Tutoring Business Management System

Sell your courses, sessions and classes from one website of your own.

Overview

Tutor planning lessons at a desk with a notebook, a laptop and a camera

The Tutoring Business Management System (KA Tutor OS, version 1.2.1) is one WordPress theme that lets an independent tutor, coach or trainer run their business from their own website: online video courses, 1-to-1 bookings, group classes, services with quotes, class packs, bundles and memberships, a student list and automatic messages.

All payments go through WooCommerce and your own payment provider account: checkout, coupons, tax, receipts and refunds are handled there. The theme looks after bookings, places, credits, course access and quotes. The website, admin screens and emails are in English.

Who it is for

One tutor per website, such as a yoga teacher, coach, consultant or trainer, with assistants if needed. It is not a marketplace for several tutors.

Features in detail

Student watching a video lesson on a laptop with a notebook beside her

Online video courses

Sell courses and let students learn at their own pace.

Courses with sections and lessons, preview lessons for visitors, and downloads
Release lessons over time, or require lessons to be completed in order
Quizzes with a pass mark, and a printable certificate on completion
Videos from YouTube, Vimeo, an MP4 or streaming link, or your own Amazon S3 or CloudFront storage with time-limited links
Import many lessons at once from a list of links or from your storage

Coach with a headset on a video call, a planner open on the desk

1-to-1 bookings

Let clients book your time without the back-and-forth.

Weekly hours, days off, buffers before and after, minimum notice and how far ahead people can book
Times shown in the client's own time zone
Busy times from your own calendar feed are kept free (a read-only feed; there is no two-way Google or Outlook sync)
Pay in full, pay a deposit or use a credit; request the balance later
Clients can reschedule or cancel up to a cut-off you set
Optional Zoom meetings created automatically with your own Zoom account, plus calendar files and links

Small group class stretching on mats in a bright studio

Group classes

Run in-person classes with places and a waiting list.

Add class dates once or repeating weekly
Places per class and a booking cut-off
A waiting list: when a place comes free, people waiting are emailed and the first to book gets it
A QR code on each booking so you can check people in at the door
Cancel a whole class and everyone booked is told and given their credit back

Trainer talking through a printed workshop proposal with a company manager

Services and quotes

Sell fixed-price services or quote for bigger work.

Buy-now services with a price, or an enquiry form with your own questions
Send a quote with lines, a deposit percentage and a validity date
The client accepts or declines online and pays the deposit; you request the balance when it is due

Smiling student with her phone and a rolled exercise mat at a studio entrance

Class packs, bundles and memberships

Offer better value and repeat business.

Packs of class or session credits with an expiry date, used oldest first
Bundles of courses and credits
Monthly or yearly memberships that include courses and credits
Automatic renewals need the separate WooCommerce Subscriptions extension (paid, and not tested with a live account); without it, members buy one period at a time and get a renewal reminder

Student holding a payment card beside a laptop at home

Payments through WooCommerce

Payments are handled by WooCommerce, not by the theme.

Works with the WooCommerce checkout, coupons, tax settings, receipts and refunds
A shorter checkout without address fields when only your items are in the basket
Booking details are filled in at checkout for the client
Guests who buy get an account and are signed in after payment

Tutor reading through student notes at her desk beside a laptop and a camera

Students and "My account"

Keep track of your students and let them find everything.

A student list with profiles, tags, notes and a CSV export
Students see their courses, bookings, credits, membership and quotes in their account
Students are kept out of the WordPress admin area

Phone lying beside a coffee cup and an open planner with a gold pen

Emails and WhatsApp

Automatic messages at the right moments.

16 kinds of email, such as booking confirmed, reminder, rescheduled, quote sent, course completed and access removed after a refund, each with wording you can edit
Confirmations and reminders by WhatsApp through your own WhatsApp Cloud API account and a message template that Meta has accepted for your account
Follow-up emails after a session and reminders before renewals
Automatic messages run every 15 minutes; a server cron job is recommended so they are not delayed on quiet websites

Smiling tutor with a tablet in an armchair, talking with a student

Dashboard

See how the business is doing.

Income, charts, upcoming sessions and best sellers
A set-up checklist for the first steps

Closed laptop with a brass padlock on a tidy desk

Privacy and security

Private pages stay private.

Booking, quote and payment pages open only with a private link
Private pages are kept out of search engines and caches
Forms are protected against spam and repeated attempts
Export or delete a student's personal data on request; payment records are kept without their name

What you get

The Tutoring Business Management System (KA Tutor OS theme, version 1.2.1) as a download, available straight after payment from a secure link and in your account.
A user manual in British English (PDF) covering installation, set-up, day-to-day use and known limitations.
After-sales support for the system as supplied (see below).
What you need to provide: a WordPress website (6.5 or newer) with HTTPS hosting and PHP 8.0 or newer, WooCommerce 8.0 or newer with your own payment provider account, and an email (SMTP) account. Optionally: your own Zoom, WhatsApp Cloud API and video storage accounts, and the WooCommerce Subscriptions extension for automatic membership renewals.

Terms

Before you buy

Version 1.2.1 has been tested by its developer on a local test copy with made-up students and amounts. It has not been run with a live business's data or on a live hosting database.

Outside services need your own accounts and have not been proven with live accounts. Card payments, Zoom, WhatsApp, Amazon S3 or CloudFront video storage and WooCommerce Subscriptions all use your own accounts with those services, and any fees they charge are yours. Try each one with a small, harmless example first.
Refunds. Refunds are made by you in WooCommerce. A full refund cancels the related bookings and places and takes back what that payment bought: course access, class pack credits and membership time. Learning progress and certificates are kept, and the student is emailed about what was removed. A partial refund takes off unused credits in proportion to the amount refunded, but does not change course access, membership or bookings. Refunding a quote or service order does not change the status of that work, and refunds through WooCommerce Subscriptions have not been tested.
WooCommerce emails. WooCommerce also sends its standard order-complete email after each payment; change its wording or turn it off in the WooCommerce email settings.
One tutor per website. Several tutors with their own diaries on one site are not supported in this version.
English only. The website, admin screens and emails are in English.
Test first. Try a booking, a course purchase and a refund on your website before you take real students through it.

After-sales support

Support specialist with a headset at her desk, helping a customer

Your purchase includes after-sales support for the system as supplied. If something does not work as described in the user manual, tell us and we will investigate and fix it.

After-sales support does not include changes, additions or tailor-made (custom) work, such as altering screens, wording, workflows, reports or notifications, or adding new features. These are charged separately. For changes to your system, see our System Customisation Service, or ask us for a quote for larger work.

After-sales support also does not cover hosting, domain names, email account set-up, server administration, outside-service accounts (such as payment, SMS, WhatsApp, video, meeting, accounting or AI services), or any third-party fees, which remain your responsibility.

See the System Customisation Service

Frequently asked questions

Do I need my own website hosting?

Yes. The system is a WordPress theme, so you need a WordPress website with HTTPS hosting, WooCommerce and an email (SMTP) account. Your hosting company can help if you are unsure.

How do students pay?

Through the WooCommerce checkout on your website, with your own payment provider account. Coupons, tax, receipts and refunds are handled by WooCommerce.

Are Zoom, WhatsApp and video storage included?

The connections are built in, but each one needs your own account with that service, and any fees are yours. They have not been tested with live accounts, so try each one with a small example first.

Can several tutors use one website?

Not in this version. One website is for one tutor, who can add assistants to help run it.

Are changes or custom work included?

No. After-sales support covers the system as supplied. Changes and tailor-made work are charged separately, for example through our System Customisation Service.

Confident tutor standing with arms folded in her teaching studio

Ready to run your tutoring business from your own website? Buy now, or contact us with any questions.