We are small English Institute that works mostly out of office and we need to implement a better and more accurate system for our Institute.
Basically the way we functions is: A student defines the amount of classes they will take per week and then we will charge them for the month(1st of the month). The price depends on if the will be taking classes at our location or at theirs. Out of office clases are more expensive.
I enter these clases in google calendar as events, export the information and enter the projected data in order to get the following info per student:
Student Marcelo
Mes January
Tarifa de la clase (por hora) $16,000
Horas programada para este mes 3:00:00
Horas acreditadas del mes anterior 1:30:00
Total a pagar $24,000
It gives me, the price, programed hours for the month and if there are any credited hours for the month before. This gives us the price for the current month.
Once the month is ending teachers are paid using our cancelation policy:
The cancellation policy dictates which of these codes you put on. The policy is that if a student cancels in less than 4 hours that class is CTL and therefore lost. Teachers get paid for that class and there is no obligation to reschedule it. You could choose to reschedule it with the student but you will only get paid for 1 of those times.
If they cancel with more than 4 hours, the code is CWN and the student needs to reschedule it. If the teacher can not find a time that is good with him we will try to provide a substitute. If we are not able to provide a substitute then we will give that class as credit next month. If it is the student that is not able to reschedule then the class is lost.
CWEs are for when the student has to cancel (on time or not) for a reason that is beyond their control (Having a baby, accident, ect.). This takes away the obligation from the student to reschedule.
REA - Completed (realized)
CWN - Cancelled with notice (before 4 hours)
CTL - Cancelled too late (less than 4 hours)
TC - Teacher Cancel
CWE - Cancelled with Exemption
The cancellation policy dictates which of these codes you put on. The policy is that if a student cancels in less than 4 hours that class is CTL and therefore lost. Teachers get paid for that class and there is no obligation to reschedule it. You could choose to reschedule it with the student but you will only get paid for 1 of those times.
If they cancel with more than 4 hours, the code is CWN and the student needs to reschedule it. If the teacher can not find a time that is good with him we will try to provide a substitute. If we are not able to provide a substitute then we will give that class as credit next month. If it is the student that is not able to reschedule then the class is lost.
CWEs are for when the student has to cancel (on time or not) for a reason that is beyond their control (Having a baby, accident, ect.). This takes away the obligation from the student to reschedule.
Every week the calendar is exported and every teacher is in a different sheet. This sheet is then shared with the teacher and they will assign the correct code. Once this is finished I then copy and paste this to google sheets which gives me the following information.
Teacher payments:
As you see teachers are paid the fix rate of 11,250.
Teacher Peter
Month December15
Completed Hours 4:00:00
Rate per hour $11,250
Total $45,000
10% Tax $4,500
Net Payment $40,500
We would like a system complete with a calendar feature that will help us keep up to date information that includes scheduling, rescheduling, and it must be able to give us accurate financial results.
We would like to know the pros and cons of different systems so we can choose the best one. One important fact that will determine what we go for is the amount of flexibility that we will have. For example as of now, we only have one rate for teachers. This may change at some point since we would like to give raises to our best employees.
Oslor Reliabilty did a similar project for a teaching institution , where teachers did report marks for the exams of the students in a class , through Google sheets
These Sheets were imported into an Access file.
It verified that all the teachers did provide all the necessary inputs, In case of need reminder were sent by mail to teachers
When the necessary input was complete Certificates for students, Statisitcal reports for teachers , statistical reports for school were provided by Access (including some VBA macros)
Hello, I am new on this site but I have good experience in creating this type of software that you need. I've participated as a architect and developer for a project like this a while ago. Let's talk about the project and I'll assure you that you will get what you want at the lowest price.
Thank you for your time.