Lesson scheduling software for tutoring businesses.
The visual calendar built for tutoring businesses. See every teacher, room, and student in one view. Reschedule with a drag. Conflicts blocked automatically.
Every teacher, room, and lesson in one view
Filter by teacher, room, or student to see exactly what you need. Color-coded lessons by subject, teacher, or level. Week view shows capacity at a glance—no more opening five tabs to find an open slot.
Edit Availability
Set Sarah Johnson's weekly schedule
Wed 10–12 PM — automatically blocked
Teacher availability that syncs with their personal calendar
Two-way Google Calendar sync means personal appointments block Tutorbase automatically. Teachers update one calendar, not two. You schedule with confidence—if a slot appears open, it is.
Double-bookings become physically impossible
Before you save any lesson, Tutorbase checks three constraints: teacher availability, room capacity, and student conflicts. Problems surface before they happen—not after parents arrive.
Create a semester of lessons in 30 seconds
Set the pattern once—weekly piano on Tuesdays, biweekly SAT prep on Saturdays. An entire semester of lessons generates instantly. Holidays skip automatically. Change one lesson or all—your choice.
Mark attended. Billing and payroll update themselves.
One click on 'Attended' creates an invoice line item for the student and logs earnings for the teacher. Your schedule isn't just a calendar—it's the source of truth for your entire business.
All Scheduling Features
Click any feature to learn more about how it works.
The drag-and-drop calendar is the heart of Tutorbase scheduling. See your entire week at a glance with color-coded lessons by teacher, subject, or room. Click and drag any lesson to reschedule instantly—no forms, no confirmations. The calendar validates availability in real-time, preventing conflicts before they happen.
Key Benefits
- Reschedule lessons in seconds, not minutes
- Color-coded views for teachers, rooms, and subjects
- Real-time conflict detection as you drag
- Day, week, and month view options
Set it and forget it. Create a recurring lesson once and Tutorbase generates all future instances automatically. Perfect for weekly tutoring sessions, monthly workshops, or any repeating pattern. Edit the series to change all future lessons, or modify individual instances without affecting the rest.
Key Benefits
- Weekly, bi-weekly, monthly, and custom patterns
- Edit series or individual lessons independently
- Automatic generation of future lessons
- Holiday and blackout date support
Never double-book a room again. Define your physical and virtual teaching spaces with capacity limits and availability windows. When scheduling, Tutorbase shows only available rooms and warns you before conflicts happen. Perfect for tutoring centers with multiple teaching spaces that need to maximize utilization.
Key Benefits
- Capacity limits per room
- Availability windows (e.g., Room A only available 9am-5pm)
- Virtual room support for online lessons
- Visual room utilization reports
Let teachers control their own schedules. Teachers set their recurring availability (e.g., "Mondays 3-7pm, Wednesdays 2-6pm") and the calendar respects these constraints automatically. Block off vacation days, sick leave, or one-off unavailability. Scheduling becomes conflict-free by design.
Key Benefits
- Recurring availability patterns
- One-off unavailability for vacations
- Visual availability overlay on calendar
- Teachers can update their own availability
Run group classes, workshops, or cohort-based programs with ease. Add multiple students to a single lesson, each with their own attendance tracking. Bill students individually or as a group. Perfect for test prep classes, group tutoring sessions, or after-school programs.
Key Benefits
- Multiple students per lesson
- Individual attendance tracking within groups
- Flexible billing per student or per group
- Capacity limits per group lesson
Convert prospects into paying students with free trial lessons. Mark any lesson as a trial and it won't generate charges or deduct from packages. Set caps per student per service (e.g., one free Math trial) to prevent abuse. Trial lessons show in reports so you can track conversion rates—see how many trials become enrollments. A proven way to grow your student base.
Key Benefits
- Free trial lessons for prospects
- No billing or package deduction
- Cap trials per student per service
- Track trial-to-enrollment conversion
Show flexibility without losing revenue. When students miss a legitimate lesson (illness, family emergency), offer a free catchup lesson as goodwill. Catchups are enrollment-gated—only enrolled students with valid excused absences can redeem them. Track catchup usage per student to ensure fair use. Parents appreciate the flexibility; you maintain your policies.
Key Benefits
- Free makeup lessons for missed classes
- Enrollment-gated to prevent abuse
- Track catchup usage per student
- Build goodwill with families
Go beyond simple present/absent tracking. Mark lessons as Scheduled (upcoming), Attended (completed), Cancelled (with notice), Late Cancel (within penalty window), No-show (didn't appear), or Hold (temporarily paused). Each status drives different billing and payroll rules automatically. Run reports by status to see patterns— which students frequently cancel? Which time slots have no-shows?
Key Benefits
- 6+ distinct attendance statuses
- Each status drives billing rules
- Pattern analysis in reports
- Complete attendance history
Control exactly when lessons flow to billing and payroll. Finalize lessons once attendance is confirmed and you're ready to charge. Finalization locks the lesson— no more changes to attendance, duration, or teacher. Billing items create instantly, teacher earnings calculate automatically. Full audit trail shows who finalized what and when. Corrections after finalization use credit notes, never edits.
Key Benefits
- Lock lessons before billing
- Triggers automatic invoicing
- Triggers teacher payout calculation
- Full audit trail of changes
Teachers don't want to maintain two calendars. Connect their Google Calendar and personal events automatically block availability in Tutorbase. Doctor's appointment on Tuesday? That time slot disappears from scheduling. Two-way sync means Tutorbase lessons appear in Google Calendar too. Teachers see everything in one place, you never double-book their personal commitments.
Key Benefits
- Automatic availability blocking
- Two-way sync with Google Calendar
- Teachers see unified calendar
- No manual availability updates
Reduce no-shows with automatic lesson reminders. Send reminders 24 hours before, 1 hour before, or any custom timing you prefer. Choose email, WhatsApp, or both. Parents confirm attendance or request to reschedule directly from the reminder. No more chasing families manually.
Key Benefits
- Configurable timing (24h, 1h, custom)
- Email and WhatsApp delivery options
- One-click confirmation or reschedule requests
- Automatic retry for undelivered messages
Understand your attendance patterns at a glance. See which students have high no-show rates, which time slots have the most cancellations, and how attendance varies by teacher. Export reports for team meetings or use the data to optimize your scheduling strategy.
Key Benefits
- Attendance rates by student, teacher, or period
- No-show and late cancellation tracking
- Trend analysis over time
- Export to CSV or PDF
Schedule lessons across multiple centers from one unified calendar
Key Benefits
- Unified dashboard for all locations
- Location-specific rooms and staff
- Consolidated reporting across locations
- Supports franchise and multi-branch models
“Parents used to message us constantly to reschedule. We'd check availability, suggest times, wait for their response, update everything manually. Now they just log in and move their own lesson to an open slot. We went from 40+ reschedule messages a week to maybe 5.”
Frequently asked questions about scheduling
Common questions about Tutorbase's scheduling features.
Last updated: January 2026
Click any lesson and drag it to a new time slot. The calendar instantly previews the change and checks for conflicts with teacher availability, room bookings, and student schedules. Release to confirm—notifications go out automatically. Schools report scheduling is 10x faster than form-based alternatives like spreadsheets or basic booking tools.
See How Tutorbase Compares
Compare our scheduling features with other tutoring platforms.
Billing
Automated invoicing
With your schedule set, watch how completed lessons automatically become invoices. No more manual billing at month-end.