Client/Tutor onboarding processes within a tutoring agency

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Updated  Niek Diepstraten

Every tutoring agency is different, however, the processes for client/tutor onboarding are usually very similar. At the end of the day, every tuition business needs tutors and students/clients. In this article, I will briefly cover the most common ways of client onboarding, and explain how TutorCruncher can assist your tutoring company with these operations.

Tutor Application Process

Most tutoring companies want to take Tutors onboard to tutor for them. Especially for bigger companies and for agencies which are working with children it is of great importance that they know who they are working with. A lot of agencies require a background Check (DBS), a résumé, multiple interviews, and a lot of basic information (address, phone number, etc) before they start working with a tutor. This process seems to be very straight forward and easy to manage, but as soon as your business starts to scale up it is very easy to lose the overview over all of your tutors and to make sure that their documents are up to date (A tutor's DBS might expire soon and needs to get a new one or a tutor has acquired a new skills and is now able to teach another course).

TutorCruncher can support your business with the Tutor Application process the way you want it. As you can see on the DinoTutors website, you can add a 'Become a Tutor' (Tutor Sign-up Link) to your website. If a tutor clicks this link they are redirected to a Sign-up page, which is fully customisable with Custom CSS. They simply create an account and they are able to upload their résumé, DBS Certificate, fill in all of their contact and personal information and complete the Custom Fields that you've created for them. After signing up they will appear in the Pending tab (People > Tutors). You are able to edit/view all of their information, and if you are interested in an interview with them, you can send them an email or easily click the 'Invite for Interview' button on their profile, and send them an email via TutorCruncher.

Click here if you want to learn how to interview a tutor for your tutoring company.

If the interview(s) went well, and you want to start working with this tutor, you can change their status on their profile and they automatically become one of your active tutors. All of your tutors will have their own profile with all of their information and documents on it, which they can change/update themselves so that their information is always up to date.

The TutorCruncher Tutor Application process

Also, if you want to be a bit more hands-on and want the process to be less automated, you can also manually create profiles for the tutors and upload all of their information yourself.

Client Onboarding

For nearly all businesses clients are the main source of revenue, therefore the Client is King. You want to make the client onboarding process as smooth as possible. Usually, an agency has an inquiry form or a contact email address on their website. The clients send you an email with their inquiry (or fill out the inquiry form), and after you follow up with them and find a tutor for them.

Just like the 'Become a Tutor' link on the Dinotutors website, you can also have a 'Client Sign-up' link on your website, if you are using TutorCruncher. If you want to be a bit fancier with it, you can also use the TutorCruncher inquiry form Socket.

This socket allows you to ask the clients for the information that you need from them, and once an inquiry form is submitted, a profile will automatically be created for the client within TutorCruncher. Not only will a profile be created for them if they submit the inquiry. They will also be added to your Client Pipeline in TutorCruncher. This pipeline allows you to drag the client across different stages of your sales process (e.g. Initial contact > Interview > Trial lesson > Active Client).

Furthermore, if you want to be more hands-on with the client onboarding process as well, that should be no problem either. You are still able to create clients manually and receive inquiries via an email address on your website.

The last thing you want is clients that don't know how to contact you!

Handy TutorCruncher features for the client/tutor onboarding processes

Besides the main client/tutor onboarding features, we also have a few other functionalities that can be of great value:

  • Tasks: Administrators are able to create tasks and attach them to clients, tutors, and students. You can create a task for your tutors to check if their documents are still up to date, or for following up with your clients (this feature is very handy when you combine it with the client pipeline feature).

  • Tutor List View Socket: With the Tutor List View Socket you are able to list your tutors on your website. Not only can you list the tutors, but also their skills, bio, hourly rate, and their star-rating. Besides making your website look more attractive, and making your potential clients more interested in your business, clients are also able to fill out an inquiry form attached to that tutor's profile which will then automatically create a Job for the tutor.

We build business management software for tutoring companies. Whether you are a small team or an established company, we can help you give your clients a 5-star service while spending less time on administration.

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