Tuition centre software for small tutoring centres: timetable, registers and fees

A tuition centre with a few rooms and a handful of tutors does not need an enterprise school system. It needs a timetable everyone can trust, registers that actually get taken, a calm way to reach parents and a clear view of who has paid this month.

A small centre has different problems from a school

Most tutoring centre software is built for one of two customers: the solo tutor, or the chain with a head office. A centre with three rooms, five tutors and somewhere between fifty and a hundred and fifty pupils sits awkwardly in between. You have too many moving parts for a notebook, but you don’t have an office manager whose whole job is to configure and feed a large system.

The day-to-day questions are simple, and they come up constantly. Which room is free at 5 pm on Thursday? Did the Year 9 group have its lesson when the tutor was off sick? Has the Patel family paid for November? Who needs to be told that Monday’s lessons are cancelled for the bank holiday? Good tuition centre software answers those questions in seconds, from a phone, for whoever is standing at the front desk.

What to look for in tuition centre software

One shared timetable. Groups with their room, tutor and weekly slots, plus one-off changes: a cancelled lesson, an extra session before mocks, a room swap.
Registers each tutor can take on their own phone. If the register lives on a computer in the office, it will be filled in from memory on Friday, or not at all.
Permissions that match how a centre works. Tutors see and register their own groups; the owner sees fees, settings and the whole picture.
Parent communication that doesn’t depend on anyone’s personal number. Notices to everyone, to one group or to one family, sent from the centre rather than from a tutor’s WhatsApp.
Monthly fees with a clear status. Who has paid, who hasn’t and how much is outstanding, grouped by family so siblings are chased once.
An easy way out. Pupils, fees and attendance exportable to Excel at any time, so you are never locked in.

How a five-tutor centre runs on ClaseAlDía

Picture a centre offering Maths, English and Science from Key Stage 2 to A level, with three rooms and five tutors, two of them part-time. This is how the week looks.

The owner sets up the term. Each group gets a name, a room, a tutor, a weekly slot and a default monthly fee. Pupils are added with their fee and a parent’s email; siblings share one family record.
Tutors join by invitation. The owner invites each tutor by email; they set a password and from then on see only their own groups on the “Today” screen.
Registers happen in the room. Present, absent, late or excused, with an optional note and a field for the lesson topic and homework. Tick “notify families of absent pupils” and those parents get an email straight away.
Changes reach parents straight away. Cancel a lesson in the calendar and you can notify that group’s families from the same screen. A centre-wide notice about half term goes to everyone at once.
Fees close themselves out. On the 1st, each active pupil gets the month’s fee. Payments are marked as they arrive, by transfer, card, cash or standing order. On the day you choose, families with something outstanding get one polite reminder listing everything they owe.

Every family also has a private page behind a personal link, showing their child’s timetable, recent attendance, fees and notices. Parents don’t install anything or create an account, and nobody needs a tutor’s phone number.

What ClaseAlDía deliberately leaves out

Being honest about scope saves you a migration later. ClaseAlDía does not issue invoices — keep using your accounting tool. It does not take card payments from parents, run a website booking system or host online lessons. It is a web app rather than a native app: it runs in the browser on any phone, tablet or computer, with nothing to install. If you need enrolment forms, invoicing and accounting in one system, a full management suite will suit you better. If you want the daily essentials to be calm and reliable, this is the lighter option.

Children’s data and UK GDPR

A tuition centre holds personal data about children: names, attendance, parents’ contact details and payments. Your centre is the data controller and ClaseAlDía acts as your processor under a data processing agreement. Data is stored in the EU, never sold or used for advertising, and you can export or permanently delete it whenever you need to. Tell parents what you keep and why, and check whether you need to pay the data protection fee to the ICO.

What it costs

The Centre plan covers up to 5 tutors and 150 active pupils for £20 a month or £200 a year in the UK (€24 or €240 in Ireland), VAT included, with every feature. Larger centres and those with several sites use Centre+. All plans start with a 30-day free trial, no card and no lock-in; the details are on the pricing page.

Common questions

Can each tutor only see their own groups?

Yes. Tutors see the timetable, registers and pupils of the groups assigned to them. Fees, settings and centre-wide figures are visible to the owner only.

Can I run several rooms and sites?

Rooms are set on each group and shown in the calendar. If you have more than one site, the Centre+ plan has no limits on tutors or pupils.

Do parents need to download an app?

No. Notices arrive by email and each family has a private page behind a personal link that opens in any browser.

Does it handle invoicing?

No. ClaseAlDía tracks who has paid and can produce a simple payment receipt, which is not an invoice. Invoices stay in your accounting software.

Try it with your real groups

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