How to Manage Multiple Coaching Branches From One Place

To manage multiple coaching branches from one place, keep every branch inside one system, with each branch's courses and classrooms added to that branch, staff given roles that match their job, and notices sent to the branch they concern. Run attendance and tests the same way at every centre, so the numbers mean the same thing when you look across branches. Most of the work is deciding what is shared and what stays local, not buying more software.

This guide is for owners of coaching institutes in India opening a second or third centre: a JEE institute adding a branch across the city, a NEET centre opening in a nearby district town, or a tuition chain running several neighbourhood centres. It covers the problems that show up with the second branch, how to structure the system, who should get access to what, and how The Academix handles branches, including what it does not do.

What goes wrong when a coaching institute opens a second branch?

The teaching usually travels well. The admin does not. The first branch runs on habits the owner built over years, and the second branch copies some of them and invents the rest. Within a few months the two centres keep attendance differently, schedule tests on different days and name their batches differently, so nobody can compare them.

Then come the access problems. The owner's login gets shared with the new branch manager because there is no other way to give access. A teacher who works at both centres keeps two sets of notes. A notice about a holiday at one branch goes to every student in the institute and causes a morning of confused calls. None of this is about the quality of teaching, but parents notice all of it.

How should you structure branches in your software?

Before setting anything up, agree on a structure and write it down. A simple one that works for most coaching institutes:

• One institute account, with each centre added as a branch, never a second account or a second vendor
• Courses added to the branch that teaches them, so each branch sees its own catalogue
• Classrooms or batches inside each branch, with students added to the classrooms of their own branch
• The same batch naming at every branch, for example 'JEE 2027 Morning', so reports line up
• Content that every branch teaches kept once and shared, instead of uploaded again per centre
• Branch-only material, such as a local test schedule, kept inside that branch's courses

The rule of thumb: anything a parent at another branch should never see belongs to the branch. Anything every student is taught can be shared.

Who should see what across branches?

Shared logins are the biggest risk in a multi-branch institute. When a branch manager, a front-desk hire and a content writer all use the owner's password, you lose track of who changed what, and you cannot remove one person without changing everyone's password.

Give each person their own account and a role. A front-desk role might see student records and attendance but not edit course content. A content writer might add lectures and notes but never see student phone numbers. A head of department might manage tests and the question bank. Decide the roles before you hire for the new branch, because changing access after a problem is harder than setting it up right.

How do you keep teaching consistent across branches?

Consistency comes from shared content and a shared routine, not from the owner visiting each centre every week.

• Build each test once from a shared question bank and run it at every branch on the same day.
• Use the same marking scheme everywhere, including negative marking for JEE and NEET batches.
• Mark attendance the same way at every centre, either by the teacher or by students scanning the class QR code.
• Let strong teachers record lectures once, so students at a smaller branch get the same explanation.
• Hold one monthly review in which every branch head looks at the same reports for their batches.

How does The Academix handle multiple branches?

In The Academix, every branch sits inside one institute account. An owner adds a branch from the Branches screen, either a physical centre with its address or an online branch, and moves between branches from one login. Courses are added to the branch that runs them, and students are added to classrooms within their branch. Courses can also be shared across branches when every centre teaches the same programme.

Staff access uses roles and permissions in the web Institute panel. You create your own roles, such as Front Desk, Content Writer or Head of Department, and grant each one See, Add, Edit and Delete rights per module. Tutors can be assigned to one branch or several, and a tutor's permissions apply the same way on web and in the mobile app. Staff work from the web panel; students, tutors and owners use the app.

Notices can go to the whole institute, to one branch or to one classroom, and reach students by push notification, email and in the app. Holidays set for a class notify that class. Tests, attendance and exam analytics work the same way in every branch, so a chapter-wise accuracy report means the same thing at each centre.

What it does not do: there is no fee module, so no fee collection, dues or fee roll-up across branches, and no payroll or accounting. It is coaching institute management software for teaching, testing and communication, not an accounts system. Plans start from ₹1,500/month; the final price is quoted to your requirements.

Checklist before you open the next branch

• Add the branch in the same account and decide which courses belong to it and which are shared.
• Write down batch names and a test calendar that every branch follows.
• Create roles for the branch manager, front desk and teachers before their first day, and never share the owner's login.
• Assign teachers who will work across branches to each branch they teach at.
• Agree who sends notices for the branch, and send branch-only news only to that branch.
• Decide where fees will be tracked, since that sits outside your teaching platform.
• Run the first month's tests at both branches on the same day and compare the results together.

Frequently asked questions

Do I need a separate account or licence for each branch?

Not in The Academix. A new branch is added inside the same institute account from the Branches screen, with its own courses, classrooms and students, and the owner moves between branches without a second login.

Can I see fee collection for all branches together?

No. The Academix has no fee module, so there is no fee ledger, dues list or fee roll-up across branches. Keep fees in your accounting software or your current fee system. Course purchases made through your storefront are recorded as Razorpay orders.

Can one teacher teach at two branches?

Yes. A tutor can be assigned to one branch or several, and their role decides what they can see, add, edit or delete in the web panel and in the mobile app.

Can I send a notice only to one branch?

Yes. A notice can go to the whole institute, to one branch or to one classroom. It reaches students' phones by push notification, by email and in the app.

If you are planning a new centre and want to see how branches, roles and branch notices look in practice, book a demo and we will set it up on a demo institute with two branches.