CRM for tutoring
Tutoring CRM that keeps students, parents and tutors in sync
Every parent inquiry, student, subject, session and package in one place. Your AI manager answers parents in the evening when they actually call, books the assessment and logs the details.
CRM included in every plan, from $39/month. AI manager included.
New inquiry
Assessment booked
Assessment done
Package offered
Quick answer
What does a tutoring CRM do for a tutoring business?
A tutoring CRM tracks parent inquiries through to enrolled students, matches tutors by subject, books sessions and bills packages. Clientager keeps each student's grade, subjects, goals and progress notes with the parent's contact, puts sessions on one calendar, and sends package invoices with pay-by-links. Its AI manager answers parents 24/7, books assessments and sends reminders. Plans start at $39/month with the CRM included.
Built for tutoring centers and private tutors
Your Tutoring CRM comes set up with the stages and fields tutoring centers and private tutors actually use. Change anything, add your own.
Pipeline stages
- New inquiry
- Assessment booked
- Assessment done
- Package offered
- Won
What each record holds
- Student name and grade
- Subjects and exam board or test
- Goals and target scores
- Parent or guardian contact
- Assigned tutor
- Package and sessions left
- Learning needs and notes
- Availability after school
- Progress notes
Parent inquiry pipeline
Inquiries move from New inquiry to Assessment booked, Assessment done, Package offered and Won. You see which families are waiting for a callback and which have an offer out.
Student and parent records
Keep grade, subjects, test dates, goals and learning notes on the student, linked to the parent who pays and books.
Tutor assignment by subject
Assign each student to a tutor who covers their subject. Tutors see their students, sessions and tasks on their own login.
Sessions on the calendar
Assessments and sessions sit on one week view with the tutor assigned, so you can see open after-school slots at a glance.
Packages and invoices
Load single sessions, monthly packages, exam prep courses and group classes in the catalog. Invoice parents with a pay-by-link through your own payment account.
Progress notes on the timeline
Tutors add short notes after each session. Parents can be sent a summary by email from a saved template.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Answers parents in the evening
Parents call after work and message late at night. Your AI manager answers calls, WhatsApp, SMS, web chat and email 24/7, replying to messages in each customer's own language.
Gathers what the tutor needs
It asks the student's grade, subjects, upcoming tests and goals, and saves it all to the record.
Books the assessment
It books a first assessment with a tutor who covers the subject and sends a confirmation and reminder.
Sends the package and link
After the assessment it shares package options and sends the payment link, then logs the result in the pipeline.
Next steps for each family
AI insights summarize each family's history, score new inquiries hot, warm or cold, and suggest next steps like an exam prep add-on.
How a tutoring runs on Clientager
- 01
A parent calls at 9pm
Her son has a math exam in six weeks. Your AI manager answers, notes the grade, exam and goals, and books an assessment with a math tutor for Thursday.
- 02
Assessment
The tutor reads the record beforehand, runs the assessment and adds notes on gaps to work on.
- 03
Package and payment
That evening the parent gets the exam prep package options and a payment link. She pays, and the student moves to Won.
- 04
Weekly sessions
Sessions show on the tutor's calendar with reminders to the family. Progress notes build up on the timeline.
- 05
Renewal
When sessions run low, the parent gets a renewal reminder with a new payment link.
Automations ready to switch on
- When An assessment booking is completed→ Send the parent the package options and a pay-by-link the same evening
- When A lead stays in Package offered for 3 days→ Create a call task for the center manager
- When A student is tagged sessions-low→ Send the parent a renewal reminder with the payment link
- When A student has had no session for 30 days→ Send a check-in email and create a task for their tutor
- When An invoice is paid→ Move the stage to Won and create a task for the tutor to plan the first session
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Parent calls in the evening go to voicemail
- Student details live in tutors' own notebooks
- Package renewals depend on someone remembering
- No view of which inquiries became enrolled students
Clientager Tutoring CRM
- AI manager answers parents and books assessments 24/7
- Student, parent and progress notes on one record
- Renewal reminders with payment links
- Pipeline and conversion reports from inquiry to enrolled
Why a tutoring CRM beats a spreadsheet of students
A tutoring CRM has to handle two people per customer: the student who learns and the parent who calls, pays and decides. Spreadsheets mix them up, and notes end up in tutors' own notebooks. Clientager links each student to their parent, keeps grade, subjects, goals and test dates on the record, and puts every message, session and payment on one timeline that the whole team can see.
Parents call when they finish work, which is exactly when tutors are teaching and the office is closed. Your AI manager answers those calls and messages at any hour. It asks about the student's grade, subjects and upcoming tests, books an assessment with a tutor who covers the subject, and logs the inquiry in the pipeline so the center manager sees it first thing.
From assessment to enrolled student
The assessment is the moment a parent decides. Clientager can send package options and a pay-by-link the same evening the assessment is marked complete, while the tutor's feedback is fresh. Packages come from your catalog: weekly sessions, monthly bundles, exam prep courses or small group classes. Payments go through your own Stripe, Razorpay or PayPal account, and invoices update themselves when paid.
If a family does not decide within three days, the center manager gets a call task. Exam season brings a rush of inquiries, and the pipeline shows exactly where each family stands so none of them slip. Reports show leads by source, conversion from assessment to enrolled and revenue collected, which helps you plan tutor hours for the busy months.
- Package offer sent the evening of the assessment
- Call tasks for families still deciding
- Payment links that mark invoices paid
- Conversion from assessment to enrolled
Tutors, progress notes and renewals
Each tutor gets a staff login to see their students, sessions, notes and tasks. Staff roles hide payments, billing and revenue, so tutors focus on teaching. After each session, a tutor can add a short progress note, and the office can send parents a summary from a saved template. Parents feel informed, and that makes renewal an easy conversation when the package runs out.
Track sessions left on each package. When a student runs low, a renewal reminder with a payment link goes to the parent. Students who stop booking for a month get a check-in email and a task for their tutor. Private tutors working alone can run all of this from a phone browser, and centers can grow to unlimited logins on the Scale plan.
Questions about the CRM
What is the difference between a tutoring CRM and an AI manager?
The tutoring CRM is where students, parents, tutors, sessions, packages, invoices and progress notes live. The AI manager is the assistant that answers parents 24/7, gathers student details, books assessments and sends package links. In Clientager the AI manager writes everything into the CRM, so a parent who called at 9pm is already logged with a booked assessment the next morning.
Can I import my current students and parents?
Yes. Export students and parents from your spreadsheet or current system as a CSV and import them. Clientager detects duplicates during import, and you can merge siblings' parent records later. Map columns like grade, subject and assigned tutor so everything is in place.
Can tutors see their students without seeing fees and revenue?
Yes. Tutors on the staff role see their students, sessions, notes and tasks, but not payments, billing or revenue. Owners and managers see everything, including reports. Starter includes 2 logins, Growth 5 and Scale unlimited for larger centers. The activity log shows who changed what.
Does it work for a private tutor working alone?
Yes. A solo tutor gets the same pipeline, calendar, package invoices and reminders, plus an AI manager that answers parents while you are mid-session. It runs in any browser, so you can check a student's notes on your phone before a lesson.
Can I bill session packages and track sessions left?
Yes. Load your packages into the catalog and invoice parents with a pay-by-link. Keep sessions left as a field on the student, and use a tag or smart list to trigger renewal reminders when the number runs low. The invoice is marked paid automatically when the parent pays.
How much does the tutoring CRM cost?
The CRM is included in every Clientager plan, and plans start at $39/month. Book a live demo to see it set up for tutoring. You can get a refund before your AI manager goes live if it does not suit your business.
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