Tutoring business software for private tutors and small tuition centres

If you teach from the kitchen table, a rented room or a small tuition centre, you need something tidier than a notebook and lighter than a school management system. Here is how to choose, and how a tutor uses ClaseAlDía.

What “tutoring business software” covers

Search for it and you will find a mixed bag: tutor management software, tuition management software, tutoring management systems. The names vary because the customers do: a private tutor with a dozen regular pupils, or a tuition centre with a handful of teachers and a hundred children on the books. Tools in this category usually bundle the same four things for the admin around the teaching: a timetable, registers, parent communication and billing. They differ mainly in how much of the business they try to run for you.

The admin that eats your evenings

You start with three pupils and a notebook. A year later you have twenty, a timetable that shifts every week, parents texting to ask whether there is a lesson tomorrow, and a spreadsheet where you have half-recorded who paid. Teaching takes fifteen hours; keeping track of it takes another five that nobody pays you for. Good software should give you those hours back by solving three problems: knowing who is coming and when, telling parents without handing out your phone number, and knowing at month end who has paid.

What to look for

  • A calendar you can read at a glance. Groups and one-off lessons with time and place (your house, the pupil’s house, online), plus the ability to cancel or add a single lesson.
  • A fast register. From your phone, straight after the lesson, without opening a file.
  • Fees per pupil. Each pupil with their own monthly fee, or one family fee if there are siblings, and the status of each month.
  • Parent notices that bypass your personal WhatsApp. A channel you can switch off when the working day is over.
  • Data you can take with you. If you want to go back to a spreadsheet tomorrow, you should be able to export everything.

A typical month with ClaseAlDía

Say you tutor Maths and English for 18 pupils across Key Stage 3 and GCSE, in six small groups on weekday evenings plus two A-level one-to-ones on Saturday mornings.

  1. Set up the term once. Create the six groups with their times and rooms, then add each pupil with their fee (for example £40 a month in a group, £60 for a one-to-one) and a parent’s email address. If your details are already in a spreadsheet, we help you load them by email.
  2. Take the register in thirty seconds. When the lesson ends, mark who came. If Isla is absent, one tap emails her parents; you don’t type a word.
  3. Move a lesson without the mess. Cancel Thursday’s lesson in the app and the group’s parents get the notice.
  4. At month end, open Fees. You see at once who has paid and who hasn’t. For the ones outstanding, a button sends a polite reminder, or you can pick the day of the month it goes out by itself.
  5. Hand over a receipt when asked. Every payment you mark as paid produces a printable receipt with the amount and date.

Worth knowing: ClaseAlDía does not issue invoices — keep using your accounting tool. It tells you who has paid and exports your fees to Excel so you can take them wherever they need to go.

Talking to parents without giving out your number

When twenty families have your personal WhatsApp, they also have access to your evenings. With ClaseAlDía, parents receive notices by email and get a private page behind their own link: they see their child’s timetable, attendance, what has been paid and what hasn’t, and any notices. You can pass that link on once, by WhatsApp if you like. Nobody installs an app or creates an account.

What it doesn’t do

  • It does not issue invoices or replace your accounting software.
  • It is not a video classroom: if you teach online, you keep using your usual video tool and note the link on the group.
  • It does not take payments from parents: families pay you as they do now, and you mark the fee as paid.

If you want one system for enrolment, invoicing and accounting, a full management suite will suit you better. If you want daily order without the complication, this is the lighter option.

What it costs

The Tutor plan is £8 a month or £80 a year in the UK, and €9 a month or €90 a year in Ireland, VAT included. It covers one user, up to 40 active pupils and every feature. Try it free for 30 days with no card, and leave whenever you want. If you grow and take on help, the Centre plan allows up to five tutors; see pricing for the details.

Common questions

What if I teach online?

It works the same way: the group has its timetable and you take the register as usual. You can note the meeting link or location on the group.

How many pupils can I have?

Up to 40 active pupils on the Tutor plan. Pupils you have marked as left do not count.

What do I do about children’s data?

You are the data controller for your pupils’ data and ClaseAlDía processes it on your behalf. It is set out in the privacy policy and the data processing agreement. It is worth checking whether you need to register with, or pay a data protection fee to, the ICO in the UK or the Data Protection Commission in Ireland.

Can I export my data?

Yes: pupils, fees and attendance as CSV files for Excel, plus a full copy of your centre.

Try it with your real groups

Sign up in a minute, 30 days free, no card and no lock-in. If it isn’t for you, export your data and go.

Start free for 30 days

You might also like