Manage your business with ease using cutting-edge technology

Running and managing a tutoring business is fulfilling and exciting! However, an ever-expanding admin workload can be a bore. Tutor management software is vital to making your business more effective and freeing up your time to focus on what you love. TutorCruncher’s tutor management system is specifically designed to tackle the problems of administration overload and online tutoring.

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Tutor Management Software

Tutor-Student matching made simple

TutorCruncher simplifies finding the perfect tutor for each valued client of your tutoring company. With intelligent tutor matching criteria, options for finding the perfect fit for each student are just a click away. Whether you're running an online course or meeting in-person, our online tutoring software is designed to help you find the right tutor for every single user.

Review Assigned Skills

Perfectly match tutors with clients for each tutoring session. Filter tutors based on system-built and custom skills entered on their profile. Segment tutors based on subjects such as maths tutoring, English tutoring, or any other subject.


Subject: Maths Created after: 07/04/2020
Tutor profile picture
Walter Moore
Tutor profile picture
Jane Pilsner
Tutor profile picture
Brian Johnston

Compare Location

Minimise travel costs by assigning tutors based on proximity to a student's location. Match tutors to students based on their home address or your local tuition center.


Location London
Radius 5 miles
Google Map of London
Tutor Profile Picture
Tutor Profile Picture

Easily Customise

Find the best match for each student who approaches your tutoring business, even those with the most specific demands. Get unlimited choice in matching criteria using TutorCruncher’s custom labeling system.


Label: Online
Harry Hoskins Online Referral
Johnny Brown Online
Ben Cottrell Online

Simplify lessons planning with intelligent design

Streamline your appointment scheduling process and put education first. TutorCruncher’s custom tools are created with tutoring agencies in mind, providing you with all the tools needed for lesson appointment scheduling software.

Repeating Lessons

Easily customise the length of repeating lessons. Schedule online tutoring and in-person sessions for the future after agreeing on a date and time which suits both your tutor and student.


Lesson 1 - GCSE Maths

Repeat every


How many weeks?

Automated Appointment Reminders

Maximise lesson attendance with automated reminders with virtual classroom links, sent via email or text message. Boost notification efficiency with custom sending times for each tutoring session.


Custom Feedback Reports

Provide unique feedback to clients after each lesson. TutorCruncher’s lesson observation report function prompts tutors to provide comments after each session, based on custom criteria.

Custom Feedback Reports

What was the topic of the lesson?

Grow your business with publicly bookable lessons

Increase lead conversion rate and prevent unnecessary customer churn. Use our appointment scheduling software for intelligent lesson bookings both in-system and via your own fully customizable website plugin to maximise profit and attendance.

In-System Client Booking

Simplify lesson booking, and increase lead conversion rate with TutorCruncher’s in-system lesson marketplace. Customisable maximum capacity settings assure lessons are never overbooked.

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Frontend Website Plugins

TutorCruncher’s slick front-end plugins use pre-built web templates to seamlessly reduce conversion time for your tutoring service. Available lessons are displayed on your website, helping you convert new leads instantly.

Mon 8
15:30 Online GCSE Maths £50
Tues 9
11:00 A-Level Chemistry with Walter Moore £60
18:00 Computer Science Programming £100
Wed 10
17:45 Online GCSE English Literature £45

Additional Tools

Use more of our smart tools to help build your business.

Intelligent Cancellations

Keep track of all cancellations with our smart cancellation. Allow clients to cancel their own lessons, and streamline billing processes to match your cancellation policy with tutoring CRM tools.

Streamline lesson scheduling with our easy to use calendar

Our system incorporates the best features of tutoring software ensuring your business management runs smoothly. TutorCruncher allows you to arrange lessons seamlessly and automatically share information with our web based iCalendar integration. Appointment scheduling simplified.

Smart External Integration

Automate synchronization with an external Apple, Outlook and Google Mail. TutorCruncher’s iCal integration seamlessly transfers new lessons and appointments from our system to your personal smart calendar.

Lesson Calendar

Google Calendar

Additional Calendar Tools

Do more with our scheduling software to help manage and organise your tutors.

Variable and Extensive Filtering

Get greater insight into your end-users schedules with smart filtering. Identify the most in-demand subject at your tutoring agency by viewing your calendar based on courses.

Reliable Tutor Availability

Allow each tutor to enter their availability ahead of time. Remove unnecessary organisational steps and schedule lessons based on your online teaching process and tutors' office hours.

Frequently Asked Questions

How do you manage a tutoring business?

Managing a tutoring business can be complicated. Like with any business venture, a tutoring agency has many different aspects you must consider.

Managing a tutoring business means thinking about the following.

Tuition Location

Decided whether your tutoring agency offers online tutoring and online courses only or face-to-face sessions such as within a tutoring center. Alternatively, you could choose to use a mix of both.

Lesson Scheduling

Think about how your lesson reminders will work. If you are planning to expand your tutoring agency, forget Google Calendar and consider investing in tutoring software. Our pre-built appointment scheduling software can help with billing, lesson reminders, online booking, and more.

What's more, we can provide tutoring companies a free trial to demonstrate the benefit it can have. No credit card required.

Tutoring Companies

Consider how you will keep tutors accountable to your business and to your clients. Again, finding suitable management software can help by providing lesson reporting and tutor review tools.

Promotion and Online Marketing Strategies

Think about brand consistency within lesson plans, scheduling, and your social media presence in 2021. This will help you promote your tutoring service more effectively.

What software do online tutors use?

Tools for Organisation and Streamlining Processes

Online tutors can use a variety of software to make their lives easier. Most tutors use a tutor management system, which is tutoring software specifically designed to help manage a tutoring business.

Some freelance tutors choose to use multiple systems instead of one single platform, however, this can get confusing. Tutors might choose to use scheduling software for organizing lessons and courses.

Tools for Online Teaching and Enhancing Communication

Those who provide online tutoring will also often use virtual classroom software or a video conferencing system for teaching. Online tutors might also need additional systems for online booking and appointment scheduling software.

It is often a better solution to use a single online tutoring software such as TutorCruncher, as a tutor. These systems can provide solutions for everything a tutoring agency needs. No credit card required.

Can teachers charge for tutoring?

Yes! Teachers providing tutoring should charge for their services. To make billing easier, teachers can utilize online tutoring software (and appointment scheduling software), such as TutorCruncher.

Management software is specifically designed for tutoring businesses. They can help with scheduling, customer relations, and even billing. TutorCruncher integrates with secure card processing systems Stripe and GoCardless, meaning you can take payment in seconds.

How much is an online tutor?

The cost of tutoring can really vary depending on the subject, qualification, and tutor's location. Tutors on a tutor platform or working for a tutor agency can charge from £8/hour to £100 or even more! Since every agency had different standards to become a tutor, skills and experience often play into how expensive a tutor is.

Some research done in the UK has found that some of the most expensive tutoring subjects are:

  • Mandarin - £53.00
  • Physics - £47.50
  • Chemistry - £45.80
  • German - £45.20
  • French - £42.95

You can learn more about how expensive UK tutors are in this blog!

Can you make a living as an online tutor?

Yes, you can! Online tutoring gives teachers the opportunity to make a full-time career out of working with students. Alternatively, it can also be a great way to supplement your income by being a tutor for a few hours a week alongside a part- or full-time job. Online tutoring also doesn't always require a university degree. This means anyone with a skill can make money by teaching students!

If you are considering becoming an tutor, you might want to consider investing in management software, which can help you with lesson notes and appointment scheduling, as well as take payment. Check out our features, we offer a free trial (no credit card required).

What are the key challenges faced by tutors?

Tutoring, like any teaching job, comes with a variety of challenges. In their day-to-day life, tutors may find that they are challenged by:

Scheduling issues

Tutors need to make sure they can keep track of their lessons. This might seem simple for a tutor starting out with a few regular clients. However, as your client base grows, you might find lesson planning, keeping in touch with clients, and making sure you are billing all your clients to be very time-consuming. Tutors may also put a lot of their time into making sure students attend their lessons. Tutor Management Software is a great way to free up time and stay on top of scheduling. Tutor Management Systems can help you with online tutoring, appointment scheduling, automated reminders, invoicing, and much much more!

Engaging Students

With any teaching job, keeping students motivated and engaging can be tricky. Tutoring needs to make sure they are able to hold each student's attention, so they get the most out of their session. For tutors working online, interactive workspaces and virtual classrooms can help increase student engagement.

Balancing different learning needs

It is important to keep in mind that students can have drastically different learning needs. Tutors need to be familiar with different learning styles to make sure each student gets the most out of their sessions. It is also crucial to talk to the parents of a student ahead of time and give them an opportunity to mention any learning difficulties or neurodiversity.

Billing clients

Figuring out tax percentages, keeping track of hours, and sending out invoices to clients is challenging. When tutors have to do this manually, it can take up hours of their time. However, tutors can utilize online billing tools to automate tax calculation, lesson tracking, and even invoicing.

Fatigue and Burnout

Tutoring can be tiring. Making sure you are continuously engaging, staying on top of your lesson scheduling software, and client liaison is difficult. Therefore it is important to take time off when you need it!

Finding new clients and jobs: Getting in touch with new clients and finding new jobs is difficult, especially if you aren't working for a tutoring agency. You can make it easier for clients to find you by using online booking plugins, sending automated appointment reminders, and listing yourself on an agency booking service, such as Find a Tutor!

Is zoom good for online teaching?

Zoom is a good tool for online learning if you require video conferencing or audio chat only. If you are looking to collaborate with students with lesson notes and engage in online teaching - an online whiteboard or virtual classroom is a better option.

Also, Zoom doesn't have features like web based lesson reminders, payment processing assistance, scheduling billing features which have been designed to help streamline all your admin processes. We touched on this in greater detail in our Skype Tutoring post.

Online whiteboards can provide tutors with a workspace where they can guide students through problems, import collaborative documents, and engage all participants better. Learn more about the interactive whiteboards available with TutorCruncher Tutor Management Software.

How would you start a one-person tutoring company?

If you are starting a one-person company there are lots of things you need to consider. Some of the most important ones are:

Is tutoring for you?

If you are going to join the tutoring industry, you need to make sure it is a profession you enjoy. Running a tutoring agency will mean interacting with all things private tutors do. Whether you're considering delving into online tutoring, private tutoring, or starting a tutoring center, you need to love what you do.

Do you have enough money to start your business?

Getting your business off the ground will likely take time. Therefore it is important to be able to support yourself before your business starts making money. This could mean relying on your savings or having a part-time job on the side.

What tools do you need to manage your business?

Running a tutoring business is complex. You need to think about appointment scheduling software, lesson booking, billing clients, payment processing, video conferencing, and much more! As a new business owner, using a tutor management system, such as TutorCruncher, should be considered. Ultimately, it has been designed to help you stay on top of your admin work. Check out our features.

Who will be your target audience?

Before you start advertising your web based business, you should identify who you are trying to reach. Think about the profile of people you want to target with your business. This will help you develop the identity of your tutoring businesses.

How will you market your business?

Once your company is up and running, think about how you are going to attract new customers. You can get the word out about your business using social media such as Facebook groups aimed at private tutors. Alternatively, you can use email marketing or list your business on an agency listing service such as Find a Tutor!

How do you get new student clients for your tutoring business?

Getting new clients as a tutoring agency can be challenging. However, there are lots of free tools you can utilize to get the word out about your business. Why not list your business using an agency listing service?

You can also do simple but effective online marketing. You can use social media posts and email marketing to get the word out about your business.

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