Tutoring software: lesson scheduling, packages & progress

Tutors: lessons booked, progress shared, payments sorted. Less admin, more teaching.

Lessons get moved by text at 9pm. Package balances live in your head, parents want to know how it's going after every session and the Zoom link goes out five minutes late. We build scheduling, package and progress systems for tutors and tutoring businesses, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for tutoring software that handles lessons, packages and parents?

Tutoring runs on two things: a regular weekly slot and parents who trust it's working. Most tutors keep that going with a calendar, a phone full of texts, a spreadsheet of who's paid and a lot of memory. It holds up fine with ten students. Then term two starts, you take on two more tutors, exams loom and the wheels wobble.

Wollopit builds custom tutoring software around how you actually teach. Weekly lessons that repeat themselves, packages that count down as lessons happen, progress notes parents can read on their phone and online lesson links that send themselves. Parents reschedule within your rules, tutors get matched and paid properly and invoices land in Xero. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from tutors

Does your tutoring business have these problems? Here's how we'd fix them.

Most tutors we talk to are great teachers running the business side out of their phone. It works until one parent texts, two cancel and a third asks how many lessons they've got left.

The problemLessons rescheduled by textA parent texts to move Tuesday to Thursday, you shuffle three other kids to fit and someone ends up double-booked.
How we fix itRecurring weekly slots on one calendar. Parents request changes online and only see times that genuinely work for you.
The problemPackage balances by memoryWas that lesson seven or eight of ten? Nobody's sure and nobody wants the awkward conversation.
How we fix itPrepaid packages that count down automatically, with a low-balance nudge and an easy top-up link for parents.
The problemParents chasing updatesEvery pickup turns into a five-minute debrief and the parents who don't ask feel left out.
How we fix itShort progress notes after each lesson, shared to a parent portal with goals, topics covered and what to practise.
The problemOnline lesson links sent by handHunting for the Zoom link, pasting it into a text and hoping the student finds it before the lesson starts.
How we fix itEach online lesson gets its own Zoom, Google Meet or Teams link, sent in the reminder and shown in the student portal.
The problemMatching students to tutorsA Year 11 chemistry enquiry comes in and you're scrolling a group chat to find who's free and qualified.
How we fix itTutor profiles by subject, year level and availability so new students get matched to the right person in minutes.
The problemLate cancellations and no-showsA text at 3.45pm for a 4pm lesson. You've lost the slot and feel awkward charging for it.
How we fix itClear cancellation rules applied automatically, with make-up credits or fees and the policy agreed at sign-up.
The problemEnd-of-term invoicingA weekend spent writing invoices, then weeks chasing the families who forgot to pay.
How we fix itInvoices or card payments generated from the lessons actually taught, synced to Xero or MYOB with automatic reminders.
The problemPaying your tutorsTutors send hours in a text or spreadsheet and you cross-check it against your calendar before paying.
How we fix itTutor pay calculated from completed lessons and rates, with timesheets ready to approve and export.
The problemExam season crunchEveryone wants extra sessions in the same three weeks and your calendar turns into a puzzle.
How we fix itHoliday and exam-prep blocks, intensive packages and a waitlist that fills cancelled slots automatically.
The problemEnquiries slipping throughA parent emails on Sunday, you reply Wednesday and they've already booked someone else.
How we fix itAn enquiry form that captures subject, year and availability, books a trial lesson and follows up on its own.
The problemBlue Cards on a spreadsheetWorking with Children Checks for every tutor tracked somewhere, with expiry dates nobody's watching.
How we fix itA tutor compliance register with Blue Card numbers, expiry alerts and records ready if anyone asks.

02What we build

Solutions

What we build for tutors. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

Recurring lesson scheduler

Weekly and fortnightly slots that repeat all term, with term dates, holidays and public holidays handled for you.

Parent booking portal

Parents book, reschedule and cancel within your rules, see upcoming lessons and manage more than one child.

Packages & prepaid credits

Lesson bundles that count down as you teach, with expiry dates, low-balance alerts and one-tap top-ups.

Progress notes & reports

Quick notes after each lesson, goals over the term and tidy end-of-term reports parents can download.

Online lesson links

Zoom, Google Meet or Teams links created per lesson and sent in the reminder automatically.

Tutor matching

Match students by subject, year level, location, online or in person and tutor availability.

Cancellation & make-up rules

Notice periods, make-up credits, late fees and sick-day exceptions applied the same way every time.

Invoicing & payments

Card payments through Stripe or Square, direct debit for regulars and invoices synced to Xero or MYOB.

Tutor pay & timesheets

Pay worked out from completed lessons and tutor rates, approved in one screen and exported for payroll.

Homework & resource library

Worksheets, past papers and videos attached to lessons so students find them in their portal.

Enquiries & trial lessons

Enquiry forms, trial bookings, follow-up emails and a waitlist for popular subjects and times.

Reminders by SMS & email

Lesson reminders, package nudges and payment reminders sent on schedule so you don't have to.

Blue Card & compliance register

Working with Children Checks, qualifications and expiry alerts for every tutor on your books.

A website that fills your calendar

Quick on mobile, with subjects, tutors and online booking, built to rank for 'tutor near me' and your suburb.

03The systems

The big ones

Your whole tutoring business, on one system.

These are the systems tutors ask us about most. Each one works on its own and they get properly useful when they're joined up.

Lesson scheduling

Book the weekly slot once. It repeats all term.

Every student gets a regular lesson that rolls on week after week, skipping holidays and public holidays. Parents request changes online and only see times that work for you. Online lessons get their own link without you lifting a finger.

Weekly and fortnightly recurring lessons
Term dates and holidays built in
Parent reschedule requests within your rules
One calendar for every tutor
Clash checks before anything's booked
Online links for Zoom, Meet or Teams
In-person, online or at-home locations
SMS and email reminders
Waitlist fills cancelled slots
Syncs to Google Calendar or Outlook

Packages & payments

Packages that count themselves down.

Sell lesson bundles, term plans or pay-as-you-go and let the system keep score. Balances drop as lessons are taught, parents get a nudge before they run out and payments flow straight into your accounts.

Lesson bundles and term packages
Balances update after every lesson
Low-balance alerts to parents
One-tap top-ups by card
Direct debit for regular families
Package expiry dates if you want them
Family accounts with sibling pricing
Invoices synced to Xero or MYOB
Automatic overdue reminders
Cancellation fees and make-up credits

Progress notes

Parents see the progress without asking.

A quick note after each lesson covers what you worked on, how it went and what to practise. Parents read it on their phone, see goals tick over across the term and get a proper report at the end.

Two-minute lesson notes on any device
Topics covered and homework set
Goals tracked across the term
Parent portal for every family
Multiple children under one login
Optional notifications when a note lands
Attach worksheets or photos of work
End-of-term reports as PDFs
Private notes only tutors can see
History that follows the student

Tutor team

Enquiries that book themselves a trial.

A parent fills in a short form with the subject, year level and when they're free. The system suggests a tutor, offers a trial lesson and follows up if they go quiet, so Sunday enquiries don't go cold by Wednesday.

Enquiry form on your website
Subject, year and availability captured
Suggested tutor and time slots
Online trial lesson booking
Automatic follow-up emails and SMS
Waitlist for full subjects
Trial to regular lesson in one click
Where each enquiry came from
Conversion from trial to student
Welcome pack and policies sent

04How it changes

Before and after

A Sunday night reschedule, wolloped.

Here's how one cancelled lesson could change. Every tutoring business is different, so we map yours first.

Before

A parent texts at 9pm to cancel Tuesday
Scroll back through texts to check their package count
Shuffle the calendar to find a make-up slot
Text three other families to see who wants the gap
Remember to resend the Zoom link for the new time
Forget to note it, then argue about it at term's end

After

Parent cancels in the portal within your rules
Make-up credit added and package balance updated
They pick a new slot from your real availability
The waitlist gets offered the Tuesday gap
New lesson link sent in the reminder
Everything logged for invoicing and tutor pay

05Services

Everything under one roof

Software, websites and systems for tutors.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for tutors

Built around how your tutoring business actually runs: recurring lesson scheduler, parent booking portal and the admin in between, in one system you own.

Websites for tutors

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Tutoring business system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for tutors

Packages & prepaid credits and progress notes & reports: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Google Workspace, Microsoft 365 and Google Calendar so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your tutoring business, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside tutoring platforms you're happy with or replace the ones holding you back.

Google Workspace
Microsoft 365
Google Calendar
Outlook
Zoom
Google Meet
Microsoft Teams
Google Classroom
Stripe
Square
Xero
MYOB
Mailchimp
Twilio SMS
Calendly
Teachworks
TutorBird
Canva
YouTube
Facebook

07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your tutoring business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

01
Think
We sit with you through a normal week of lessons, texts and invoices, then work out what's actually eating your time.
02
Archi-tech
We plan it before writing code: your students, families, packages, tutors, term dates, payments, hosting and cost.
03
Build
Real engineering, shown to you early and often. Usually scheduling or packages first, so you get a win before next term.
04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things tutors ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can parents book for more than one child?

Yes. Family accounts handle multiple students under one login, with each child's lessons, packages and progress notes kept separate.

Can parents reschedule without wrecking my calendar?

Yes. You set the rules: notice periods, which times are open and how many changes per term. Parents only see slots that genuinely work for you.

Does it work for online lessons?

Yes. Each online lesson can get its own Zoom, Google Meet or Teams link, sent in the reminder and shown in the student's portal.

Can it handle packages and term billing?

Yes. Lesson bundles, term plans and pay-as-you-go can all run side by side. Balances update as lessons are taught and payments sync to Xero or MYOB.

Can it work out what to pay my tutors?

Yes. Tutor pay is calculated from completed lessons and each tutor's rates, then approved and exported for payroll.

We already use Teachworks or TutorBird. Do we have to switch?

No. If your current platform is doing its job, we build around it with the parent portal, progress notes, website or integrations you're missing. If it's holding you back, we'll show you what replacing it would involve before anything changes.

Is student information kept private?

Yes. Logins control who sees what, so parents only see their own kids and tutors only see their own students. It's hosted on our managed servers and kept updated and secure.

How much does a tutoring system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like a booking portal or package tracker can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most tutors we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a tutoring business problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au