Help Centre

First Steps

You've signed up — here's what to do first to get your platform ready.

1. Set up your subjects

Go to Subjects in the sidebar and add the subjects you teach. For each one you can set a default hourly rate and lesson duration. These will auto-fill when you create new lessons.

2. Set up your locations

Go to Locations and add the places where you teach — your home, a student's home, a library, or "Online" for virtual lessons. An "Online" location is created for you automatically.

3. Add your first student

Go to Students and click + New Student. You'll need to either select an existing family or create a new one. Every student belongs to a family (even if it's just one person — the family is who gets invoiced).

4. Schedule a lesson

Go to the Calendar or Dashboard and click + New Lesson. Pick the student, subject, date and time. The rate auto-fills from the subject default but you can override it.

5. Take attendance and get paid

After the lesson, mark it as attended on the Dashboard (one tap). When you're ready to invoice, go to Invoices and hit + Generate Invoice — it'll automatically create an invoice from all completed unbilled lessons for that family.

Adding Subjects

Subjects are what you teach. They help organise your calendar and auto-fill rates.

From the sidebar, click Subjects, then + New Subject.

• Name — be specific, e.g. "GCSE Maths" rather than just "Maths". This helps when you have students at different levels.
• Default Rate — the hourly rate you normally charge for this subject. You can override it per lesson.
• Duration — the default lesson length in minutes (usually 60). Again, overridable per lesson.
• Colour — used on the calendar to visually distinguish subjects. Pick something you'll recognise at a glance.

Adding Locations

Locations are where lessons happen.

Three types are available:

• In Person — a physical location (your office, a student's home, a library)
• Online — virtual lessons (Zoom, Google Meet, Lessonspace)
• Phone — phone-based lessons or consultations

An "Online" location is created automatically when you sign up. Add more as you need them.

Adding Students

Students are the people you teach. Every student belongs to a family.

Click + New Student from the Students page or the Dashboard.

The family connection

Every student must belong to a family. This is how billing works — invoices go to the family, not the individual student. If a parent has three children, they're all in one family and get one combined invoice.

When adding a student, you can either:

• Select an existing family from the dropdown, OR
• Type a new family name to create one on the fly

Student statuses

• Active — currently receiving lessons
• Trial — doing trial lessons, not yet enrolled
• Paused — temporarily stopped (holidays, illness, etc.)
• Archived — no longer a student. Their data is kept but they're hidden from active lists.

Managing Families

Families group parents and students together for billing.

On the Families page you can see all your families, how many students each has, their current balance, and whether they have portal access.

Family balance

The balance shows how much the family has in credit (green, positive) or owes (red, negative). It updates automatically when payments are recorded and invoices are generated.

Adding parents

Click View on a family to see their full details. From there you can add additional parents or guardians, each with their own contact details.

Parent Portal

Give parents their own login to see lessons, invoices and progress.

To enable portal access for a family:

1. Go to Families and click View on the family
2. Click Generate Portal Credentials
3. You'll see an email and password — give these to the parent
4. They log in at your-subdomain.mytutor.work/portal

In the portal, parents can see:

• Upcoming lessons for their children
• Outstanding invoices and payment history
• Progress notes from each lesson (if you write them)
• Learning goals and targets

Creating Lessons

Lessons are the core of the platform. Every lesson links a tutor, student, subject, time and place.

Click + New Lesson from the Calendar or Dashboard. Fill in:

• Student — who you're teaching (leave blank for a group lesson)
• Subject — auto-fills the rate if you've set one
• Date — when the lesson is
• Start & End Time — duration calculates automatically
• Location — where it's happening
• Rate — auto-fills from the subject, but you can override
• Type — Private, Group, Trial, or Assessment
• Notes — anything you want to remember

Using the Calendar

The week view is your central command screen.

The calendar shows a 7-day week view with colour-coded lesson blocks. Today's column is highlighted with a teal tint.

• Use Prev / Next to navigate between weeks
• Click Today to jump back to the current week
• Click any lesson block to open it for editing, attendance, or notes
• Each block shows the start time, student name, and subject

Lesson blocks are colour-coded by the tutor or subject colour you've set — this makes it easy to see your day at a glance.

Recurring Lessons

Most tutoring is recurring — set it up once and the platform handles the rest.

When creating a lesson, you can set a recurrence pattern:

• Weekly — same day and time every week (the most common)
• Fortnightly — every two weeks
• Monthly — same date each month
• Custom interval — every N days/weeks

You set an end date for the series (e.g. end of term). All the individual lessons are created immediately so they appear in your calendar and can be individually edited, cancelled, or rescheduled.

Taking Attendance

One tap. That's all it takes.

On the Dashboard, today's lessons are listed with three attendance buttons:

• ✓ (green) — Attended
• ✗ (red) — Absent
• L (amber) — Late

Marking a lesson as "Attended" automatically changes its status to "Completed" — which means it becomes billable and will appear on the next invoice you generate.

You can also take attendance from the Calendar by clicking on any lesson.

Cancelling Lessons

Life happens. Here's how to handle it.

Click on a lesson in the Calendar and hit Cancel Lesson. You can add a reason. Cancelled lessons are not billed.

If the lesson is part of a recurring series, you'll have the option to cancel just this one or the entire series from this point forward.

Generating Invoices

Invoices are generated automatically from completed lessons — no manual calculation.

How it works

1. Go to Invoices and click + Generate Invoice
2. Select the family you want to invoice
3. The platform finds all their completed, unbilled lessons and creates an invoice with a line item for each one
4. The invoice is created as a Draft — review it before sending
5. Click Send to email it to the parent
6. When they pay, click Mark Paid

Invoice statuses

• Draft — created but not yet sent. You can still edit or void it.
• Sent — emailed to the parent. Waiting for payment.
• Paid — fully paid. The family balance updates automatically.
• Overdue — past the due date and not yet paid.
• Void — cancelled. Lessons are unlinked and become billable again.

Recording Payments

Track every payment, however it arrives.

Go to Payments and click + Record Payment. Select the family, enter the amount and method (bank transfer, cash, Stripe, PayPal, etc.).

When you record a payment:

• The family's balance is updated automatically
• If linked to an invoice, the invoice status updates (partially paid or fully paid)
• A record is kept for your financial history

Lesson Packages

Sell blocks of lessons at a fixed price.

Packages let you offer things like "10 Lessons for £280" (a saving compared to the per-lesson rate). When a family buys a package, the lessons are deducted from the package balance as they're completed.

Package management is available in the admin settings. Each package has a name, number of included lessons, price, and optional expiry period.

Managing Leads

Track enquiries from the moment they contact you.

The Leads section is a simple CRM pipeline. Every potential student starts as a lead and moves through stages:

1. Enquiry — they've contacted you (the sidebar shows a count badge)
2. Contacted — you've responded
3. Trial Booked — a trial lesson is arranged
4. Trial Done — the trial has happened
5. Enrolled — they've signed up (lead is converted)
6. Lost — they didn't proceed

For each lead you can record the parent's name, contact details, the student's name, the subject they're interested in, and where they heard about you (source tracking).

Converting Leads to Students

One click turns a lead into a real student + family.

When a lead is ready to enroll, click the Convert button on their row. This automatically:

• Creates a new family using the parent's name
• Creates a parent record with their contact details
• Creates a student record linked to that family
• Updates the lead stage to "Enrolled"

From there you can schedule their first real lesson, set up the subject and rate, and you're away.

Business Profile

Your business details appear on invoices and the parent portal.

Under Settings, you can update:

• Business Name — shown on invoices and the portal header
• Phone — your contact number
• Address & Postcode — shown on invoices
• Accent Colour — customises the look of your platform

Online Booking

Let parents book lessons directly from your public booking page.

Your booking page is at your-subdomain.mytutor.work/book. From Settings you can configure:

• Booking Enabled — turns the public booking page on or off
• Auto-Accept — if on, bookings are confirmed immediately. If off, you'll need to approve each one.
• Advance Days — how far ahead parents can book (default: 28 days)
• Minimum Notice — how many hours before a lesson a booking must be made (default: 2 hours)

Notifications

Automated reminders so nobody forgets a lesson.

Under Settings, you can set the Lesson Reminder hours — this controls how far before a lesson an automatic reminder email is sent to the parent. Default is 24 hours.

Automatic reminders are sent for all scheduled lessons where the student's family has an email address on file.

Status Meanings

Quick reference for all the status badges used across the platform.

Student statuses

• Active — currently receiving lessons
• Trial — in trial period
• Paused — temporarily stopped
• Archived — no longer a student, hidden from active lists

Lesson statuses

• Scheduled — upcoming, not yet happened
• Completed — happened, attendance marked as "attended"
• Cancelled — won't happen, not billed

Attendance

• Attended — student was present, lesson completed
• Absent — student didn't show up
• Late — student arrived late

Invoice statuses

• Draft — created, not yet sent
• Sent — emailed to parent, awaiting payment
• Paid — fully paid
• Overdue — past due date, unpaid
• Void — cancelled, lessons unlinked

Lead stages

• Enquiry — initial contact
• Contacted — you've responded
• Trial Booked — trial arranged
• Trial Done — trial completed
• Enrolled — converted to student
• Lost — didn't proceed

FAQ

Can I use this on my phone?

Yes. The platform works in any browser on any device. There's no app to download — just open your browser and go to your platform URL. You can add it to your home screen for quick access.

Can parents book their own lessons?

Yes — if you enable online booking in Settings. Parents visit your public booking page, pick an available slot, and submit a request. You can choose to auto-accept or manually approve each booking.

Can I teach group lessons?

Yes. When creating a lesson, leave the student field blank and select "Group" as the type. You can add multiple students to a group lesson after creating it.

What happens if I cancel a recurring lesson?

You can cancel just the single lesson or the entire series from that date forward. Cancelled lessons are not billed.

Can I charge different rates for different students?

Yes. The rate is set per lesson. The subject's default rate auto-fills, but you can override it for any individual lesson. Create different subjects (e.g. "GCSE Maths" and "A-Level Maths") if you consistently charge different rates.

How do I give parents access to view their child's progress?

Generate portal credentials for the family (Families → View → Generate Portal Credentials) and give them the email/password. They log in at your-subdomain/portal.

Is my data secure?

Yes. All connections use HTTPS encryption. Passwords are hashed with bcrypt. Each tenant's data is completely isolated — you can never see another tutor's students, and they can never see yours.

Can I export my data?

Invoice and payment data can be exported for your accountant. We're adding more export options regularly.

What's the difference between "Absent" and "Cancelled"?

Absent means the student didn't show but the lesson still "happened" from your perspective — you were there and available. You may choose to bill for it (e.g. if they didn't give notice). Cancelled means the lesson was called off in advance — it's not billed.

Getting Support

We're here to help.

If you're stuck, have a question, or want to suggest a feature:

• Email: support@mytutor.work
• We aim to respond within 24 hours (usually much faster)
• No chatbots, no ticket queues — you'll hear from a real person

UK-based, friendly, fast. That's the whole point.

Stripe — online card payments

Lets families pay invoices by card, Apple Pay or Google Pay. Money lands directly in your bank account, usually within 2 working days.

Setup (one-off, ~10 minutes)

1. Settings → Integrations → Stripe Payments → Connect.
2. Stripe's hosted onboarding opens — fill in business name, address, sort code & account number.
3. Return to My Tutor — the row flips to ✓ Connected.

Costs

Stripe charges 1.5% + 20p per UK card transaction (their published rate). My Tutor takes a tiny 1% platform fee on top to keep the lights on. Both are deducted automatically — what arrives in your bank is the net.

PayPal

Some parents prefer PayPal — adding it gives them a familiar option. You'll need a free PayPal Business account (upgrade from Personal if needed; "Sole Trader" works for most UK tutors).

Setup

1. Sign in at paypal.com/uk/business.
2. Go to developer.paypal.com → My Apps, switch to Live.
3. Click Create App, name it "MyTutor", type "Merchant", copy the Client ID and Secret.
4. In My Tutor: Settings → Integrations → PayPal → paste both → Test & save.

Costs

PayPal UK charges roughly 2.9% + 30p — about double Stripe. The trade-off is some parents trust PayPal more. You can have both connected and let parents choose.

SumUp — in-person card payments

Take card payments at the door (SumUp Air, Solo, or the SumUp app on your phone) and have them auto-matched to invoices in My Tutor. Money still goes to your bank as normal — we just read your transactions and reconcile them.

Setup (~90 seconds)

1. Sign in at me.sumup.com.
2. Open developer.sumup.com → API Keys.
3. Create new key — name "MyTutor", permissions transactions.history.read + user.profile_readonly.
4. Copy the token (starts sup_sk_) and paste it under Settings → Integrations → SumUp.

Reconciling

Visit the Reconcile page in the sidebar to sync. Transactions whose amount matches an unpaid invoice within ±7 days are auto-matched. Anything we couldn't match shows a dropdown of likely candidates — pick one and click Match.

Bank transfer details on invoices

For parents who prefer to pay by bank transfer, My Tutor can display your sort code / account number / payee / reference directly on their invoice — so they've got everything they need in one place.

Setup

Settings → Bank details for transfers. Enter payee name, sort code, account number, and an optional reference hint (e.g. "INV + child's first name"). Save.

What parents see

On the online invoice page, under the Pay-by-card / PayPal buttons, a "Or pay by bank transfer" block appears with your details and a pre-formatted reference (INV-1042). They copy, paste into their banking app, job done.

Once the payment hits your bank, either log it manually under Payments → + Record Payment, OR let Open Banking auto-reconciliation do it for you.

Bank auto-reconciliation (Open Banking)

Connect your bank account to My Tutor once and every incoming transfer is automatically matched to the right invoice. No more checking statements and logging each one manually.

How it works

• One-time connect — Settings → Integrations → Bank (Open Banking) → Connect. You'll be redirected to a UK-regulated provider (TrueLayer), pick your bank, log into your banking app, and approve read-only access. Takes about 90 seconds.
• Auto-sync — Transactions are pulled regularly. Each incoming credit is matched to an unpaid invoice by amount + reference. If the reference contains the invoice number or family name, the match is instant.
• Review anything ambiguous — Sidebar → Reconcile shows any unmatched transfers with suggested invoices. One click to match.

90-day reconnect (unavoidable)

UK Open Banking rules (PSD2 Strong Customer Authentication) require re-consent every 90 days. A banner appears on your dashboard 7 days before expiry — click it, sign into your bank again, done in a minute. Happens roughly quarterly.

Privacy & security

• Read-only — we can see transactions, nothing more. We can't move money, send payments, or change anything in your account.
• UK FCA-regulated — we use TrueLayer (an Authorised Electronic Money Institution) who hold the actual regulatory permission for Open Banking access.
• Revoke any time — click Disconnect in Settings, plus revoke at your bank's app directly for belt-and-braces.
• Your data stays on-platform — transaction amounts/dates/descriptions are stored against your My Tutor account, nothing shared externally.

Which banks are supported?

All major UK high-street banks (Barclays, HSBC, Lloyds, NatWest, Santander, RBS, etc.), all challenger banks (Monzo, Starling, Revolut), most building societies, and a handful of business-specific providers. If it supports Open Banking in the UK, it works here.

Cost

Free for you.

Discounts & voucher codes

Settings → Integrations → Discounts (or via API). Create either:

• Percent off — e.g. BACK2SCHOOL = 10% off
• Fixed amount — e.g. FIRST10 = £10 off

Codes can have a max-uses cap and an expiry date. Family-level sibling discount can also be set per family for automatic ongoing % off invoices.

Credit packs

Sell pre-paid lesson bundles ("buy 10, save 10%"). The family pays upfront, then each completed lesson decrements the pack rather than generating a separate invoice. Set up under Discounts → Credit Packs.

Homework tracker + photo upload

Assign homework to a student (optionally tied to a specific lesson). Parents see it in their portal with title, description, due date and any attachment. They can mark it as submitted, upload a photo of the completed work, and add a note (e.g. "struggled with question 3").

From the tutor side

Sidebar → Homework → + Assign. Pick student, give it a title + description + due date. Overdue items are flagged red on both sides.

From the parent side

Homework tab in the portal. Each item has a ✓ Mark as done button that expands a form: attach photo/PDF (up to 10 MB), optional note, Send. Uploaded work appears against the homework in your admin view with a 📷 View work link.

Mobile parents

On phones the file input uses the camera directly — parents can snap the homework and submit in one go. Works on iPhone Safari + Android Chrome.

Video call links — Zoom / Teams / Meet / Webex

For remote lessons, paste your meeting URL into the lesson itself. No specific tool required — any valid URL works.

Adding the link

New Lesson modal → scroll to "Online meeting link" → paste (e.g. https://zoom.us/j/123456, https://teams.microsoft.com/l/meetup-join/..., https://meet.google.com/abc-defg-hij, https://yourcompany.webex.com/...). Save.

What the tutor sees

On the week calendar, any lesson with a URL gets a 🎥 icon next to the time. Click it to open the meeting in a new tab.

What the parent sees

Upcoming Lessons on the portal home shows a green 🎥 Join button instead of the standard status pill. One tap into the meeting.

What about whiteboards?

Most platforms include a whiteboard (Teams whiteboard, Zoom whiteboard, Google Jamboard-in-Meet). If you want a fully integrated virtual classroom with whiteboard, recording, and auto-attendance, see Lessonspace — a separate opt-in integration that runs inside My Tutor.

Email templates & bulk sends

Sidebar → Email. Build reusable templates, preview, send to one family or many.

Creating a template

Click + New template. Give it a name + type (Custom / Reminder / Invoice / Welcome / Marketing), write the subject + body. Use placeholders like {{family_name}} that auto-fill per recipient.

Available placeholders

• {{family_name}} · {{parent_name}} · {{student_name}}
• {{business_name}} · {{tutor_name}}
• {{invoice_number}} · {{invoice_total}} · {{invoice_due_date}}
• {{lesson_date}} · {{lesson_time}} · {{subject_name}}
• {{portal_url}} · {{site_url}}

Sending

Click Compose & send or Send on a template row. Pick recipients:

• All families with portal email — skips anyone without an email on file
• All families — full list
• Pick specific families — multi-select

Hit Preview first to see the rendered email for the first recipient. Then Send confirms and loops through. Result toast shows sent / skipped / errors.

Reply-To

Every email we send has Reply-To = your business email set, so when a parent hits Reply the message goes straight to your inbox — not ours.

Resource library

Upload worksheets, PDFs, audio files etc. Tag with a subject. Toggle "visible to parents" to either keep it tutor-only or share to the parent portal. Replaces the usual Google Drive mess.

Where: Sidebar → Resources.

Progress notes

After a completed lesson, click Notes on the lesson detail. Fill in summary, strengths, areas to work on, and homework. Tick "parent visible" to share via the portal.

Tip: use the AI tools to generate the note from an audio recording — see below.

AI tools — bring your own AI key

Connect your own OpenAI (ChatGPT) or Anthropic (Claude) account. We don't add a markup — you pay the AI provider directly, costs are typically pence per lesson.

Why bring your own key?

• No markup — at-cost AI usage, billed direct from OpenAI or Anthropic to you
• Your data, your account — usage logged in your provider dashboard, governed by their privacy policy not ours
• You set the limits — cap monthly spend on the provider side so there are never surprises
• Pick the brand you trust — ChatGPT or Claude, whichever fits

What it powers

• Lesson plan generator — type a topic ("Quadratic equations"), level ("GCSE Higher") and duration → structured 45-minute plan with objectives, recap, worked examples, practice tasks and homework
• Audio → progress note — record the lesson on your phone, upload the file. We transcribe (Whisper) then turn it into a structured progress note with summary, strengths, areas to work on, homework, plus a warm parent-friendly summary. Saved straight to the lesson record. Whole loop takes ~30 seconds of your time.
• Parent assistant — parents can ask their portal questions like "When is Alex's next lesson?" or "How much do I owe?" — answered from your tenant's data only, never invented.

Setting up ChatGPT (OpenAI) — most popular

1. Go to platform.openai.com and create an account. Note: this is the developer platform — separate from your normal ChatGPT subscription. (You don't need ChatGPT Plus to get an API key.)
2. Add a payment method under Billing
3. Set a hard usage limit at Usage limits — start with £5/month. You can never be charged above this.
4. Go to API Keys → Create new secret key
5. Copy the key (starts sk-…) — only shown once
6. In My Tutor: Settings → Integrations → AI assistant → paste the key → Test & save

Setting up Claude (Anthropic)

1. Go to console.anthropic.com and sign up
2. Add credit under Settings → Plans & Billing — Anthropic uses prepaid credit (minimum $5)
3. Settings → API Keys → Create Key
4. Copy the key (starts sk-ant-…)
5. In My Tutor: Settings → Integrations → AI assistant → paste the key → Test & save

Audio transcription (Whisper) is OpenAI-only. If you only connect Claude, the lesson plan + parent assistant work but you won't be able to upload lesson audio. For full AI features, an OpenAI key is the most flexible.

How much does it cost?

Genuinely cheap. Indicative per use on the default models (gpt-4o-mini / Claude Haiku):

• Lesson plan generation — about 0.1p
• 30-min lesson audio → transcribed + structured note — about 0.5p (transcription dominates)
• Parent assistant question — under 0.05p

A solo tutor running 20 lessons a week with audio notes on every lesson would spend roughly £0.50–£1 per month on AI. Setting a £5/mo cap on the OpenAI dashboard means you've got 5× headroom and it'll just stop if you somehow use more.

Switching providers later

Settings → Integrations → AI assistant. Change "Preferred provider" between Auto / ChatGPT / Claude any time. "Auto" uses whichever you've connected (your key beats any platform default).

Disconnecting

Click Disconnect under AI assistant and the keys are wiped from our database. Revoke them at the provider's dashboard for full peace of mind.

In-app messaging

Threaded conversations between you and each family. Replaces email rot. Unread badges on both sides. Sidebar → Messages.

WhatsApp reminders

Send lesson and invoice reminders via WhatsApp. Two setup paths depending on what your platform supports:

• Embedded Signup (preferred): Settings → Integrations → WhatsApp → "Continue with Facebook" → pick a number → done.
• Manual: paste your Meta Cloud API Phone Number ID + Access Token.

Families opt in via their portal (we never message anyone without consent — required by Meta and UK law).

Parent portal invite QR

Add a family → click Invite QR on their row → show the QR to the parent on your phone (or print it). They scan, set a password on first use, and they're in. No emails to forward, no passwords to remember.

Each invite is valid for 14 days and burns after first use. Generate a fresh one any time.

Waitlist

When you're full, add prospective students to the waitlist with their preferred days/times and tutor. When a scheduled lesson cancels, we surface the best-match waitlist entries for that slot so you can fill it.

Sidebar → Waitlist.

Reviews

Parents can leave a star rating and comment on a completed lesson via their portal. Reviews you publish appear on your public tutor profile for SEO and trust.

Sidebar → Reviews. Click "Publish publicly" on any review to approve it.

DBS certificates

Sidebar → Safeguarding → DBS Certificates. Record each tutor's DBS number, issued date and expiry. Certificates expiring within 90 days are flagged amber. Upload a scan if you want to keep it on file.

Safeguarding notes

Private notes against a student, visible only to admins. Every entry is audit-logged (who wrote it, when, from what IP). Use sparingly and follow your safeguarding policy.

Three severity levels: Info / Concern / Urgent.

GDPR — export and delete

Under UK GDPR, families can ask for everything you hold on them, or ask you to delete it. Two one-click tools under Safeguarding:

• Export JSON — downloads everything: family record, students, lessons, invoices, payments, progress notes, homework. Send the file to the parent.
• Delete (irreversible) — anonymises the family and their students, deletes progress notes, homework and safeguarding entries. Financial records (invoices/payments) stay because UK law requires you keep them for 6 years.

Google Calendar

Two-way sync. When you schedule a lesson, it appears on your Google Calendar. Personal events on your Google Calendar appear in My Tutor as "busy" blocks so you don't get double-booked.

Settings → Integrations → Google Calendar → Connect → sign in with Google. That's it.

Xero, QuickBooks & Sage

Push your invoices into your accounting software. Same pattern for all three: Settings → Integrations → Connect → sign in with the provider. After that, every new invoice can be pushed with one click from the invoice page.

You don't need all three — pick whichever you already use. Most UK solo tutors use Xero or QuickBooks; larger centres often use Sage.

Lessonspace virtual classroom

Lessonspace is a full branded video classroom — shared whiteboard, screen share, recording, auto-attendance — that opens inside MyTutor rather than requiring families to install Zoom/Teams.

Do I need it?

If your students are happy with Zoom / Teams / Meet / Webex, you don't. Just paste your meeting URL into the lesson's Online meeting link field and you're sorted.

Lessonspace earns its keep when you want the classroom to feel like part of your own business — whiteboard always available, no "which link again?" questions from parents, recordings you can share without Zoom admin faff, and attendance auto-ticked when the session ends.

Getting a Lessonspace account

1. Sign up at thelessonspace.com — free trial
2. Pricing is usage-based, typically ~70p per hour of teaching (check their site for current rates)
3. Once signed up, go to organisation settings → API → generate an Organisation API key
4. In MyTutor: Settings → Integrations → Virtual Classroom → paste the key → Save

How lessons use it

With Lessonspace connected, every lesson can spin up a room on demand via the button in the lesson detail. When the lesson time comes, you and the family both click Join from your respective MyTutor views — no apps to download, no meeting IDs to remember.

Analytics dashboard

Sidebar → Analytics. A one-page view of how your business is doing — revenue, attendance, utilisation, outstanding money, retention risk.

What's on it

• 4 KPI cards: active students (last 30 days), attendance rate (last 30 days), lessons delivered, revenue this month
• Revenue chart: bar chart of the last 12 months
• Lessons delivered chart: completed + attended by month
• Outstanding revenue — aging: how much is owed in each bucket (not yet due / 1–30 / 31–60 / 60+ days overdue). Colour-coded so you know what to chase first.
• Top subjects: what's in demand — lessons + total hours over the last 90 days
• Tutor utilisation: who's teaching how much (useful if you run a centre)
• Retention risk: families who haven't had a lesson in 3+ weeks but did before — flag them before they churn

Curriculum coverage tracker

Pick a UK exam spec for each student. Tick topics as you cover them. Parents see a live "X% of the spec covered" progress bar. Nothing like it on TutorBird.

Specs built in

AQA GCSE Higher Maths · AQA GCSE English · Edexcel A-level Maths. More will be added as they're requested — the data model supports any exam board / subject / level.

Setting up for a student

1. Open the student's record
2. Pick their exam board, level and subject
3. After each lesson, tick which topics you covered and pick a confidence level: introduced / practised / confident

What parents see

Their portal shows the full topic list with ticks, a percentage, and the confidence badge per topic. Gives families real confidence that their child is progressing through the spec methodically — not just "having lessons".

Cancellation policy

Settings → Cancellation policy. Automatically charges a cancellation fee when families cancel inside your notice window.

Settings

• Notice window (hours) — default 24. Cancellations more than this far in advance are free.
• Fee inside window (%) — default 0. Set to 50 to charge half the lesson fee, 100 for full.
• No-show fee (%) — default 100. Applied when you mark a lesson as absent with no notice.

How it's applied

When a lesson is cancelled the server checks the time until the scheduled start. If it's inside your window, the fee (%) of the lesson rate is recorded against the lesson. Shows on the lesson record and can be invoiced alongside regular lessons.

Set either percentage to 0 to disable that fee type — some tutors prefer to stay cancellation-free.

Month calendar view

Calendar page → toggle Week / Month at the top right. Saved per-browser, so whichever you pick sticks.

• Month view shows a full 5-6 week grid with up to 4 lessons visible per day + "+N more" overflow
• Today is highlighted in teal; days outside the current month dimmed
• Click any empty area of a day cell → New Lesson modal with that date pre-filled
• Click a lesson block → opens for editing
• Prev/Today/Next buttons move by month when in month view, by week when in week view

Practice log

For subjects where daily practice matters (music, languages, reading fluency). Parents log practice minutes each day in their portal; you see the trend.

From the parent side

Portal → Practice. Quick entry form per day: pick student, enter minutes, optional note. Takes 10 seconds.

From the tutor side

Open the student record to see their practice chart over the last 60 days. Totals, days logged, average per day. Easy "Emma practised 23 minutes daily — let's push harder on scales" conversation.

Bulk attendance

End of the day? Dashboard → Today's Lessons → if two or more lessons are still unmarked, a "✓ Mark all N attended" button appears at the top. One tap → all flipped to attended + completed.

For individual cases (someone absent, someone late), use the per-lesson ✓ ✗ L buttons — bulk is for the happy-path.

Read receipts & push notifications

Read receipts

Every message you send shows a tick indicator that tells you if the other side has opened the conversation:

• ✓ — sent (grey, faded)
• ✓✓ — read (teal, with read-time tooltip)

Works both ways — you see ✓✓ when the parent reads your reply; they see ✓✓ when you've opened their message.

Push notifications

Real phone notifications when new messages arrive — works on Android, desktop Chrome/Firefox, and iPhone once the app is installed to home screen.

Turn on: Quickbar → 🔔 Alerts → "Turn on push notifications" row at the bottom. Browser asks permission; tap Allow. After that you'll get pinged for every new message. Click the notification to open straight to the relevant thread.

On by default: new tutors get an auto-prompt on first login. Say No and we won't ask again (we respect that). Say Yes once and every new device you sign in on re-offers the prompt.

Privacy note: notifications are sent via VAPID-signed Web Push — encrypted end-to-end to your device. They travel through the browser vendor (Apple/Google/Mozilla) but the payload is unreadable to them.

UK tax year report

Sidebar → Reports → UK Tax year summary. Pick the year ending April (e.g. 2026 = 6 Apr 2025 to 5 Apr 2026). Shows income received, outstanding invoices, breakdown by month and by payment method. Hand straight to your accountant for self-assessment.

Timesheet export

Reports → Timesheet → pick a date range → Download CSV. One row per lesson with date, start/end times, duration, tutor, student, subject, status, attendance, rate. Useful for hourly-paid tutors or for sharing with payroll.

Payroll & commission

Sidebar → Payroll. Pick a date range. We group all completed-and-attended lessons by tutor and calculate gross earnings, your commission cut, and the tutor's payout.

Set each tutor's hourly rate and commission % in their user profile. We snapshot these at lesson-create time so historical reports stay accurate even if rates change later.

Import from TutorBird (or any CSV)

Sidebar → Import. Three import types: Families, Students, Lessons.

1. Export your data from TutorBird as CSV.
2. In My Tutor: pick the import type, choose your CSV, click Preview.
3. We show you the first 5 rows and which columns we'll use.
4. Click "Import N rows" — done.

Students get linked to families by name match (or we create a new family if needed). Lessons need a tutor name that matches an existing user.

Public tutor profile

Each tutor can have an SEO-friendly public page at https://yourname.mytutor.work/t/their-slug. Shows their photo, bio, subjects, hourly rate, average rating and approved reviews. Has a "Book a lesson" button that drops into your existing booking flow.

Enable in the tutor's user profile: tick "Public profile enabled" and set their slug.

Referrals

Generate a unique referral code for any family — they share it, anyone who signs up using it gets credit applied to their first invoice and the referrer gets credit too. Reduces marketing spend, sticky as anything.

Onboarding checklist

When you log in to a fresh account, your Dashboard shows an 8-step checklist. As you complete each step (set rate, add bio, schedule a lesson, publish your website etc.) it ticks off automatically. The whole widget disappears when you've finished — or you can dismiss it any time with the × button.

The steps deep-link straight to the right screen, so you can work through them in any order without hunting through menus.

Install the app on your phone

My Tutor is a Progressive Web App — it installs from the browser onto your phone like a normal app, with its own icon and splash screen. No App Store needed.

iPhone

1. Open https://yourslug.mytutor.work/admin in Safari
2. Tap the Share button (square with up-arrow)
3. Scroll down → Add to Home Screen

Android

1. Open the URL in Chrome
2. Tap the three-dot menu → Install app (or "Add to Home Screen")

The same trick works for parents on the portal URL — they get an installable parent app too. Once installed, it caches the shell so it opens instantly even on a flaky connection.

Subscribe to your lessons in Apple / Google Calendar

Your scheduled lessons can appear on your phone's regular calendar — alongside your personal events — by adding a single subscription URL. It updates automatically whenever you make a change in My Tutor.

Where: Settings → "Subscribe to your lessons" card. Copy the URL.

iPhone: Settings app → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar → paste URL.

Google Calendar: calendar.google.com → Other calendars → + → From URL → paste.

This is one-way (My Tutor → your calendar). For two-way sync — including your personal events appearing as "busy" blocks here — use the Google Calendar integration.

Your tutor website

Every account gets a free public website at https://yourslug.mytutor.work. It's auto-built from your settings — hero, about, subjects, team, reviews, contact form, FAQ, gallery, opening hours. Mobile-first, fast, SEO-friendly.

By default it starts hidden when you sign up — so you can polish it before going live. Flip it on under Settings → Website → "Site enabled".

Editing your website

Sidebar → Website. The editor is sectioned by area: visibility & theme, hero, about, three "things families get", opening hours, social links, gallery, FAQ, custom domain. Save changes and they appear instantly on your live site.

Theme

Two built-in themes — Dark and Light. Combined with your accent colour (from Business Profile) you get distinct branding without needing a designer.

Gallery

Paste image URLs one per line. Use the URL of an image hosted somewhere reliable (your own Google Drive, Dropbox, Cloudinary, or upload via the Resources library and use that URL).

FAQ

Add as many Q+A pairs as you want. Common ones: ages taught, where lessons are, methods, cancellation policy, DBS, rates.

Hero / About images

If you don't paste an image URL, we render a tasteful illustrated placeholder using your accent colour. So even a brand-new site never looks broken.

Parent login on the website

The site nav has a "Parent login" link that opens an in-page modal — no redirects. Existing parents enter their email + password, sign in, and land on their portal. The footer also has the link as a fallback.

Admin bar on public pages

When you're signed in to the admin and you visit your own public website (or its privacy/terms pages), a thin black bar appears across the top with two buttons:

• Admin dashboard → jumps you back to your admin app
• ✎ Edit this page deep-links to the relevant editor (Website editor for the home page, etc.)

The bar is invisible to the public — only people with your admin login cookie see it.

Privacy & Terms (auto-generated)

Every site automatically gets /privacy and /terms pages, GDPR-compliant for UK tutoring businesses. Your business name, email, phone and address are merged in. Linked from every page footer + below the contact form.

If you want to write your own custom version, drop your text into the override fields under Settings → Website (advanced) — those replace the auto-generated content for that page.

My Profile

Settings → top card. Edit your display name, phone, hourly rate, public profile slug, photo URL, bio, and toggle your public profile on/off.

Your hourly rate is used for: lesson auto-fill, payroll calculations, and (optionally) display on your public site. The bio + photo show on your public team page and on the public profile at /t/your-slug.

Subscription & billing

Settings → Subscription card shows: current plan, trial countdown, next bill date, and a Manage button.

Trial

30-day free trial — no card needed at signup. Use everything. After day 30 you'll be prompted to subscribe to keep your account active. Then a 7-day grace period before any data is locked.

Plans

£19.99/month or £199/year (2 months free). Every feature included, every plan. No tiers, no per-tutor surcharges, no add-on paywalls.

Managing your card / cancelling

Click Manage subscription — opens Stripe's hosted portal where you can update card, view past invoices, change plan or cancel. We never touch your card details directly.

What parents get in their portal

The parent portal has 9 tabs (built specifically because TutorBird's portal is so threadbare):

• Home — upcoming lessons, outstanding invoices, recent progress notes, current balance
• Lessons — full history, per-student filter, leave a star rating on completed lessons
• Homework — assignments with due dates, mark as done with a note
• Progress — parent-visible progress notes from every session
• Goals — active learning goals per student
• Resources — worksheets, PDFs and audio files you've shared
• Invoices — pay online by Stripe, PayPal or bank transfer
• Messages — threaded chat with you, with unread badges both sides
• Ask — AI assistant that answers from their own family's data ("when is the next lesson", "how much do I owe", "what homework's due")

Onboarding is one tap — generate an invite QR or click "Email to parent" from the family row. Parent scans/clicks → sets a password → they're in.

Inviting parents by email

Two ways:

1. When creating a family — leave the "Email them a portal invite now" tickbox checked. As soon as you save, they get a branded welcome email with an activation link.
2. From the family row → Invite QR button → modal has both the QR (for in-person) and a ✉ Email to parent button.

The email comes from noreply@mytutor.work with your business name as the sender, and Reply-To set to your tutor email — so when the parent hits Reply, the message goes straight to your inbox.

Calendar drag-and-drop

On the Calendar week view:

• Drag a lesson card to a different day → instantly reschedules to that date (time stays the same)
• If the new slot conflicts with another lesson for that tutor, you'll get a confirmation: "Sarah already has a lesson at 16:00–17:00. Move anyway?"
• Click an empty area in any day column (or the dashed + Add lesson tile at the bottom of each day) → opens New Lesson modal with that date pre-filled

Currently desktop-mouse only — touch/tablet drag is on the roadmap.

Pricing

One price. £19.99 a month (or £199/year). Every feature on this page included — no tiers, no per-tutor surcharges, no add-on paywalls. 30-day free trial, no card required to start, cancel any time.