Connected academy operations
From enquiry to placement
Clear responsibilities, recorded decisions and separate financial and learning states.
End-to-end workflow
1. Enquiry & counselling
Website, WhatsApp enquiries and student logins feed the telecalling queue. Assigned trainers record contact attempts, callbacks and counselling outcomes. A WhatsApp link does not prove that a message was delivered.
2. Admission & fees
Admin agrees course, mode and discounts. Online orders keep their agreed amounts and captured payments. Offline/college invoices track agreed fees and unique receipts. Unpaid website checkouts are shown separately from fee receivables.
3. Batch & trainer allocation
Admin creates College, Online or Offline batches and assigns an active trainer. College coordinators import their own student rosters. Existing student accounts are reused. Published assessments freeze batch rosters; later admissions use another batch.
4. Training & assessment
Assigned trainers manage teaching and create MCQ papers with answer keys, duration and marks. Schedule papers for batches or existing individual teaching assignments. Students see only their own papers and attempts. Correct answers stay on the server.
5. Results & certification
The server grades MCQ answers and preserves earned marks, total marks, percentage and submission time. Trainers release marks after the exam window closes. College certification uses the existing attendance and marks rules plus MCQ pass requirements. Online/offline certification requires every batch MCQ assessment to be passed, course end date and explicit management confirmation of completed training.
6. Placement preparation
Approved completion creates a placement profile. Review qualification, specialization, passing year, candidate consent and eligibility before HR visibility. Placement-only students follow the existing paid placement assistance route.
7. HR access & joining confirmation
Approved employer HR users browse eligible candidates and buy contact access through the existing payment flow. Placement staff use their restricted placement dashboard for shortlist, interview and offer stages. Record employer, role, joining date and evidence before counting a candidate as placed.
Role responsibilities & access
| Role | Primary workspace | Access boundary |
|---|---|---|
| Owner | Collections, pending fees, batches, certification, placement | Academy-wide management overview and controls |
| Admin | Admission, billing, batches, completion approval, placement | Admin manages daily operations. Academy summaries, reporting and report downloads belong to the Owner. Dedicated Placement logins see the recruitment pipeline only. |
| Placement staff | Recruitment stage, qualification review and joined-candidate confirmation | Restricted placement dashboard; no finance, contact details, login administration or assessment authoring |
| Trainer | Assigned teaching, MCQ papers, results, telecalling | Own papers, assigned students and batches; no academy finance |
| College coordinator | Own college batches, students, attendance, marks and certificates | Own college only; cannot author or change assessment marks |
| Employer HR | Eligible candidate directory and purchased contact access | Approved account, candidate consent, eligibility and paid unlock |
| Student | Own learning, assessments, released marks and certificates | Own records only; never another student's marks or answer keys |
Owner KPI definitions
| Value | Meaning |
|---|---|
| Amount in | Selected calendar month in IST: captured website receipts + placement receipts after recorded refunds + dated offline/college receipts. This is collections, not accounting revenue or profit. |
| Pending fees | Remaining balances on paid/part-paid website orders plus offline/college invoices. Unpaid abandoned checkouts are separate. It is the current balance, not a historical month-end balance. |
| Batches | Active, explicitly created College, Online and Offline batches. Individual teaching assignments are not counted as batches. |
| Courses in progress | Distinct enrolled students per mode. Students can appear in several modes, so mode counts must not be added as a unique academy headcount. |
| Certified | Distinct students with an issued course completion certificate. A progress slider at 100% alone does not count as certification. |
| Pending placement / placed | Current placement profiles outside the placed stage / in placed stage. Existing placed records without evidence are flagged for review. |
Review before live rollout
The supplied code can be reviewed and tested locally. Live permissions, SMS, payment gateway, historic balances, refund reconciliation and production data totals must be verified against the current deployed website. No audit can guarantee the absence of all flaws.
Admin can create a dedicated Placement staff login using a unique mobile number. Owner controls summaries, reports and integration settings. Admin manages operational records; do not share an Owner login. A separate Finance role has not been added.
Assessment cameras provide a local preview and interruption signals. The browser cannot prove continuous camera presence to the server; video is not recorded.