Features of the LangLion Platform that streamline daily operations of a language school

The LangLion Platform is a comprehensive tool for managing a language school, integrating the daily operations of the entire school: administration, teachers, methodologists, students, and parents. From online registration and class scheduling to contracts, payments, and communication, all the way through to teacher settlements, invoices, and reports for the owner.

You can find individual features in other systems as well. The difference is that in LangLion, they are interconnected. This integration significantly reduces daily administrative tasks.

What will you find in this article?

1. Online enrollments in LangLion – schedules and forms with placement tests
2. Online contracts in LangLion – self-editing and automatic data filling
3. Class schedules in LangLion – availability verification and cancellation limits
4. Finances in LangLion – automatic payment import, and debtor control
5. Teachers app in LangLion – attendance checking and adding class topics from the phone
6. Student app and parent account in LangLion – access to classes, installments, and communication
7. Communication automation in LangLion
8. What else does LangLion offer besides its functions?
9. Summary

Online enrollments on the LangLion Platform – schedules and forms with placement tests

Enrollments are an area where the LangLion Platform supports two parallel scenarios: for new students and for current ones.

The first path is the enrollment form

Classic, yet comprehensive. The school creates it independently, in any number of variations: separately for children, separately for adults, or a combined one with a selection field. The parent fills in the data, accepts consents (marketing, contact, image), and the student takes a placement test, which is automatically corrected. The result immediately goes to the student’s tab. This means that the office does not manually check tests – it sees the ready level next to the contact details.

The second path is online enrollment

Available in the form of an online store with a class schedule. The school lists groups available for the next semester: with a description, day, time, price, and information about available spots. A parent or an adult student, after logging in, selects a group, accepts agreements, and signs a contract. In the following steps, they can also pay the first installment. The online store can be embedded directly on the school’s website or on social media. You can also filter the offer by branch, language, and level; the system will immediately suggest matching groups. If there are only a few spots left, it is visible in the group description („2 spots left”).

The third, enrollment for workshops and events

The third element that language schools eagerly use: enrollment for workshops and events. Are you organizing thematic classes, workshops with a native speaker, or open trial classes? Students can independently sign up for such events! And the school knows exactly how many people will come because each registration is in the system.

Online contracts in LangLion – independent editing and automatic data completion

Contracts signed on the LangLion Platform are legally binding. This is a standard that is crucial for us.

However, the most important are three features that distinguish contracts in LangLion from a simple PDF generator.

1. The school independently creates and edits the contract content. Want to change the terms and conditions? You can independently edit the template in the panel. You don’t need to ask the system provider for an update; you do it from the administration panel in just a few minutes.
   
2. Data is filled in automatically. First name, last name, parent’s data, installment plan with specific dates and amounts, the start and end of the course – all data from the student’s tab and group schedule. The secretariat no longer needs to copy 12 installment dates from Excel to Word.
   
3. Any number of documents. A classic contract is not all. In LangLion, you can also share annexes (e.g., in case of changing groups during the year), school regulations, additional consents, and contracts for day camps. Each of these types is a separate e-document, which is signed using the same mechanism.
   
   After signing, the contract is automatically sent to the student’s account and email, with the option to download a PDF. The administration office receives a system notification indicating that the document has been signed. There’s no longer a need to remember „I need to get back to this later” or „I need to check if they sent the document scan.”

Read more about contract in our article: contract with a student in a language school!

Schedule in LangLion – availability verification and cancellation limits

The schedule is one of the areas where the LangLion Platform features the most automation. 

Verification of room and teacher availability

Creating a group and want to assign room number 3 on Wednesdays at 5:00 PM? The system will check if there is already another group there and if the teacher is available. If a conflict occurs, you will immediately see it on the class list and can easily edit it. No more double-booking two groups in one room.

School calendar days off

Enter holidays, breaks, and days off – classes automatically shift or do not appear in the schedule, and students receive notifications.

Class cancellations with limits and deadlines

An individual student can cancel, for example, Twice per semester and only with a 24-hour notice – you set the rules, and the system automatically creates the correct billing.

Automatic response to changes

When you cancel classes, the Platform automatically sends notifications to students, updates the teacher’s hourly billing, and changes the status in the student’s app. It also manages substitutions in the background – when you change the teacher for specific classes, students are informed, and the billing is directed to the appropriate teacher.

Finance in LangLion – automatic payment import, online payments, and debtor control

Finance is an area where the difference between a good and a weak system directly impacts the school’s revenue. Specifically, how many debtors you have in a given month and how many hours the office spends on recording payments. In LangLion, this area is highly automated.

For our clients, the automatic import of payments from the bank is often the most important. It’s one of the tools that significantly streamlines the work of the office. Payments are recorded on the same day, and the student automatically disappears from the debtor list (if they were previously on it).

Another important tool is debtor control. On the LangLion Platform, you have a separate view with a list of students who are overdue with their installment – with the number of days of delay, amount, and group number. From there, with one click, you send a reminder via email or SMS. An action that would manually take half a day is reduced to twenty minutes.

Frequently praised features include:

• automatic invoicing,
• accurate settlement of teachers, students, and companies,
• financial reports.

„The most common mistake when choosing a system is to compare only the function names in a table. The value of the Platform becomes apparent when you see how they work together. The contract knows which group the student is enrolled in. The group knows the applicable installment scheme. The invoice knows how much has been paid. This saves several minutes of work per student – equating to dozens of hours annually. Hours that can be dedicated to acquiring new students and developing the school.”

Anna Ćwiklińska, Head of Growth at LangLion

Teachers app in LangLion – attendance tracking and materials from your phone

The mobile app is a test of the system’s efficiency. Typically, after a lesson, a teacher has several tasks to complete. In LangLion, they can finish them in less than a minute! If it took longer, the teacher might start skipping them. And a skipped lesson topic means no materials for an absent student, leading to a call to the office.

From the app, the teacher can:

• check attendance (with one click)
• add the lesson topic, activities, and homework
• attach a file (PDF, link, recording)
• change the status of the lesson (held, canceled, postponed)
• leave a note about the student (visible to administration and methodology staff)
• automatically generate a progress report at the end of the semester

In the background, the Platform automatically settles conducted lessons—meaning the teacher doesn’t have to produce any hour summaries at the end of the month. The system knows how many classes have been conducted, in which groups, at what rate, how many were canceled on time, and how many were canceled late. Settlements are sent automatically. 

Teachers can also sign a contract with the school using the app. The entire onboarding process (contract, billing information, access to groups) can be carried out through the app. 

Student app and parent account in LangLion – access to classes, installments and payments

From the app, a student or parent can see:

• upcoming and previous classes, with topics and materials from the teacher
• a list of installments with current status (paid, pending, overdue)
• a pay online button for each installment
• enrollment in continuation groups
• messages from the school and teacher, as well as system notifications
• a link to online lessons (Zoom, Google Meet)
• recordings of online lessons (if provided by the school)
• class calendar
• progress reports

A parent account is also a useful feature: one login provides an overview of each child individually, with clear lists of payments. While other systems require separate accounts, in LangLion, a parent has intuitive access to all the information they need.

Check out our article – what are the benefits for students of using the LangLion Platform!

Automation of communication in LangLion – channels and contact groups

Communication with students is a feature that often prompts schools to say, „finally, the system takes care of repetitive tasks for me.” 

It supports five channels, each at the appropriate time:

• push notifications – e.g., when a parent receives a new message from the administration
• SMS – e.g., when a student cancels a class at the last minute
• email – e.g., a new contract to sign, invoice, progress report, payment reminder
• system messages – between administration, teachers, and students
• newsletter – marketing and informational content

Contact groups are also useful – the ability to send messages to a specific segment (e.g., „all parents of children at A2 level from the Krakow branch”) without manually building a list. Invitation to workshops, satisfaction survey – a task that used to take several hours manually, now takes schools only a few minutes.

Beyond features: LangLion support and user community

LangLion is not just software. It is also about people, experience, and knowledge about running an educational business.

• Technical support and implementation care. Every school starting with LangLion has a dedicated consultant who guides them through configuration, data imports, and the first weeks of operation.
  
• User community. The open group „My Language School – Business Support” is available for all schools in Poland, and the closed group „Managing a Language School with LangLion” is exclusively for clients. These are places where schools can share practices: how someone solved a specific situation, what works in marketing, and how to implement a challenging change.
  
• EduTalks Conference by LangLion. An annual industry event for language schools, combining methodological, business, and marketing presentations.
  
• Vast amount of knowledge. A blog with industry articles, a YouTube channel, regular webinars, ebooks, and checklists on acquiring students, marketing, and work organization. This is knowledge based on our experience, and we are eager to share it!

Summary – how does the LangLion Platform support the daily operations of a school?

The LangLion Platform is a unique system that efficiently combines all areas related to the administration of a language school into one tool: enrollments, contracts, schedules, finances, communication, and teacher management. Each function brings a specific time-saving benefit, but the real value lies in the intuitive and clear data flow. 

Once a student is enrolled, they are added to the list of new students. An account is generated for them, which includes the contract and the installment schedule. This creates upcoming installments in the financial module. The parent’s payment is automatically recorded. After classes, the teacher enters the topic – the student can see it in the app. The parent can track progress in real-time through the app.

If you’re comparing the LangLion Platform with other systems, consider these questions:

• Can I manage the entire student’s journey in one tool – from enrollment to invoicing?
• Can I independently edit contracts, forms, and settings without requesting support from the provider?
• Does the system automatically record payments and manage debtors?
• Do the teacher and student have access to an app that is simple and intuitive to use?
• Aside from the software, do I get support, knowledge, and contact with other schools?

If you’re still deciding, we also recommend this article: 6 elements you should expect from the language school management system.

Check if LangLion fits your school!
Now you know how the LangLion Platform will support the daily operations of a language school. It’s time to see which specific features will be useful for your school. Explore how the LangLion Platform works and discover how it can support your school in areas such as online enrollments, online contract signing, automatic financial settlements and free teacher and student apps.
Schedule a free demo →