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How to streamline your tutoring business using automation

Read on to find out more about why automating your tuition businesses onboarding process is important, and which systems you can use to do this as a solo tutor.

As a tutor, onboarding new clients can be a time-consuming process - and as you get busier, there comes greater potential for tasks to fall through the cracks. From scheduling initial chats and gathering relevant information, to setting up payment methods and signing contracts, there are many steps involved in getting a new student up and running.

But what if there was a way to automate the repetitious parts of the process, freeing up your time and energy for the more important tasks of teaching and supporting your tutees?

Enter, onboarding automation.

By using online tools and platforms, tutors can streamline and automate many of the tedious and time-consuming aspects of onboarding new clients. For example, you can use scheduling software such as Calendly to automatically schedule and confirm initial consultations, and collect necessary documents and information using online forms. You can also use payment processing tools to set up automatic billing and payment methods, eliminating the need for manual invoicing and follow-up.

Not only does onboarding automation save you time and energy, it also improves the experience for your clients. With a streamlined and efficient onboarding process, your clients can get started quickly and easily, making for a better overall experience.

It’s true that there are many “one system fits all” systems out there, but they can be a) costly and b) hard to integrate with your other software. Big systems like Tutorcruncher are amazing, and can be extremely helpful for tutoring agencies that are managing many different tutors and clients - but I would argue that there are much better and cheaper systems for the solo tutor.


Here are my recommendations for small business systems that can help you to automate your processes:

Call scheduling


  • Has a free option as long as you only need one call type.

  • Will scale with you as you grow.

  • Can be embedded on your website.

  • Really slick, and really easy to integrate with other systems (you can even take payments).

Automated Emails

Signing Contracts

Storing documents and a load of other stuff

Central record of all the things (God Documents)

Joining the dots

Remembering to do all the things


So if you're a tutor looking to save time and improve the onboarding experience for your clients, consider implementing onboarding automation. Your clients will thank you, and you'll have more time and energy to focus on what you do best – teaching and supporting your clients.

If you’d like help deciding on the systems that are going to work for you, and how to build them, get in touch! As ex-teachers we have a unique understanding of your needs, and as Virtual Assistants we’re experienced in setting up systems and processes that work for you!

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