Calculating ‘This Year in TutorCruncher’

 Sam Jenkins
Business Management CRM Invoices Teaching

To work out ‘This Year in TutorCruncher’, the calculation can be summarised as:

Starting Value + Time Since Date * Rate of Increase

The Starting Value is fairly simple and is mainly set to 0 to show what has happened ‘This Year’.

The Time Since Date is how we specify how long has passed since the starting date of choice, which at the time of writing is 00:00 UTC 01/01/2018. Therefore, we set up a Unix Time Stamp which corresponds to our date of choice: 1514764800

For those of you unfamiliar with Unix Time Stamp, it is a way of tracking time as a running total of seconds. Unix’s starting point, 0, is set to 00:00 UTC 01/01/1970, meaning that we can specify our date of choice as a number of seconds since this starting point (one billion, five hundred and fourteen million, seven hundred and sixty-four thousand, eight hundred seconds later). When you load up our homepage, the Time Since Date is therefore calculated as the number of seconds since our starting date of choice.

Our Rate of Increase is calculated by taking the mean value per second of how much our chosen data point increases. We got these mean values by looking at our data from a date range 01/10/17 to 31/12/17. This was effective data due to the fact that it is both close to our starting date of choice and is not overly skewed by the seasonality which can be inherent to tutoring; we would suggest that October to December are months of average seasonality. We therefore took the total increase on our chosen data points and divided this by the number of seconds across our date range (7,862,400 seconds) to create our Rate of Increase.

Data Points Used

  1. Gross amount invoiced

Users of TutorCruncher can bill ahead of time or in arrears with integrated online payments. This makes the invoicing process core to the value TutorCruncher offers: sophisticated from the client side and timely from the admin side.

As we want to show the total value of invoices sent since 1st January, we set the Starting Value to zero.

The Time Since Date will always be calculated on loading the page. Let’s say that our Time Since Date corresponds to the beginning of the 2018 World Cup in Russia (15:00 UTC on 14th June 2018): 14,227,200 seconds.

Our Rate of Increase based on our value per second indicates that TutorCruncher invoices $1.53 per second.

If we take all of these values, the Gross amount invoiced for somebody looking at our website at the very moment the 2018 World Cup began was:

0 + 14,227,200 * 1.53 = 21,767,616

That’s $21,767,616 invoiced in TutorCruncher in 2018 at that moment.

  1. Total lesson hours recorded

A core part of the system is the scheduling - it informs lesson reminders, invoices, client balances and more. Importantly, they can be scheduled by your tutors which removes a great deal of cumbersome administration from companies who are forced to have a long back and forth between client and tutor.

Once again, as we want to show the total number of lesson hours logged since 1st January, we set the Starting Value to zero.

Sticking with the World Cup theme, let’s say our Time Since Date was 5 minutes before England began their (victorious?) campaign against Tunisia at 17:55 UTC on 19th June 2018: 14,666,100

Our Rate of Increase based on our value per second for lesson hours being added indicates that 5 seconds of lesson hours are added to TutorCruncher every second.

Let’s take these values and surmise that the total lesson hours recorded in 2018 will display the following at the very moment our England supporter went to make a cup of tea just before the match began:

0 + 14,666,100 * 5 = 73,330,500

That’s 20369 hours 35 minutes 0 seconds of lesson hours logged in TutorCruncher in 2018 at that specific time.

  1. Number of active users

TutorCruncher doesn’t just let you store information on your clients, tutors, and students - you can let them log in and engage with your system, too. Whether it’s tutors adding lessons, clients reading their lesson reports, or students using the online whiteboard, there are a great number of active users on TutorCruncher. We have defined ‘active’ as anybody who had logged into the system in our date range.

In this instance, we want to show the total number of active users, including the number of active users that we had on 1st January. For that reason, our Starting Value is 40,000.

The World Cup Final(!) is set to take place on 15:00 UTC Sunday 15th July and end approximately 2 hours later. Should somebody see their beloved national team win the World Cup and use this inspiration to begin with TutorCruncher, our Time Since Date would be 16,909,200 seconds.

Our Rate of Increase based on the number of active users added per second comes to 0.003 (this means effectively one user is added approximately every 5 minutes on average).

With all that in mind our World Cup winner would see the following when looking at TutorCruncher’s active user count:

40,000 + 16,909,200 * 0.003 = 90,727.6

I think we’ll round down (it’s unlikely somebody has 0.6 of a tutor registered) to 90,727 active users on TutorCruncher.

And there you have it!

We will reset and calibrate the rates and the values against actual data which we have in TutorCruncher a couple of times a year to ensure the rates of increase are accurate.

Thanks for reading,

The TutorCruncher Team

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.