Switching to XTutio
Move acrosswithout startingfrom scratch.
Changing systems usually means weeks of re-typing and a risky switch-over day. Bring your families, students and tutors across from Teachworks or a spreadsheet, set up in five stages that each check your real data, and run beside Teachworks until you are ready to let it go.
Bring your Teachworks records across
Preview first. Nothing is written here until you press Import.
Families
- New
- 172
- Already here
- 0
- Will be linked
- 9
- Skipped
- 3
Parents
- New
- 168
- Already here
- 0
- Will be linked
- 0
- Skipped
- 4
Students
- New
- 236
- Already here
- 0
- Will be linked
- 12
- Skipped
- 3
Tutors
- New
- 8
- Already here
- 1
- Will be linked
- 2
- Skipped
- 1
- The Nguyen familyFamily · 2 studentsNew
- The Okafor familyFamily · 1 studentWill be linked
Matched by the parent's email address. The Teachworks number will be added.
- The Harlow familyFamilySkipped
More than one active Teachworks customer uses this email address. Give each its own address in Teachworks, or merge them, then import again.
Emailed by the import
- setup stages
- 5
- steps checked against your data
- 17
- connection needed to open: email
- 1
- emails the import sends families
- 0
The move, start to finish
Five steps, and Teachworks keeps running until the last.
Someone at XTutio sets up your centre within one business day of your demo or your form. There is no sign-up form to fill in: we open every trial ourselves.
- 01
Connect
Email and Teachworks under Integrations
- 02
Bring across
Preview, then import
- 03
Set up
Five stages, each checked
- 04
Run beside
Lessons read only, charging held
- 05
Open
When every required step passes
Import from Teachworks
See it all first. Then import.
Re-typing hundreds of families is the job nobody at the front desk wants. Your active Teachworks customers become families, their students come with them, and your employees become tutors, and nothing in Teachworks changes.
- 01
Connect Teachworks
Paste your Teachworks key under Integrations and test it. The import reads Teachworks only through your centre's own connection.
- 02
Preview
Every family, student and tutor, each marked new, already here, will be linked or skipped. Nothing is written yet.
- 03
Import
The import plans again from fresh data and goes ahead only if it matches what you saw. Running it twice creates nothing twice.
Bring your Teachworks records across
Preview first. Nothing is written here until you press Import.
Families
- New
- 172
- Already here
- 0
- Will be linked
- 9
- Skipped
- 3
Parents
- New
- 168
- Already here
- 0
- Will be linked
- 0
- Skipped
- 4
Students
- New
- 236
- Already here
- 0
- Will be linked
- 12
- Skipped
- 3
Tutors
- New
- 8
- Already here
- 1
- Will be linked
- 2
- Skipped
- 1
- The Nguyen familyFamily · 2 studentsNew
- The Okafor familyFamily · 1 studentWill be linked
Matched by the parent's email address. The Teachworks number will be added.
- The Harlow familyFamilySkipped
More than one active Teachworks customer uses this email address. Give each its own address in Teachworks, or merge them, then import again.
- Priya RameshTutorNew
Matched, not duplicated
A family is matched by its Teachworks customer number, then by the main contact's email; a tutor by their Teachworks number, then by email.
Every skip has a reason
Shared email addresses, records marked duplicate or inactive, and a child already in another family are left out, each with a sentence saying why and what to do.
Nothing is emailed to families
Parents and tutors get a sign-in and no email. When you are ready, invite them to sign in, seeing the email and who gets it before anything is sent, or let them use Forgot password.
Your lessons follow by sync
The import links each tutor to their Teachworks number, and the Teachworks sync brings their lessons in from then on.
Or from a spreadsheet
Not on Teachworks? Bring a spreadsheet.
Your records live in a spreadsheet, not a system? There are 3 imports, for students, parents and tutors, each with a template that shows the columns it reads.
Students, parents and tutors
Three spreadsheets, each with a template to download. A stable ID on each row lets you import again later without making doubles.
Tutoring families by default
A family you bring in is one of your tutoring families unless the spreadsheet says otherwise.
Campus limits respected
An admin limited to some campuses can only bring people into those campuses, in both imports.
Students
Download template236 rows checked, ready to import
Parents
Download template168 rows checked, ready to import
Tutors
Download template11 rows checked, ready to import
Set up in five stages
Every step checks your real data.
A centre that opens with no prices set finds out when the first lesson charges nothing. Setup is 5 stages and 17 steps, from your centre's details to your first families. 6 of them must pass before you open.
Checked, never ticked
Each step looks at your real data: an active campus, a priced service, billing terms your own admin saved, an email connection that passed its last test.
Required, recommended, optional
Required steps stop you opening. Recommended ones say what breaks without them before anyone skips one.
Open when it is true
The Open button and the server follow the same rule, so a centre cannot open with a required step still failing.
Get your centre ready
Required: 5 of 6 done- Your centreWho you are and where you teach.4/4
- What you teach and chargeYour prices, and the terms families pay on.2/5
- Connect and bring your data acrossEmail, payments, the tools you already use, and your families.3/5
- EmailNo email connection yetConnect emailNeeded
- PaymentsFamilies cannot pay online. Invoices still go out, and have to be paid another way.Set up online paymentsRecommended
- Other connectionsTeachworks connectedDone
- Running beside TeachworksLessons read only while you switchDone
- Bring your families across184 families brought acrossDone
- Your peopleWho runs the centre and who teaches in it.2/3
- Your admin team2 admins can sign inDone
- Tutors and pay rates3 tutors have no pay rateSet pay ratesRecommended
- Two-step sign-in for all staffAdmins use two-step sign-inDone
- OpenCheck what was left out, then open.
Run beside Teachworks
Switch over when you are ready, not on day one.
Owners fear changing systems mid-term. Two settings let a centre move across gently: keep lessons and invoices in Teachworks while staff, tutors and families start using the portal for everything else.
Charging families is paused until 1 January 2027. Teachworks or your current system keeps billing until then.
While you still use Teachworks
Two settings for a centre moving across. Each change needs two-step sign-in and is recorded.
Start charging families from
01/01/2027
Lessons
Managed in Teachworks (read only here)
Managed here
Your Centre
Year 9 Maths
Today 4:30 pm · Room 2
Lessons are managed in Teachworks for now. Make this change in Teachworks and it will appear here after the next sync.
Not charged: Your Centre starts charging families through the portal on 1 January 2027.
Wrap up the lessonLessons stay in Teachworks
Turn lessons read only and the roll, moves and cancellations are made in Teachworks. The sync keeps the portal's copy up to date.
Everything else works here
Lesson notes, the wrap-up and its parent update, homework and the online classroom carry on as normal while lessons are read only.
Charging waits for your date
Pick the day the portal starts charging families. Until then Teachworks keeps invoicing: no lesson charges, cancellation fees, invoices or payments here.
No lesson billed twice
A lesson that happened before your start date is never charged by the portal, even after the date arrives.
Invite your staff
Your team, added by you.
No waiting on a support ticket to add a new receptionist. There are 6 jobs to choose from: tutor, admin, receptionist, finance, marketing and compliance. A campus-limited admin invites only to their own campuses.
Your centre adds its own people
A name, an email, a job and an optional campus. The invitation goes from your centre's own email with a link to set a password.
Nobody locked out
No account is made until your email works, and an invitation that fails to send takes its account with it.
Strangers cannot let themselves in
Someone who signs up on their own sees nothing until an admin says what their job is.
Invite staff
Name
Sam Whitlock
sam@example.com
Role
- Tutor
- Admin (runs the centre)
- Receptionist
- Finance
- Marketing
- Compliance
Campus (optional)
North campus
Email that works on the first day.
Waiting on someone else's email setup can hold an opening back. Email is the one connection a centre needs to open, and XTutio can supply it.
Use XTutio's email
One choice and your centre sends invoices, reminders and invitations from yourcentre.mail.xtutio.com. No email account to open, nothing to configure.
Your own domain on ours
Still on XTutio's email, add a domain of your own, copy the records shown, check verification, then choose it once it is verified.
Or bring your own
Connect your own email account, add a domain from it, copy the records shown and check verification.
Mailboxes follow
Each staff member's mailbox moves to the sending domain you chose, names kept.
Your Centre
Integrations
Use XTutio's email
Sends from
yourcentre.mail.xtutio.com
Use your own email account
Choose a verified domain from it.
Connection works.
Staff mailboxes moved, names kept.
Read more
The steps, written down.
More from Teachworks
Bring your prices, pay rates and extra details across too.
Re-entering every price and pay rate is where a switch stalls. Each is a tick on the same import, previewed before anything is written, and nobody is emailed.
Services and prices
Your Teachworks services come across with their prices. An existing service is never repriced.
Tutor pay rates
Each tutor's usual hourly rate from the last 90 days is offered, ticked tutor by tutor, and never replaces a rate already in force.
Custom fields and second contacts
Map your Teachworks custom fields to your own fields, and bring second contacts in beside each family.
From Teachworks
Preview first. Nobody is emailed.
What to bring
Families, students and tutors
148 families, 212 students, 19 tutors
Services and prices
11 services · none already here are repriced
Tutor pay rates
16 tutors · each one ticked separately
Custom fields
4 fields mapped to your own
Second contacts
37 contacts
In short
Switching over
A centre moves to XTutio by connecting Teachworks, previewing the import and then importing families, students and tutors, with nobody emailed. Lessons can stay in Teachworks while everything else runs in XTutio, and family charging can wait for a date the centre chooses. Start with the importing from Teachworks guide, compare the two on XTutio and Teachworks, and see what a centre pays on Pricing.
Questions centres ask
What comes across from Teachworks?
Families, students and tutors, matched rather than duplicated. Lessons follow by the sync. Invoices and payments stay in Teachworks.
Are families emailed during the import?
No. Nobody is emailed; parents and tutors sign in with Forgot password when you are ready.
Can we run both systems at once?
Yes. Lessons stay in Teachworks, read only here, and families are not charged through XTutio until your date.
Teachworks is a trade mark of its owner. XTutio names it to describe what it does and is not affiliated with or endorsed by it.
