📘 SportNex ERP · Academy Handbook

How to run your academy on SportNex

A practical guide for Gill Shooting and every academy on SportNex — where each feature lives, what to enter first, and how to use the system every day without confusion.

Admin login · /a/your-slug/login
Example · sportnex.in/a/gill-shooting/login
Support · sportnex.in

1 First login & setup order

Do these steps once before daily use. Order matters — packages before students, students before invoices.

  1. Login to Admin Open your academy link (e.g. sportnex.in/a/gill-shooting/login). Use the email & password given at onboarding. Change password after first login (Settings / profile if available).
  2. Academy Branding Sidebar → Academy Branding / Settings. Set academy name, logo, primary colour. This drives invoices, admin header and public site identity.
  3. Branch Management → Branches. Confirm your range/location (e.g. Sahawa, Churu). Phone & address appear on bills and reminders.
  4. Batches & slots Management → Batches & Slots. Create training times (morning/evening) and capacity. Assign coaches later if needed.
  5. Fee packages Billing → Subscriptions / Packages. Create plans (monthly, quarterly, yearly) with price. Students will subscribe to these.
  6. Website content Website CMS → fill contact phone, address, about text, gallery. Public site uses this after your domain/subdomain is live.
  7. Add students Students → New Student. Then assign package / subscription so dues and invoices stay correct.
Tip Never create random invoices first. Flow: Package → Student → Subscription → Collection / POS.

2 Where is everything? (Menu map)

Left sidebar groups. Your plan may hide modules that are switched off for your academy.

📊

Main

Dashboard, Students, Attendance, Gate Kiosk, Lane / range bookings.

Daily operations
🎯

Performance

Score entry, Target Scorer users, Rankings, LMS tutorials (if enabled).

Training quality
₹

Finance

Dues collection, Subscriptions, Invoices, Shop/POS, Expenses, Purchases, Ledger, Reports.

Money in & out
🌐

Website CMS

Site settings, banners, ticker, gallery, blog & SEO.

Public face of academy
👥

Management

Tournaments, Staff, CRM leads, Branches, Batches & slots. (HR if enabled.)

People & structure
⚙️

System

Settings, Branding, GST / GSTR, Activity logs. Platform tools (DB, SaaS) stay with SportNex only.

Config — not daily

3 Recommended daily workflow

TimeTaskWhere
MorningCheck dues & critical alertsDashboard → Finance cards
At gateMark attendance / kioskAttendance or Gate Kiosk
During sessionScore entry / target scorerPerformance
CounterCollect fees, sell ammo/gearCollection Center + Shop/POS
EveningRecord expenses if anyFinance → Expenses
WeeklyWhatsApp due remindersCollection Center
MonthlyReports + GST if enabledReports / GSTR

4 Students — add & manage

Add a student

  1. Students → New StudentName, phone, parent phone, branch, photo (optional).
  2. Assign batch/slotSo attendance and schedule stay organised.
  3. Assign subscription / packageBilling → link package, start date, discount if any, paid amount.
Parent portal Parents see fees, scores and updates on the parent app/link for your academy (after parent subdomain is live). Keep parent phone correct for WhatsApp reminders.

Search & profile

Use search on Students list. Open profile for invoices, attendance history, scores and dues in one place.

5 Fees, invoices & collection

📋

Subscriptions

Active packages on students. Create/renew from Billing → Subscriptions or POS “Assign Subscription”.

🧾

Invoices

All bills. Status: paid / partial / due. Print uses your academy name, not another brand.

💬

Collection Center

Who owes what. One-click WhatsApp reminder with your academy name + parent fees link.

Collect a payment

  1. Open Collection CenterFind student or parent group with due amount.
  2. Record paymentCash / UPI / bank — amount cannot exceed due. System updates invoice & ledger.
  3. Optional reminderWhatsApp icon sends polite Hindi/English style reminder with statement link.
Do not Edit old paid invoices casually. Prefer new receipt / payment entry so accounts stay clean.

6 Shop / POS

Counter sales (ammo, kit, accessories) and quick subscription assign.

Shop tab

Pick student → add products → qty → pay. Stock reduces automatically when inventory is set up.

Assign Subscription

Sell a package from counter in one flow.

Record Expense

Small academy spends (tea, repair, transport) with category & staff name.

Stock (inventory)

Add products under inventory/shop settings. Use Purchase Bills when you buy stock from suppliers so quantity and value stay correct. GST can be enabled under Settings → GST if you need tax invoices.

7 Scores, target scorer & rankings

  1. Score EntryPerformance → enter session scores against student.
  2. Target Scorer usersDevices/users allowed to push live scores (range tablets).
  3. RankingsAuto view for motivation, notice boards, parents.
Best use Enter scores the same day. Rankings and parent trust stay accurate.

8 Attendance, kiosk & bookings

Attendance

Mark present/absent by batch or date. Useful for discipline and fee disputes.

Gate Kiosk

Full-screen terminal for gate — opens in new tab. Keep a tablet fixed at entry.

Lane / range bookings

Reserve lanes or slots so coaches and members don’t clash.

9 Website, SEO & branding

Your public site shows only your academy content when visitors open your subdomain (e.g. gill-shooting.sportnex.in) after hosting/DNS is connected.

ScreenWhat to fill
Website SettingsName, phone, email, address, about, hero text
Academy BrandingLogo, colour — admin + invoices
GalleryRange photos, events, achievements
Blog & SEOArticles, titles, meta for Google
Banners / TickerOffers, notices on site
Until subdomain is live You can still fill CMS from admin. Public URL works after Hostinger points the subdomain to the same app folder + SSL.

10 Staff, coaches & leads

Staff management

Add coaches/managers with login. Roles limit what they see (branch staff won’t see full accounts if restricted).

CRM Leads

Walk-in or phone enquiries. Follow up → convert to student when they join.

Tournaments

Publish open events and registrations when module is on.

11 Reports & GST

  • Financial Reports — income, expenses, period filters
  • Master Audit — deeper check when needed
  • GST settings — enable if you bill with GST; map HSN on products
  • GSTR reports — help for CA / filing (JSON-style exports where available)
Accounts Prefer Collection Center + POS for money in, Expenses/Purchase for money out. Avoid manual ledger edits unless you understand double-entry.

12 Best practices (don’t skip)

  • One academy login = only your data. Never share Super/platform passwords.
  • Always select correct student before POS or payment.
  • Keep package prices updated before renewals.
  • Upload student photo once — easier gate recognition.
  • Use WhatsApp reminders weekly, not every day (parent experience).
  • Backup habit: export important reports monthly for your CA.
  • Mobile: use the menu (☰) — full features work on phone after responsive update.
  • Light/Dark theme: sun/moon icon on top bar.