How it works
Six problems,
and what we do about each.
The problem, then the fix in a few steps.
Spreadsheets and WhatsApp, or MeetMyTutor
| Problem | Spreadsheets and WhatsApp | MeetMyTutor |
|---|---|---|
| Double-booked seats | Seats and clashes checked by hand | Seat limits and clashes enforced |
| Lesson changes | Changes asked for in loose chats | Requests go to the office; each parent hears once |
| Parent questions | The same questions answered one by one | Timetable, attendance and balance on the parent's page |
| WhatsApp chaos | Informal chats | One chat per class, a private WhatsApp message per parent |
| Attendance, invoices and pay | Paper registers, hand-made invoices and pay | Register, bill and tutor pay from one lesson record |
| Who sees what | Everything in shared files | Each role sees only its own view; changes are logged |
Seats and schedules in a spreadsheet
Fix: every class has its tutor, days, time, seats and fee, and clashes are blocked.
Step by step
- The office creates the classIts name is built from grade, subject, tutor, day and time.
- Weekly lessons are laid outThey repeat between the start and end dates. One-off lessons can be added any time.
- Your standard rules are attachedThey come from Settings and can be changed for one class.
- Students take seatsAdd them directly, or place them from the waiting list.
- Parents confirm a held seatA Confirm button on their page shows how long it is held.
- Changes are recordedEvery add, removal and move is kept in the class history.
Built-in guards
No overbooking
A class can't pass its seat count. The database itself refuses it.
No double-booking
Neither a tutor nor a child can be in two lessons at once.
Held seats expire
If not confirmed in time, the seat goes to the next child waiting.
Also handled
- Classes offered to matched tutors with a cleared check
- Cover for a single lesson
- Pause and resume a class
- Calendar by day, week or month
- Warnings for clashes and unavailable times
- Closed classes keep their history
Lesson changes nobody hears about
Fix: the tutor asks in MeetMyTutor. The office decides, and every parent hears once.
Step by step
- The tutor asksCancel, postpone or move, with a reason.
- The office is alertedIt shows on the Today screen, and in Slack if connected.
- The office decidesApprove, change the time, or reject with a note.
- The change is appliedA clash with another lesson is refused.
- Everyone is toldOne message per parent. The tutor gets the decision.
- The history staysThe original time and who decided are logged.
Also handled
- Only the first decision counts
- Tutors can withdraw a waiting request
- Started lessons can't be changed by request
- Siblings get one message naming both
- Office alerted if the tutor can't be notified
- The office can also change a lesson from the calendar
The same parent questions, all day
Fix: parents see everything on their own page, with no app to install. Reminders go out each morning.
On the parent's page
Timetable
Lessons, tutor and meeting links.
Attendance
Plus the homework and notes tutors choose to share.
Balance
Invoices and card payments.
Messages
From the office, with replies and absence notices.
Step by step
- Templates, written onceIn your wording, with an exact preview.
- Morning reminders are draftedOne per parent, with every child in the same message.
- The office reviewsEdit, skip or send all. Or set them to automatic, or off.
- Delivered and trackedOn the parent's page and by email, with each status shown.
- The team stays informedSlack alerts, plus a morning summary at your chosen hour.
Also handled
- Failed emails retried three times
- Bounced addresses are flagged
- Reminders are rewritten if lessons change
- Nothing is lost before email is connected
- Practice families are never emailed
- Announcements to parents, tutors, the waiting list or one class
WhatsApp chaos
Fix: one chat per class. Each post reaches every parent as a private WhatsApp message.
Step by step
- Tutor or office postsOne post in the class chat.
- Each parent gets it on WhatsAppA private message. Other parents' numbers stay hidden.
- Parents reply in the portalReplies land in the class chat.
- Delivery is trackedSent, delivered or failed, per message.
Alerts, polls and privacy
No-show alert
If a child hasn't joined, the parent gets the lesson link and the office sees an open alert.
Reschedule poll
Offer two to six times. Parents vote and can change their answer until it closes.
Students never see parents
Students see tutor and office posts, never the parents' posts or names.
Seat ends, chat ends
A parent loses the chat when the seat is paused or ended, and gets it back with the seat.
Unpaid invoices, paper registers, tutor pay by hand
Fix: the register, the bill and the tutor's pay come from the same lesson record, so each lesson is charged and paid once.
Step by step
- The tutor takes the registerPresent, late, absent or excused. Reported absences arrive excused.
- The lesson is completedEvery student is marked first. Notes and homework can be added.
- Charges follow your rulesExcused absences are not charged.
- Invoices are raisedAfter lessons, monthly, or from prepaid packages.
- Parents payBy card on Stripe. The office records cash, transfer or check.
- Tutor pay is preparedThe office approves each statement, then records the payment.
Built-in guards
Charged once
A lesson can't be charged twice for a child, or sit on two invoices.
Paid once
A lesson appears on only one tutor pay statement, ever.
Money stays private
Only staff with accounts permission see money.
Also handled
- Void invoices, record refunds
- Prepaid lesson packages
- Alerts for repeated absences
- Attendance % by student, class and tutor
- Who owes list, reminders at most every three days
- Withdrawals record last lesson, balance and refund due
- One tax line on payment requests, set by your center
- Tutor pay statements, no 1099 filing
AI that does the admin
The AI does the routine work. People stay in charge.
| What the AI does | What you stay in control of |
|---|---|
| Runs chat commands that change records: late or absent marks, moving or cancelling a lesson, messages, scores | It asks you to confirm before saving. The office sets, for each role, which actions may run alone or are refused. Every change is logged. |
| Drafts class summaries and notes from a lesson transcript | The tutor reads and approves the note before anyone sees it. |
| Amends a student's grade or school details when told to | You confirm first, and the change is logged with who made it. |
| Flags students and tutors who may need a look, by rules (not a prediction) | The office edits each rule's weight, threshold and time window, or switches the check off. |
| Answers with the AI service the center connects | The owner turns each service and model on or off. With none connected, nothing is sent. The Privacy page lists what a service receives. |
Who sees what
Everyone signs in to their own view. Roles decide what each person sees, and every change is logged with who made it.
| Area | The office | Tutors | Parents | Students |
|---|---|---|---|---|
| Today screen, waiting list, all students | Yes | No | No | No |
| Timetable and meeting links | Yes | Yesown classes | Yesown children | No |
| Attendance, notes and homework | Yes | Yesown classes | Yesown children; shared notes | No |
| Class chat | Yes | Yes | Yes | Yestutor and office posts |
| Balance, invoices and payments | Yeswith accounts permission | No | Yesown children | No |
| Tutor pay and lessons taught | Yes | Yestheir own | No | No |
| Lesson change requests | Yes | Yes | Yestold of the decision | No |
✓ can see it. – is not shown to that role.
Switch between the office, tutor and parent views in the demo
See it with your own classes in mind.
Open the sample center in your browser. No sign-up.