Academy software for classes by level, monthly fees and recitals
Batches by level and teacher, recurring fees with UPI links, grade exam entries, recital planning and online class schedules in one place.
Academy software records each student's level in every art, runs recurring monthly fees, tracks grade exam entries and manages recitals and online class schedules. It suits music, dance and arts academies with several teachers and families paying for more than one course.
Where the day goes wrong
- 01
Levels and batches tangled
One student learns two arts at two levels, and the timetable lives in a teacher's diary.
- 02
Fees chased by message
Monthly fees arrive as UPI screenshots and are matched by hand against a register.
- 03
Silent dropouts
A student stops attending and nobody notices until the fee is already two months overdue.
- 04
Exam entries on paper
Grade exam forms, fees and dates are collected in a notebook weeks before the deadline.
- 05
Annual day chaos
Participants, costumes, rehearsals and tickets for the recital are juggled across WhatsApp groups.
What we build for you
- 01
Student and guardian records
One profile per student, with every course, level and guardian contact.
- 02
Timetable by level and teacher
Batches, rooms and teachers on one grid, with make-up classes tracked.
- 03
Recurring monthly fees
Fee plans by course and level, sibling and multi-class discounts, UPI links and reminders.
- 04
Grade exam tracker
Level history, exam entries, fees, dates, results and certificates.
- 05
Recital and event module
Participant lists, costume fees, rehearsal schedules and passes for annual day or an arangetram.
- 06
Online class scheduling
Meeting links, local timings for overseas students, and attendance.
- 07
Teacher payouts
Pay per class, per student or fixed, calculated from the attendance register.
A student belongs to a level, not just a class
A Carnatic vocal class is not one class. It is a beginner batch on Tuesdays, an intermediate batch on Thursdays, and a senior student who takes a one-to-one slot on Saturday before her exam. Add a Bharatanatyam teacher in the next room, a keyboard class after school and a student who learns two arts, and the diary stops being a diary.
The unit of the business is the student's level in each art. Fees, timings, exam eligibility and even the teacher's pay hang from it.
Month-end in an academy
On the first of the month the office opens the register and starts messaging. Some fees come as UPI screenshots. Some come in cash with no note of the month. A few families pay for two arts with a sibling discount nobody wrote down. By the tenth, the owner knows roughly what has come in and cannot say who has quietly stopped coming.
A recurring fee plan per course and level, with discounts built in, ends most of that. Parents receive a payment link on WhatsApp, payments mark themselves, and the pending list shows who is late and whose attendance has also dropped. That second view is the one academies value most, because a student who has missed three weeks and not paid is a conversation to have, not a number to chase.
Exams and recitals are projects, not events
A grade exam has an entry window, a fee, a venue, a date, a result and a certificate. A recital or arangetram has participants, costumes, rehearsals, a hall and passes. Both run for weeks across dozens of families.
We build each as a small project inside the system, with its own participant list, payments and dates, so it stops competing with the daily timetable for attention. Whether a student is ready for an exam is your teacher's judgement. The system keeps the level history and the entry; the decision stays with the teacher.
Online classes: scheduling, not a video platform
A teacher in Madurai who takes a Sunday-morning class for students in Singapore and Toronto needs timings that make sense on both sides of the screen. We do not build a video platform; you already use Zoom or Google Meet for the call. What we build is the schedule that shows each student their own local time, the meeting link, attendance, and the tie-up with fees, so online students stop being a separate spreadsheet.
Budget and a word of honest advice
A complete academy system with timetable, recurring fees, exams, events and online scheduling typically starts around ₹85,000. A website with a trial-class enquiry form is ₹20,999 on our Standard plan. If you also want salary slips and statutory deductions for teachers, that connects to HR and payroll software as a separate module.
With one teacher and thirty students, a simple fee register and a WhatsApp group are enough. Come to us when you have several teachers, several levels and families paying for more than one course. Our guide to payment gateways for Indian websites explains how recurring collection works, and the booking and reservation system page covers trial-class bookings. Bring a list of your levels, teachers and fee plans, and VS Tech Builders will quote against it.
Frequently asked questions
Can fees follow a student who attends two classes or has a sibling?
Yes. Fee plans are set per course and level, and you define multi-class and sibling discounts once instead of calculating them each month. A mid-month joining date can be prorated, and a pause during a family holiday stops the fee for those weeks. Every change is recorded against the student, so the amount on the payment link is never a surprise.
Do you build the video calling for online classes?
No. Your teachers keep using Zoom or Google Meet, which already do the call well. What we build is the schedule, the correct local time for each student, the meeting link sent on WhatsApp, attendance and the link to fees. If you want your own video platform, that is a much larger project and we would scope it separately and honestly.
How would teachers be paid for classes taken?
You set the rule for each teacher: a fixed monthly amount, a rate per class taken, or a share per enrolled student. The attendance register then calculates the payout, including make-up classes, and you can override any figure before it is paid. Salary slips and statutory deductions need the payroll module, which is separate.
Can we track which students are entering which grade exam?
Yes. Each student's record keeps the level history, exam entries, entry fees, dates, results and certificate numbers, and parents receive reminders before deadlines. Whether a student is ready to sit an exam remains your teacher's judgement. The system stores the decision and the paperwork around it, so nothing depends on a notebook kept by one person.
Further reading
Software built for music, dance and arts academies.
Describe your business and the problem in a few lines. We reply within one business day with an honest recommendation, a scope and a fixed price.