Academy Operations ERP: Tuition Due-Date Tracking, Coach Payroll & Staff Delegation

The Academy Operations ERP tier ($399/mo / ₹20,000/mo) is engineered specifically for scaled academies running 500+ active students and multi-coach operations. It provides centralized administrative oversight, software access scheduling, and operational accounting to eliminate administrative overhead.

Unlike legacy systems that force owners to manually coordinate between spreadsheets, WhatsApp chats, and disconnected video accounts, ZextaOS unifies student lifecycle records, coach payroll minutes, and role delegation inside a single dashboard.

A major time sink for chess academy owners is manually checking which students have renewed their monthly enrollment. The Academy Operations ERP provides an Automated Student Access Gatekeeper:

• Enrollment Cycle Scheduling: Administrators set each student's billing frequency (monthly, quarterly, or custom cycle) and due date.
• Grace-Period Configuration: Define a grace period (e.g., 3 to 7 days) following an enrollment expiration before access restrictions engage.
• Automated Software Lockout: If an administrator has not verified the renewal by the end of the grace period, the student's portal access is automatically frozen. When they log in, a polite reminder screen indicates that their enrollment is awaiting administrator renewal.
• 1-Click Administrative Verification: When the academy owner receives tuition through their normal banking channels, a single click restores immediate, full access across all devices.

Calculating coach payroll across dozens of weekly batches is prone to human error and disputed hours. The ERP suite automatically synchronizes classroom telemetry:

• Automated Minute Telemetry: When coaches conduct live classes in ZextMeet, session duration and attendance are logged automatically.
• Hourly Rate Calculations: Configure custom hourly compensation rates per coach. The admin cockpit multiplies verified session hours by the coach's rate.
• Monthly Settlement Ledger: At the end of the month, generate an itemized settlement report showing total sessions, total hours taught, and calculated pay. Administrators can mark periods settled in one click.

As academies hire assistant coaches and administrative coordinators, protecting proprietary business data is paramount. The ERP suite provides 14 granular permission matrices:

• Isolated Staff Portal: Staff members log into a dedicated, restricted portal (/dashboard/staff) with zero visibility into owner bank credentials, academy revenue telemetry, or platform billing.
• Batch-Level Access: Instructors only see student rosters for batches they are actively assigned to teach.
• Anti-Poaching Protection: Export privileges for master student phone numbers, email directories, and parent contacts are strictly restricted to the Academy Owner account.

Navigating individual forms to update dozens of students is impractical for large academies. The ERP suite features DATA Flow, an interactive, inline spreadsheet editor:

Administrators can edit student groups, update assigned coaches, modify enrollment due dates, and adjust batch schedules directly inside an Excel-like grid with instant cloud synchronization.