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Inbound: the customer calls

Sessions moved around games and practices

A volleyball tournament moves, a field trip runs late. Parents call to move a session and get a new time with the same tutor on the spot, and the tutor's calendar stays full.

When it starts

A parent or student calls to move or cancel a session.

What the agent does

Finds the session, offers new times with the same tutor, applies the policy.

What your team gets

A moved session on the calendar and the tutor told, with no gap in the plan.

How it works

  1. Finds the session

    By the student's name, the day and the tutor.

  2. Offers new times

    Two openings with the same tutor that week, so the plan before the exam doesn't slip.

  3. Applies the policy

    Moves with 24 hours' notice are free. Inside that window, she reads the centre's late-cancellation policy as written.

  4. Fills the gap

    The freed slot is offered to a student on the waitlist for that tutor.

  5. Tells the tutor

    The tutor sees the change right away, with any note from the parent.

Example call

  1. CustomerHi, it's Jen Takahashi. Can we move Mia's Tuesday session? She's got a volleyball game.
  2. AI agentOf course. That's Tuesday at 5 with Ms. Okafor for chemistry. Ms. Okafor has Monday at 6 or Wednesday at 4:30 this week.
  3. CustomerWednesday's good.
  4. AI agentMoved to Wednesday at 4:30, same room. Since it's more than a day's notice, there's no charge. I'll text you the change.
  5. CustomerThanks, that was easy.

After the call: Mia's session moves to Wednesday at 4:30, Ms. Okafor sees the change, and the Tuesday 5:00 slot is offered to a student on her waitlist.

What your team gets

  • Sessions moved with the same tutor, inside the same week
  • Cancellation policy applied the same way for every family
  • Freed slots offered to waitlisted students
  • Tutors told the moment a session moves
  • A record of every change on the student's file
Set up with you: The team sets up a connection to your tutoring software for sessions and tutor availability, and loads your cancellation and makeup policies word for word.

Questions

Will it waive a late cancellation fee?

It reads your policy. Exceptions, like an illness, are noted for the director to decide.

Can students call themselves?

Yes. Older students often do, and the parent gets a text of the change if you want.

What if the tutor has nothing that week?

It offers another tutor for that subject or a time early next week, and notes the parent's preference.

Hear it on your phone

Request a demo call and the agent phones you, set up for tutoring centres like yours.

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