BatchFlowMost tuition classes run on three things that do not talk to each other: a paper attendance register, a WhatsApp group, and an Excel sheet for fees. The same student's name gets written four times, the term test marks live in one teacher's notebook, and nobody can answer "who hasn't paid for this month?" without an hour of counting.
BatchFlow is one place for all of it.
Students, parents and teachers
Add a student once. Name, grade, batch, monthly fee, and a parent to link them
to. Sinhala and Tamil names work properly, and phone numbers are tidied into one
form as they save — so 077 123 4567 and +94771234567 can never become two
different students.
Parents are records in their own right, not a name typed onto a child. A mother with three children in your class is one parent linked to three students, with one phone number to keep up to date instead of three.
Teachers carry the subjects they teach, and those come from the batches they are assigned to — assign a new class and the subject appears on their profile by itself.
Batches and the timetable
A batch is one class: a group of students, a subject, a grade, a teacher, a fee and a weekly schedule. Almost everything else hangs off it. Attendance is per batch. Assignments are set for a batch. Exams are sat by a batch. Invoices are raised for a batch.
Set the weekly schedule on each batch and the timetable builds itself. Students see their own version of it, showing only the classes they are actually in.
Attendance
Pick the batch and the date, mark Present, Absent or Late, save. There is a "mark all present" button for the usual case.
One thing this screen deliberately does not do: open with everybody already marked present. If the register defaults to a full house, a class you forgot to mark looks exactly like a class where everyone turned up, and a month later you cannot tell them apart.
Assignments
Set work with a deadline. Collect submissions through the student portal, or mark from paper copies. Half marks work — seven and a half out of ten is a real mark.
An assignment moves Draft → Active → Closed and only ever one way. It closes itself at the deadline, everywhere at once, without anyone remembering to do it. Once it is Active the question paper is fixed, because students already have it and swapping it underneath them changes what they are being judged on.
Exams
Schedule a paper with a date, a start time and a duration. The status — Upcoming, Ongoing, Closed — is worked out from those three values every time anyone looks at it. Nobody sets it, so nothing goes stale.
Candidates come from the batch roster. Attendance opens when the paper starts, which is when the invigilator actually takes the register. Marks open only when it finishes, because a mark entered while students are still writing is a mark against unfinished work.
Publish results when you are ready, and each student sees their own — only their own.
Online quizzes
Build a multiple-choice quiz and students take it on their own phone. Marked automatically the moment they submit.
The part worth knowing: a student can close the browser in the middle of a quiz, come back, and pick up exactly where they left off — every answer, every flagged question, and a clock that kept running. The time is counted on the server, so a dropped connection does not cost them their test, and closing the app does not buy them extra time.
The gradebook
This is not a sheet you type marks into. There is no mark entry in it at all.
You choose which of your real assignments and exams count towards the final grade, and what each is worth out of 100. The marks come from where they were entered — so change a mark on the exam and the gradebook total moves on its own.
You never enter a mark twice. That is the whole idea.
Fees
Raise invoices for a whole batch for the month in one action. Record payments as they come in — cash, bank transfer, cheque, online — including part payments. Print invoices and receipts as PDF.
Then filter by Overdue, and there is the answer to "who hasn't paid?" in five seconds instead of an hour.
BatchFlow does not collect the money. There is no card gateway. Payments happen the way they already do and you record them here.
Student and parent logins
Give a student their own sign-in and they see their timetable, materials, assignments, quizzes, results and attendance — and they can request leave.
Give a parent one and they follow their children: attendance, published results and fees, switching between children if more than one is with you. They see their own family and nothing else, and they cannot change anything.
Most of the calls to your office are questions these two screens already answer.
Who can see what
Add teachers and office staff, and control exactly what each one can open. There are five built-in roles and twenty-four individual permissions behind them, and you can build your own roles.
A teacher sees their own batches and everything follows from that — their students, their exams, their assignments, their gradebook. This is not the menu hiding things: if a teacher types the address of another teacher's exam, they get "not found".
Reports
Attendance, student performance, teacher performance, fee collection, income and expense, exam results. Narrow by batch or grade and by date range, then take it as PDF, Excel or CSV.
Export is not held back on any tier. Whatever plan you are on, your data comes out.
Built for here
Sinhala and Tamil names, Sri Lankan rupees, our timezone. It is a website that works properly on a phone — nothing to install.