Question 1

Is Tutorbase right for my tutoring center or language school?

Accepted Answer

Tutorbase is built specifically for tutoring centers and language schools managing multiple students, teachers, and locations. If you're currently using spreadsheets, multiple disconnected tools, or manual processes for scheduling, billing, and payroll—Tutorbase replaces all of that with one integrated system. Schools with 5+ teachers and 50+ students see the most impact.

Question 2

How quickly can I get started with Tutorbase?

Accepted Answer

Most schools are up and running within a day. We offer free onboarding support including data migration from spreadsheets or other systems. Our team will help you set up your first classes, import students and teachers, and configure your billing preferences.

Question 3

Will switching to Tutorbase disrupt my operations?

Accepted Answer

No. Most schools are fully operational within 2-3 days. Our onboarding team helps import existing data (students, teachers, schedules) and can run parallel systems during transition. We provide training sessions for your team and 24/7 support during your first month for any questions.

Question 4

What happens after the 3-week onboarding?

Accepted Answer

Everything stays the same except support response time (24-48 hours instead of same-day). Same features. Same price. Same platform. No bait-and-switch. You'll have full access to all features you've been using during onboarding.

Question 5

What support do you offer?

Accepted Answer

We provide email and WhatsApp support for all customers. Priority support is available for larger schools. We also offer free onboarding sessions, video tutorials, and a comprehensive knowledge base. Our Hong Kong team understands the local tutoring market and responds within 24-48 hours.

Question 6

Do I need tutoring software if I only have a few students?

Accepted Answer

Even with 5-10 students, spreadsheets quickly become painful. Missed payments, scheduling conflicts, and forgotten follow-ups cost you money and reputation. Tutorbase's pricing model is built for small operations—no per-student fees, and you only pay when you invoice. All the tools to look as professional as a tutoring center.

Question 7

Can tutoring software help me grow from part-time to full-time tutoring?

Accepted Answer

Absolutely. Tutorbase helps solo tutors scale without drowning in admin. As you add students, automatic scheduling, invoicing, and progress tracking keep operations smooth. Many tutors using Tutorbase have grown from 5 students to 20+ while actually reducing their admin time. The parent portal and professional invoices also help justify premium rates.

Question 8

Is Tutorbase really free?

Accepted Answer

Yes! The platform is completely free to use. You only pay a 1% fee when you create invoices through Tutorbase. No monthly subscription, no per-student charges, no credit card required to start. This gives you time to set up your school, try the scheduling, and see how the student/teacher portals work.

Question 9

What's the catch with 'free core'?

Accepted Answer

There isn't one. The platform is genuinely free—no hidden fees, no surprise charges after 30 days. We make money from the 1% fee when you invoice, which means we only succeed when you do. That's the entire model.

Question 10

When exactly do I get charged?

Accepted Answer

When you create an invoice in Tutorbase—that's it. No invoices, no charges. During slow months or summer breaks, your platform costs drop to zero automatically. It's the simplest pricing model in tutoring software.

Question 11

Is 1% actually cheaper than other platforms?

Accepted Answer

For most centers, yes. If you invoice $10,000/month, you'd pay $100 in platform fees. Most alternatives charge $100-$300/month in fixed fees regardless of your revenue. Do the math for your business—our pricing calculator can help.

Question 12

What happens during slow months?

Accepted Answer

If you invoice nothing, you pay nothing. Summer break? No fees. Building your client base? No fees. The 1% scales with your actual business, not your potential. You never pay for capacity you're not using.

Question 13

What about payment processing fees?

Accepted Answer

Those are separate and charged by your payment provider—not us. Whether you accept credit cards, bank transfers, or other methods, those fees depend on your provider and location. Our 1% is purely the platform fee. We keep it separate so you always know exactly what you're paying for.

Question 14

What if it's not right for my business?

Accepted Answer

Leave anytime. No contracts, no cancellation fees, no awkward calls. We designed it this way because we don't want customers who feel trapped—we want customers who stay because it works.

Question 15

How do I avoid double-bookings with Tutorbase?

Accepted Answer

Tutorbase gives you a professional booking system with automatic conflict detection. Set your available hours, share your booking link with clients, and let them self-schedule. The system prevents double-bookings automatically and sends reminder emails or texts 24 hours before each lesson.

Question 16

Can students self-service reschedule to classes matching their level?

Accepted Answer

Yes. When a B1 student wants to reschedule, they only see B1 classes with available spots—preventing wrong-level chaos entirely. Parents handle catch-up bookings themselves, saving schools an average of 3+ hours per week on admin. No more manually checking levels before confirming each change.

Question 17

Does Tutorbase work for both 1:1 and group sessions?

Accepted Answer

Yes. Tutorbase handles 1:1 private tutoring, small groups, and large classes. Set room capacities, assign students to groups, and bill appropriately—per-session, package-based, or hourly. All in one system.

Question 18

How do recurring lessons work in Tutorbase?

Accepted Answer

Set up a weekly pattern once and Tutorbase generates all future lessons automatically. Students get consistent slots, teachers see their full schedule, and you can adjust individual sessions without breaking the pattern. Perfect for term-based or ongoing tutoring arrangements.

Question 19

How do tutoring centers track progress across multiple subjects?

Accepted Answer

Tutorbase tracks student progress per subject with grades, test scores, and session notes. When Emma takes Math with one tutor and SAT prep with another, both sets of notes appear in her profile. Parents see progress in their portal after every session.

Question 20

How do I manage lesson packages for multiple subjects and children?

Accepted Answer

Tutorbase tracks packages per student per subject. When the Miller family has a 20-hour SAT package and a 10-session math package for Emma, each deducts automatically when tutors mark attendance. Parents see balances in their portal anytime.

Question 21

How do solo tutors handle lesson packages and prepaid bundles?

Accepted Answer

Tutorbase tracks lesson packages automatically. Sell a 10-session bundle, and each time you mark a lesson complete, the balance updates. Parents see their remaining lessons in their portal. Low-balance alerts notify you (and optionally the parent) before packages run out—perfect for renewal conversations.

Question 22

How does lead tracking work with Tutorbase?

Accepted Answer

When parents message through our WhatsApp widget, their contact info is automatically added to your Tutorbase CRM as a new lead. Track their journey from enquiry to enrollment, set follow-up reminders, and never lose a potential student.

Question 23

Can tutoring software handle different pay rates for different subjects?

Accepted Answer

Yes. Tutorbase supports per-subject pay rates so your SAT specialist earns $80/hr while your homework helper earns $45/hr. It handles freelance, part-time, and full-time arrangements. Payroll calculates automatically and exports to your bank in one click.

Question 24

Can I set different pay rates for native speaker teachers?

Accepted Answer

Yes. Native speakers, freelancers, part-timers, and full-time staff can all have different rates. Set rates per language, class type, or individual teacher—payroll calculates automatically from lessons taught. One-click bank export means no more spreadsheet calculations or end-of-month payment scrambles.

Question 25

What software is best for multi-teacher tutoring centers?

Accepted Answer

Tutorbase is built specifically for multi-teacher operations. It handles subject-specific teacher matching, automatic payroll from completed lessons, and per-subject package tracking. When Sarah teaches SAT prep at $80/hr and Jake teaches homework help at $45/hr, payroll calculates correctly without spreadsheets.

Question 26

Can I migrate from my current software?

Accepted Answer

Yes. We support migrations from Teachworks, TutorCruncher, TutorBird, and most other tutoring management systems. Our team handles the data export and import process, ensuring student records, lesson history, and billing data transfer correctly. We've successfully migrated 200+ schools without data loss or disruption.

Question 27

Is switching going to be a nightmare?

Accepted Answer

We do the heavy lifting. During your first 3 weeks, our team imports your students, schedules, and billing history. We've migrated data from Teachworks, TutorBird, spreadsheets—you name it. Most centers are fully transitioned in under a week.

Question 28

How long does it take to migrate to Tutorbase?

Accepted Answer

Most tutoring centers go live in 3-5 days. Export your student data, import via CSV, configure subjects and rates, then start scheduling. Free migration support included—we'll help set up teacher profiles and train your team.

Question 29

How long does it take to migrate to Tutorbase from spreadsheets?

Accepted Answer

Most tutoring centers go live in 3-5 days. Export your student data, import via CSV, configure subjects and rates, then start scheduling. Free migration support included—we'll help set up teacher profiles and train your team.

Question 30

How long does it take for a language school to migrate to Tutorbase?

Accepted Answer

Most language schools go live in under a week. Export your student data from your current system, import into Tutorbase via CSV, configure your CEFR levels and billing policies, then start scheduling. Free migration support is included with all plans—we'll help you every step.

Question 31

Is Tutorbase suitable for multi-location or franchise models?

Accepted Answer

Absolutely. Tutorbase supports unlimited branches under one account with centralized reporting and individual location management. Each branch can have its own teachers, rooms, and schedules. Franchise owners see aggregated data or drill down into specific branches. Multi-location schools save 5+ hours weekly on consolidated reporting.

Question 32

Can I manage multiple branches or locations?

Accepted Answer

Absolutely. Tutorbase supports unlimited branches under one account with centralized reporting and individual location management. Each branch can have its own teachers, rooms, and schedules while you maintain visibility across all locations. Franchise owners can see aggregated data or drill down into specific branches.

Question 33

Is my student and payment data secure?

Accepted Answer

Bank-level encryption, SOC 2 compliant infrastructure, and we never share your data. Your student information stays yours. If you leave, your data doesn't get sold—it gets deleted. We take privacy seriously.

Question 34

How can tutors track payments and manage invoices?

Accepted Answer

Tutorbase automatically generates invoices from completed lessons and sends payment reminders on your behalf. Track who's paid, who hasn't, and how much is outstanding at a glance. Accept credit cards via Stripe, bank transfers, or record cash payments manually. Every transaction is logged for clean tax reporting at year end.

Question 35

How does package billing work for language schools?

Accepted Answer

Sell 10-class packages or semester bundles with automatic balance tracking. When a student attends, their package deducts instantly—no manual counting. Parents see remaining lessons in their portal anytime. Low-balance alerts send automatically before packages expire, reducing missed renewals and improving cash flow predictability.

Question 36

Does Tutorbase support monthly subscriptions for language schools?

Accepted Answer

Yes. Set up monthly subscriptions that charge automatically via Stripe integration. Tutorbase handles failed payment retries automatically, sends renewal reminders to parents, and can pause portal access if payment fails. Schools report 3x faster lead response times because billing runs itself.

Question 37

What makes Tutorbase different from generic scheduling software for language schools?

Accepted Answer

Tutorbase has native CEFR level tracking (A1-C2), room capacity limits, and automatic package deductions—no custom fields or workarounds needed. Language schools using Tutorbase report 50% less time on rescheduling because parents self-serve within level constraints. Generic scheduling tools can't filter by proficiency level, causing constant manual corrections.

Question 38

What is the best software for independent tutors and solo tutoring businesses?

Accepted Answer

Tutorbase is designed specifically for independent tutors who need scheduling, billing, and client management without the complexity of enterprise software. Unlike generic scheduling apps, Tutorbase understands tutoring workflows: lesson packages that deduct automatically, parent portals for progress updates, and invoicing that happens after each session. Solo tutors using Tutorbase report saving 5+ hours per week on admin tasks.

Ways to Contact Us

Office Location Map

Explore 38+ answers to common questions

Getting Started

Is Tutorbase right for my tutoring center or language school?

How quickly can I get started with Tutorbase?

Will switching to Tutorbase disrupt my operations?

What happens after the 3-week onboarding?

What support do you offer?

Do I need tutoring software if I only have a few students?

Can tutoring software help me grow from part-time to full-time tutoring?

Is Tutorbase suitable for multi-location or franchise models?

Can I manage multiple branches or locations?

What makes Tutorbase different from generic scheduling software for language schools?

What is the best software for independent tutors and solo tutoring businesses?

Pricing & Costs

Is Tutorbase really free?

What's the catch with 'free core'?

When exactly do I get charged?

Is 1% actually cheaper than other platforms?

What happens during slow months?

What about payment processing fees?

What if it's not right for my business?

How can tutors track payments and manage invoices?

How does package billing work for language schools?

Does Tutorbase support monthly subscriptions for language schools?

Scheduling

How do I avoid double-bookings with Tutorbase?

Can students self-service reschedule to classes matching their level?

Does Tutorbase work for both 1:1 and group sessions?

How do recurring lessons work in Tutorbase?

Students & CRM

How do tutoring centers track progress across multiple subjects?

How do I manage lesson packages for multiple subjects and children?

How do solo tutors handle lesson packages and prepaid bundles?

How does lead tracking work with Tutorbase?

Teachers & Payroll

Can tutoring software handle different pay rates for different subjects?

Can I set different pay rates for native speaker teachers?

What software is best for multi-teacher tutoring centers?

Migration

Can I migrate from my current software?

Is switching going to be a nightmare?

How long does it take to migrate to Tutorbase?

How long does it take to migrate to Tutorbase from spreadsheets?

How long does it take for a language school to migrate to Tutorbase?

Security & Data

Is my student and payment data secure?

Ways to Contact Us

Office Location Map

Explore 38+ answers to common questions

Getting Started

Is Tutorbase right for my tutoring center or language school?

How quickly can I get started with Tutorbase?

Will switching to Tutorbase disrupt my operations?

What happens after the 3-week onboarding?

What support do you offer?

Do I need tutoring software if I only have a few students?

Can tutoring software help me grow from part-time to full-time tutoring?

Is Tutorbase suitable for multi-location or franchise models?

Can I manage multiple branches or locations?

What makes Tutorbase different from generic scheduling software for language schools?

What is the best software for independent tutors and solo tutoring businesses?

Pricing & Costs

Is Tutorbase really free?

What's the catch with 'free core'?

When exactly do I get charged?

Is 1% actually cheaper than other platforms?

What happens during slow months?

What about payment processing fees?

What if it's not right for my business?

How can tutors track payments and manage invoices?

How does package billing work for language schools?

Does Tutorbase support monthly subscriptions for language schools?

Scheduling

How do I avoid double-bookings with Tutorbase?

Can students self-service reschedule to classes matching their level?

Does Tutorbase work for both 1:1 and group sessions?

How do recurring lessons work in Tutorbase?

Students & CRM