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Running a tutoring centre's front desk
Enrolments, timetables, families' messages and moving systems: the front desk of an Australian tutoring centre, with guides and the tools that help.
At 3:55 pm the front desk is a parent asking about an invoice, a phone ringing about next week, two students asking which room they are in and an enquiry waiting for a reply. Every one of those questions has an answer the centre already knows; the job is getting it to the person before they have to ask.
XTutio puts the timetable, the families and the messages in one place. Scheduling catches clashes when a lesson is booked, rooms and seating gives every student a desk and a wall screen that says where it is, and the parent app answers the questions families would otherwise ring about. If you are moving from another system, switching to XTutio walks through it.
Articles
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6 min readWhat to ask on a tutoring enrolment formA checklist for a tutoring centre's enrolment form: the child, parents, emergency contacts, learning needs, consents and the privacy notice.
6 min readParent communication that keeps families enrolledHow tutoring centres keep families enrolled: a note after each lesson, progress each term, quick replies, one channel and plain warnings about change.
6 min readEmailing and texting families: the Spam ActThe Spam Act for tutoring centres: consent, naming your centre, an unsubscribe that works, and why a lesson cancellation is not a marketing message.
5 min readReducing no-shows and late cancellationsPractical ways for a tutoring centre to cut no-shows and late cancellations: reminders, a clear policy, easy makeups and spotting patterns early.
6 min readMoving your centre off Teachworks: a checklistA step-by-step checklist for moving a tutoring centre off Teachworks: export your records, bring people across, run both, then switch invoicing.
7 min readChoosing tutoring centre software: a checklistA buyer's checklist for tutoring centre software: scheduling, billing, the parent app, security, child safety, importing, pricing and the trial.
6 min readRunning a tutoring centre across several campusesHow to run a tutoring centre across several campuses: shared prices and policies, campus admins, rooms, timetables, moving tutors and reports.
6 min readRunning Teachworks and XTutio side by sideHow to run Teachworks and XTutio together for a term: lessons read only in the portal, a family charging start date, and who does what where.
6 min readStaff roles and permissions in a tutoring centreGive each person in a tutoring centre the access their job needs and no more: roles, permissions in plain words, campus limits and two-step sign-in.
6 min readWelcoming families to a new parent portalHow to bring existing families onto a new parent portal without confusion: when to tell them, one plain message, what they do, and the first fortnight.
6 min readFloor plans, seating and wall screens for a centreHow a tutoring centre stops the 4 pm scramble: rooms drawn once, every student given a desk, and a wall screen that tells everyone where to sit.
6 min readWhat families see in your centre's parent appThe questions parents ask the front desk every week, and how a parent app in your centre's own name answers them before anyone picks up the phone.
6 min readAn owner's week at a glanceHow a tutoring centre owner can see what needs a decision, how many families are learning and what is owed, without building a spreadsheet on Monday.
5 min readLetting families book their own extra lessonsHow a tutoring centre can let parents book an extra lesson at 9 pm, inside rules the centre sets, with the price and cancellation terms shown first.
In XTutio
The tools for it
Guides
Step by step
- Setting up your centreThe five-stage setup checklist, what each step needs, which features you switch on yourself, and how your centre opens.
- Connecting your emailWhy email is the one connection your centre cannot open without, and the two ways to set it up.
- Importing from TeachworksBring your families, students and tutors across from Teachworks: preview first, then import, and let the sync carry your lessons.
- Rooms, floor plans, seating and wall screensSet opening hours, draw each campus, let seating sort itself, and put a live room board on the wall.
