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Lantern Learning Centre

Students, families, classes, registers, test results and termly fees for a tuition or training centre.

Download 200 KB19 tables, 13 queries, 9 reports, 6 print templates and 13,441 invented records, dated back from 2026-10-22.

The everyday tasks of Lantern Learning Centre, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Book a new family and their child into a class

  1. Open the query Classes with free places to find a class of the right course with room in it.
  2. Open the Families form and press New. Type the family's Name (such as Okafor family), the Contact, Phone, E-mail and address.
  3. Open the Students form and press New. Choose the family in Family, type the child's names, Date of Birth and School Year, any Medical Note, and tick Photo Consent if the family agrees.
  4. Open the Enrolments form and press New. Choose the student and the Class, type today in Enrolled On, Status Enrolled, the Lessons Billed (all of the class's lessons, or those left), the Discount if any, and the First Lesson they will come to.
  5. Open the print template Enrolment letter from Print templates, choose the new enrolment, and press Print or Save as PDF.

2. Send the term's fee invoices

  1. About three weeks before a term, open the Fee Invoices form and press New for each family with places booked. The Number is the next in the year's run (INV-2026-0043 after INV-2026-0042). Choose the Family and Term, and type the Invoice Date and the Due Date (the first day of term).
  2. Type the Amount: the sum of the family's places, each the course's Fee per Lesson times the Lessons Billed, less its Discount.
  3. Open the Enrolments form, find each of the family's places for the term and choose the new invoice in Invoice. These are the invoice's lines.
  4. Open the print template Fee invoice, choose the invoices just made, and press Print or Save as PDF. Check that the Total for the term matches the Amount you typed.

3. Record a payment and give a receipt

  1. Open the Payments form and press New. Type the next receipt Number (RCP-2026-0042), choose the Invoice, and type Paid On, the Amount and the Method.
  2. Type in Balance After what is still owed on the invoice once this payment is in.
  3. Open the Fee Invoices form, find the invoice and add the payment to Paid So Far.
  4. Open the print template Payment receipt, choose the payment and press Print. It fits on A5.

4. Take the register and mark a test

  1. Print the report Class register before the lessons: a page for each class with medical notes and the family's phone number.
  2. After the lesson, open the Lessons form, find the lesson by its date and class, and set Status to Taught. Set Teacher to whoever took it if someone covered.
  3. Open the Attendance form and press New for each student: choose the Lesson and Student and set Mark to Present, Late or Absent, with a Reason if the family gave one.
  4. On a test day, open the Assessments form and press New: choose the Class, type the Assessment Date, Title and Out Of. Then add a Results record for each student who sat it, with their Score.

5. Write and print the term reports

  1. In the week after a term ends, open the query Progress by student to see each student's marks, and the report Attendance concerns for anyone who has missed a lot.
  2. Open the Term Reports form and press New for each student: choose the Student and Term, type the School Year they were in, the Written On date and a short Comment on the term.
  3. In the Report Lines below, add a line for each class they took: the Class, the Lessons, Present, Late and Absent from the register, the Half-term % and End of Term % from their results, and the teacher's comment.
  4. Open the print template Term report, choose the term's reports, and press Print or Save as PDF to send home.
  5. For adult courses and holiday workshops finished, open the Certificates form and press New for each learner who came to three lessons in four: choose the Enrolment, type the Number, Issued On, Lessons Attended and Hours. Print them with the print template Certificate of completion.

6. Pay the teachers for the month

  1. On the first working day of the month, run the query Teacher hours last month, or print the report Teacher pay: the lessons, hours and pay for each teacher for the month just ended.
  2. Open the Pay Statements form and press New for each teacher: the Number (PAY-2026-0042), Teacher, Month (2026-09), Period Start and Period End, the Hourly Rate, and the Lessons, Hours and Gross from the query.
  3. Open the Lessons form and set Pay Statement on each lesson they taught that month, so the statement lists them.
  4. Open the print template Pay statement, choose the month's statements, and press Print. Type Paid On when the pay has gone out.

7. Chase fees that are overdue

  1. Run the query Fees outstanding by family to see who owes what, largest first.
  2. Print the report Fees due letters: each overdue invoice, family by family, with the address and what is left to pay.
  3. Print the family's Fee invoice again from Print templates: it shows the payments made so far and the balance due.

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