A CRM built for tutoring agencies
Students, tutors, lessons and progress reports in one place — matches make themselves, parents stay in the loop, and exam season stops being a fire drill.
Free · no signup · a real plan and price in ~10 minutes, in your words.
- to a working prototype
- ~1 week
- to start
- €500
- made in minutes, not days
- Matches
Off-the-shelf CRMs were built for a sales team. Not for private tutoring.
Matching a new student to the right tutor means a spreadsheet and three WhatsApp threads — and the family kept waiting two days books with the agency that answered first.
Parents pay for progress but hear silence. Reports get written when someone remembers to ask, and the quiet parents quietly leave at the end of term.
Exam season triples the enquiries — and the diary, the inbox and whoever answers the phone buckle exactly when the year’s revenue arrives.
Tutor payouts are a monthly spreadsheet ritual: hours re-counted by hand, and one wrong number costs you a good tutor’s trust.
See it from the inside
What your CRM would look like — screen by screen.
Not stock screenshots — this is the shape of the system we’d build for private tutoring: your records, your stages, your words. Click through the screens.
The owner’s morning screen in exam season — today’s lessons, unmatched requests, revenue — and what already happened before nine.
A real starting point
Here’s the analysis we’d start from — for private tutoring.
Not a template. This is the data model, pipeline and automations a business like yours actually runs on — mapped in your words. Your free analysis produces exactly this, shaped to you.
Your system, mapped
Your pipeline, exactly as your CRM would show it — your stages, your words. This is what we build from.
What it tracks
Where customers reach you
Connects to
Busywork the system takes over
- Lesson reminders — SMS to student and parent, 24 hours and 1 hour before
- Progress reports — prompts the tutor after every fourth lesson, then emails the report to parents
- Tutor shortlisting — ranks tutors by subject, level and availability the moment a request lands
- Payout runs — completed lessons tallied and tutor payouts drafted on the 1st
What this replaces — where it hurts today
- Matching by spreadsheet
- Parents left in the dark
- Payouts counted by hand
Your price, from your answers
Standard scopePrototype · 1 weekstart here
€500
- Student + tutor records
- The matching board
- The lesson-reminder automation
Full build
€4,000–€7,500
Estimate — it becomes one fixed price on the free call. Never hourly, no surprises.
What sets your scope
- · Student–tutor matching & trial lessons
- · Automated reminders & progress reports
- · Lesson tracking feeding tutor payouts
Run · monthly
€180/mo
Hosting, monitoring, fixes and small improvements.
If you go all the way: ≈ €6,160 first year, all-in — and you own everything. Today's only decision is the €500 prototype.
Questions private tutoring ask us
- Can it work with Zoom and our online whiteboard?
- Yes — online lessons get their meeting link attached automatically, and the same reminder that nudges the student carries it. Anything with an export or API can feed the board your coordinators work from.
- Our tutors are freelancers — will they actually use it?
- They get one simple view: their lessons, their students, a two-tap “lesson done” from the phone. Since marked lessons are what feed their monthly payout, adoption tends to sort itself out.
- How long until we’re live?
- A working prototype in about a week for €500. The full build usually lands in three to six weeks, depending on how many subjects, sites and integrations are in scope.
- Who owns the system and the data?
- You do — entirely. It’s your system, hosted for you, and you can export everything at any time. No per-seat lock-in.
Have a mess like this one?
Book a free 30-min call. We’ll sketch what your version of this system would look like — and put a number on it.
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