Run your tuition centre on a written system, not on your phone
A complete operations kit for tuition and coaching centre owners and managers: batches and break-even, timetable, admissions desk, fees and refunds, teachers and cover, parents, safeguarding and the monthly numbers.
- A 22-sheet Centre Operations Workbook with batch margin, break-even students, timetable clash flags, fee ageing and three dashboards
- 10 brand-ready policies, 22 one-page SOPs and 48 parent and student messages with [PLACEHOLDERS]
- Fillable admission and consent forms, safer recruitment and observation forms, and a restricted safeguarding concern record
- A 6-page print pack for the reception desk, classrooms and staff, plus a dated rules sheet for nine countries
The Tuition and Coaching Centre Operations Manual · Bodhih Pro Kits · 249 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you run a tuition centre well?
Run it batch by batch: price each batch and know its break-even students, build a clash-free timetable, answer enquiries honestly with fees in writing, bill and chase fees politely, recruit and cover only with background-checked staff, keep a named safeguarding lead, and review the numbers monthly. The Tuition and Coaching Centre Operations Manual kit by Bodhih Training gives you every file to do it.
Want the full free guide first? Read How to Run a Tuition Centre: Batches, Fees, Staff and Safeguarding.
You already feel the problem. Here is what it is costing you.
Busy, but not making money
Every evening is full, yet the month ends thin. Without numbers per batch, one full batch hides two that cost more than they earn.
Fees chased in the corridor
Reminders go out late, or awkwardly, or to the wrong person. Some families wait to be asked; others feel singled out.
One person holds every thread
Collection lists, cover arrangements, background checks and parent promises live in the owner's head and phone. When they are away, the centre runs on luck.
Safeguarding that is 'in hand'
Everyone is kind and well meaning, but nobody could say who the DSL is, where a concern is recorded or which adult's check is due.
Picture the next few weeks with the kit open beside you.
Picture the first Monday of next month at 17:00. As you open the dashboard, you already see which batches are below break-even, which families need a polite call about fees and which teacher's check is due for renewal.
When a teacher phones in sick, the cover list shows who is cleared, the message to parents is already written, and the lesson plan is in the folder. You notice how calm the evening feels.
When a new family asks whether you can guarantee a grade, your front desk has the words ready, the fee sheet is in writing, and the trial class is the real class.
Whether you begin with the posters this afternoon or the workbook tomorrow morning, you can start running your centre on a written system this week, at your own pace.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Tuition and Coaching Centre Operations Manual (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: centre operations map
The whole job in ten steps with the file for each, your first hour, 'brand it in five minutes', your first week and a 30/60/90 day plan.
Centre Operations Workbook
22-sheet workbook: settings, rooms, fee plans, teachers with check and training status, batches with capacity, utilisation, margin and break-even students, timetable with clash flags, enquiries, students, weekly attendance with follow-up flags, fees with ageing and reminder steps, refunds, cover log, tests and progress, parent meetings, feedback with NPS, an incident and safeguarding index, premises checks, a monthly P&L and three dashboards.
Batch pricing and break-even calculator
7-sheet calculator: contribution per student, teacher cost with prep and on-costs, overhead share, break-even students, the lowest fee that breaks even, eight side-by-side scenarios, an instalment schedule builder and a discount check.
Admission, consent and trial class forms
Four-page fillable pack: admission form, health and consent page with separate photo choices, a policies-received declaration (9 documents), and a trial class record with the parent's feedback.
Teacher recruitment, induction and observation forms
Four-page fillable pack: a safer recruitment checklist, a two-week induction record, and a 10-point lesson observation form with one focus for the next lesson.
Safeguarding concern and incident record
Three-page fillable pack: a safeguarding concern record (facts and the child's own words, then the DSL's decision and rationale) and an accident or incident record. Restricted: completed copies go to the DSL only.
Daily open and close checklists and monthly management review
Four-page fillable pack: the daily opening checklist (13 checks), the closing checklist (11 checks) and a two-page monthly management review with 11 numbers, batch decisions and actions.
Centre policies pack (brand-ready)
10 brand-ready one-page policies with [PLACEHOLDERS]: fee and refund policy, terms of enrolment, parent handbook, staff and student codes of conduct, photo, video and CCTV policy, online class rules, safeguarding statement, privacy notice outline and complaints procedure.
Operations manual, SOP library and teacher agreement sheet (brand-ready)
Brand-ready Word manual: an 18-section operations manual skeleton and 22 one-page SOPs (opening, closing, enquiries, trials, admission, fees, refunds, registers and absence, cover, parent meetings, tests, late collection, safeguarding concerns, visitors, fire, first aid, online sessions, complaints, new batches, merging batches, data requests, end of term). Part C: a plain-words teacher agreement discussion sheet (role, checks, hours, pay basis, cover, conduct, materials and AI, leaving) with six questions for a lawyer. Not a contract.
Parent and student message library (brand-ready)
48 ready-to-edit messages and call scripts in 7 groups: enquiry replies, trial invitations, welcome, fee reminders and refunds, same-day absence checks and calls, test-result updates, schedule changes, cover and holiday notices, feedback requests and hard moments.
Worked example pack: a two-room centre through one term
The kit's main sheets and forms completed for one composite case: Northlight Tuition Centre, a two-room maths and science centre with nine batches, through the autumn term of 2026: utilisation and margin, collections and ageing, a teacher absence covered correctly, a refund, and a safeguarding concern handled by the book.
AI prompt pack for centre operations
27 tool-agnostic prompts in 6 groups (courses and pricing, enquiries, fees, teaching and tests, people and quality, policies and communication), each with what to paste in and what to check, plus the centre's human review rule and no student data in public tools.
Batch decision card
Ten 'if the batch shows this, do this, not that' rows, three questions before any batch decision and the merge test.
Centre owner mistakes to avoid
Twenty common mistakes in running a tuition or coaching centre, each with what to do instead.
Numbers that matter: KPI card
13 centre numbers with plain-words definitions, exact formulas, where each lives in the workbook and what to do if it moves.
Coaching centre rules by country (October 2026)
Dated orientation on registration, safeguarding, background checks, data protection, advertising, refunds and tax for India, the UK, the US, the UAE, Singapore, Australia, the Philippines, Nigeria and Canada.
Centre floor print pack
6 wall-ready pages: a reception desk card for enquiries and collection, a pick-up and drop-off poster for parents, a classroom rules poster, a 'who to tell' safeguarding staff card, a daily open and close checklist poster and an emergency contacts card.
Academic-year operations calendar
44 events across a year: set-up week, weekly checks in the first term, monthly management reviews, tests, observations, parent meetings, surveys, fire drills, check audits, policy review, fee sheet and a year retrospective. Import into Google, Outlook or Apple Calendar and move the dates to your term.
Centre operations task board
41 set-up and operating tasks with list, owner, due day, priority and the kit file to use. Import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 57 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Tuition, coaching, test-prep, language and hobby centres with premises and staff, one branch or a few
- Currency
- Any currency, with a tax placeholder
The Centre That Runs on the Owner's Phone
Why a busy centre still runs on the owner's phone, and the eight-step loop around one rule: children kept safe at every step.
The Centre Business Model: Batches, Fees and Break-Even
The batch as the unit of the business: contribution per student, contribution margin per batch, the two break-even numbers and what discounts really cost.
Courses, Batches, Rooms and the Timetable
Capacity, utilisation per batch, building a clash-free timetable from the hardest constraints, and one-page course plans.
From Enquiry to Enrolment at the Front Desk
The counselling desk: fast honest replies, fees and policies in writing, real trial classes, honest suggestions and no result promises.
Fees, Instalments, Discounts, Collections and Refunds
Fee policy, billing, ageing and a polite reminder ladder, instalments, scholarships and refunds worked out by the book.
Teachers and Staff: Safer Recruitment, Induction, Observation and Cover
Safer recruitment with background checks, induction, supportive observation, engagement terms and cover only with cleared staff.
The Learning System: Course Plans, Tests, Progress and Extra Support
Baseline and progress tests, comparing students with their own earlier work, private extra support and honest progress meetings.
Parents, Attendance and Student Wellbeing
Registers in the session, same-day absence checks, safe collection, a predictable parent rhythm and wellbeing signposting.
Safeguarding, Premises Safety and Data Protection
The safeguarding structure with a named DSL, the notice, listen, record, tell route, premises routines and student data protection.
Online and Hybrid Batches, Ethical Marketing and Quality
Online and hybrid batches with the same duty of care, learning standards in plain words, honest marketing and quality routines.
The Monthly Review, the Dashboard, AI and the Second Branch
The monthly management review, thirteen numbers, batch decisions, AI with a human review rule, and second-branch readiness.
A Centre That Runs on Paper, Not on Memory
What a centre that runs on paper, not memory, looks like, and how to start this week.
Before Each Term: The Records Checklist
The before-each-term records checklist, with the file for every line.
Glossary
Plain-words definitions of the operating terms used in the kit.
Not just reading. Tools you will actually open again.
E-book
- The Tuition and Coaching Centre Operations Manual e-book: about 8,600 words, ten chapters, six diagrams, a before-each-term checklist and a glossary
Start here
- 00-Start-Here-Centre-Operations-Map: the job in ten steps with the file for each, your first hour, brand it in five minutes, your first week and a 30/60/90 day plan
Workbooks
- Centre Operations Workbook (22 sheets): settings, rooms, fee plans, teachers with check and training status, batches with capacity, utilisation, margin and break-even students, timetable with clash flags, enquiries, students, weekly attendance, fees with ageing and reminder steps, refunds, cover log, tests, parent meetings, feedback with NPS, incident and safeguarding index, premises checks, monthly P&L and three dashboards
- Batch Pricing and Break-Even Calculator (7 sheets): contribution per student, break-even students, the lowest fee that breaks even, eight scenarios, an instalment builder and a discount check
Forms (fillable PDF)
- Admission, consent and trial class forms (4 forms)
- Teacher recruitment, induction and observation forms (4 forms: safer recruitment checklist, induction record, lesson observation)
- Safeguarding concern and incident record (3 forms, restricted)
- Daily open and close checklists and monthly management review (4 forms)
Word templates (brand-ready)
- Centre policies pack (10 one-page policies: fees and refunds, terms of enrolment, parent handbook, staff and student codes of conduct, photo, video and CCTV, online class rules, safeguarding statement, privacy notice outline, complaints)
- Operations manual, SOP library and teacher agreement sheet (18-section manual skeleton, 22 one-page SOPs and a plain-words teacher agreement discussion sheet)
- Parent and student message library (48 messages and call scripts)
- Worked example pack: a two-room centre through one term
- AI prompt pack for centre operations (27 prompts)
Cheat sheets
- Batch decision card (10 if-this-then-that rows)
- Centre owner mistakes to avoid (20 mistakes and what to do instead)
- Numbers that matter: KPI card (13 numbers with exact formulas)
- Coaching centre rules by country (dated October 2026)
Print pack
- Centre floor print pack (6 pages): reception desk card, pick-up and drop-off poster, classroom rules poster, 'who to tell' safeguarding staff card, open and close checklist poster and emergency contacts card
Calendar and import
- Academic-year operations calendar (44 events, ICS)
- Centre operations task board (41 tasks, CSV for Trello, Asana, Notion, Planner or Jira)
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- Price every batch and read its contribution margin and break-even students before you advertise it
- Build a timetable with no room or teacher clashes and only cleared teachers on it
- Run an honest enquiry and admissions desk with fees and policies in writing
- Bill, remind, agree instalments and refund fairly, without ever involving the student
- Recruit, induct, observe and cover with safer-recruitment habits and background checks
- Put a safeguarding structure in place with a named DSL, a reporting route and restricted records
- Hold a monthly management review with thirteen numbers and clear batch decisions
- Use AI for drafts with a human review rule and no student data in public tools
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Small Business Operating Decision Assessment for Shop, Service and Studio Owners
Take the assessment →AssessAll assessmentClassroom Management & Teaching Judgment
Take the assessment →AssessAll assessmentBusiness Arithmetic — %, Profit & Loss, Interest
Take the assessment →JobularyHow a Jobulary development plan works
Make it a growth plan →A taste of Chapter 1
A centre is a collection of small businesses called batches. Each batch has its own income (fees from the students in it), its own direct costs (the teacher's pay for those hours, worksheets, test papers) and a share of the centre's fixed costs (rent, the front desk, utilities, software, insurance, marketing). If you only look at the total number of students, one full batch can hide two that lose money. Three ideas carry the whole model. They come from ordinary management accounting, put in plain words. Contribution per student is what one student's fee leaves after discounts, payment fees and materials. Contribution margin per batch is the batch's fees minus its teacher cost and materials. It tells you whether the batch pays for its own teacher. Break-even students is how many students a batch needs to cover its costs. There are two versions: the teacher cost only, and the full cost including the batch's share of overheads.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Pricing | A fee chosen by looking at the centre down the road | Contribution per student, break-even students and eight scenarios per batch |
| Timetable | A document and a group chat | Room and teacher clash flags, outside-hours flags and the teacher's check status on every slot |
| Fees | A blank invoice template | Ageing buckets, a reminder ladder from Settings, instalments, refunds by the policy and 10 fee messages |
| People | A CV and a handshake | Safer recruitment checklist, check dates with renewal flags, induction, observation and a cleared cover list |
| Safeguarding | A downloaded policy nobody has read | A named DSL on every poster, a concern record, an index with no details, and a reporting route every adult knows |
| Law and rules | One country's assumptions or none | A dated sheet for nine countries, from India's 2024 coaching guidelines to UK out-of-school settings guidance |
Made for you if…
- Owners and directors of tuition, coaching and test-prep centres with premises and staff
- Centre managers and administrators who run the front desk, fees and timetable
- Language, skills, music, art and hobby class centres with one branch or a few
- Small private schools and training institutes that run after-school or weekend classes
- Owners planning a second branch who want the first to run without them
- Senior teachers stepping into a centre management role
Probably not for you if…
- Solo tutors teaching from home (see The Tutoring Business Kit)
- Fully online academies with no premises (see The Online Academy and Blended Programme Kit)
- Anyone looking for a legal safeguarding policy without a qualified review: the kit gives the structure and routines, not a legal opinion
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Put the system on the wall this week
Name your safeguarding lead on the posters, record every adult's check and price your smallest batch. Whether you start with the print pack today or the workbook tomorrow, you can begin running your centre on a written system this week.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
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The Bodhih family, when you are ready for more
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AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
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Certification pathways in Applied AI, Workplace English and management.
The Tuition and Coaching Centre Operations Manual: FAQs
Read the free guideAlready bought? Resend my linkCan I use this with my staff and teachers?
Yes. Within your own centre you can print the posters and forms, share the SOPs, policies and messages with your team, and use the workbooks across your batches under the personal licence. For a group of centres, a franchise network or a multi-site company licence, contact solutions@bodhih.com.
Does it work in my country?
The method works anywhere a centre has batches, teachers, parents and fees. The workbooks take any currency and a tax placeholder. Registration, safeguarding, background-check, data, refund and advertising rules differ, so specifics sit in a dated sheet covering India, the UK, the US, the UAE, Singapore, Australia, the Philippines, Nigeria and Canada; check your local rules and adviser.
How do I calculate break-even for a coaching batch?
Work out the teacher cost per month for the batch and its share of overheads (room-hours used times your overhead per room-hour). Divide each by the contribution per student (net fee less payment fees and materials) and round up. That gives break-even on teacher cost and on full cost. The calculator does this for you.
What policies does a tuition centre need?
At least a fee and refund policy, terms of enrolment, a parent handbook, codes of conduct for staff and students, a photo, video and CCTV policy, online class rules, a safeguarding statement backed by a full safeguarding policy, a privacy notice and a complaints procedure. The kit has one-page versions of all of them to adapt with your lawyer.
Does the kit replace a safeguarding policy?
No. It gives you the structure (a named DSL, safer recruitment, a code of conduct, reporting routes, visitor and collection controls), the forms and the routines. Your full safeguarding policy should follow your local law and be reviewed by a qualified person.
Can I advertise our toppers and results?
Be very careful. Results claims are easy to make misleading, and consumer and advertising law in many countries restricts them; India's 2024 coaching advertising guidelines are specific. The kit shows you how to market what you control instead, and never to use a student's name, photo or result without separate written consent.
Is this legal, tax or financial advice?
No. It is practical operating guidance and templates. Templates are starting points to adapt with your lawyer and accountant, and the dated sheet points you to the official sources to check.
Does it promise more students, better results or profit?
No kit can promise that, and no centre should promise families results either. The kit gives you the numbers, routines, records and documents to run a centre consistently; what changes depends on your teaching, your market and your team.
How can I measure my starting point?
AssessAll offers separate assessments that fit this work: the Small Business Operating Decision Assessment for Shop, Service and Studio Owners, Classroom Management & Teaching Judgment for your teachers, and Business Arithmetic (percentages, profit and loss, interest) for whoever runs the numbers. They are not included in the kit.
How do I turn this into a development plan for my centre manager?
Use the monthly review, observation forms and the KPI card to pick two or three skills to build, then plan them step by step. Jobulary shows how a development plan works at jobulary.com/how-it-works.
How much does The Tuition and Coaching Centre Operations Manual cost?
₹1,299 including 18% GST for buyers in India, or $34 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
