CRM for tutoring centers: from the first call to enrollment, and from enrollment to paid tuition
Log every lead, enroll them in a group, and run classes, classrooms, attendance, grades and monthly tuition in the same program. For tutoring centers, language schools and test-prep academies.
- Leads that become students when you enroll them
- Groups with a weekly schedule, teacher, classroom and capacity
- Monthly tuition created automatically
US$16.95 per month · month to month, cancel anytime · all the tools for your trade
| Student | Guardian | Attendance | October tuition |
|---|---|---|---|
| Ava R. | Laura R. (signed) | 100% | Paid |
| Ben T. | Mark T. (signed) | 88% | Paid |
| Chloe S. | Dana S. (signed) | 94% | Unpaid |
| Diego M. | — | 81% | Paid |
| Ella K. | Sam K. (signed) | 100% | Unpaid |
Example screen showing made-up sample data
CRM features for tutoring centers
Leads list
Log everyone who calls or stops by, and turn them into a student when they enroll.
Groups with a weekly schedule
Each group has its teacher, classroom, capacity and weekly schedule. The classes are created for you.
Enrollments
One enrollment gives the student a seat in every class of the group.
Minors, done right
You can’t enroll a minor without the guardian’s details and signed authorization.
Monthly tuition
Created automatically each month, with an optional prorated first month, and collected like any sale.
Attendance
Take attendance in each class and see each student’s attendance rate.
Grades by subject
Record grades and see each student’s progress on a chart.
Class waitlists
When a class is full, students join the waitlist and get an email if a seat opens.
Payments and open balances
Record tuition payments by cash, card or bank transfer and see who still owes.
Why a tutoring center needs a CRM, not just a student list
The parents who call in August asking about SAT prep are your next semester. If their names end up on a sticky note, half of them enroll somewhere else. And once they do enroll, someone still has to build the class list, take attendance and remember who hasn’t paid October.
A CRM for tutoring centers keeps the whole path in one place: lead, enrollment, classes, attendance, grades and tuition.
From lead to enrollment
Example: Laura calls about SAT Math for her daughter Ava. You add Ava to your leads list with a note. Two weeks later Laura decides: you enroll Ava in the Tuesday and Thursday group, and because Ava is a minor, the software asks for Laura’s details and her signed authorization before it lets you finish.
Ava now has a seat in every class of the group, and her monthly tuition is created automatically, with September prorated because she starts mid-month.
Classes, classrooms and attendance without the manual juggling
The group’s weekly schedule creates the classes on their own. At the start of each class the teacher takes attendance, and you see each student’s attendance rate. If a class is full, the next student goes on the waitlist and gets an email when a seat opens.
Log every inquiry as a lead the day it comes in, even if they say “we’ll think about it”. That list is your next enrollment season.
Tutoring center CRM vs. Excel, group chats and paper
| Task | Excel, chats and paper | Gremio Software for tutoring centers |
|---|---|---|
| Leads | Sticky notes and a spreadsheet | A leads list that turns into students |
| Class schedule | Rebuilt every term | Created from the group’s weekly schedule |
| Attendance | A sheet of paper per class | Taken in class, with each student’s rate |
| Tuition | Typed up every month | Created automatically, with proration |
| Grades | A notebook per teacher | By subject, with a progress chart |
Who it’s for, and who it isn’t
It’s built for tutoring centers, language schools and test-prep academies that teach in groups with a weekly schedule.
It doesn’t do today:
- Online enrollment or a public lead form on your website.
- Automatic bank debits for tuition.
- Report cards in PDF or entering grades for a whole group at once.
- Messages to parents or announcements to a group (emails go to the student).
- A waitlist to enroll in a full group (waitlists are per class).
How to get started
Book the free demo
Tell us your groups, classrooms and how you charge tuition.
Set up your groups
Teacher, classroom, capacity and weekly schedule.
Import your students
From Excel or CSV, then enroll them in their groups.
One plan, flat rate
Month to month: cancel whenever. Nothing extra to pay for.
What you get
- All the tutoring center tools
- Leads, groups, enrollments and attendance
- Automatic monthly tuition
- Unlimited users, with permissions for each person
- Receipts and invoices with your sales tax rates
- AI assistant: answers your questions and scans receipts from photos
- Payments, open balances and an income and expense ledger
- Desktop, tablet and cell phone, no install
- Export all your data whenever you want
- Email support
Frequently asked questions
Can parents enroll online?
Not today. You enroll students from the software.
How is monthly tuition created?
Automatically each month for every enrolled student, with an optional prorated first month. You collect it like any other sale.
Can I take attendance per class?
Yes, and you see each student’s attendance rate.
Does it email parents?
Not yet. Emails, such as a waitlist seat opening up, go to the student.
How much does the tutoring center CRM cost?
US$16.95 a month, one plan with every feature included, month to month: cancel anytime.
Want to see it with your own numbers?
We’ll walk you through the software using examples from your trade and answer any questions. No strings attached.