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Institute management & student portal

AcademyProOne system for multi-centre academies, from first enquiry to placement.

Lumora AcademyPro brings enquiries, admissions, courses and batches, online learning, attendance, fees, staff payroll and a student and guardian portal into one application that the academy hosts and owns. It is built for Indian training institutes, with GST invoices, UPI and Razorpay payments, WhatsApp, Aadhaar e-KYC and e-sign, and Form 16 salary statements, an interface in English, Hindi and Arabic, native mobile apps, and optional AI helpers that run on the academy's own Anthropic or OpenAI key.

Built for

  • Coaching and test-prep institutes with several centres
  • Skill, vocational and professional training academies
  • Training institutes that run placements for their students
  • Owners and operations heads who manage centres, batches and fees
  • Admissions and counselling teams
  • Accounts and HR teams of an academy
modules
12
modules
features
131
features
AI capabilities
5
AI capabilities
integrations
29
integrations

The work it takes off your plate

What problems does AcademyPro solve?

01Enquiries from ads, the website, calls and WhatsApp are scattered and some are never followed up.

Leads from Meta and Google lead ads, website forms, the API, calls and WhatsApp land in one pipeline, are assigned by rules, scored, and escalated when nobody acts.

02Timetables clash across rooms, teachers and holidays, and changes are hard to communicate.

Sessions are checked against rooms, faculty clearance, holidays and blocked rooms; the system can suggest slots or generate a whole timetable, and keeps snapshots of what changed.

03Fee collection, receipts, GST invoices, cheques and refunds live in separate tools and spreadsheets.

Invoices, online payments, UPI autopay, cheques, refunds with approval, daily cash closing, GST e-invoice data and a Tally export all sit in the Finance section.

04Students drop out before anyone notices.

A daily dropout-risk score from attendance, overdue fees, failed assessments and inactivity feeds an at-risk report and intervention rules that open support cases.

05Parents keep calling the office for attendance, results and fee status.

Guardians get their own portal to see their linked students, pay fees and raise allowed requests, and are alerted about absences, results and fees.

06Indian privacy rules (consent for minors, breach reporting, data requests) are handled on paper or not at all.

Built-in parental consent, personal data export and erasure, retention rules, and a breach register that tracks the 72-hour report deadline to the Data Protection Board.

Why it is different

What makes AcademyPro different?

New

Enquiry, admission, teaching, fees, payroll and placement in one application

Lead CRM with calls and WhatsApp, admissions with e-KYC and e-sign, courses and batches with an LMS and online exams, attendance, fees and GST, staff payroll, library, transport, hostel, placements, alumni and a website builder share one database and one set of roles.

No re-typing between a CRM, an LMS, an ERP and an accounting add-on; a student's record follows them from first call to job offer.

New

Indian compliance built in: GST e-invoices, Form 16 data, Aadhaar e-KYC and e-sign, privacy-law workflows

GST tax invoices and credit notes, e-invoice schema 1.1 with IRN and signed QR recording, a Tally export, Form 16 Part B and TDS-return figures, PF, ESI and state professional tax starting rules, DigiLocker/Aadhaar e-KYC and Aadhaar e-sign of offer letters through Digio, parental consent for minors, and a breach register with the 72-hour Board deadline.

Accounts, HR and admissions teams can stay compliant without extra tools or manual workarounds.

New

AI that helps inside the task, on your own Anthropic or OpenAI key

Five optional AI helpers sit where the work happens: a lead summary on the lead page, a WhatsApp reply draft in the conversation, question drafts in the question bank, mark and feedback suggestions on the grading screen, and a lesson-grounded doubt tutor for students. Nothing is saved or sent without a person choosing it. Each feature can be switched off and each person has a daily request limit. Supported providers are Anthropic Claude (default Claude Opus 5.5) and OpenAI (default GPT-5); the academy brings its own API key.

Staff save typing and students get help after hours, while the academy controls the provider, the cost and what is switched on.

New

Scores and automations staff can read and check

Lead scores (0–100) and dropout risk (0–100) are rule-based and keep the factors behind each number. Lead routing records a readable reason for each assignment. A no-code workflow builder runs triggers, conditions, waits and approvals with a log, a simulator and retry from the failed step.

Managers can trust and explain why a lead or student was flagged, and change processes without a developer.

New

Many centres, one academy, with per-centre settings

Staff are assigned to locations, and data is filtered by the active centre. Each centre can have its own rooms, holidays, opening hours, document wording, Razorpay merchant account and email sender, and the operations report compares centres side by side.

Head office sees every centre while each centre keeps its own bank account, wording and calendar.

New

Self-hosted, and reshaped without code

The academy runs the application on its own server and database. Admins change navigation, colours, fonts and layouts in a versioned Interface Studio, add custom fields, design the student dashboard, choose portal modules, and define the request catalogue.

The academy owns its data and can fit the system to its own processes and brand.

Capabilities

What can AcademyPro do?

Dashboard, tasks & reports

A home dashboard, personal tasks, a shared people directory and reports covering analytics, centre operations, at-risk students, marketing attribution and scheduled exports.

Used by Owner, Operations head, Centre manager, All staff

  • Staff dashboard

    New

    A role-aware home page that shows each staff member what needs their attention.

  • My tasks

    New

    Personal and delegated tasks, including callback tasks created automatically from missed calls.

  • People directory

    New

    One record per person (lead, student, guardian, alumni) with history, guardians, photo, custom fields and suspensions.

  • Global search

    New

    Search across records from anywhere in the app.

  • Analytics with drill-down

    New

    Charts on admissions, attendance, results and revenue that drill down to the underlying rows, with email subscriptions to scheduled reports.

  • Centre operations comparison

    New

    Compares centres on room use, cancellations, grading, admissions, leads, support and placements.

  • At-risk students

    New

    Lists active students by dropout risk score, with the reasons behind each score.

  • Marketing attribution

    New

    Shows which sources and campaigns bring enquiries and admissions, using website visit attribution.

  • Exports (CSV, Excel, PDF)

    New

    Download reports and data as CSV, Excel or PDF; old export files are cleaned up automatically.

  • Saved views

    New

    Save filtered lists to come back to them later.

AI built into the work

How does AcademyPro use AI?

Optional helpers that draft, summarise and suggest, each tied to a specific task in the product.

New

Lead summary and next step

Reads a lead's details and shared timeline and writes a short status summary, the lead's interests and objections, and one concrete next step.

It works from
Lead name, stage, source, course of interest, centre, score, enquiry notes and up to 30 most recent shared timeline entries (private and restricted notes are left out).
It gives you
A summary of two or three sentences, lists of interests and objections, and a suggested next step, shown on the lead page.

BeforeA counsellor opens a lead with 14 calls, messages and notes over three weeks.

With LumoraA short summary with the lead's stated interests and objections and one suggested next step to take.

Runs on Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

New

WhatsApp reply drafts

Drafts a WhatsApp reply in the language the person last wrote in, leaving [placeholders] for facts it was not given. It is never sent automatically.

It works from
The last 20 WhatsApp messages with the person, the lead's course and stage, the counsellor's name and an optional instruction on what the reply should do.
It gives you
Editable reply text in the WhatsApp conversation panel.

BeforeA parent writes in Hindi asking about weekend batches and fees.

With LumoraA polite Hindi draft answering the question, with [fee amount] and [batch start date] left for the counsellor to fill in.

Runs on Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

New

Question bank drafts

Writes draft questions on a topic in the chosen types and difficulty, with answers and explanations. Drafts are validated like typed questions and saved only when a teacher picks them.

It works from
Topic, subject, difficulty, number of questions, question types and optional teacher notes.
It gives you
A list of draft questions (choice, true/false, numeric, fill-in, matching, short answer) with correct answers and explanations.

BeforeA teacher needs 10 medium questions on simple interest.

With LumoraTen drafts, including multiple-choice and numeric items with tolerances and worked explanations, ready to tick and save.

Runs on Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

New

Grading suggestions

Suggests marks and student feedback for work graded by hand, judged only against the instructions, rubric and model answers, and lists concerns such as possible copying.

It works from
Assessment title and instructions, rubric criteria, question prompts and model answers, and the student's answers or uploaded file text (long work is shortened).
It gives you
Suggested total, per-criterion or per-question marks with reasons, feedback to the student and concerns, shown beside the grading form. Nothing is saved automatically.

BeforeA teacher opens a 3-page written assignment with a 4-criterion rubric.

With LumoraSuggested points for each criterion with a one-line reason each, draft feedback, and a note to check one paragraph that may be copied.

Runs on Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

New

Lesson doubt tutor

Answers a student's questions about a lesson, grounded in that lesson's material, and explains the method instead of giving answers to graded work.

It works from
The lesson text, the course name, the last 12 messages of the conversation and the student's question.
It gives you
A chat answer in the lesson page (and through the mobile API), kept as a conversation per lesson.

BeforeAt 11 pm a student is stuck on a step in a lesson's worked example.

With LumoraA step-by-step explanation with a short worked example, saying when the answer goes beyond the lesson.

Runs on Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

How work flows

What does a day in AcademyPro look like?

Counsellor and admissions officer

From ad click to first class

  1. 1A Meta lead-ad enquiry arrives, is matched against existing people, scored and assigned by routing rules.
  2. 2The counsellor calls from the lead page; the call and its recording land on the timeline.
  3. 3The counsellor sends a fee quote and books a counselling appointment.
  4. 4The applicant applies online, uploads documents, pays the application fee and completes e-KYC.
  5. 5Admissions approves, and the offer letter is e-signed.
  6. 6The student is placed in a batch and sees the timetable and getting-started checklist in the portal.

Academic coordinator and faculty

Running a batch

  1. 1The coordinator generates a multi-week timetable that passes room, faculty and holiday checks.
  2. 2Students check in with a rotating code or a biometric reader; online sessions record attendance from Zoom.
  3. 3The teacher builds an exam from the question bank, including AI drafts they pick.
  4. 4Students take a proctored exam; written work is checked for copying.
  5. 5The teacher grades with AI suggestions beside the rubric and releases results.
  6. 6Guardians are alerted about absences and results.

Accountant

Collecting fees and closing the books

  1. 1Fee plans create instalment invoices with GST.
  2. 2Students pay online or by UPI autopay; cheques and cash are recorded at the counter.
  3. 3Each centre closes the day's cash for review.
  4. 4Gateway settlements are reconciled and the period is exported to Tally.
  5. 5Fee ageing and profit and loss show outstanding dues and margins by centre.

Student relations

Catching a student before they drop out

  1. 1The daily risk score flags a student with falling attendance and overdue fees.
  2. 2An intervention rule opens a support case and assigns it.
  3. 3The case owner agrees an action plan and logs follow-ups.
  4. 4The student books office hours with the teacher from the portal.

Use cases

Who uses AcademyPro, and for what?

Use cases for AcademyPro
Use caseWho it is forWhat it solves
Multi-centre coaching instituteTest preparationHead office runs CRM, timetables and fees for several centres, compares them in the operations report, and lets each centre bank into its own Razorpay account.
Skill and vocational academy with placementsVocational trainingTrack students from enquiry to job, with attendance minimums, certificates, placement opportunities, interviews and alumni stories.
Hybrid professional course providerProfessional educationRun live, online and hybrid batches with Zoom attendance, protected video lessons, SCORM content and proctored online exams.
Academy with residential and transport servicesResidential coachingManage hostel rooms, transport routes and library alongside courses and fees, with guardians kept informed through their own portal.

Integrations

What does AcademyPro connect to?

Built-in connections

  • Razorpay

    Payment links, webhooks, refunds, UPI autopay and e-mandates, and settlement fetching; per-centre merchant accounts.

  • Cashfree

    Alternative online payment gateway.

  • Stripe

    Alternative online payment gateway for international payments.

  • WhatsApp Business (Meta Cloud API)

    Two-way WhatsApp messaging, templates and inbound leads.

  • WhatsApp providers: Twilio, Gupshup, Infobip, 360dialog, WATI, AiSensy, Interakt, Brevo

    Use an existing WhatsApp Business Solution Provider instead of Meta directly.

  • MSG91 (DLT SMS)

    SMS with DLT template IDs and delivery reports.

  • Email (SMTP, Postmark, Resend, Amazon SES)

    Transactional and campaign email through Laravel's mail drivers.

  • Exotel and Twilio Voice

    Click-to-call, IVR menus, call recordings and missed-call callbacks.

  • Zoom

    Meetings created for online sessions; join data marks attendance and recordings are linked.

  • Mux and VdoCipher

    Protected video hosting and playback for lessons.

  • Digio

    Aadhaar/DigiLocker e-KYC and Aadhaar e-sign of offer letters.

  • Google Calendar and Microsoft Outlook

    Two-way staff calendar sync.

  • Google and Microsoft sign-in (SSO)

    Staff sign in with Google or Microsoft accounts, optionally limited to allowed email domains.

  • Anthropic and OpenAI

    Optional AI features. Anthropic Claude or OpenAI, with the academy's own API key (bring your own key). Default models: Claude Opus 5.5 (claude-opus-5-5) and OpenAI GPT-5 (gpt-5). Any current Claude model can be set instead, for example Claude Fable 5.1, Claude Opus 5, Claude Sonnet 5.5 or Claude Haiku 5.5; on OpenAI any chat model that supports JSON-schema replies.

  • LTI 1.3 tools

    Launch external learning tools from lessons.

  • Web push and Firebase Cloud Messaging

    Browser push for the portal; FCM settings for mobile apps.

  • Cloudflare Turnstile

    Human check on website forms.

  • ClamAV

    Optional malware scanning of every uploaded file.

  • Google Analytics 4, Google Tag Manager, Meta Pixel

    Analytics tags on the public website.

  • Sentry

    Error monitoring.

API

  • Biometric and RFID attendance readers

    Readers post punches to an attendance API; repeated punches are ignored.

  • REST API (v1) with tokens

    Token-authenticated API used by the native student, guardian and faculty apps, plus a lead intake API.

Webhooks

  • Meta and Google lead ads

    Leads from Facebook/Instagram and Google lead forms flow straight into the pipeline.

  • Outbound webhooks

    Signed (HMAC-SHA256) event webhooks to other systems, with retries and redelivery.

Import and export

  • SCORM

    Upload and play SCORM packages with progress saved.

  • Tally

    Export finance data for Tally.

  • GST e-invoice (IRP)

    Produce e-invoice JSON (schema 1.1) to upload through a GSP or offline tool, then record the IRN and signed QR.

  • CSV / Excel / PDF exports and CSV imports

    Report exports in CSV, Excel and PDF; CSV imports for leads, students, staff and opening balances.

  • Calendar feed (iCal)

    Students and staff subscribe to their timetable in any calendar app.

Security and deployment

How is AcademyPro secured and deployed?

Security and access

Two-factor authentication
Authenticator-app two-factor sign-in.
Passkeys
Sign in with passkeys.
Single sign-on
Google and Microsoft sign-in, optionally limited to allowed email domains.
Password policy
Minimum 12 characters in production.
Account lockout
Account locked after repeated wrong passwords (default 10 attempts, 30 minutes; configurable).
Roles and permissions
82 permissions, 21 default roles, custom roles, and per-centre staff assignments; every route authorizes on the server.
Tamper-evident audit log
Each audit entry is hash-linked to the one before and the chain is verified daily.
Field encryption
Staff bank account numbers, calendar and KYC tokens, provider settings, webhook secrets and push tokens are encrypted in the database.
Upload malware scanning
Optional ClamAV scan of every upload; uploads are refused if the scanner is down unless configured otherwise.
Privacy requests
Personal data export, erasure that keeps anonymous reporting facts, retention rules and parental consent for minors.
Breach register
Records personal data breaches and tracks the 72-hour report deadline to the Data Protection Board, with reminders.
Backups
Daily compressed database backups (SQLite, MySQL/MariaDB, PostgreSQL) with a weekly completeness and optional restore check.
Data ownership
Single-organization, self-hosted install: the academy's data stays in its own database. Centres are locations inside one academy, not separate tenants.
Dependency audit
CI runs composer audit and npm audit on every build.
Interface language per person
Each person sees screens, messages and validation errors in their chosen language; generated PDFs and stored records stay in English.

Running it yourself

Laravel 13 (PHP) with Inertia 3 and React 19, Tailwind CSS 4

  • PHP 8.3 or newer (CI tests on PHP 8.5)
  • Node.js 22 to build front-end assets
  • A SQL database: SQLite, MySQL/MariaDB or PostgreSQL
  • A queue worker (php artisan queue:work) and the scheduler (php artisan schedule:work or cron)
  • HTTPS for web push and the installable portal
  • Optional: ClamAV daemon for upload scanning; a scratch database for restore checks
  • A generic Linux web server with PHP and a database; the owner states this is easily available for about $50 a month (owner statement, 2026-10-28)
  • For Claude Haiku 5.5, set ANTHROPIC_FALLBACKS=false, because that model has no server-side fallback

Prefer not to? Lumora can manage the deployment for you, with hosting included.

Languages

AcademyPro is available in English, Hindi, Arabic, Gujarati (partial: navigation and core labels). Right-to-left layouts are supported.

Ask about security or deployment

Ownership

How do you buy and run AcademyPro?

Every Lumora product is a one-time purchase. You choose how it is deployed, decide whether you want five years of updates, and ask us for changes only when you need them.

Purchase

Own the application you need

Buy one Lumora product or several. Each purchased application is deployed on one agreed hosting environment.

With Lumora-managed deployment, hosting is included and our team answers technical questions about the application. Or we provide the application files for your own hosting.

Explore the products

Updates

Five years of updates, if you want them

The extended license is the base price plus a markup and includes 5 years of product updates from your go-live date. After that, you can renew updates with us.

Started with the base license? You can add updates later by paying the difference in license fees. Support and maintenance cover system bugs; new features are handled as customization.

Ask about the extended license

Customization

Changes that fit how you work

Need a workflow, field, report or integration the product does not have? We review the request and quote it as its own project.

Data migration from your current system is quoted the same way. If your team has changed the source code, we analyse it first and specific customization charges apply.

Request a customization

Two ways to deploy

01

Managed by Lumora

We run the deployment environment for your application. Hosting is included, and our team helps with technical questions about the application.

02

On your own hosting

We provide the application files and your team deploys them on your hosting environment. You may modify the source code; later work by Lumora on modified code is quoted as customization after a code analysis.

Recently added

What is new in AcademyPro?

  1. Hindi and Arabic interface

    Every screen, message, email and validation error can now be shown in Hindi or Arabic, and Arabic switches the whole layout to right-to-left.

  2. Finance controls for Indian academies

    GST e-invoicing for business buyers, payment reversals, post-dated cheques, daily cash closing per centre, and monthly budgets against actuals.

  3. Payroll statements and staff tools

    Annual salary and tax statements for Form 16 and the TDS return, a shared team calendar of classes and absences, two-way Google and Outlook calendar sync, and a staff help centre.

  4. Trust and operations

    A tamper-evident audit log, account lockout after repeated wrong passwords, a personal data breach register with the 72-hour Board deadline, database backups with restore checks, and a report comparing centres side by side.

  5. Better student and guardian contact

    Direct messages between students and their teachers, guardians raising allowed requests for their students, and student requests that carry out the change once approved.

  6. Sharper enquiries and marketing

    Call scripts with objection answers, a queue for possible duplicate leads, audience segments for students, alumni and guardians, send approval and a marketing calendar, plus new website blocks and a WhatsApp chat button.

  7. Scheduling and teaching

    Hybrid sessions and make-up classes, a teaching log, attendance minimums, faculty office hours, draft timetables and automatic timetable generation.

  8. Richer online learning

    Audio, image, slide, embed and poll lessons, learning-only access, an exam device check, and course skills mapped to assessments with course credits.

  9. Onboarding, imports and events

    A getting-started checklist for new students, data import from old systems with every row checked first, public events, and custom fields for any country.

  10. Admissions, templates and reporting

    Editable document wording for certificates and letters, group assignments, a public blog, online appointment booking, and report drill-downs with CSV, Excel and PDF exports.

  11. First release

    Lead CRM, admissions, courses and batches, online learning and exams, attendance, fees, payroll, student and guardian portals, the website builder and the five AI helpers.

Case studies

AcademyPro in practice

Questions

Questions about AcademyPro

Yes. Lumora AcademyPro installs on your own server with your own database (SQLite, MySQL/MariaDB or PostgreSQL), so your student and fee data stays with you. A standard Linux server is enough.

Talk to us about your academy

Tell us about your centres, batches and fee cycle. We will walk you through Lumora AcademyPro and quote any data migration from your current system.