Institute Management System —
Complete A-to-Z Administration

What Is an Institute Management System?

An Institute Management System (IMS) is an integrated software platform designed specifically for coaching centres, training institutes, skill development centres, and vocational institutes. It digitises and automates every administrative function — student enrollment, batch management, attendance, fees, exams, staff payroll, and parent communication — replacing manual registers, Excel sheets, and disconnected tools with a single, connected platform.

Student Enrollment & Enquiry Management

Every student's journey starts as an enquiry. The Uniums IMS captures and tracks every lead through to enrollment:

• Enquiries captured from website forms, WhatsApp, walk-ins, and phone calls — all in one pipeline
• Each enquiry is assigned to a counsellor and tracked through stages: New → Contacted → Demo Scheduled → Enrolled → Not Interested
• Automated WhatsApp follow-ups sent to prospects who haven't responded
• On enrollment, student data flows automatically into the IMS — no re-entry required
• Complete enrollment history — subjects, batches, fee structure, and documents — stored against each student profile

Batch & Timetable Management

Batch management is the operational core of any coaching institute. The Uniums IMS handles even the most complex multi-batch schedules:

• Create unlimited batches with custom names, schedules, subjects, and teacher assignments
• Students can be enrolled in multiple batches (e.g., separate Physics and Chemistry batches for JEE preparation)
• Timetable view for each batch — daily and weekly schedule visible to students, parents, and teachers
• Class cancellation and rescheduling — notify affected students automatically via WhatsApp when a class is cancelled or rescheduled
• Batch capacity management — set maximum student limits per batch and waiting list handling

Attendance Tracking

Consistent attendance tracking is critical for both academic outcomes and parent trust. The Uniums system provides:

• Teacher mobile app — teachers mark attendance class-by-class on an Android device in under 2 minutes
• Real-time parent WhatsApp alerts — parents notified automatically when their child is absent from any class
• Attendance percentage tracking — students below the minimum attendance threshold are flagged automatically
• Student-wise attendance reports — complete subject-wise and batch-wise attendance history per student
• Leave management — students submit leave requests through the app; teachers approve digitally

Fee Collection & Receipts

Fee management is one of the most time-consuming admin tasks in any institute. The Uniums IMS automates the entire cycle:

• Fee structures configured by course, batch, and instalment schedule — applied automatically at enrollment
• Fee challans generated for each student at the start of each instalment period
• Online payment via Razorpay or PayU — students pay through the app, and the record updates automatically
• Offline cash/cheque payment recorded by staff with instant digital receipt
• Automated WhatsApp fee reminders to students and parents before and after the due date
• Scholarship and concession management — adjustments tracked at the student level with approval workflow
• Outstanding fee reports — daily, weekly, and batch-wise views for admin and management

Exam & Result Management

For coaching institutes, regular internal tests are essential to track student progress. The Uniums system handles the full exam lifecycle:

• Exam schedule creation — published to students and parents via the app and WhatsApp automatically
• Marks entry by teachers — with subject-wise, question-wise, or total marks entry options
• Automatic result calculation — rank, percentile, and grade computed based on your configured formula
• Result publication to student app and WhatsApp the moment the teacher submits marks
• Performance analytics — batch average, topper list, subject-wise weak areas, and individual student performance trends over time

Staff HR & Payroll

The staff management module covers teaching and non-teaching staff from joining to monthly payroll:

• Staff profiles — personal details, qualifications, subject expertise, and assigned batches
• Teacher attendance — linked to class schedules; the system tracks which classes were conducted and by whom
• Leave management — leave applications, approvals, and balance tracking
• Salary generation — automated calculation including allowances, deductions, TDS, PF, and ESI
• Payslip generation and delivery — staff receive payslips via WhatsApp or the staff app

Parent & Student Communication

Transparent, timely communication is one of the biggest factors in parent satisfaction and student retention. The Uniums IMS integrates directly with WhatsApp to deliver:

• Attendance alerts — instant WhatsApp when a student is absent
• Exam reminders and result notifications
• Fee reminders with direct payment links
• Class cancellation and rescheduling alerts
• General announcements — holidays, events, new batch openings — broadcast to all parents in one click

All communication is logged and visible in the admin dashboard. Parents can access their complete communication history in the parent app.

Why Institutes Choose Uniums IMS

• Built for coaching institutes — not a school ERP repurposed; designed specifically for batch-based, multi-subject institute operations
• WhatsApp integration built-in — real-time communication without a separate WhatsApp tool
• Branded mobile app — student and parent app with your institute's name and logo on the Play Store
• Flexible fee structures — supports monthly, quarterly, annual, and custom instalment plans
• Affordable pricing — scaled to student count, no per-user or per-message charges
• 24/7 support — because batch classes don't always run 9 to 5

FAQ