end-to-end. Individual tutors typically enable enrolment, batches, attendance, and fees from day one.
Enquiry & admission
Capture walk-in and referral enquiries, follow-up status, admission confirmation, and conversion to enrolled student with batch allocation.
- Counsellor-wise pipeline (for institutes)
- Document checklist (ID, photo, previous marksheet)
- Duplicate student detection across batches
Course, batch & subject setup
Define courses (e.g. JEE Mains Year-long), batches (Morning A / Evening B), subjects, and seat capacity — the skeleton of institute operations.
- Batch transfer with history
- Crash-course and short-term batch templates
- Tutor mode: single educator, multiple parallel batches
Timetable & session planning
Weekly timetable by batch and room, faculty assignment, and planned topics so teachers and students share the same schedule.
Attendance & discipline
Daily or per-session attendance with late/absent reasons; alerts when attendance drops below institute thresholds.
- Subject-wise or batch-wise roll call
- Parent/guardian SMS/WhatsApp hooks (add-on)
- Attendance linked to fee eligibility rules (optional policy)
Fee plans & billing
Admission fee, tuition instalments, material charges, and exam fees — with printed receipts and outstanding dues on the student profile.
- Instalment reminders and partial payments
- Sibling or multi-course discounts (authorised)
- Refund voucher workflow aligned with APSYS finance
Tests, marks & progress
Internal test scheduling, marks entry, rank within batch, and teacher remarks — the academic heartbeat coaching parents pay for.
- Objective + subjective test types
- Batch comparison and topper lists
- Export for parent–teacher meetings
Add-On Modules
Grow when the institute grows
Study material & inventory
Track booklets, modules, and branded material issued to students — with optional stock inward and issue records for large centres.
Parent / student portal
Read-only views for attendance, fee status, test scores, and notices — reducing front-desk phone load (roadmap / pilot).
Online test & assignment pack
Structured objective tests, assignment upload tracking, and analytics for institutes moving beyond paper-only assessment.
Multi-branch consolidation
Branch-wise batches with owner-level dashboards for franchise coaching brands (deployment dependent).
Communication pack
Bulk SMS/WhatsApp templates for fee due, test date, holiday, and result announcement — with send logs.
Faculty payroll hooks
Session counts or revenue-share basis for visiting faculty — aligned with HR/payroll patterns where licensed.
Roles & Readiness
Clear responsibilities — no accidental fee edits in the classroom view
Viddhya separates administrative, financial, and academic roles so institutes stay controlled and tutors stay focused.
Administrative roles
Centre owner / director — full visibility, fee policy, user management, reports.
Reception / counsellor — enquiry, admission, student search, batch allocation.
Office admin — timetable maintenance, notices, document uploads.
Financial roles
Accounts desk — fee collection, receipts, dues follow-up, refunds with approval.
Auditor / owner read-only — collection registers and adjustment history without day-to-day edit rights.
Academic roles
Batch coordinator — batch health, faculty substitution, attendance exceptions.
Subject teacher / tutor — attendance, marks entry, session notes for assigned batches only.
Individual tutor (solo mode) — all three hats in one login, simplified menus.
Best when batch structure, fee rules, and session calendar are defined — APSYS helps migrate from registers during implementation.
Ideal for tutors with 20+ active students or multiple batch timings who need fee discipline and academic history in one place.
APSYS-Viddhya is in active portfolio development. Contact APSYS INDIA Pvt. Ltd. for pilot programme, module availability, and branch rollout planning.
APSYS-Viddhya
Tell us about your batches, fees, and faculty model
Whether you run a 500-seat institute or teach three evening batches yourself — APSYS INDIA Pvt. Ltd. will map an APSYS-Viddhya rollout that fits.