Family Inquiries and Tutor Matching
The coordinator confirms the subject, goal, and availability. After the trial, they record whether the format suits the learner and reserve a recurring time once agreed.
Custom Development
CRM for Tutoring
Matching a tutor means checking the subject, learner’s goal, availability, and lesson format. We’ll build a CRM so the coordinator can manage matching, the trial lesson, and schedule changes in one request.
What Delays Tutor Matching and the Start of Lessons
- Manual matching takes hours and often misses the mark. A poor match can lead the learner to stop quickly.
- Illness, rescheduling, and different time zones for tutors and learners keep changing the schedule.
- Parents want to see progress, while tutors keep notes in their own notebooks.
- Lesson payments, makeup sessions, and prepaid hours are easy to mix up.
- After exam preparation ends, learners don’t return because no one offers them a next step.
From Tutor Inquiry to Confirmed Lesson
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Rescheduling and Tutor Substitutions
The coordinator checks a substitute’s availability and subject expertise. A change of time or tutor is recorded alongside the lesson’s payment history.
Lesson Packages and Completed Sessions
The tutor confirms the lesson took place, and the administrator reconciles the balance. For a cancellation, staff follow the agreed accounting rules.
Additional Features
- Tutor Workload and Availability
- Tutors can list regular hours, one-off exceptions, and subjects for which they take new learners. The coordinator sees recurring lessons and temporary holds for trials. Unconfirmed holds are released under the agreed rules.
- Learner Goals and Tutor Handoffs
- After each lesson, the tutor records the topic, agreed assignment, and questions for next time. On a handoff, the coordinator gives the new tutor access to the relevant subject history. The family can receive a separate summary with a concrete next step.
- Reconciling Tutor Pay
- The administrator can match a completed lesson to the agreed tutor rate. Trials, substitutions, and cancellations are flagged separately. A disputed entry can go back to the tutor with an explanation before totals are approved.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A Learner Needs an Evening Tutor
The coordinator checks the subject, level, and available hours. After the trial, they record feedback and offer a recurring time.
The Regular Tutor Asks to Move a Lesson
The coordinator compares both schedules and offers a new slot. Once confirmed, the change is linked to the original lesson and package.
What to Include in the First Release
We’ll start with one subject area. The coordinator handles the request, the tutor confirms hours, and the administrator checks lessons against the package. We’ll cover how rescheduling, substitutions, and missed lessons affect payment and schedules.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can One Parent Contact Be Linked to Several Learners?
Administrative and billing contacts can be stored separately from learner profiles. Each learner keeps their own subjects, tutors, lessons, and packages.
How Do We Account for a Canceled Lesson in a Package?
Deduction rules can cover early cancellation, late cancellation, and tutor substitution. The reason and decision stay in the lesson history.
How Do We Consolidate Tutor Schedules and Package Balances from Spreadsheets?
First we’ll match learners, tutors, subjects, and recurring slots. In a trial migration, staff reconcile balances and upcoming exceptions, while tutors confirm hours. Duplicate and conflicting records are resolved before the shared calendar goes live.
What Determines the Scope of a Tutoring Team’s First CRM Release?
We’ll start with one format and cover matching, a trial, and the first recurring booking. Scope depends on hold, substitution, and deduction rules and tutors’ access to learner data. We’ll agree what staff need to reconcile tutor pay.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.