ClassPilot – Language Center Operations Management | Excel Template

• Database (3 sheets) — Course catalog with automatic pricing tiers, teacher profiles with flexible pay structures (fixed/% revenue/hybrid), and student CRM with automated lifecycle (Lead → Trial → Active → Expiring → Re-enrolled).
• Class Management — Track class size, class status, and course progress in real-time.
• Scheduling Engine — Weekly scheduling by room and time slot, automatic teacher conflict detection, and classroom utilization tracking.
• Billing & Revenue — Manage tuition fees, student receivables, deferred revenue, and automatic aging reports.
• Payment Transactions — Detailed payment recording with multiple methods (bank transfer, cash, card, e-wallet).
• Payroll Calculator — Automatically calculate teacher payroll based on actual sessions taught, supporting fixed/revenue share/tiered/hybrid structures.
• Financial Scenarios — What-If model: adjust tuition, add new classes, modify costs → instantly see the impact on profit and cash flow.
• Business Dashboard KPI overview: revenue by course, teacher efficiency, student pipeline, collection status on one screen.

Design: 100% native Excel formulas (XLOOKUP, SUMIFS, COUNTIFS, Conditional Formatting) — no VBA, no macros. Works on all Excel 2019+ versions.

• Language Center Owner — Full oversight from enrollment to finance, know exactly which classes are profitable and which are not.
• Operations management Schedule classes, track enrollment, avoid room and teacher conflicts.
• Center Accountant — Manage tuition fees, receivables, and teacher payroll accurately based on actual sessions taught.
• Education Investor — Evaluate profitability before opening new locations or courses.

Scale: Suitable for centers with 50–500 students, 5–30 teachers, 3–10 classrooms.

• Complete Excel file with 12 auto-linked sheets
• TEMPLATE version (blank, ready for data entry)
• SAMPLE version (sample data: 150 students, 12 courses, 15 teachers)
• Built-in usage guide in the Guide sheet
• Dashboard overview with auto-updating charts
• Financial Scenarios model with 3-scenario comparison

1. Set Up Database: Enter course catalog, teachers, and classrooms into 3 database sheets.
2. Enter Students and Assign Classes: Register students, assign to classes — system auto-updates class size and status.
3. Schedule Classes: Use the Scheduling Engine to allocate rooms and teachers by time slots — automatically detecting schedule conflicts.
4. Record Payments: Enter transactions, system auto-calculates receivables, revenue, and aging reports.
5. Analysis & Decision-making: Dashboard updates real-time. Use Scenarios to model class additions, pricing, and staffing impacts.

• Minimum: Microsoft Excel 2019 or later (Windows or macOS)
• Recommended: Microsoft 365 (Excel desktop) for full XLOOKUP and Dynamic Arrays features
• Not supported: Google Sheets (some formulas incompatible), Excel Online (limited features)

My center has 200 students — can the file handle that?
Yes. The file is designed for 50–500 students with stable performance.

Can I add new courses or classrooms?
Yes. All databases are expandable — just add new rows and formulas auto-update.

My teachers have different pay structures — is that supported?
Yes. The Payroll Calculator supports 4 structures: Fixed per Session, Revenue Share (%), Tiered (by class size), and Hybrid (fixed + bonus).

Does the file have sample data?
Yes. The SAMPLE version includes complete sample data (150 students, 12 courses, 15 teachers) for reference before entering real data.