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Chess academy workflow software

One record, so your academy’s routine work runs itself

One student record follows an enquiry through trial, batch, attendance, fees and reports. Recurring invoices and class reminders follow the schedule you set, fee reminders go out once you switch them on, and staff stay responsible at every handoff.

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  • Students
  • Batches
  • Fees
  • AI copilot
  • Parent updates
  • Reports
  • Lichess logoLichess
  • Chess.com logoChess.com
  • Razorpay logoRazorpay
  • Stripe logoStripe
  • WhatsApp logoWhatsApp
  • Sign in with Google logoSign in with Google

One record per student

ChessCore is one record per student that enquiries, batches, attendance, fees and reports all write to. This page follows one invented academy, Knight’s Gate Chess Academy, through one week. It uses several of its students, not one record, and marks where staff stay responsible. The names are made up. This is an example, not a customer.

If you are weighing products against each other, the purchase-fit comparison is on chess academy management software.

Illustration of one glowing student card at the centre, connected by threads of light to an envelope, a calendar, a chess board, a checklist, coins, a report and a classroom table.

One record, every module

From first enquiry to monthly report, without juggling spreadsheets

Seven steps through the modules in one week at Knight’s Gate. Different students appear at different steps. Each step shows what is recorded and what a person still does.

Step 1 of 7Leads

1. Enquiry

Chidi O. asks on the website about his daughter Amara, who is 9 and plays casually. The next day he writes on WhatsApp too.

Staff stay responsible: Admin Layla treats the two messages as one enquiry and owns the next action. The AI can score and triage a lead, and she decides what happens.

The detail behind each step lives on its own page.

Recorded tour

Watch the real product before you book a demo

A recorded tour of the demo academy: a lead in Leads, then a student’s profile, a class, his progress report and his invoice. It uses more than one demo record, so read it as a tour of the modules, not one child’s story.

A 2 minute 25 second tour of the real product, from enquiry to fees. No sound; captions are on. Every student, parent, coach and amount is demo data. AI drafting and sending are not shown.
Read the walkthrough as text
  1. 0:00ChessCore demo academy, running locally. Every student, parent, coach and amount here is made-up demo data.
  2. 0:05The dashboard shows revenue collected, active students and outstanding fees for the last 30 days.
  3. 0:14Enquiries land in Leads and move through the pipeline: New, Contacted, Trial booked.
  4. 0:25Ethan Walsh’s lead: the stage bar, an activity log for calls and notes, a follow-up date and the trial class.
  5. 0:44Once a child enrols, they have a student record. Search the roster for Lucas.
  6. 0:50Lucas Martin’s profile: 30-day attendance, homework, rating and balance, with tabs for family, activity, learning and performance.
  7. 1:05Sessions lists every class. Clicking one opens a quick preview, which expands to the full page.
  8. 1:14The Evening Intermediate session: coach, mode, location, start and end time, seats and waitlist, with a Roster tab.
  9. 1:29Lucas’s progress report preview: attendance, chess record and coach notes for the chosen month, then an Approve and Send checklist. This demo month has nothing recorded, and the AI narrative is not generated here.
  10. 1:52Invoices shows what is outstanding and overdue, how late it is, and every fee with its student, amount and status. Clicking one opens a preview.
  11. 2:11Lucas’s invoice page shows the total, recorded payments and the balance still due.
  12. 2:18One system from enquiry to fees. Book a walkthrough at chesscore.io/demo.

Your team

Everyone works from the same student record

Counsellor, front desk, accounts, coaches, parents and students each see the part that is theirs, so nothing falls between desks.

Owner

Hannah

Know how every centre is doing, and approve what matters.

  • Revenue, attendance and progress on one dashboard
  • Approves fee reminders, refunds and reports
  • Staff and copilot actions in an audit trail nobody can edit
The weekly summary is readyMonday, 08:00

Access on this record6 of 6 parts

  • Enquiry
  • Batch
  • Games
  • Fees
  • Guardian
  • Reports

Cannot see: Nothing is hidden from you. You set what everyone else sees.

Lucas M.

Age 9, intermediate, rating 1342

Viewing as owner

  • Enquiry and trial

    Came from
    Academy page
    Trial
    Sat 10:00, Batch B1

  • Batch and attendance

    Batch
    B2, Thursdays 17:30
    Attendance
    94%, one make-up

  • Games and training

    Lichess
    3 games reviewed
    Puzzles
    4 due, rating 1342

  • Fees and ledger

    October
    $180, card AutoPay
    Status
    Paid 1 Oct, receipt sent

  • Guardian and consent

    Guardian
    Valentina G.
    Consent
    Recorded 12 June

  • Reports and messages

    October report
    Drafted 15 Oct, with Coach Elena
    Last recap
    Thursday, on WhatsApp

Latest on this record

  • Paid October by card AutoPay1 Oct
  • Marked Lucas present in B2Thu 17:34
  • Imported 3 games from LichessMon 20:05
  • Opened the October report draft15 Oct

Example setup with demo data and generated portraits. You decide what each role can see and do.

The same number everywhere

Because every module writes to the same student record, a number in the report is the same number your accounts team sees in billing and your coaches see in attendance. That is the point of the connected record. It does not remove the need to enter the data: a class nobody marked is still unmarked.

Ask the copilot

In this made-up example of conversational chess academy management, Hannah asks, “Show Sara’s invoices so I can check the open balance.” AI academy dashboard questions like this read existing records. Hannah checks the answer; changing an invoice is a separate action with its own approval. See more questions you can ask the copilot.

Training to reports

Turn a student’s games into a report parents understand

Three steps, and the engine and the AI stay in their own lanes: Stockfish judges the moves, the copilot drafts the words, and a coach approves them.

  1. 1

    First, upload a PGN or sync a linked account on an eligible plan.

  2. 2

    Second, a coach picks the game for game analysis, reads the Stockfish findings and edits the AI explanation.

  3. 3

    Third, review the student progress report: it carries game counts and ratings, not engine analysis. The coach can add a note and approve an AI narrative. Automatic monthly emails use a fixed template without that AI text.

Chess academy workflow automation

Invoices, reminders and progress emails run on their own

The automatic jobs below need no click, and every message they send is a fixed template with no AI text. Class reminders and recurring invoices run as part of the schedule; monthly progress emails and fee reminders run once the academy turns them on. Absence follow-ups, make-up credit reminders, trial no-show recovery and renewal reminders are templates you turn on from the automation gallery. The rows further down are the points where a person decides.

Trigger, action and who approves
TriggerActionWho approves
A class is 24 hours or 2 hours awayClass reminder to the family, within consent and quiet hoursRuns on its ownNo one. It is a fixed template.
A fee falls due or goes overdueFee reminder on the schedule the academy setsRuns on its ownNo one. It runs once the academy switches it on.
A subscription falls dueThe next invoice is generatedRuns on its ownNo one.
Month end, with monthly reports onProgress email built from attendance and ratings, no AI textRuns on its ownNo one. It runs once the academy switches it on.
A student is marked excused, no-show or cancelled for a classA make-up credit is earned; an absence follow-up goes out if that template is onRuns on its ownNo one. Templates are switched on from the gallery.
A family misses a trial classTrial no-show recovery message, if that template is onRuns on its ownNo one. It is off until the academy switches it on.
A coach asks for a report narrative or a class summaryThe AI writes a draftCoach approvesThe coach edits and approves report text. A coach publishes class summaries by default; an academy can opt in to auto-publish for summaries whose coach notes pass a completeness check.
Someone asks the copilot to reschedule a class or draft an invoiceThe copilot prepares the changeOne click by the askerThe person who asked, with one click, unless they switched on auto mode.
Someone asks the copilot to refund or mark an invoice paidThe request goes to the approval queueSecond person approvesA second person: an owner, admin or finance staff member, never the requester.

Exceptions and handoffs

Your time goes to the cases that need a person

Most days are routine. These are the cases where the example academy needs a person.

  1. Coach awayCase 1

    A coach is away. Thursday’s Intermediate B class moves to Friday at 18:00 and two students take a make-up credit instead. Someone decides that and changes the schedule.

  2. Part paymentCase 2

    A parent pays half. The invoice shows $60 still due. The automatic reminder is a fixed template, and a more personal note waits for Layla.

  3. Missing dataCase 3

    Data is missing. Leo’s two unrecorded classes stay unrecorded until someone fixes them.

  4. Copilot changeCase 4

    Someone asks the copilot to change a record. By default it asks before each change. Drafting an invoice through the copilot is a normal change that needs one staff confirmation. Refunds and marking an invoice paid need a second person to approve. Owners, admins and finance staff can approve, and an approval is always clicked by a person.

Some routine work runs without a person. Class reminders and fee reminders can go out on a schedule the academy switches on, and monthly progress emails can too. They are fixed templates with no AI text. AI-written report text and personal notes are drafts until a person approves them. Class summaries are published by a coach by default, and an academy can opt in to auto-publish for summaries whose coach notes pass a completeness check. The boundaries are set out on the ChessCore AI page.

Explore the academy workflow

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