Industries · Tutoring centres
Every sessionbooked, taught,paid and reported.
We build systems for tutoring and learning centres that connect enquiries, trial lessons, tutor timetables, session packages, payments and parent progress reports on one platform — designed around how your centre actually runs, from 15:00 to close.
- Enquiries & trials
- Tutor timetables
- Session packages
- Attendance & make-ups
- Payments & renewals
- Progress reports
- Parent app
01Where tutoring centres lose time
Four hours of teaching. Four hours of admin around it.
Most centres are busiest between school pick-up and dinner — and the bookings, package balances and parent messages are held together by one front desk, a spreadsheet and WhatsApp.
01Trial lessons don't turn into enrolments
What happens
A parent asks about GCSE maths on WhatsApp, books a trial by phone, and nobody follows up after the session. The tutor's feedback stays in their head.
What it costs
Families who liked the trial drift away, and the centre can't tell which subjects, tutors or channels actually produce enrolled students.
With one system
Every enquiry moves through trial, feedback and offer in one pipeline, with the tutor's trial notes attached and a follow-up due the next day.
02The timetable lives in one person's spreadsheet
What happens
Rooms, tutors and recurring weekly sessions are planned in a sheet the centre manager owns. Swaps and cancellations are agreed by message.
What it costs
Double-booked rooms, tutors arriving for sessions that were moved and gaps that could have been sold to the waitlist.
With one system
One timetable by tutor, room and student group, with recurring sessions, availability and room capacity checked whenever something changes.
03Package balances are argued about
What happens
Parents buy 10- or 20-session packages; attendance is marked on paper and balances are worked out at renewal time.
What it costs
Disputes over how many sessions are left, lessons taught after a package ran out and renewals that arrive late.
With one system
Attendance deducts from the package automatically. Parents see the balance, and a renewal reminder goes out before the last session — after staff approve it.
04Make-up sessions are tracked nowhere
What happens
Students miss lessons for school trips, illness or exams. Make-ups are promised verbally and rebooked when someone remembers.
What it costs
Families who feel short-changed, tutors' hours that don't add up and free capacity left unused.
With one system
Missed sessions become make-up credits on the student's record, with a policy you set and open slots offered from the live timetable.
05Parents only hear about progress at the end of term
What happens
Tutors keep notes in notebooks or their phones. Reports are written in a rush before parents' evening, if at all.
What it costs
Parents unsure what they're paying for, and good teaching that never gets shown to the people who decide whether to renew.
With one system
Tutors add a short note after each session; monthly progress reports are drafted from those notes for the tutor to edit and approve.
06Tutor pay is reconciled by hand
What happens
Freelance and part-time tutors are paid per session from attendance sheets and timetables that don't always match.
What it costs
Payroll disputes, hours worked but not recorded and a manager spending month-end with a calculator.
With one system
Sessions taught, make-ups and cover come from the same attendance records, so tutor hours and pay are calculated from what actually happened.
02Tutoring centre platform preview
What your centre's system could look like.
Switch between the views the front desk, centre manager, tutors and owner would use. Every screen is designed per centre in discovery.
Illustrative interface with sample data — your system is designed around your subjects, curricula and branches.
Illustrative demo · sample dataSeen enough to picture your own centre on it?
Build your centre's system03Solutions
The parts of a tutoring centre system — chosen for your centre.
More trials become enrolments
Enquiries & trial lessons
WhatsApp, website, phone and walk-in enquiries in one pipeline, with trial booking, the tutor's trial notes and a follow-up for every family.
- Enquiry capture from every channel
- Trial booking into the live timetable
- Tutor trial notes
- Follow-up reminders and offers
More trials become enrolments
Enquiries & trial lessons
WhatsApp, website, phone and walk-in enquiries in one pipeline, with trial booking, the tutor's trial notes and a follow-up for every family.
- Enquiry capture from every channel
- Trial booking into the live timetable
- Tutor trial notes
- Follow-up reminders and offers
Not every centre needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that runs the admin — tutors keep the teaching.
AI in your centre's system works on its own records: enquiries, timetables, packages, attendance and session notes. It drafts, schedules and summarises — staff and tutors stay in charge.
AI here handles administration only. It doesn't assess students, decide placements or levels, or replace a tutor's judgement, and progress reports are written and approved by tutors. Messages to parents are drafted for staff to send, safeguarding concerns go straight to the designated staff, and access follows each user's role.
- 01
Enquiry assistant
Front desk confirmsA parent on WhatsApp asks for IGCSE maths help for her daughter on weekday evenings.The assistant answers from your approved information, proposes trial slots with suitable tutors from the live timetable and hands the conversation to the front desk to confirm. It doesn't promise results or place the student.
- 02
Timetable assistant
Manager approvesMr K. can't teach on Thursday. What needs to move?Lists the affected sessions, suggests other physics tutors or alternative times with free rooms and drafts the parent messages — nothing changes until the centre manager approves.
- 03
Progress report drafts
Tutor edits and approvesDraft October's report for Student 1184.Pulls the month's session notes, topics covered and practice scores into a short report in your centre's format, for Ms A. to edit before it's shared with the parent.
- 04
Renewal follow-up
Whose packages run out in the next two weeks?Lists each student with sessions remaining, attendance and any open make-ups, and drafts a renewal message with the right package price — ready for the front desk to review.
- 05
Reporting in plain language
Which subjects convert best from trial to enrolment?Answers from your own enquiries and enrolments by subject, tutor and channel, with the families behind each figure.
05A day with ORCHESTR
One busy afternoon, two ways.
- 10:00Overnight messages sortedNew enquiries are in the pipeline with draft replies; cancellations are already make-up credits on the student records.
- 13:30Cover proposed in minutesThe affected sessions are listed with suggested cover tutors and draft parent messages, waiting for approval.
- 15:45Rooms checked on bookingRoom capacity was checked when the session was moved, so the clash never happened.
- 17:15Balance on the parent's phoneThe parent already sees the balance and attendance in the app; the front desk confirms in seconds.
- 19:30Trial notes, next-day follow-upThe tutor adds trial notes on their phone, and a follow-up with the recommended package is drafted for the morning.
- 21:00Owner sees the centreSessions taught, trials, renewals and payments for both branches are on one dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your centre already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Online lessons
- ZoomGoogle MeetMicrosoft Teams
- Calendars
- Google CalendarMicrosoft 365 / Outlook
- Payments & accounting
- Card payment gatewaysPayment linksZoho BooksQuickBooksXero
- Learning resources
- Google Classroom (via API where available)Shared drives for worksheetsExisting LMS (via API or export)
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your centre — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for a tutoring centre.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Trials that turn into students
Every trial has notes and a follow-up, so interested families don't slip away.A timetable that holds together
Tutors, rooms, groups and online sessions are checked whenever anything moves.Packages without disputes
Attendance deducts sessions automatically, and parents see the same balance staff do.Renewals on time
Families are reminded before the last session, with the right package already quoted.Progress parents can see
Short session notes become regular reports tutors approve, instead of end-of-term rushes.Tutor pay that matches the work
Sessions, make-ups and cover come from one record, so hours and pay add up.
09Possible use cases
How different tutoring centres could use it.
Examples of what we could build — not completed client projects.
A front desk that keeps up
Enquiries, trials, timetable, packages and a parent app for a busy centre replacing a spreadsheet, a diary and WhatsApp.
Several branches, one way of working
Shared packages, curricula and tutor pools across branches in Dubai and Sharjah, with branch-level timetables and a group dashboard.
Courses with a deadline
Fixed-length IELTS, SAT or IGCSE courses with cohorts, mock tests, practice scores and progress reports leading up to exam dates.
Tutors anywhere, one schedule
Online sessions alongside in-centre lessons, with meeting links, freelance tutor availability across time zones and per-session tutor pay.
FAQs
Tutoring centre questions, answered.
Education & organisations
01Can it handle group classes and one-to-one sessions together?
Yes. Sessions can be one-to-one, small groups or larger classes, recurring or one-off, in a room or online. Group size limits, pricing and package rules are set per session type.
02How do packages and make-up sessions work?
You define the packages you sell — by session, by term or by subject — and your make-up policy, such as notice periods and expiry. Attendance deducts sessions automatically, and missed sessions become credits that follow those rules.
03Will AI write progress reports for our tutors?
It drafts them from the session notes and practice scores tutors have already recorded, in your format. Tutors edit and approve every report before a parent sees it, and AI never assesses a student or decides their level.
04Can parents pay and see balances in an app?
Yes. The parent app or portal shows upcoming sessions, package balances, invoices and approved progress reports, and accepts payments through card gateways and payment links. It can be in Arabic and English.
05We use Zoom or Google Meet for online lessons. Does that still work?
Yes. Online sessions can carry a meeting link created through Zoom, Google Meet or Teams where their APIs allow it, and attendance is still recorded against the student's package.
06How is children's data protected?
Access is role-based and enforced on the server, so tutors see their own students, the front desk sees what it needs and parents see only their own children. Hosting location, retention and consent requirements are agreed in scoping.
07Can we bring over our current students and package balances?
Usually, from spreadsheets or your current booking tool's export. We map families, students, packages and remaining sessions, check balances with you and agree what moves before launch.
08How do freelance tutors get paid from it?
Sessions taught, make-ups and cover are recorded against each tutor, and pay is calculated per session or per hour on the rates you set. The result is exported for your payroll or accounting process, after the manager approves it.
09How is a tutoring centre system priced?
It's quoted after a discovery call, based on the modules, number of branches and tutors, and the integrations involved. Hosting and support are agreed separately, in writing.
Start here
Let's mapyour centre.
Tell us how enquiries, timetables, packages and parent updates work today. We'll come back with how one system could connect them.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your centre runs today.
- 03If there's a fit, a written scope and quote — no obligation.