50 Automations for Private Tutors & Micro‑Academies
We’ve worked with countless small business owners to streamline their daily tasks. Below are the top five automations we implement, plus a full list of 50 options to handle everything from scheduling to payments
“Creator Project built a 24/7 parent‑chat bot, auto class reminders, and one‑click invoices. No‑shows dropped, payments roll in on time, and I get back 24 hours every month.”
– Emma K., Maths Tutor
5 High‑Impact Automations — All Done‑for‑You
1. 24/7 ChatGPT Chatbot
Answers pricing, subject availability, and homework questions, and even books lessons while you’re tutoring.
2.Online Lesson Booking + Smart Reminders
Students (or parents) choose a slot; confirmation plus 24‑h and 2‑h reminders slash no‑shows.
3.Missed‑Call Text‑Back → Chatbot
Any unanswered call fires an SMS linking to the bot, so no enquiry is lost while you’re in session.
4.Progress Reports & Homework Nudges
Automated emails summarise lesson progress and send due‑date reminders—parents stay informed, students stay on track.
5.Instant Invoicing & Payment Links
After each lesson, an invoice goes out with a pay‑now link; overdue reminders chase payments automatically.
Ready to save hours and do more teaching?
50 Automations that are working for other businesses like yours
(of course your automations will be tailored to you)
Monthly Time Saved
142 hours freed up every monthWhat an Employee Would Cost You
£1,625 /month at UK minimum wage*| Automation Name | What It Does | Time Saved /Week | Why It Matters |
|---|---|---|---|
| AI Chat & SMS Agent | Answers parent questions 24/7, shares rates, books lessons. | ≈5 hrs | You stop replying to messages all evening – agent books and explains everything. |
| Missed‑Call Text‑Back | SMS anyone you can’t answer. | ≈2 hrs | Captures new students while you’re teaching. |
| Self‑Service Booking Calendar | Parents pick open slots online. | ≈3 hrs | No phone tag; schedule stays organised. |
| Booking Confirm & Reminder | Instant confirm + 24‑hr reminder. | ≈1 hr | Slashes no‑shows that wreck your day. |
| Lesson Link Sender (Zoom/Teams) | Sends link 10 min before session. | ≈0.8 hr | Ends frantic ‘where’s the link?’ emails. |
| Homework Reminder SMS | Nudges student day before lesson. | ≈1 hr | Better prep = faster progress. |
| Progress Report Generator | Auto PDF of scores & notes monthly. | ≈1.5 hrs | Professional updates without weekend admin. |
| Parent Feedback Survey | Quick rating after lesson. | ≈0.5 hr | Catch issues privately; improve service. |
| Package Balance Tracker | Warns when 1 lesson left. | ≈0.8 hr | Prompts renewal before gaps appear. |
| Lapsed Student Win‑Back | Email if no lesson 30 days. | ≈1 hr | Brings back drop‑offs cheaper than ads. |
| Trial‑Lesson Nurture | Drip emails after free trial. | ≈1 hr | Converts try‑outs to paid packages. |
| Multiple‑Child Discount Logic | Auto applies sibling discount. | ≈0.5 hr | No manual invoice edits. |
| Invoice Auto‑Create & Send | Generates invoice on booking. | ≈1.5 hrs | Faster billing, fewer errors. |
| Online Payment Link | SMS/email link to pay. | ≈1 hr | Cash collected before lesson. |
| Failed Payment Retry | Retries card + SMS prompt. | ≈0.5 hr | Rescues revenue without awkward calls. |
| Accounting Sync | Push sales to Xero/QBO. | ≈1 hr | No double‑entry bookkeeping. |
| Expense Receipt Capture | Snap & log receipts. | ≈1 hr | Easy tax prep. |
| Weekly KPI Email | Lessons, revenue, retention. | ≈0.5 hr | Quick pulse on business health. |
| Curriculum Email Drip | Sends worksheets pre‑scheduled. | ≈1.5 hrs | No manual emailing of resources. |
| Content Library Link | Auto‑sends Google Drive folder. | ≈0.5 hr | Parents access materials anytime. |
| Ad Lead → CRM & Drip | FB/Google leads drop to nurture. | ≈1 hr | No leads stuck in inbox. |
| Referral Reward Automation | Credits referrer and friend. | ≈0.5 hr | Generates new students cheaply. |
| Social DM Auto‑Reply | Responds to IG/FB DMs off‑hours. | ≈0.5 hr | Leads not lost overnight. |
| Google Chat Auto‑Reply | Instant answer on GBP chat. | ≈0.5 hr | Hooks searchers before next tutor. |
| Unified Inbox | Merges calls, texts, emails, DMs. | ≈1 hr | No message lost; faster replies. |
| Exam Countdown Reminders | Texts days until exam. | ≈0.5 hr | Keeps students focused. |
| Study Plan Builder | Auto sends plan based on exam date. | ≈1 hr | Professional service, less manual work. |
| Lesson Recording Upload | Uploads Zoom MP4 to Drive. | ≈1 hr | Students review without you sending links. |
| Zoom Cloud Storage Alert | Warns when storage 90%. | ≈0.3 hr | Delete old files before overage fees. |
| Certificate Generator | Auto PDF when course complete. | ≈0.5 hr | Feel‑good finish without design time. |
| Parent Progress SMS | Quick score update after test. | ≈0.5 hr | Parents informed without calls. |
| Holiday Camp Booking | Online booking & payment for camps. | ≈1 hr | Fills camps while you teach. |
| Camp Balance Reminder | Emails when balance due. | ≈0.5 hr | No chasing payments manually. |
| Group Class Capacity Alert | Notify when class 90% full. | ≈0.3 hr | Add extra slot before overflow. |
| Waitlist Auto‑Fill | SMS waitlist when spot opens. | ≈0.5 hr | Keeps classes maxed out. |
| Zoom Link Resend Bot | Auto resend link if client texts ‘link’. | ≈0.3 hr | Zero interruptions during lessons. |
| Progress Photo Consent | E‑sign media release. | ≈0.2 hr | Legal ok for marketing results. |
| Weekly Schedule SMS to Self | 7 a.m. agenda text. | ≈0.5 hr | Plan day without opening laptop. |
| Voice‑to‑Text Lesson Notes | Speak notes → auto CRM. | ≈1 hr | Detailed records without typing nights. |
| Licence Renewal Reminder | DBS, safeguarding cert alerts. | ≈0.2 hr | Stay legal automatically. |
| Automated Data Backup | Nightly backup of client docs. | ≈0.2 hr | Peace of mind vs data loss. |
