Training Institute & Coaching app
Run enquiries, demo classes, batches, fees and attendance for your institute, right beside your WhatsApp chats with students and parents.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Coaching centres and tuition classes
- Exam and test-preparation institutes
- Skill, language and computer training institutes
- Professional certification trainers
- Music, arts and hobby academies
- Modules
- 10
- Automations
- 36
- One-click actions
- 34
- Reports
- 8
- WhatsApp templates
- 35
Sound familiar?
The everyday problems the Training Institute & Coaching app takes off your plate.
Enquiries go cold after the first message
Parents ask about a course on WhatsApp, a demo is promised, and nobody reminds them or follows up after the class.
Fees are chased by hand
Instalments are tracked in a register or spreadsheet. Reminders depend on someone remembering, and parents are not always told.
Absences are noticed too late
A student misses several classes before anyone tells the parent, and drops out quietly.
How it works
From the first message to a finished job, step by step.
- 1
Enquiry
A student is created from the WhatsApp conversation and assigned to a counsellor in turn. The first reply carries your brochure link.
- 2
Demo class
Book a demo with reminders the day before and 2 hours before. A no-show gets a rebook message, and an attended demo gets a follow-up the next day.
- 3
Enrol
Enrol the student in a batch with a seat limit and choose a fee plan: upfront, 2 or 3 instalments, or monthly. Discounts above the counsellor's limit wait for a team lead.
- 4
Classes and attendance
Class sessions are created from the batch days. Trainers take attendance, and the parent is alerted after 2 classes missed in a row.
- 5
Complete
When attendance reaches the course minimum, a completion certificate is sent. Feedback and a next-course offer follow.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Students
Each enquiry and student, with parent details, who to message (student, parent or both), source and stage from Enquiry to Completed.
Courses
What you teach, with the fee, tax and the minimum attendance needed for a certificate.
Batches
Groups with a trainer, days, timings, start and end dates and a seat limit. Batches show Full or Open as seats fill.
Demo classes
Trial classes with date, time, status and the outcome.
Enrollments
A student in a batch, with fee, discount, fee plan and status. Enrollments can be paused, resumed, transferred or dropped.
Fee plans and instalments
Instalment schedules that add up to the fee exactly, with due dates, paid and waived status.
Class sessions and attendance
Each class with an attendance sheet that starts unmarked: present, absent, late or excused.
Runs itself
Automations that are switched on when you install the app.
- New enquiries assigned to counsellors in turn, with a reply carrying the brochure link
- Demo reminders the day before and 2 hours before; a rebook message after a no-show and a follow-up after an attended demo
- Discounts above the counsellor limit sent to a team lead for approval
- Siblings detected by the parent's phone number
- Fee instalments created on enrolment, with reminders 3 days before and on the due date
- Instalments unpaid 3 days after the due date are marked Overdue, and the student, parent and counsellor are told
- A welcome message on enrolment and a batch-start message 3 days before the first class
- Class reminders the evening before, for batches that have them switched on
- Parent alerted after 2 classes missed in a row
- Completion certificate sent when the course is completed, then feedback and a next-course offer for students who have not opted out
From the chat
What your team does without leaving the conversation.
- Book, reschedule or cancel a demo class
- Enrol a student in a batch and apply a sibling discount
- Send a fee request and mark instalments paid
- Share the batch timetable as a PDF
- Pause, resume, transfer or drop an enrollment
- Send the completion certificate
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Enrolment confirmation
- Timetable
- Fee receipt
- Certificate
For owners and managers, with a ready dashboard.
- Enquiry to enrolment funnel
- Fee collection
- Batch fill rate
- Attendance by batch
- Counsellor conversion
- Demo no-shows by course
- Batch profitability (managers)
- Training overview dashboard
Everyone sees only what their job needs.
- Training ManagerEvery student, batch and fee, plus courses, fee plans, seats, waivers and batch profitability.
- Training Team LeadThe team's students, enrollments and fees, and every batch and attendance sheet. Approves discounts, rebuilds fee schedules and reopens attendance. No trainer costs.
- Training StaffCounsellors: their own students with their demos, enrollments and fees. Can read courses, batches and attendance. No deletes or trainer costs.
- Training TrainerTheir own batches, sessions and demo classes, and takes attendance. Sees no fees, parent phone numbers or dates of birth.
Questions
Common questions about the Training Institute & Coaching app.
Do I need WhatsApp to use the Training Institute & Coaching app?
No. The app works in Scratchboard on its own. Connect a WhatsApp number through the Libromi Team Inbox to work from the chat sidebar and send demo reminders, fee reminders and attendance alerts automatically.
How are WhatsApp messages sent outside the 24-hour window?
The app comes with 35 WhatsApp message templates. They are submitted for Meta approval when your workspace is linked to the Team Inbox. Until a template is approved, the counsellor is asked to send that message by hand.
Do messages go to the student or the parent?
You choose per student: the student, the parent or both. When they share a phone number, only one message is sent.
Can two counsellors sell the last seat in a batch?
No. The last seat cannot be sold twice, even when two counsellors enrol at the same time. The batch shows Full once every seat is taken.
Can trainers see fees or parent numbers?
No. Trainers see their own batches and attendance only. Fees, parent phone numbers and dates of birth are hidden from them.
Can I change the courses, fee plans or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to add a fee plan or change when class reminders go out.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Training Institute & Coaching app?
Start a 7-day free trial and install the Training Institute & Coaching app, or book a demo and we'll walk you through it.