An institute management system provides essential tools to efficiently manage all functions of a coaching or training institute. It allows teachers to create and share online courses, generate class schedules and student timetables, track student attendance and performance on exams. The system also facilitates communication between students, parents, teachers and the institute through messaging, emails and online portals. Key features include student information management, online fee collection, library management, and integration with video conferencing and social media for online course promotion and delivery. Such a system helps institutes better serve students and scale their operations in today's digital environment.

1. INSTITUTE MANAGEMENT SYSTEM

2. Why an Institute Management System is essential for any Training or Coaching Institute in the current situation? According to
Paperbell, The estimated global revenue from coaching is 2.849 billion US dollars. The search for “Coaches” in Linkedin brought
around 6.28 million searches in 2020. Coaching businesses worldwide are constantly engaged in numerous activities to
efficiently manage school functions and provide a better educational experience to students.
Coaching as a profession or service has a huge potential. We have seen many innovative and niche-specific coaching institutes
are started in the last few years.
However, managing school affairs in this fast-growing world are not so easy. Nowadays, to better perform the coaching institute
management functions and ensure the students about the progress of their courses, coaching institutes are using a coaching
institute management system.

3. ■ Course Creation, Listing, and Promotion
A sound institute management system will enable the institute or the individual teacher to create an online course,
upload the course materials on the cloud and share it with the students by providing them with the login to the
course.
Integration with third-party apps and platforms such as Facebook, Instagram, Medium, Reddit, WhatsApp,
Facebook Messenger, etc., to market the course online can help the coaching business expand online. As soon as
a course is published, the system should push it to the social media platforms for online publicity.

4. Video is an essential part of online coaching; coaching institute management software should have the option to
integrate with third-party apps such as Zoom, Teams, Google Meet, etc., so that live or recorded sessions can be
delivered to the registered students.
After the course creation, the administrator must prepare a class schedule and timetable for each course so that
teachers can be assigned to it and students can be enrolled.
Class Schedule and Timetable Generation – Proper, efficient allocation and utilization of resources is necessary
for the success of any business. However, creating class schedules and timetables can be a time-consuming and
complex task. Having the ability to create class schedules and timetables using the software simplifies the
time-consuming task of generating timetables for each class. In addition, it makes different time slots for each
timetable to avoid conflicts in timings for teachers.

5. ■ Capture and Manage Student Information
Addressing the prospect inquiries and concerns before they signup is crucial to increase the signup rate. A web
front for the prospects to gather the necessary information before signing up is a good feature for the system.
Institute can provide most of the information via online forums, wikis, FAQs, and chatbots. In addition, a phone
hotline or chat messenger such as Facebook, WhatsApp can provide direct communication with the helpline.
Entrance Test Management – If the course has some prerequisites, the Institute management system can
facilitate checking the eligibility criteria of students. The ability to verify the uploaded documents is also a plus
feature in the coaching institute management system.

6. Fees Collection Procedure – The business must provide safe, secure, fast, and smooth payment options for
interested students. The payment system should be robust enough to deal with complex payment scenarios. The
platform can achieve this through integration with different online payment options. In addition, payment records
and history should be available to all involved parties, i.e., the institute and the student.
Student’s Attendance – A coaching institute’s success depends on its students’ success. A student can only be
successful if they attend the classes without being absent. That is why, to pass the exam, many coaching
institutes will make it compulsory to achieve a certain percentage of class attendance. The attendance module in
the software can make the attendance process much more efficient and accurate.
The attendance module can be integrated with the payroll module for the staff to record and track staff leaves and
attendance data.

7. Examination Management – The exams are the final part of a student’s journey in any coaching institute. The
software platform enables the institute administration to set up subject-wise examinations. In addition, the ability to
conduct online examinations is becoming a necessary part of education or training processes.
Library Module – The software can also facilitate keeping the record of books in the library. Also, the software
can maintain the book issue and return it from the software dashboard.
Some other features to facilitate students’ smooth experience at the institute may include the transport module,
canteen module, medical emergency, etc.

8. ■ Communication Module
An institute’s success depends mainly on communication effectiveness between involved parties such as
students, parents, institutes, and teachers. Coaching institute management systems have parent/student portals
that can facilitate the communication process by sending text messages, voice messages, and emails to a
predefined group of students/parents and the entire institute. This reduces the amount of time institute
administrators invest in phone calls or messages to parents.
Another minor but essential feature of highly effective coaching institute management software is creating and
saving templates from communicating about important events such as teacher’s day, anniversary, culture day, etc.