One profile per student — batch history, attendance, test scores, fee status, parent contacts and documents. Fees, tests and attendance attach to it on their own, so you can pull up any student's full record from your phone in three taps.
What is a student CRM for coaching centres?
A student CRM for coaching centres is the single record for every enrolled student — their batch history, attendance, test scores, fee status, parent contacts and documents, all in one profile. It's the source of truth the rest of the system reads from: when a fee is paid, a test is entered or attendance is marked, that data attaches to the student's record automatically. It covers students after they enrol — capturing and converting new enquiries is a separate Enquiry CRM.
What's inside a student profile
A TutorDesk profile isn't a contact card. It's a live record that updates itself as attendance is marked, fees are paid and scores are entered — each piece flowing in from the module that owns it.
The TutorDesk student record
The student profile is the single source of truth. Other modules attach their data here rather than keeping their own copy.
Link siblings to one parent so a family is managed as a family — one login, shared contacts, clear records.
A clear, chronological record of a student's journey — what they attended and how they scored, right where you need it.
Go paperless. Every student document in one place, visible only to the staff who should see it.
A single record of what was sent to or about a student — so "I never got it" stops being an argument.
Your centre is specific. TutorDesk bends to your data — and lets you take it with you.
Your data, handled right
Most of what's on a student profile is data about a minor. TutorDesk treats it that way: access-controlled, exportable, and never turned into a score behind your back.
A profile is visible only to the staff assigned to that student. You can export everything at any time, so there's no lock-in. Records of under-18 students are kept in line with DPDP Act 2023 consent rules — and the system stores and shows the facts, it doesn't rate or rank students from them.
Migration in five steps
Five steps, and the TutorDesk team helps with each one.
Export your list — Name, Grade, Parent Phone, Batch is enough
Upload the CSV, map the columns, profiles created in one pass
TutorDesk spots siblings and suggests family groupings
Create fields you need — Exam Board, Target Exam
From here, fees, tests and attendance attach on their own
Why not a generic CRM?
Generic CRMs revolve around deals and revenue. TutorDesk revolves around students, batches and academic progress — with no custom build.
| Capability | TutorDesk Student CRM | Salesforce / HubSpot | Excel spreadsheets |
|---|---|---|---|
| What the record is about | ✔ Student + parent, linked | Lead / deal (sales) | Rows, no relationships |
| Attendance & test data | ✔ Attaches automatically | ✘ Needs a custom build | ✘ Manual, error-prone |
| Fee status on the profile | ✔ Linked from Fee Collection | ✘ Separate finance tool | ✘ Separate sheet |
| Sibling / family mapping | ✔ Native family accounts | ✘ Custom object setup | ✘ No relationship logic |
| Mobile access for teachers | ✔ Full app (Android + iOS) | ⚠️ App, steep to learn | ✘ Not mobile-friendly |
| Pricing fit | ✔ Per-active-student, included | ⚠️ Per-user enterprise pricing | ⚠️ Free, high hidden time cost |
This page is about students after they enrol. Capturing walk-ins and calls, following up, booking demo classes and converting them into students is the job of the separate Enquiry CRM — and when a lead converts, it flows straight into the record here.
See the Enquiry CRM →Frequently asked questions
What owners ask most before moving off spreadsheets.
What's the difference between the Student CRM and the Enquiry CRM?
The Enquiry CRM handles people before they enrol — capturing leads, following up, booking demos and converting them. The Student CRM is the record of students after they enrol — batches, attendance, fees, documents and parent contacts. When an enquiry converts, that record moves here automatically, so the two never duplicate.
How is this different from a generic CRM like Salesforce?
Salesforce is built around deals and revenue — it has no idea what a batch, attendance record or parent-student family link is. TutorDesk's student CRM is education-specific: each profile connects to the batch, test scores, fee status and parent contact with no custom coding, and it's sized and priced for coaching centres rather than enterprise sales teams.
Can I import existing students from Excel or CSV?
Yes. The bulk import tool accepts CSV and Excel. You map your columns — Name, Grade, Parent Phone, Batch — and the profiles are created in one pass after a duplicate check. If your sheet needs cleaning first, the TutorDesk team can help with the migration.
Can one parent login see all their children's records?
Yes. Family mapping links siblings to one parent account, so a parent sees each child's attendance, scores and fee status under one login. Combining sibling fees into a single bill is set up in Fee Collection, which reads the family link from here.
Can I add custom fields to student profiles?
Yes. Add fields specific to your centre — Exam Board, Target Exam, School Name, Referral Source. They show on every profile, can be used to filter and segment your roster, and are included in CSV exports.
Is the student record accessible on mobile?
Yes. Teachers and admins open any student's full profile from the app on Android or iOS — attendance, recent scores, fee status, internal notes — in a few taps. The app is covered on the Mobile App page.
Can I export my data, and who can see a profile?
You can export the full database, including custom fields, to CSV or Excel any time — your data is portable, no lock-in. Records are access-controlled, so a profile is visible only to assigned staff, and data of under-18 students is handled in line with DPDP Act 2023 consent rules.
Where do I see test trends and send parent progress reports?
Latest scores and attendance show on the profile here. Deeper trend charts and the automatic weekly progress reports to parents are handled in Progress Tracking, which reads the data from this record.
Get started
A 30-minute demo — we'll set up a sample student database for your centre on the call.
