Managed Website Service
A professional website, built, hosted and looked after for you, with business email.
- Fully managed, so you never touch the technical side
- Designed around your business
- Your own domain
£50 a month
CRM for tutors
CRM for Tutors: Grow Your Tutoring Business
CRM for tutors: manage students, parents, lessons and payments without spreadsheet chaos. Track progress, schedule sessions, send reminders.
CRM
From £100 a month
30-day free trial. No per-seat charges.
- Contact management with notes and history
- Deal pipeline with your own stages
- Email campaigns and marketing lists
- Online booking and embeddable forms
- Workflow automations
- Lead attribution
The challenges you face
What tends to get in the way for tutors.
- Juggling communication with both students and parents
- Tracking lesson history and student progress
- Managing scheduling across multiple students
- Following up with enquiries while teaching
- Keeping payment and lesson records organised
- Growing your client base while delivering quality tuition
How Kabooly helps
What changes once your enquiries and clients live in the CRM.
- Store student and parent details together in one place
- Let students or parents book lessons online
- Track every lesson and add progress notes
- Manage your pipeline from enquiry to regular student
- Send professional emails and reminders
- Understand which marketing brings you new students
How a tutoring business runs in Kabooly
Not a feature list. This is the setup most tuition businesses end up with.
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Pipeline stages that match a term
Stages are yours to define. Tuition businesses usually land on something like Enquiry, Trial Lesson Booked, Trial Completed, Regular Student, Paused, and Finished. A student sitting in Trial Completed for two weeks is a follow up you can see rather than one you forgot.
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Parents and students on the same record
Contacts carry tags and custom fields, so the paying parent and the student they are paying for stay linked, and you can filter on things like subject, exam board, or year group without keeping a second spreadsheet.
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An enquiry form that starts the process
Build the form, embed it on your site, and a submission creates the contact and can start an automation on its own. The enquiry lands in your pipeline rather than in an inbox you read at nine at night.
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Parents booking their own lessons
Set up booking types for trial lessons, single sessions, or consultations, publish the booking widget on your site, and let parents pick from your real availability. The back and forth about Tuesday at five stops.
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Lead sources you can actually report on
UTM parameters are captured on form submissions, so the tracking reports tell you whether your students came from search, a directory, a school, or a parent who recommended you. Most tutors are surprised by the answer.
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Term time email without the mail merge
Marketing lists, email templates and campaigns are built in, so the start of term message, the exam season reminder, and the September restart go out from the same place your student records live.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The enquiry that gets answered the same day
When a form is submitted, send an acknowledgement email with your availability and next steps, and create a task for yourself to call. Speed of reply is the single biggest factor in whether an enquiry becomes a student.
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The trial lesson that did not convert
When a deal moves to your Trial Completed stage, wait three days, then send a short honest email asking whether they would like to book a regular slot. Most tutors never send this, and it is the cheapest new student you will ever get.
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The student who quietly stopped
When you tag a contact as Paused, wait eight weeks, then send a check in before the next term starts. Lapsed students are far easier to bring back than strangers are to win.
A London tutoring college runs its enquiries, bookings and parent communication on Kabooly.
You are holding data about minors, and that changes the brief
Three things sit alongside the choice of software, and all three are the sort of thing a school or agency will ask you about.
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Safeguarding
If you tutor under 18s, in person or online, you are working in a space the Department for Education covers in Keeping Children Safe in Education. Many schools and agencies will expect a clear policy and a way to log a concern. A CRM should let you store safeguarding notes against a student record with restricted access, not alongside the lesson notes.
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Data protection
Names, contact details, school information and progress notes about children are personal data. UK or EU hosting, encryption, consent tracking and a data processing agreement are the baseline, and parents are entitled to a straight answer about what you hold.
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Standards and renewals
Tutoring is not formally regulated, but bodies such as The Tutors' Association publish standards that schools and parents increasingly look for. DBS checks, professional memberships and insurance all renew, and none of them should lapse on a Friday afternoon in exam season. They are reminders.
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What to ignore
B2B deal forecasting, territory and quota management, AI lead scoring, branching marketing journeys, and custom object modelling. Those are what turn a £20 a month tool into a £200 a month one, and an afternoon of setup into a project that never ships.
A first month setup that actually works
Resist spending three weekends perfecting the data before going live. This order reclaims hours immediately.
- Import your current students: name, year, subject, exam board, parent email and phone, source, last lesson date. Nothing more, and about an hour of work
- Set up the pipeline: new enquiry, trial booked, trial done, active, on hold, past student, returned. Ten minutes
- Connect the enquiry form, replacing the email me link on your site or directory profile, so every lead lands tagged with its source
- Build two automations: a reminder the day before each lesson, and a re-engagement nudge when a student goes quiet
- Add the renewal dates for DBS, membership and insurance as reminders while you are in there
Three reports cover most of what a solo tutor or a small agency needs: new enquiries per week, active versus paused students, and revenue by subject or source. Anything beyond that is usually unread by month two.
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Contact Management
Keep all your customer information in one place, accessible to your whole team.
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Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
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Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
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Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
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Booking System
Let clients book appointments directly with you, synced to your calendar.
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Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
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CRM Starter
Perfect for small teams getting started with CRM.
£100 a month
- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3 automations
- 3,000 emails per month
- All core features
- Email support
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CRM Professional
For growing businesses that need more capacity.
£200 a month
- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10 automations
- 10,000 emails per month
- Everything in Starter
- Priority support
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CRM Enterprise
For larger teams with high-volume needs.
£500 a month
- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- Unlimited automations
- 100,000 emails per month
- Everything in Professional
- Priority support
Start your 30-day free trial
Every account starts with a free trial and moves up a plan as you reach its limits.
The bundle
Also for tutors
Get the website, Marketing and the CRM together for £100 a month.
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Marketing
Adverts for Facebook, Instagram and Nextdoor, written and designed around your business.
- Advert text in your tone of voice
- Images sized for Instagram, Facebook and Nextdoor
- Your logo and brand colours picked up from your website
£40 a month
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All three
£100 a month
The CRM plus the other two, for one monthly price.
Get the bundle
Questions from tutors
Can I manage both students and parents in the same system?
Yes, you can create linked contacts for students and their parents. Store details for both, and communicate with parents while tracking each student's progress.
How do I track student progress over time?
Add notes to each student's record after every lesson. Track topics covered, areas for improvement, and progress towards goals. Everything is stored in one place for easy reference.
Can students or parents book lessons online?
Yes, share your booking link and let students or parents schedule lessons directly. Set your available hours and Kabooly handles the rest.
How do other tutors use Kabooly?
Tutors typically use Kabooly to manage enquiries, track student details and progress, schedule lessons, send reminders, and understand which marketing channels bring new students.
Can I send lesson reminders automatically?
You can create email templates for reminders and send them to upcoming appointments. This helps reduce no-shows and keeps students engaged.
How do I manage enquiries while teaching?
Website enquiries can come through forms that create contacts automatically. When you have a break, review new leads in your pipeline and follow up when convenient.
Is there a limit on how many student notes I can store?
No limit on notes. Store as much detail as you need for each student. Your limits are based on total contacts and email sends, not the amount of information per student.
Can I track where my new students come from?
Yes, lead attribution shows you which marketing channels bring enquiries. Know whether students find you through Google, social media, referrals, or other sources.
Where do safeguarding notes go?
Against the student record, with restricted access, and separate from ordinary lesson notes. If you tutor under 18s you are operating in the space the Department for Education covers in Keeping Children Safe in Education, and schools and agencies will expect both a policy and a way to log a concern. Role based access is what makes that possible in practice.
What pipeline stages suit a tutoring business?
New enquiry, trial booked, trial done, active, on hold, past student, returned. Seven stages, and the two that earn their place are on hold and returned, because a paused student is not a lost one and the returns are a real part of the income that nobody tracks.
Does the answer change for a small agency rather than a solo tutor?
The stages do not, but access does. An agency with a roster of subject specialists needs each tutor to see their own students rather than the whole roll, and needs the renewal dates for every tutor's DBS and insurance in one view. A solo tutor needs neither and should not pay for them.
How do I keep on top of DBS and insurance renewals?
As dated reminders in the same system you open every day. They are the classic thing that lapses quietly, and the moment you discover it is usually the moment a school asks. Put the expiry on the record and set the reminder a month ahead.
What reporting is actually worth setting up?
Three reports. New enquiries per week, active versus paused students, and revenue by subject or source. Those answer whether the business is growing, whether students are quietly drifting, and where the good enquiries come from. Anything past that tends to go unread by the second month.
CRM for tutors, from £100 a month
Or get the website, Marketing and the CRM together for £100 a month.