Features
Student Management and Registration Module
Student management & registration module helps you track and manage all the information about students. Students can be linked with multiple parents/guardians and parents can be linked with multiple children. This allows to keep the sales/activity history of the whole family together.
Second part of the CRM module is communication tracking and email/SMS blast tool. Email/SMS integration is used to send out reminders (e.g. payment reminders, renewal reminders), alerts (e.g. course start alert, package expiry alert, birthday promotions etc.) as well as ad hoc marketing communication.
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Student Profile | name, birthday, address, objectives for joining the course, signup source, etc |
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Parents/Guardians information | multiple parents/guardians information, family history, siblings |
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Communication tracking | track any major/important communication between school and parents or students for future reference |
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Mass Emails | communication tool to be used to blast important message via email to members (e-newsletter, promotions, etc.) or auto emails blasted out as reminders/alerts (birthday email, course expiry reminder, renewal reminder, etc.) |
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Mass SMS | communication tool to be used to blast important messages via SMS to members (reminders, alerts, promotions, etc.), parents or students can also reply the SMS, which is then stored in the system for reference and response management |
Sales Module
Sales module allows users to create new sale/edit existing sale(s), generate receipts for clients, generate invoices for Corporate Clients and Close Cash for accounting purposes. This module also has POS interface for quick processing of registration for students for classes and for sales. System is GST ready.
Sales module consists of the following sub-modules:
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Registration | quickly register new student/parent to process a sale. Allow parents/guardians to update additional info using tablets. |
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Sales Process | manage different types of sale – from registration/membership fee, through course sales, merchandize to services (e.g. birthday parties) |
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Course Sales | handle different types of classes – free classes, trial classes, packages, promo bundles (e.g. 2 different packages, family packages, any class packages, etc.) Auto renewals for ongoing classes. |
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Payments | process returnable deposits, split/partial payments, discounts, payment by vouchers. Generate and auto-email/SMS statement of accounts, payment reminders, etc. |
Attendance Module
Attendance module allows users to view summary attendance / calendar to know who is attending which classes and when and who is teaching those classes. User can also print attendance sheet, update attendance after class, see summary all pre-booked classes, move bookings, book make up classes etc. Part of this module is also class management – course schedule, generating of lessons, teachers schedule, rooms schedule, etc.
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Daily Attendance | monitor daily attendance of students, future bookings, upgrades, make-up classes, expiry of packages. Easily reschedule students to different days or different classes. |
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Course Schedule | create and organize schedule of classes – generate lessons for subjects/courses with timing, teachers, assistant teachers and rooms assigned. Timing can be once a week (e.g. for Monday 10am class) or multiple times a week (e.g. for class to be attended every Monday and Wednesday). Set maximum capacity for classes to avoid overbooking. |
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Teachers Management | monitor teachers schedule and class load. Generate weekly schedule. Generate reports such as attendance per teacher, sales by teacher, etc. |
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Dashboards and Reports | System provides daily/weekly class summary to see which classes are fully booked, which still have available places. Attendance can be viewed per student (summary of all classes student is signed up for), per class (summary of all bookings/attendances on different days), daily (all classes and their bookings/attendances per day) and many more. |
Inventory Module
Products module allows users to create database of all products and services that school/ institutions offers to clients/students with stock information, prices and discounts. This module also allows inventory transactions to make sure stock is up to date (stock receipt, stock adjustments, print stock check report). Stock is deducted via sales process.
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Products Management | easily define and categorize all products and services with categories, classes, units of measure and pictures. Use bar codes and QR codes for input/output. Define different price lists for various suppliers or customer groups. See product availability across multiple stock locations within a warehouse or multiple warehouses. |
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Purchasing | integrate full process from purchase orders, through product receipts to vendor invoices. Or just process the received stock and don't worry about the rest. Keep the process as simple or as complex as you need. Easily monitor items with low stock level and generate orders to suppliers. Monitor passed sales trends, unreceived purchases, purchase price changes to make better ordering decisions. |
Reports Module
Reports module allows users to generate multiple predefined reports with regards to all modules available in the system including Sales Reports, Attendance Reports, Product Reports as well as some Reminders and Birthday Report for example. Reports can also be customized to client’s specific requirements.
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Sales Reports | analyze sales by type (course/membership/merchandize/services), by date/period, analyze discounts given, payments by vouchers, sales of vouchers. See the sales trends by category – e.g. subject category, product category, etc. Monitor outstanding payments through ageing report, generate and print/email statement of accounts |
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Attendance Reports | easily analyze students attendance by class, by date, by teacher, by promo package/price. Identify popular classes and see teachers load on daily, weekly, monthly, yearly bases. |
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Student Reports | know your students – from loyalty reports (e.g. filter out only students who bought more than 5 packages), through trials without normal package to birthday reports and auto-reminders. |
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Dashboard | see the most important information right on your home page – from class summary, through sales, to action items (e.g. received messages, unclosed classes, outstanding payments, etc.) |
Admin Module
Admin module allows system administrator to set up back-end of the system and perform basic system configuration, mainly definition of predefined drop-down fields, definition of classes time schedule, etc. All the new packages and promo bundles as well as new prices and price types for classes, new subjects offered, etc. are defined here.
Part of the admin set up is users management which allows users to be set up with definable access level/roles, access to a single or multiple branches. Admin can also set up overall system security settings such as required password strength, inactive session time out, inactive accounts lock out, password reset period, etc. Important part of security is audit log – any changes in the system are logged here – so it’s easy to check who changed/removed what, at what time, what was the original value and what is the new value set.
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Drop Downs | easily change or create new values for any drop down in the system – from contact categories, objectives or signup sources in CRM, through courses, subject categories, subjects in attendance module to packages, course prices, payment types, discounts, membership types, invoice remarks in sales module |
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Public Holidays / Term Breaks | define your off days or term breaks. The system will skip those days when generating lesson bookings and disallow manual bookings |
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User Management | assign users access level, access to one or multiple branches, define system wide security settings and monitor user activity through audit log |
Accounting Module
Accounting module does not represent a complete Accounting system but rather AR/AP module which allows user to monitor all Payments and Receivables and export them out in the form of report or as Excel for further processing in own accounting (standalone) system. It also allows user to Close Cash (daily for example) and manage Closed Cash Archive and generate report.
This module is closely linked to other modules in which some of the Accounting transactions are being processed like POS Sales, Generating Invoices and Closing Cash under Sales module.
Complete Accounting Module is available and can be purchased at extra cost, if required.
Accounting module consists of the following:
- Closed Cash Archive – summary view of all Closed Cashes with detail breakdown by type of payment received for easy reconciliation purposes. User can also print Closed Cash Report for checking.
- Payments Module – this module consists of both AP/AR payments. AR payments are automatically created when sales transaction is handled via POS interface and saved here for reference and tracking. User can also create AP Payment from here is required