For tutoring companies with schedules to coordinate

Virtual assistants for tutoring companies

Keep parent requests and session details organized while your tutors focus on teaching. An assistant can coordinate intake, scheduling and routine follow-up. Knows The Drill recruits and prepares your assistant for your tutoring company's process before handoff.

Find your assistant

Make a schedule change easier to resolve.

A parent asks for a different weekly time. The tutor has shared availability, but the coordinator still needs to confirm the arrangement. Another family is waiting for a makeup session. Without one record, a simple change can create several rounds of messages.

An assistant can collect the details, maintain the schedule and track the response. Your academic or scheduling lead decides the tutor match, learning plan and exceptions to your policies.

The work to hand off

Keep families, tutors and coordinators working from the same record.

Prepare new-family inquiries

Gather the subject, requested schedule and information your intake process requires. Arrange the next conversation and route academic or accommodation questions to the appropriate lead.

What you get back: An inquiry record ready for a coordinator to review

Coordinate recurring sessions

Collect availability, prepare proposed arrangements and update the calendar after confirmation. Keep parent and tutor communications linked to the current schedule.

What you get back: A recurring-session record with confirmation status

Track cancellations and makeups

Record the request, affected session and available options supplied by your team. Follow up for the decision and document the arrangement under your policy.

What you get back: A makeup queue with the original session and next action

Organize attendance and account questions

Collect tutor-supplied attendance records and administrative references for billing inquiries. Prepare the context for your coordinator or accounts owner to resolve exceptions.

What you get back: An attendance and account record with source information

Illustrative workflow

Resolve a recurring schedule change

Use this sequence to establish when an assistant gathers options and when your coordinator confirms the arrangement.

Capture the request

Assistant preparesRecord the family's requested change and the affected recurring session.

Your tutoring team decidesWhether the request needs academic or policy review.

Collect availability

Assistant preparesGather the tutor's available times and the family's preferences.

Your tutoring team decidesWhich arrangement fits the student and tutor assignment.

Prepare confirmation

Assistant preparesPresent the matching option and any unresolved detail.

Your tutoring team decidesThe final schedule and any related exception.

Update the record

Assistant preparesSend the confirmed arrangement and update the calendar.

Your tutoring team decidesFurther changes that affect the learning plan or policy.

Illustrative example — not a client record

A recurring tutoring schedule change

This illustrative request shows the information a coordinator needs before confirming a new time.

Current arrangement: Example entryWeekly algebra session on Tuesday afternoon.; What to provide or checkIdentify the affected subject and recurring session.
Family request: Example entryParent asks to move the session to Wednesday afternoon.; What to provide or checkRecord the requested change.
Tutor response: Example entryTutor can offer Wednesday at the proposed time.; What to provide or checkKeep the availability response tied to its source.
Confirmation status: Example entryCoordinator's review is pending; current session remains on the calendar.; What to provide or checkDistinguish an available option from a confirmed change.
Next action: Example entryCoordinator confirms the arrangement; assistant updates the calendar and notifies the parent and tutor.; What to provide or checkName the decision and both communication recipients.

Ready to hand over when: The current session, requested option, tutor response and confirmation owner are recorded before the calendar is changed.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Would an assistant help your tutoring coordinator?

A useful fit when

Parent and tutor messages create recurring scheduling work.
Cancellations, makeups and attendance records need a consistent administrative owner.

Discuss the setup first

You need someone to assess students, teach sessions or choose an academic approach.
Your support requirements include student supervision or urgent responsibilities beyond the agreed role.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Teaching and student decisions stay with your education team.

Your assistant coordinates the administrative record. Define the appropriate family contacts and what information the role may access.

Academic assessment, tutor assignment, learning plans and accommodations remain with your authorized education team.
Student and family information is limited to the access and communication rules your business establishes.
Cancellation fees, refunds, safeguarding concerns and unusual parent requests go to the designated responsible staff member.

Start with the messages around one recurring session.

01Your inquiry form and the information a coordinator needs before matching a tutor.
02The way recurring sessions, cancellations and makeups are recorded.
03Your approved parent communications and student-data access rules.
04The contacts for academic questions, schedule exceptions, accounts and urgent concerns.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant communicate with parents?: Yes, within your approved channels and contact rules. Routine scheduling, reminders and administrative follow-up can fit the role. Academic judgments, sensitive concerns and policy exceptions go to the responsible member of your team.
Can they match students with tutors?: They can gather subject requirements, availability and other intake information your process uses. Your education or scheduling lead decides the match and any learning or accommodation requirements.
Can they manage cancellations and makeup sessions?: Yes. They can record requests, gather available options and send the arrangement your team confirms. Your business defines which changes are permitted and who decides fees, credits or exceptions.
Can they update our scheduling or tutoring platform?: Tell us the system and required actions during matching. We discuss relevant skills and access, then prepare the assistant for the workflow agreed before handoff.
Can this support both online and in-person tutoring?: Yes. The administrative work can include scheduling, joining details or location instructions for either model. Teaching, on-site supervision and student welfare responsibilities remain with the appropriate staff.

Make the next schedule change easier for everyone.

Show us the inquiries, parent messages and makeup requests your team handles each week. We will help define an assistant role around keeping the details and follow-up together.

Find your assistant

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