Software for Tutoring Centres: Timetables, Parent Portals and Term Invoices

Mythex builds the pieces a tutoring centre usually keeps in separate spreadsheets: a timetable that fits tutors, rooms and students into the after-school hours, a parent portal with session notes and invoices, term billing with sibling discounts, and landing pages for exam courses. Describe how your centre runs and publish it with a real database.

What a tutoring centre needs from software

Everything happens between 3:30 and 7pm on weekdays and on Saturday mornings, so a few hours have to hold every tutor, every room and every student. Enrolment jumps at the start of term and in the weeks before exams; holiday courses fill the breaks. Many tutors are university students or teachers with their own timetables. Parents pay, students attend, and both want to know whether it is working. Most centres keep the timetable in one spreadsheet, invoices in another and progress in a WhatsApp thread. What helps is one record per student that links their weekly slot, their tutor, their notes and their family's bill.

Weekly slots booked for a whole term, not one at a time
Tutor availability by subject and level, plus room capacity
Session notes parents can read
Term invoices with sibling discounts and make-up credits
Trial lesson to enrolment tracking
Retention from one term to the next

What you can build for tutoring centres

A term timetable that respects tutors and rooms

Collect each tutor's availability for the whole term, with the subjects and levels they teach, and the capacity of each room. Students are placed into a fixed weekly slot, and the app warns when a room is over its group size or a tutor is booked during their own exam week. Term dates and half-term breaks are set once.

Build a timetable app for my tutoring centre. Tutors have subjects, levels and weekly availability for the term; rooms have a capacity. Place students into recurring weekly slots for the whole term, warn me about room or tutor clashes, and skip half-term and holiday dates I set.

Term invoices to parents, not per-lesson receipts

Pay-as-you-go creates dozens of small invoices and more cancellations. Bill each family per term in advance with an option to pay monthly, apply sibling discounts and package prices automatically, credit missed sessions according to your own make-up policy, and invoice holiday courses separately.

Create an invoicing app for a tutoring centre. Invoice each family per term covering all their children's weekly sessions, with an option to split into monthly payments, an automatic sibling discount, credits for missed sessions under my make-up policy, and separate invoices for holiday courses. Show unpaid invoices by family.

A parent portal with two lines after every session

Ask tutors to write what was covered and what to practise after each session. Parents see those notes, attendance, upcoming sessions and invoices for each child from one login. Students can have their own view with homework and resources, without the billing.

Build a parent portal for my tutoring centre. Parents log in and see each child's upcoming sessions, attendance, tutor notes after every session, homework and invoices. One login covers several children. Tutors can post notes and homework for their own students only.

Exam course pages with places left

Make one page per exam course with dates, times, group size and a visible count of places remaining. A free assessment page that asks for the student's year, subject and main worry brings in families who are not ready to commit.

Make a landing page for our exam preparation course with course dates, session times, group size, a live count of places left, tutor profiles and a booking form for parents.

Trial lessons that turn into enrolments

Families try more than one centre. Track each enquiry from trial booked to trial done to enrolled, link siblings to the same family, and remind staff to send the tutor's notes and a suggested plan within a day of the trial.

Make a CRM for a tutoring centre with families, students (school, year group, subjects, goals, assessment scores) and enquiry stages: trial booked, trial done, enrolled, lost. Remind me to follow up within 24 hours of each trial.

Re-enrolment by subject and tutor

New enquiries get the attention, but retention decides profit. Chart how many students return each term, broken down by subject and tutor, alongside room use in peak hours and unpaid fees.

Build a dashboard for my tutoring centre showing enrolment by subject and level, term-to-term re-enrolment by tutor, room utilisation from 3:30 to 7pm, and unpaid invoices by family.

Children's data and safeguarding

A tutoring centre stores names, schools and progress notes for minors, and parent contact details. Ask for login on every account, tutors limited to their own students, and private storage for assessment files. Mention background checks on your site only as they apply where you operate. Mythex builds the access rules into the app; the child protection and data rules in your country are yours to check.

From two spreadsheets to one record

Start by importing your current timetable as students, tutors and weekly slots, then generate this term's invoices from it. Once the timetable and the bill come from the same place, the portal and the dashboard are just views of that data.

Import the timetable spreadsheet
Generate term invoices from enrolled slots
Then open the parent portal

Questions

Can parents book a trial lesson online?

Yes. Ask for a trial booking form with the student's year, subject and main concern, limited to slots where a suitable tutor and room are free.

Can I invoice parents per term with sibling discounts?

Yes. Describe your term fees, discount and make-up rules and Mythex builds them into invoice generation. Card payments go through a payment provider on your own account.

Can tutors post session notes for parents?

Yes. Tutors sign in, see only their students and add notes and homework that appear in the parent portal.

Can parents use it as a phone app?

On Pro, Mythex turns your published app into Android and iPhone apps that open it, so parents can check notes and invoices from their home screen.

Is it free?

The Free plan needs no credit card and gives daily credits, enough to build and publish a first version. Pro is $25/month.

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