Stop running your institutewith spreadsheets andWhatsApp chaos.
Clast.io is an all-in-one management platform for language schools, vocational trainers, and skills academies. Enrolment, courses, session attendance, instructor payroll, fees, and student communication — connected in one system, with AI built into every layer.
0+
enrolment sources in one pipeline
0×
faster fee collection with automation
0%
less weekly admin workload
0%
session attendance visibility
Run your institute without the admin chaos.
Built for language schools, vocational trainers, and skills academies — not generic school ERP.
Before
- Enquiries logged in a notebook — trial students fall through the cracks
- Batch schedules and room assignments maintained in Google Sheets
- Fee instalments tracked in Excel, reminders sent one by one on WhatsApp
- Instructor hours tallied manually at month end for payroll
- Certificates typed in Word, signed, and handed out in person
- No early warning when students stop attending or fall behind
With Clast.io
- Every enquiry captured, trial class booked, and tracked to paid enrolment
- Courses, CEFR levels, batches, and timetables — conflict-free in one system
- Instalment plans invoiced automatically, paid online, overdue chased on schedule
- Session attendance feeds teaching hours directly into payroll calculations
- Certificates auto-generated when a student completes a level — branded and shareable
- AI flags at-risk learners from attendance dips and assessment scores
From first enquiry to enrolled student.
Capture every lead — walk-in, website, Instagram DM, or WhatsApp — in one pipeline. Book trial classes, run placement tests, and track conversion from trial to paid enrolment with full analytics.
Never lose a lead between trial class and payment.
Admissions staff see each prospect's stage, follow-up date, placement level, and next action. When they pay, the student is auto-enrolled into the right batch — no duplicate data entry.
- Enquiry capture from web, walk-in, WhatsApp, and social
- Trial class booking with instructor and room assignment
- Placement test scheduling and level recommendation
- Custom pipeline stages per intake (e.g. A1, B2, Corporate)
- Trial-to-enrolment conversion funnel analytics
Learner profiles
Permanent learner ID with contact details, course history, placement results, documents, and payment records — from first enquiry to alumni.
Conversion analytics
See where prospects drop off — enquiry, trial, placement, payment. Optimise by source, course, and counsellor with real data.
Re-enrolment campaigns
Run seasonal intake campaigns, offer renewals for continuing students, and process transfers between branches — all tracked with audit history.
Every course. Every batch. Perfectly scheduled.
Structure programmes the way your institute runs — languages with CEFR levels, vocational modules, corporate cohorts, or hybrid online + in-person batches. Timetables, rooms, and instructor assignments in one place.
Courses, levels, and batches that match how you teach.
Define courses with duration, capacity, and pricing. Split into batches by schedule, level, or corporate client. Auto-detect room and instructor conflicts before you publish the timetable.
- CEFR levels (A1–C2) or custom skill tracks
- In-person, online, and hybrid batch types
- Room and virtual classroom assignment
- Capacity limits with automatic waitlists
- Curriculum units linked to each course level
Multi-language programmes
Run English, French, Arabic, or any language track side by side — each with its own levels, materials, and assessment rubrics.
Online & hybrid delivery
Assign Zoom or Teams links per session. Track online attendance alongside in-centre check-ins — one record per learner.
Corporate training
Dedicated cohorts for company clients with custom pricing, branded certificates, and progress reports for HR sponsors.
Know who showed up. Every session.
Mark attendance per session — QR scan at reception, instructor roll call, or kiosk check-in. Absences trigger instant parent or student notifications. Teaching hours sync to instructor payroll.
Session-level tracking — not just daily gates.
Training institutes need per-class attendance, not school-wide morning registers. Clast marks each session, supports make-up classes, and flags students who miss consecutive sessions.
- Per-session attendance by batch and instructor
- QR, kiosk, and instructor roll-call methods
- Make-up class scheduling for missed sessions
- Consecutive absence alerts to coordinators
- Teaching hours auto-synced for payroll
Manage instructors without spreadsheet payroll.
Full-time, part-time, and freelance trainers on one roster. Assign batches, track teaching hours from session attendance, and run payroll — hourly or per-session — with full audit trails.
Hours taught, calculated — not guessed at month end.
When instructors mark a session complete, their verified hours flow into payroll. Support different pay rates per course type, overtime rules, and leave without timetable surprises.
- Instructor profiles with qualifications and contracts
- Batch assignment with availability checks
- Payroll from verified session hours
- Leave requests with schedule conflict detection
- Performance reviews on a defined cycle
Digital onboarding
Collect contracts, certifications, and bank details digitally. Assign roles and course permissions from day one.
Substitute management
When an instructor is absent, assign a substitute and notify the batch automatically — attendance still flows to the right payroll line.
Freelance & hourly pay
Mix employment types on one roster. Hourly, per-session, and fixed stipend models supported with clear pay breakdowns.
Keep students and sponsors in the loop.
Replace scattered WhatsApp threads with structured updates — progress reports, class cancellations, homework reminders, and fee notices reach the right people at the right time.
Professional updates — not personal phone chats.
Send batch announcements, individual progress reports, and payment reminders through official channels. Parents and corporate sponsors see a branded portal — every message logged.
- WhatsApp and email announcements by batch or level
- Automated absence and progress notifications
- Student and parent portal with course timeline
- Corporate sponsor reports for B2B clients
- AI-assisted reply suggestions for enquiries
Course fees collected on autopilot.
Invoice by course, offer instalment plans, apply sibling or early-bird discounts, and chase overdue payments automatically — with revenue broken down by programme and branch.
Instalments, discounts, and corporate billing — handled.
Students pay online via Stripe, PayPal, or local gateways. Instalment schedules send reminders before due dates. Corporate clients get consolidated invoices with PO references.
- Course-based fee structures and instalment plans
- Online payment with automatic receipts
- Scheduled WhatsApp and email overdue reminders
- Scholarships, referrals, and promo codes
- Revenue dashboards by course, branch, and counsellor
Payroll from attendance
Instructor pay calculated from verified session hours — late deductions and bonuses apply automatically.
Revenue by programme
Live dashboards show which courses drive revenue, which counsellors convert best, and where collection lags.
Expense tracking
Record centre costs by branch — rent, materials, marketing — alongside tuition revenue for true margin visibility.
Flexible pricing
Early-bird rates, bundle discounts, corporate PO billing, and referral credits — all with approval chains.
AI that helps you teach better.
AI lesson plans aligned to your syllabus, speaking practice for language learners, early risk detection, and certificates generated when students complete a level — built in, not bolted on.
Objective: Past perfect in conversational context
Warm-up · Role-play · Pronunciation drill · Homework assignment
Less prep time. More teaching time.
Instructors get AI-drafted lesson plans from your course materials. Students get an AI tutor for practice between classes. Coordinators get alerts when learners fall behind.
- AI lesson plans from your syllabus and level objectives
- AI tutor for speaking and grammar practice
- At-risk learner alerts from attendance and scores
- Auto-generated certificates on level completion
- Placement test scoring with level recommendations
AI lesson planner
Draft session plans from your curriculum units — objectives, activities, and homework in minutes, not hours.
Risk detection
Flag students who miss sessions or score below threshold before they drop out — coordinators notified automatically.
Digital certificates
Branded certificates issued on level completion — shareable link and PDF, no manual design work.
Works with the tools your institute already uses.
Connect payment gateways, video classrooms, WhatsApp Business, accounting exports, and productivity tools — no rip-and-replace required.
Every role in your institute gets what they need.
Director / Owner
- Live revenue dashboard
- Multi-branch overview
- Conversion analytics
- Staff & payroll oversight
- AI risk alerts
Admissions Coordinator
- Enquiry pipeline
- Trial class booking
- Placement tests
- Enrolment processing
Instructor / Trainer
- Session attendance
- AI lesson plans
- Learner progress notes
- Substitute notifications
Finance Manager
- Course invoicing
- Instalment tracking
- Instructor payroll
- Revenue reports
Student / Parent
- Class schedule
- Progress reports
- Online fee payment
- AI practice tutor
Explore other Clast.io solutions
- SchoolsK-12 and primary/secondary schools offering general education.— open Schools solution page
- CollegesPost-secondary institutions offering diploma or associate degree programs.— open Colleges solution page
- UniversitiesHigher education institutions offering bachelor's, master's, or doctorate degrees.— open Universities solution page
Questions institute owners ask before switching
From conversations with language school directors, training centre owners, and operations managers.
Ready to grow your institute without the admin burden?
Book a free demo tailored to your courses, batches, and enrolment flow.
- Language & vocational programmes
- Data migration included
- Onboarding in days
- No long-term contracts