Frequently asked questions

Software for running a tuition class. Students, parents, batches, the timetable, attendance, assignments, exams, online quizzes, marks and fees — in one place instead of a paper register, a WhatsApp group and an Excel sheet.

Who is it for?

Tuition classes and coaching centres. It works for one teacher running evening classes on their own, and for an institute with a dozen staff and a thousand students.

It is not a school management system for a government school, and it does not do payroll, inventory or a library.

How long does setup take?

About an hour, once. Settings, teachers, batches, students, parents — in that order, because each step fills in the lists the next one needs.

We set the first institutes up personally, so you are not left working it out alone.

Do I need to install anything?

No. It is a website. Open it in any browser on a laptop, tablet or phone.

Can I try it before paying?

Yes — a 14-day trial, set up for you. Ask and we will provision it.

Yes. Marking the register, checking who has paid and setting an assignment all work on a phone. Students almost always use their phone.

Does it work in Sinhala and Tamil?

Names do — the software accepts Sinhala and Tamil script properly, including in reports and exports. The interface itself is in English.

Can a student be in more than one batch?

Yes. Maths on Tuesday and Science on Thursday is one student in two batches, and they get the register, the work and the exams for both.

What happens to a student who stops coming?

Mark them Inactive. Nothing is deleted — their attendance, marks and fee history stay exactly where they are, and they drop out of the day-to-day lists.

Can I get my data out?

Any time, on any plan. Students, invoices, attendance, results — as CSV, Excel or PDF. Export is never held back on a lower tier.

No, and this is the part we care most about. When you grade an assignment, that mark is the gradebook. When you enter exam marks, those are the results. The gradebook stores which assessments count and what each is worth, then reads the marks from where they were entered — so it cannot disagree with the exam.

Can I give half marks?

Yes. Seven and a half out of ten is a real mark, to two decimal places.

When can I enter exam marks?

Once the exam has finished. Attendance opens when the paper starts — that is when the invigilator takes the register in the hall — but marks open only at the end, because a mark entered while students are still writing is a mark against unfinished work.

Do students see their marks straight away?

Only when you publish the results. Until then, marks you have entered are visible to staff and to nobody else. When you publish, each student sees their own mark and only their own.

What are the online quizzes?

Multiple-choice tests students take on their own phone, marked automatically the moment they submit. Useful for a quick check after a lesson.

A student can close the browser mid-quiz and come back to every answer still there, with the clock still correct — the time is counted on our server, so a dropped connection does not cost them the test and closing the app does not buy them extra time.

No. There is no card or online payment gateway. Money changes hands the way it already does — cash, bank transfer, cheque — and you record it here. Invoices and receipts print as PDF.

Can I invoice a whole batch at once?

Yes. Pick the batch, the month, a due date and the amount, and every student in it gets an invoice in one action.

Can a student pay in parts?

Yes. Record what came in and the invoice shows part-paid with the balance outstanding.

How do I see who hasn't paid?

Filter the invoice list by Overdue, and add a batch filter if you want one class. Five seconds.

Students and parents

What do students see?

Their timetable, class materials, assignments, quizzes, published results and their own attendance — and they can request leave. Only their own, never anyone else's.

What do parents see?

Their own children: attendance, published results, assignments and fees. If they have more than one child with you they switch between them.

They see their own family and nothing else, they never see your institute's finances, and they cannot change anything.

Do parents get an email or SMS?

No. Messages in BatchFlow are read inside the app when they sign in. There is no SMS, WhatsApp or email sending — if you need to reach someone urgently, phone them.

How do parents get a login?

You create it and hand over the address and password. The sign-in address is generated and no mail is ever sent to it.

Yes. Five built-in roles — owner, admin, teacher, accountant, front desk — and twenty-four individual permissions behind them. You can adjust a built-in role or build your own.

Can a teacher see other teachers' classes?

No. A teacher sees their own batches and everything follows from that — their students, their exams, their assignments, their gradebook.

This is enforced on our server, not just hidden from the menu: a teacher who types the address of another teacher's exam gets "not found".

Can my accountant see marks?

Only if you let them. Out of the box the accountant role covers fees, payments and finance, and nothing academic — and a teacher cannot open the finance totals.

What happens when a staff member leaves?

Revoke their login. Everything they marked or recorded stays exactly where it is — you are removing the key, not the history.

Each institute's data is separated at the database level, not just in the interface. Every screen and every action re-checks who you are on our server before it does anything.

Turn on two-factor authentication in Settings → Security, especially for the owner account.

Will I be signed out automatically?

Yes — after eight hours of inactivity, and after seven days regardless. That is for the shared computer at the front desk.

What happens if I stop paying?

Access is suspended and everyone at your institute is signed out until it is reactivated. No individual account is changed and nothing is deleted, so when it is reactivated everyone comes back exactly as they were.

What if I move to a lower plan?

Features switch off; your records stay. Move back up and they are there.

Solo is Rs 1,000 a month for a single teacher. Pro is Rs 3900 a month and adds the student and parent portals — this is the one most institutes want. Academy is priced individually.

Institutes outside Sri Lanka are billed in US dollars; see the pricing page and switch the currency there.

What does a plan actually control?

Which features are switched on, and your limits — students, staff logins, storage and portal logins. A feature not on your plan appears in the menu with a lock, so you know it exists rather than wondering if it is missing.

Is there a contract?

No lock-in and no setup fee for the standard plans. Monthly.

Not yet. There is no SMS, WhatsApp or email sending today, and we would rather say so than let you plan around something that does not exist. Messages are read in the app.

Is there an automation or reminder system?

The screen exists and saves rules, but nothing runs them yet — so treat it as not built. It is on the roadmap along with messaging.

Is there an API?

Not yet.

Is there a mobile app?

No, and probably not soon. It is a website that works properly on a phone, which means nothing to install and nothing to update.