Solutions · Education

From admission to tuition payment.

In a university, admissions, the academic office, the dean’s office and accounting all work with the same student. When the data is spread across spreadsheets and chats, applicants wait for answers, rooms get double-booked and unpaid tuition shows up late. See below how it works for a private university.

The examples come from a private university and its short-course center. Training centers work the same way.

Sample Figures, names and screens are for illustration. Every system is built around your processes.

01/06Admissions

An applicant asked a question. Answer now, not tomorrow.

During admissions the same questions come in hundreds of times. When an answer is slow, the applicant applies to another university.

An assistant bot answers questions about programs, study format and tuition and helps fill in the application. The details are organized for the admissions office.

The admissions committee decides who is admitted.

Admissions · new inquirySample

Telegram · admissions bot

Hello. Do you offer part-time study in Finance? How much is tuition?

Admissions assistantYes, there is a part-time program. Tuition is 14M UZS a year and can be paid in four installments. Where and when did you finish your studies?

I finished college in 2021. I work at a bank now.

Application No. A-1042

Program: —Finance, part-time
Education: —College, 2021
Employer: —Bank
Documents: —Diploma copy pending

Sent to committee

AAdmissions committeeThe committee makes the final decision

02/06Timetable

A timetable that knows which rooms and teachers are free.

The timetable is built in Excel. Two groups end up in one room, or a teacher is booked in two places at once. The mistake surfaces on the first day of classes.

Room capacity, teacher availability and group sizes are visible in one schedule. Any clash shows up the moment a new class is added.

The academic office approves the timetable.

Timetable · spring semesterSample

MonTueWedThuFriSatRoom 20140 seatsRoom 30530 seatsComputer lab30 seats

IQT-11 · Microeconomics

MOL-21 · Accounting

IQT-31 · Econometrics

MOL-11 · Finance

IT-21

IT-11 · Python

IQT-21 · Statistics

Group28 students

TeacherFree Wed and Thu

Room 305Thursday taken: MOL-11

Computer labWednesday free, 30 seats

AAcademic officeApproved the timetable; students were notified

03/06Attendance

Spot dropout risk early, not at the end of the semester.

Attendance stays in a register or a separate file. The dean’s office learns a student stopped coming only at exam time, when failed courses and retakes have already piled up.

Each student’s attendance is compared with the required minimum. Anyone who falls below it is flagged to their advisor.

The advisor talks to the student.

IQT-21 · attendance, last 4 weeksSample

Attendance

Student #2104

96%Minimum 80%

Student #2107

62%Minimum 80%

5 classes missed in 3 weeks, midterm score: 48

Student #2111

91%Minimum 80%

Student #2115

74%Minimum 80%

Attendance below minimum: being monitored

Group average88%

At risk2 students

AAdvisorScheduled a meeting with #2107

04/06Tuition payments

See at a glance who has paid tuition and who is behind.

Tuition payments land in the bank, while the student list sits with the dean’s office. Matching them by hand takes weeks, and reminders go out late.

Bank receipts are matched to each student’s contract. Balances, due dates and parents’ payment promises are kept in one list.

Accounting agrees installment plans or extensions with the dean’s office.

IQT-21 · tuition paymentsSample

StudentTuitionPaidBalanceStatus

#210414,000,00014,000,0000Paid

#210714,000,0007,000,00010,500,0007,000,0003,500,000OverdueOn schedule

#211114,000,00010,500,0003,500,000On schedule

#211514,000,0003,500,00010,500,000Overdue2 installments unpaid: shown to the dean’s office

#2107 · payment history

Installments 1 and 2 paid: 7,000,000
Installment 3 was due November 1. Reminder sent
Parents promised to pay by November 15
Bank receipt: 3,500,000 · matched to the contract

Group balance21,000,00017,500,000

Overdue2 students1 student

05/06Short courses

Know whether a new group will pay for itself before you open it.

Course groups open on a feeling that “enough people signed up”. Only later does it turn out that teacher, room and advertising costs exceeded the revenue.

Teacher hours, room, materials and marketing are collected for each group. Compared with revenue, they show how many students the group needs to break even.

The center’s director decides whether to open the group.

Course group · Excel and financial analysisSample

8-week course, 12 studentsUZS

Revenue, 12 × 900,000

Teacher48 hours × 100,0004,800,000
Room and equipmentComputer lab, 16 sessions1,200,000
Course materialsWorkbook and software600,000
MarketingInstagram and Telegram ads900,000

Costs7,500,000

Revenue, 12 × 900,00010,800,000

Break-evenfrom 9 students

Gross profit3,300,000 · margin 30.6%

The university’s general overheads are not included here.

CCenter directorThe group opens once 9 students enroll

06/06Overview

Admissions, teaching and payments in one view.

When admissions, the academic office, the dean’s office and accounting report separately, university leadership sees the full picture weeks later.

Applicants, timetables, attendance and tuition payments are all visible from the same data.

The system shows what needs attention. The decisions stay with you.

Overview · NovemberSample

01AdmissionsApplication A-1042 with the committeePending
02Academic officeIQT-21 Statistics: Wednesday, computer labApproved
03Dean’s officeIQT-21: 2 students below attendance minimumMonitoring
04AccountingIQT-21 balance: 17.5M UZSUpdated
05Course centerExcel course opens from 9 studentsEnrollment open
06LeadershipReport by facultyUpdated

Student #2107: one record

TimetableAttendanceAdvisorPayment

What needs attention

#2115: 2 tuition installments unpaidAAccounting
#2107: attendance 62%, advisor meeting scheduledAAdvisor