Academix operating guide

What Super Admin controls

• Every institute on the network — plan, status and limits.
• Plans and pricing shown on the public pricing page.
• Room, student and staff limits per institute.
• Cross-institute support lookup (find a student by name or phone).

What Super Admin is responsible for

• Approving a new institute and setting its plan before handover.
• Training the institute owner on first login.
• Never entering an institute's day-to-day data — owners own their data.
• Escalation support when an institute is stuck.

What Super Admin does NOT do

• Mark attendance, collect fees or add students for an institute.
• Change an institute's academic settings without being asked.

Step 1 — Sign in

• Open /login and sign in with your Academix Google account.
• You land on the Platform console. Institute staff cannot see this page.

Step 2 — Set plans and pricing

• Open the Plans & pricing tab in the Platform console.
• Edit plan names, limits and the tick/cross feature table.
• Prices are hidden in the app on purpose — quote them on a call.
• Changes go live on the public pricing page immediately.

Step 3 — Review institutes

• The Institutes tab lists every institute with plan, rooms, students and fees collected.
• Use it as your weekly health check of the network.

Step 4 — Set limits

• Limits (rooms, students, staff logins) follow the plan assigned to the institute.
• Owners cannot raise their own limits — only Super Admin can.
• Raise a limit only after the upgrade is agreed.

Step 1 — Create the institute

• The owner signs up at /signup with Google and names their institute.
• The institute is created instantly with the owner as admin.
• Confirm the new institute appears in the Platform console.

Step 2 — Set the plan

• Assign the agreed plan and limits from the Platform console.
• Do this before the owner starts adding students.

Step 3 — Hand over access

• There are no passwords to share — the owner signs in with Google at /login.
• Send them the sign-in link plus this guide link.

Step 4 — Walk them through first login

• Dashboard opens with a 4-step setup guide at the top.
• Tell them: finish those 4 steps first, ignore everything else.
• The guide disappears by itself once the institute has done real work.

• 1. Settings → add institute name, logo and academic year.
• 2. Batches → create each batch with its class/grade and fee.
• 3. Syllabus → add subjects and chapters per batch (subjects come from here).
• 4. Faculty → add teachers and send invite links.
• 5. Timetable → drag batches onto the room × time grid to assign teachers and rooms.
• 6. Students → add students, or share the admission QR and approve applications.
• 7. Students → assign every student to a batch (fees auto-assign from the batch).
• 8. Students → fill father/mother name and WhatsApp number for every student.
• 9. Attendance → mark today's attendance. This is the moment the system starts working.

Rules to repeat

• A student with no batch gets no fees, no timetable and no attendance.
• A student with no parent number gets no WhatsApp updates.
• Set batch fee before adding students so fees assign automatically.

Institute does this

• Faculty → Add teacher: name, phone, subject, base salary.
• Send the invite link over WhatsApp — the teacher joins with Google, no password.
• Timetable → assign the teacher to batches and periods.
• Syllabus → the teacher's subject decides which chapters they see.

What a teacher can do

• Mark attendance for their batches (Teacher portal → Attendance).
• Enter test marks (Teacher portal → Marks).
• Update syllabus progress: In progress → Done (Teacher portal → Syllabus).
• See their own day timetable.

What a teacher cannot do

• See or collect fees, salaries or any money data.
• See students from other batches or other institutes.
• Change plans, limits or institute settings.

Adding students — two ways

• Direct: Students → Add student, fill details, pick batch. Fastest for existing students.
• QR: Admissions → share the admission QR. Parents fill the form on their phone.
• Enquiry QR is the short 5-field version for walk-ins who are not ready to admit.

Approving and assigning

• Admissions → review each application, then Approve.
• On approval, assign the batch. Fees are created from the batch fee automatically.
• Add a scholarship or discount on the student if needed — it adjusts the due amount.

Linking parents

• Fill father/mother name and WhatsApp number on the student record.
• Send the family invite link from the student page — parents sign in with Google.

What parents see in their portal

• Attendance — day by day, plus monthly percentage.
• Fees — what is paid, what is pending, and receipts.
• Results — test marks as soon as the teacher enters them.
• Timetable and homework for their child's batch.

Step 1 — Fee structure

• Batch fee is the master figure — set it once per batch.
• Settings → bulk edit all batch fees in one screen.
• Set the installment plan (e.g. 1st due 7 days after admission, next 90 days from batch start).

Step 2 — Assignment

• Assigning a student to a batch creates their fee automatically.
• Only exceptions (scholarship, discount) are entered per student.

Step 3 — Collect a payment

• Fees → find the student → Collect payment.
• Pending amount is pre-filled; edit it for a part payment.
• Pick the mode (cash, UPI, bank) and save.
• The receipt appears only after the payment is recorded.
• Send the receipt on WhatsApp; send the UPI QR when asking for money.

Step 4 — Mistakes

• Never delete a payment. Use Cancel / Reverse payment so the audit trail stays.

Routine

• Daily: record every payment the same day it is received.
• Weekly: open Fees → pending list and send reminders.

Who does it

• Teacher marks their own batch from the Teacher portal — this is the default.
• Admin or front desk can mark any batch from Attendance.

Daily flow

• Open Attendance → pick the batch → mark Present / Absent → Save.
• Dashboard shows how many batches are still unmarked today.
• Absent students appear as an alert for the admin with a one-tap WhatsApp message to parents.

Reports

• Reports → attendance by batch and by student for any date range.
• Export to share with management or parents in a meeting.

• 1. Tests → Create test: name, batch, subject, date, max marks.
• 2. Teacher opens the test and enters marks for each student.
• 3. Results appear in the parent portal automatically.
• 4. Send the result on WhatsApp from the test page when you want to push it.
• 5. Reports → compare batch performance across tests.

How it works

• Academix opens WhatsApp with the message already written — you press send.
• Every send is recorded in Messages so nothing is sent twice or forgotten.
• Messages → filter by date, batch, type or status.
• Messages → Send message for a manual message to a batch or a single student.

Check every morning

• Attendance today — batches marked vs scheduled.
• Absent today — send parent alerts before lunch.
• Outstanding fees — the number that pays your salaries.
• Needs you — applications waiting for approval.

Three daily actions

• Take attendance.
• Collect fees.
• Send a message.

• Adding students before setting the batch fee — fees then have to be fixed by hand.
• Leaving students unassigned to a batch — they vanish from attendance and fees.
• Missing parent WhatsApp numbers — no reminders, no alerts, no receipts.
• Marking attendance days later — the data becomes useless for parents.
• Deleting a wrong payment instead of reversing it — breaks the audit trail.
• Letting pending fees pile up for a month before the first reminder.
• Sharing one login across the whole staff — invite each person properly.

• Start simple — batches, students, attendance. Add tests and syllabus in week two.
• Train one staff member as the in-house owner of Academix.
• Update data the same day, never in a weekly catch-up.
• Communicate weekly — parents who hear from you pay faster.
• Use the admission QR at the front desk instead of paper forms.
• Review reports every Monday for 10 minutes with your team.