Tutoring business software for private tutors: schedule, attendance and tuition in one app

Whether you tutor algebra at the kitchen table, run SAT and ACT prep on Saturday mornings or teach piano after school, you need something tidier than a notebook and lighter than a full school system. Here is what to look for, and how a private tutor uses ClaseAlDía week to week.

What tutoring business software should handle

Search for it and you’ll find tutor management software, tutoring CRMs and all-in-one platforms with booking pages and built-in card payments. Under the labels, a solo tutor needs help with four jobs: keeping the schedule straight, recording who showed up, keeping parents in the loop and knowing who has paid this month. The real question is how much else you want the software to run for you.

The admin nobody pays you for

You start with three students and a notes app. A year later you have twenty-five, a schedule that shifts every week, parents texting to ask whether Thursday is still on, and a spreadsheet where tuition is only half up to date. Teaching takes fifteen hours a week; keeping track of it takes five more that nobody pays you for. Good software gives those hours back.

What to look for

  • A calendar you can read at a glance. Weekly groups and one-on-one sessions with time and place (your home, the student’s home, the library or online), plus the ability to cancel or add a single session.
  • Fast attendance with notes. From your phone, right after the session, including what you covered and the homework you set.
  • Tuition per student or per family. Each student with their own monthly fee, siblings grouped under one family, and a clear status for each month.
  • Parent communication that skips your personal cell. A channel you can close when the workday is over.
  • Data you can take with you. If you want to go back to a spreadsheet tomorrow, you should be able to export everything.

A month with ClaseAlDía

Say you tutor 22 students: Algebra I and Geometry for middle and high schoolers on weekday afternoons, two small SAT prep groups on Saturday mornings, and three one-on-one ACT students over video. Families pay $180 a month for a weekly group and $320 for a weekly one-on-one.

  1. Set up once. Create each class with its time and location, then add each student with their monthly fee and a parent’s email. If your roster is already in a spreadsheet, email it to us and we’ll help you load it.
  2. Take attendance in thirty seconds. When the session ends, mark who came and jot the topic and homework (“Practice test 3, sections 1–2”). If a student is absent, their parents can get an email automatically; you don’t type a word.
  3. Reschedule without a group text. Cancel the Saturday session before a long weekend and every family in that group gets the notice.
  4. At the end of the month, open Tuition. You see at once who has paid and who hasn’t. One button sends a polite reminder to the families with something due, or you pick the day of the month it goes out by itself.
  5. Hand over a receipt when asked. Every payment you mark as received produces a printable receipt with the amount and date, which the family can also open from their link.

Good to know: ClaseAlDía does not issue invoices or file taxes for you. It tells you who has paid and exports your tuition records to CSV, so at tax time you or your accountant have everything in one file.

Keeping your cell number to yourself

When twenty families have your personal number, they also have your evenings. With ClaseAlDía, parents get notices by email and a private family page behind their own link: the schedule, attendance, class notes, what has been paid and what is due. You can text that link once. Nobody installs an app or creates an account.

What it doesn’t do

  • It does not issue invoices or replace your bookkeeping software.
  • It is not a video classroom: if you tutor online, keep using your usual video tool and note the link on the class.
  • It does not process payments: families pay you by check, cash, card, Zelle or Venmo, and you mark the fee as paid.
  • It has no public booking page for new clients.

If you want booking, billing and card payments in one platform, an all-in-one tool will suit you better. If you want daily order without the complexity, this is the lighter option.

What it costs

The Tutor plan is $12 a month or $120 a year, plus tax. It covers one user, up to 40 active students and every feature except online enrollment. Try it free for 30 days with no credit card, and leave whenever you want. If you grow and bring on other tutors, the Center plan covers up to five; see pricing for details.

Common questions

What if I tutor online?

It works the same way: the class has its schedule and you take attendance as usual. You can note the video link or location on the class.

How many students can I have?

Up to 40 active students on the Tutor plan. Students you mark as inactive don’t count.

Can I charge for a test prep package instead of a monthly fee?

You can add one-off charges to a student, such as a prep package, materials or a registration fee, alongside or instead of the monthly fee, and track them the same way.

Can I export my data?

Yes: students, tuition and attendance as CSV files, plus a full copy of your account at any time.

Try it with your real classes

Sign up in a minute: 30 days free, no credit card, no contract. If it isn’t for you, export your data and go.

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