Tutoring centres: scheduling several tutors and rooms

A tutoring centre with several tutors can run every lesson from one Book page. Give each tutor a service per subject and format, such as "Maths, one-to-one, with Nadia", open their slots in the hours and rooms they teach, and use places for small groups. Families book the tutor and subject they need, regular pupils are booked into the same weekly slot ahead, and when a tutor is off you move pupils to a colleague. The centre pays €5/month in total.

Book gives one booking page per business. Each service has a name, a price and an optional description shown on the page, and each slot belongs to one service, sits within one day and has its own number of places. There's no staff field, so the tutor's name goes in the service name, next to the subject and level. Slots of different services can run at the same time, which is what lets three tutors teach in three rooms after school.

Durations, places and prices are examples: set your own.

One-to-one lessons have one place per slot. Small groups get as many places as the tutor teaches at once and the room seats; each online booking takes one place, and a full group leaves the page. The page doesn't show places left, so families see a group until it's full. Say in each description the level, the syllabus or exam board, and what the pupil should bring.

Book doesn't know your rooms, and since slots of different services can overlap, it won't stop two groups being booked into the same classroom. Draw the room timetable first, give each tutor fixed rooms, then create slots only where a room is free.

Slots repeat each week on the weekdays you choose until an end date, so a tutor's Tuesday and Thursday afternoons become one series, set to end with the school term. For pupils who come every week, book them into the same slot for the whole term from the calendar right after the first lesson. First and last name are required, email and phone optional; with a parent's email entered, they get a confirmation with a calendar file for each date. Book sends no reminders, so those calendar entries are what keep the rhythm.

A short first assessment helps you match a new pupil with the right tutor and group. Offer it as a shared service with "any tutor", and after it, book the pupil into the right tutor's lessons yourself. Ask in the note for the pupil's year and subject, and nothing more personal: the note appears in the family's calendar file.

If some tutors also teach by video, give those lessons their own services, such as "Maths online with Nadia", so families know which format they're booking and you know no room is needed. Book doesn't create video links, so say in the description that the tutor sends the link by email before the lesson. Online slots can sit in the hours when rooms are full, which lets a tutor teach more without the centre needing more space.

Before exams, open extra revision groups as their own services for those weeks only, with an end date on their slots. During school holidays, end the term series and open holiday courses instead; a course over several days is booked day by day, since each slot sits within one day.

Families can't move or cancel online; the centre does it from the bookings list. Rescheduling works across services, so Nadia's maths pupils can move into another maths tutor's free slots, or to the following week. Book doesn't email families about changes, so message each parent yourself, then delete the absent tutor's free slots. All bookings sync with the centre's Google, iPhone or Mac calendar. Book doesn't take payments or manage lesson packs; say how families pay. Book costs €5/month for the centre, everything included: unlimited services and bookings, no commission, no contract.