Batch details drift across registers
Capacity, trainer, venue and enrolled learners are updated in different places.
Academy management software
Academy Management Software for Programmes, Batches, Learners and Fees
Run programmes, batches, learners, trainers, timetables, attendance, fee plans, GST billing, authorised guardian access and reports in one Academy workspace.
Programme to report
One Academy workflow
Location-aware
Batches and permissions
Controlled
Guardian and document access
Operating problems
Keep every batch, learner relationship and fee action in one accountable record
These gaps affect the customer experience, team coordination and the owner’s ability to see what needs attention.
Class changes create confusion
Cancellations, substitutions and reschedules do not reach every responsible person consistently.
Attendance lacks a final record
Daily marking and later corrections can be difficult to trace or authorise.
Fee follow-up is disconnected
Templates, concessions, dues, ageing, invoices and payments require repeated reconciliation.
Guardian access is informal
Updates and documents are shared without an explicit capability or learner relationship.
Connected Yepsta workflow
Connect the full Academy operating journey without claiming an LMS
Learner, batch, class, fee and authorised portal context stays connected across daily Academy operations.
Programme and batch structure
Create programmes, location-specific batches, capacity, trainer assignments and enrolments.
Timetable and attendance control
Generate class sessions, manage exceptions and finalise attendance with authorised corrections.
Fees and guardian communication
Connect fee plans and GST billing with controlled portal updates, announcements and private documents.
Academy workflow
From guided setup to classes, fees, guardian communication and reports
Complete guided setup
Configure the Academy workspace, locations and the operating details required for daily use.
Create programmes and batches
Add internal programme records and media, then set location, capacity, timetable and trainer responsibility for each batch.
Enrol learners
Manage enrolment lifecycle and explicitly connect guardians, contacts and payers to the correct learner.
Run classes and attendance
Generate sessions, resolve schedule conflicts or exceptions, and finalise attendance with authorised corrections.
Manage fees and communication
Review fee plans and dues, create draft GST invoices, share authorised portal updates and private documents, and use Academy reports for follow-up.
A realistic Academy journey
A full Saturday Academy schedule without fragmented registers
The team moves from prepared batches to completed attendance, fee follow-up and authorised guardian updates in one operational sequence.
- 1
Review today’s generated classes
- 2
Confirm trainers and substitutions
- 3
Mark and finalise attendance
- 4
Review fee dues and ageing
- 5
Create required draft GST invoices
- 6
Share authorised updates and review reports
Yepsta Academy Management
Keep programmes, batches, learners, classes, attendance and fees together.
The code-native preview uses synthetic data to show today’s Academy operations. It does not expose real learner, guardian, invoice or document information and does not imply a public programme catalogue.
Explore Academy Management →YYepsta Academy
Academy workspaceSaturday · Academy overview
Today’s classes and actions
Synthetic single-location preview
Learners
184
Active records
Classes
6
Scheduled today
Fees due
₹42.6k
Needs follow-up
Next class
Spoken English · Batch SE-04
Trainer assigned · Room 2 · 18 of 20 seats
Today’s timetable
6 classes09:00Keyboard FoundationCompleted
10:30Spoken EnglishNext
12:00Digital SkillsScheduled
Attendance
31 / 34Current batch marked
Learner & guardian
Portal accessEnabled
DocumentsPrivate
UpdateTemplate ready
Learner & guardian experience
Give authorised learners and guardians a clear, controlled experience.
Portal access follows explicit capabilities, and only portal-safe information and intentionally shared documents are exposed.
Authorised learner updates
Portal-safe information is shared only with learners or guardians who have the required capability.
Clear class context
Approved updates can reflect the relevant batch, session and schedule change.
Private documents
Learner, enrolment, batch or programme documents stay protected and intentionally shared.
Business control
Stay accountable without adding unnecessary process.
Optional controls can add depth as the team, project value or delivery risk grows.
Role-specific workspaces
Owners, managers and trainers work within the responsibility appropriate to their role.
Location-aware scope
Permissions and records retain the correct Academy location context.
Reports and search
Review Academy reports, CSV exports and global search for learners, programmes and batches.
Private Academy documents and controlled portal access
Learner, enrolment, batch and programme documents remain private, while portal access follows explicit learner or guardian capabilities and authorised record scope.
Recommended next pages
Best-fit modules and related workflows for academy businesses.
Academy Management
Manage programmes, location-specific batches, learners, class schedules, attendance, fees, GST billing, authorised guardian access and Academy reports in Yepsta.
GST billing and POS
Create GST-ready POS bills, invoices, estimates, credit notes and payment records for services and products in one connected workflow.
Notifications
Send connected transactional email and approved WhatsApp Business API notifications for appointments, orders, billing and customer updates.
Customer portal
Give customers mobile-friendly access to profiles, bills, packages, memberships, rewards, vouchers, wallet context and repeat actions.
Reports
Track sales, appointments, inventory, reviews, outstanding payments and daily activity through owner-friendly business reports.
Multi-location
Manage location-aware staff, appointments, inventory, billing and reports as your service business expands across branches.
Coaching Centre
Coordinate tuition and exam-preparation batches, learner enrolments, trainer assignments, class schedules, attendance, fee dues, authorised guardian updates and reports.
Training Institute
Manage vocational and professional programme cohorts, trainers, learner enrolments, scheduled sessions, attendance, fee plans, GST invoices, private documents and reports.
All industry solutions
Compare every service-business workflow Yepsta supports.
Before and after
Replace fragmented academy operations with connected customer and owner context.
Academy operations across registers and chats
- Batch capacity and trainer details drift
- Class changes are hard to trace
- Attendance corrections lack clear authority
- Fee dues and guardian updates require manual reconciliation
A connected Academy operating record
- Programmes, batches and enrolments share context
- Generated sessions retain every exception
- Attendance is finalised and corrected deliberately
- Fee plans, canonical billing and authorised communication stay connected
Best-fit business types
Where this academy workflow fits.
Dance and performing arts academies
Music academies
Sports academies without performance tracking
Language academies
Skill-development academies
Hobby and activity academies
Compare Yepsta plans by location entitlement or request a walkthrough tailored to your business type.
Academy software FAQ
Questions from academy owners and operating teams.
Which academies can use Yepsta Academy Management? +
Dance, music, performing arts, sports, language, skill-development, hobby and activity academies can use the programme, batch, learner, timetable, attendance, fee and guardian workflows.
Can I manage different batches at different locations? +
Yes. Programmes can have location-specific batches with capacity, assigned trainers, enrolled learners and their own weekly timetable and generated class sessions.
Can guardians view learner information? +
Explicitly authorised guardians can receive capability-based portal access to portal-safe updates and private documents. Access is controlled rather than inferred automatically.
Can Academy fees become GST invoices? +
Yes. Teams can prepare learner fee plans, dues, concessions or adjustments and create draft GST invoices through Yepsta’s canonical billing system. Billing records remain authoritative for invoice and payment status.
Can Yepsta send class and fee notifications? +
Configured email and approved WhatsApp events can be used when the channel, templates, verification and applicable WhatsApp credits are enabled. Messages are not assumed to send automatically by default.
Does Yepsta provide online learning or sports performance tracking? +
No. Yepsta manages Academy operations; it does not provide LMS course delivery, recorded classes, grading, certificates or athlete-performance tracking.
See the full workflow