Counsellors work from memory
Each counsellor keeps their own diary. When one is on leave, their warm leads go cold and nobody notices.
Coaching Institutes For competitive & academic coaching
Coaching Institute Management Software That Converts More Enquiries
Give counsellors a clear daily follow-up list, keep every installment and refund on record, and see admissions and collections without asking anyone for a report.
New 18
Nikhil DesaiWalk-in · CA Foundation
Pooja ShahSeminar · CMA Inter
Counselled 11
Rohan MehtaDemo lecture Sat
Simran KaurCall back Thu
Closed 7
Aditi RaoClosed Won
Varun JainLost · Timing
The problem Why coaching growth stalls
More enquiries are not the fix if follow-up is broken
Most coaching institutes do not have a lead problem. They have a tracking problem.
No idea which source works
Seminars, walk-ins, referrals and social media all bring students, but nobody can say which one brings admissions.
Refunds on a verbal OK
A student drops out, someone promises money back, and three months later the accounts do not match.
Owner waits for numbers
Admissions and collections reach the owner days late, in a format that changes every month.
Counselling A pipeline every counsellor follows
Turn your counselling desk into a steady admission process
Every enquiry moves through the same stages, from new to counselled to closed. Counsellors open Klass360 to a list of calls and visits due today, plus anything overdue. When an enquiry is lost, they record why, so your follow-up script improves each season.
- Follow-up tasks with due and overdue lists
- Lead stages and sources you define
- Closed Won creates the admission automatically
Fees & refunds Money with a paper trail
Installments, scholarships and refunds that always reconcile
Apply a scholarship or early-bird discount, split the net fee into installments and record every payment with its mode and receipt. Refunds go through request, approval and processing, so the person who promises money is never the one who releases it.
- Paid + Pending = Net Fee on every student
- Pending and overdue installment lists
- Refund approvals with a full record
Roles One system, four desks
Who does what in a coaching institute on Klass360
- 01
Owner or director
Opens the dashboard for enquiries, admissions, collections and pending fees, and approves refunds.
- 02
Counsellor
Works the daily follow-up list, moves enquiries through stages and closes them as won or lost.
- 03
Accountant
Records payments, applies approved discounts, tracks overdue installments and processes refunds.
- 04
Faculty and batch leaders
Can be given a login limited to batches and the lecture schedule, with no access to fees or leads.
Features Built for coaching operations
The coaching institute toolkit
Stages, sources & loss reasons
See where each enquiry stands, where it came from and why it was lost.
Counsellor follow-up lists
Due today and overdue tasks for every counsellor, every morning.
Batches & lecture schedule
Weekday and weekend batches with faculty, plus one-time or recurring lectures.
Discounts & installments
Scholarship discounts and installment plans that stay accurate to the rupee.
Refund approvals
Request, approve and process refunds with a clear record of who did what.
Role-based access
Counsellors, accountants and faculty see only what their role needs.
Reviews From coaching & tuition owners
What coaching institute teams say
Our front desk types the mobile number and immediately knows if the student already enquired. Duplicate entries have practically stopped, and counsellors are not fighting over leads anymore.
With three branches, getting numbers from each centre used to take days. Now admissions and dues for all branches are on one dashboard. Monthly review meeting is much shorter.
Installments were our biggest headache. Klass360 shows which installment is due for each student, so reminders go on time and the accounts team is not chasing in the last week.
Resources Free help for coaching owners
Guides and templates for coaching institutes
How to increase admissions in a coaching institute
Eight practical steps, from faster first calls to tracking why you lose students.
Read the guideEnquiry follow-up process for counsellors
A follow-up rhythm and call scripts your counselling team can start using tomorrow.
Read the guideHow to choose coaching management software
A buyer's checklist to compare tools before you commit your team to one.
Read the guideEnquiry Register Template
Not ready for software yet? Start with a structured enquiry register in Excel.
Get the templateFAQs Asked questions
Coaching institute software: common questions
1. Which kinds of coaching institutes use Klass360?
Any institute that runs programs with enquiries, admissions, batches and fees — CA and commerce coaching, banking and government exam prep, CAT and MBA entrance, UPSC foundations, or academic coaching for Class 11–12. You set up your own courses, so the software fits your programs rather than the other way round.
2. Can each counsellor see only their own leads?
Access is role-based. You decide what each role can see and do, so counsellors work their own follow-up lists while the owner and centre head see everything.
3. How do refunds work?
A refund starts as a request against a student's payments, goes to an approver, and is then marked as processed. Each step is recorded, so no refund is given on a verbal OK and the fee record stays correct.
4. Can we track why we lose students to other institutes?
Yes. When an enquiry is closed as lost, the counsellor picks a loss reason such as fees, timing or distance. Reports group these reasons, so you can see which objection costs you the most admissions.
5. We already have hundreds of enquiries in Excel. Can we bring them in?
Yes. Leads and enquiries can be imported from a CSV file, and the mobile-number check keeps duplicates out. Talk to us during the trial about moving existing student and fee records.
Free trial Try it for 7 days
Give your counselling desk a system that works
Prefer to talk? Call +91 73594 26596 or email hello@klass360.com