You stay responsible
Your center stays in charge of its families' records and notices. We handle the records for you.
Switching
Switching to MeetMyTutor
Moving is a project, not a button. We do it together, one step at a time, so no family gets the same message twice.
The move, step by step
We work through these with your office, in this order.
- Coming from spreadsheets?Import families, students and tutors from a file. We check it first, before anything is saved.
- Using WhatsApp with parents?Each class chat post reaches every parent as a one-to-one WhatsApp message. Parents reply in the portal.
- Using another tool?Bring what it can export: families, students, tutors, classes, timetables and balances. We map it with you.
- List what you haveWe look at what your spreadsheets or current system can export: families, students, tutors, classes, timetables and balances.
- Agree how fields mapWe decide which of your columns become which details, such as a parent's email or a tutor's subjects and available times.
- Try a sample importMeetMyTutor checks a file before saving anything and lists each row to fix and why, such as a missing name or an invalid email.
- Check people and moneySiblings sit under the right parent, students are in the right classes, and what each family owes matches your records.
- Train a pilot classA few office staff, tutors and families go first, so questions come up early.
- Choose the cutover dateUsually the start of a week or a school break, when the fewest lessons are mid-change.
- Turn off old noticesStop reminders and automatic messages in your old system before ours go out, so no family hears twice. Until then, our morning reminders can be switched off or set to wait for review.
- Check again after cutoverWe compare family, student and class counts and balances once more, and fix any differences.
- Stay close afterwardsWe stay closely involved for a support period after cutover. Its length is set in your quote.
What can be transferred
What comes across depends on what your current system can export. This is what MeetMyTutor can take in today.
Imported from a spreadsheet
- Parents: name, email, phone, area and how they pay
- Students: name and school year, linked to their parent so siblings share one account
- Tutors: name, email, phone, subjects, available times, online or in person, pay rate and background-check status and expiry
- Waiting-list requests: subject, level, online or in person and the times that suit
Set up in MeetMyTutor with our help
- Classes, with their tutor, days, times, start and end dates, seats, fees and rules
- Which students are in which class
- Message templates in your wording
Not transferred
- Passwords. Everyone sets a new one from an invitation.
- Card details and saved payment methods. Parents who pay by card do so through Stripe from their MeetMyTutor page.
- Outstanding balances. They aren't imported; we agree with you how each one is settled or carried across before cutover.
- Past message, attendance and invoice history. Keep your old system's exports as the record of that period.
- Anything your current system can't export.
| What | Before | In MeetMyTutor |
|---|---|---|
| Parents, students and tutors | In your spreadsheets or old system | Imported from a file. Siblings share one parent account. |
| Messages to parents | Your WhatsApp, SMS or chat | Each class chat post reaches every parent on WhatsApp, one to one. Parents reply in the portal. |
| Passwords | Logins in your old system | Not moved. Everyone sets a new one from an invitation. |
| Card payments | Card details saved in your old system | Not moved. Parents pay by card through Stripe from their page. |
| Past messages, attendance and invoices | In your old system | Not moved. Keep your old exports as the record of that period. |
| Outstanding balances | Owed in your old system | Not imported. We agree with you how each is settled or carried across before cutover. |
Imported details are checked again. Imported tutor availability counts as unconfirmed until each tutor confirms it, and imported waiting-list requests stay unconfirmed until the parent confirms them.
Moving student records
Check consent first
If your old system holds children's records under a parent's consent or a school contract, check that the move is covered.
Ask for old copies to go
After the cutover, ask your old provider to delete its copies, and keep your exports as the record.
Comparing with TutorCruncher
TutorCruncher is software for running a tutoring business. [1]
Four things from its public pages that matter to a center that works with parents on WhatsApp.
- Its help center has 305 articles, and a search there for WhatsApp finds none. [2]
- Its help article on outbound SMS says you cannot set up a number to receive replies. [3]
- Its changelog announced in-app chat as coming soon on 16 July 2026, and lists chat in Messages from 19 October 2026. [4]
- It describes Bobbin as an "AI-powered lesson management platform". [5]
In MeetMyTutor each class chat post reaches every parent as a one-to-one WhatsApp message, and parents reply in the portal.
This is a reading of TutorCruncher's public pages on 28 October 2026, not a test of the product. Plans change, so check the linked pages.
If anything here is out of date or wrong, please tell us and we will correct it.
Sources, read on 28 October 2026
- [1] tutorcruncher.com: https://tutorcruncher.com/
- [2] The help center: https://help.tutorcruncher.com/
- [3] The help article on outbound SMS: https://help.tutorcruncher.com/en/articles/14182798-outbound-smss
- [4] The changelog: https://tutorcruncher.com/changes
- [5] Introducing Bobbin: https://tutorcruncher.com/blog/introducing-bobbin
Plan your move with us.
Bring a sample of your current exports. We map it with you.