The tutoring CRM that turns inquiries into enrolled students.
From first WhatsApp message to enrolled and paying—track every lead, manage every student, bill every family from one system.
Welcome to Bright Minds! How can I assist you today?
I'm looking for SAT prep for my daughter
We'd love to help. May I have your contact info for a callback?
Sue Miller, 555-234-5678
Capture leads 24/7 — even at 11:47 PM
Inquiries at midnight become enrollments by morning
Embed a WhatsApp widget that captures leads while you sleep. Parents reach out at 11pm—by 9am, they're in your pipeline with full context. No voicemail tag, no lost opportunities.
Know exactly who needs a follow-up call today
Kanban-style board shows every lead from first contact to enrolled. Drag between stages, set reminders, never let a promising student slip through. Most tutoring software has no CRM at all.
Sue Miller
Siblings, parents, and payment info—one account
Link the whole family: three kids, two parents, one invoice. Parents log in once to see all their children's schedules. You stop juggling separate spreadsheet rows for the same household.
Emma Miller
ActiveEverything about every student, instantly accessible
Enrollment history, attendance patterns, payment status, teacher notes, custom fields—all in one profile. When a parent calls asking about progress, you have answers in seconds.
All Students & CRM Features
Click any feature to learn more about how it works.
Never miss an inquiry. Embed lead capture forms on your website or use the WhatsApp widget to capture leads where parents already communicate. Every lead is automatically tagged with its source (website, WhatsApp, referral) for attribution tracking. No more lost Post-it notes or forgotten voicemails.
Key Benefits
- Embeddable web forms
- WhatsApp lead capture widget
- Automatic source attribution
- Custom fields for qualification
Visualize your sales process with a Kanban-style pipeline. Drag leads through stages like "New," "Contacted," "Trial Scheduled," "Enrolled." See at a glance who needs follow-up and where leads are stuck. Customize stages to match your sales process. Convert leads to students with one click.
Key Benefits
- Visual Kanban pipeline
- Customizable stages
- Follow-up reminders
- One-click conversion to student
Know where your leads come from to optimize your marketing spend. Every lead is automatically tagged with its source—website form, WhatsApp widget, phone call, walk-in, or referral. Run attribution reports to see which channels convert best. Maybe WhatsApp leads convert at 40% but website forms only 15%—now you know where to focus. Track referral sources to reward your best promoters.
Key Benefits
- Automatic source tagging
- Website, WhatsApp, phone, walk-in tracking
- Attribution reporting by channel
- Referral source tracking
Reach parents where they already are. WhatsApp has 95%+ open rates compared to 20% for email. Send lesson reminders, schedule changes, and invoice notifications via WhatsApp. Two-way messaging means replies come back to Tutorbase, not your personal phone. Perfect for global businesses or markets where WhatsApp dominates.
Key Benefits
- 95%+ open rates (vs 20% for email)
- Two-way messaging within Tutorbase
- Works in every country
- No SMS fees or carrier issues
Everything about a student in one place. Contact information, enrollment history, attendance records, lesson notes, and custom fields. See which services they're enrolled in, what pricing applies, and their complete lesson history. Link students to payers (parents, guardians, companies) for consolidated billing.
Key Benefits
- Complete profile with all student data
- Enrollment and attendance history
- Custom fields for your business needs
- Payer/guardian linking
Handle families with multiple students effortlessly. Link siblings under one payer account for consolidated invoicing. Apply family discounts automatically. See the family's complete lesson schedule and billing history in one view. Perfect for tutoring businesses serving families with multiple children.
Key Benefits
- Consolidated invoicing for families
- Automatic family discount support
- Unified family view
- Shared contact information
Not every student pays for themselves. Link students to their payers—mom, dad, guardian, employer, or self-pay for adults. One payer can cover multiple students (siblings, corporate employees) with consolidated invoicing. Track payer relationship types (parent, guardian, sponsor) for communication preferences. Update payer when families divorce or guardianship changes. Billing always goes to the right person.
Key Benefits
- Link students to parents, guardians, or companies
- One payer covers multiple students
- Consolidated family invoicing
- Relationship type tracking
Know exactly who's enrolled in what. Track enrollments by program, cohort, and status (Active, Completed, Cancelled). See enrollment start dates, expected end dates, and renewal status. Configure auto-renewal for subscriptions or prompt manual renewal for packages. Complete enrollment history shows every program a student has ever been in. No more spreadsheets to track who's supposed to be where.
Key Benefits
- Track enrollments by program and cohort
- Active, completed, cancelled status
- Auto-renewal configuration
- Complete enrollment history
Structure your offerings professionally. Create a service catalog with Math Tutoring, SAT Prep, Music Lessons, or whatever you offer. Each service has subjects, levels, pricing, capacity limits, and delivery mode options. Students enroll in specific services which determines their pricing and policies. Add new services easily— launch a new SAT Bootcamp without rebuilding your pricing structure.
Key Benefits
- Structured catalog of offerings
- Subject and level associations
- Service-specific pricing and policies
- Easy to add new services
Offer flexibility with hybrid teaching models. Mark lessons as in-person (at your center) or online (video call). Different pricing per mode—maybe online is cheaper since you're not using room space. Different cancellation policies too—online students might get shorter notice windows. Teachers can be tagged as online-only, in-person-only, or both. Students choose their preferred mode when enrolling.
Key Benefits
- In-person and online lesson types
- Different pricing per delivery mode
- Different policies per mode
- Teacher mode preferences
Keep everyone informed automatically. Send lesson reminders, invoice notifications, schedule changes, and custom announcements via email. Customize templates with your branding. Set up automatic triggers (e.g., "send reminder 24h before lesson") and let Tutorbase handle the rest.
Key Benefits
- Customizable email templates
- Automatic triggers for reminders
- Invoice delivery via email
- Schedule change notifications
Every tutoring business is different. Add custom fields to students, lessons, or leads to capture the data that matters to you. Track grade level, school name, learning goals, or any business-specific information. Use custom fields in reports and filters for deeper insights.
Key Benefits
- Custom fields on students, lessons, leads
- Multiple field types (text, number, dropdown, date)
- Use in reports and filters
- No developer required
Control who can view and edit student data and profiles
Key Benefits
- Pre-built roles (Admin, Teacher, Front Desk)
- Custom role creation
- Feature-level permissions
- Data-level access control
“We have families with 3 kids taking different courses. Before, their information was somewhere across emails, Whatsapp or some excel tables. Now I see the whole family in one place, their lesson history, what packages they're on, outstanding balances. When a parent calls, I have everything right there.”
Frequently asked questions about students & crm
Common questions about Tutorbase's students & crm features.
Last updated: January 2026
Embed a WhatsApp widget on your website that captures leads 24/7. When parents inquire at 11pm, they're automatically added to your pipeline—by morning, you have context and can respond. Schools using Tutorbase report 2x more lead conversions because no inquiry slips through the cracks.
See How Tutorbase Compares
Compare our students & crm features with other tutoring platforms.
Scheduling
Visual calendar, drag & drop
Now that you have your students, see how Tutorbase's visual calendar makes scheduling effortless with drag-and-drop and automatic conflict detection.