Automation for Tutoring Business
The Problem
The Open Door stands as a beacon of hope for students struggling with reading and spelling, offering a unique and effective approach to learning. They are renowned for their ability to tailor educational strategies to each student’s learning style, making significant strides in the Ottawa area and beyond.
When administrators and tutors alike were spending more time ensuring contracts were signed and assessments were completed, founder Heather knew something had to change. Multiple team members were completing these processes manually – between constant back-and-forth emails, shared Google Docs, and a third-party “tutor” application with an expensive price tag, things were getting increasingly complicated and ultimately hindering growth.
The Solution
A strategic automation audit identified areas where automation could improve efficiency and reduce error. We decided to create a completely custom online portal with both a student-facing and an administrative-facing side.
- The project was broken out into stages that would allow Heather to begin using a minimum viable version of her new portal as quickly as possible, so she could phase out the cumbersome manual processes.
- Online applications for new tutors and students, with easy progression to next steps.
- Automated contract generation and acceptance, photo and bio uploading, and set-up of new tutors.
- Automatic tutor training delivery and training level tracking including videos and assessments, so tutors are progressed through required training at appropriate times.
- Material tracking so tutors can sign out educational materials and administrators can quickly track where materials are.
- Student waitlist, with automatic email functions to alert available tutors to new student requests.
- Scheduling integrations for both students and tutors.
