Private tutoring & coaching CRM: from first message to last lesson every package and every credit tracked
Private tutoring & coaching software, program and CRM on one platform: Private tutoring & coaching appointment software, customer management software and sales automation with WhatsApp.
Sell a 12-lesson package; lessons go on the calendar at their fixed time, completed lessons are deducted from the package, and late cancellations follow your rule. Remaining credits show on the student's card and in the parent portal.
Which CRM software should be used for Private tutoring & coaching? ÖzgürKod is a CRM for Private tutoring & coaching businesses: Lesson credit packages, every lesson as an appointment on the calendar, a late cancellation rule, remaining credit alerts, installments, and a parent portal — all in one dashboard. Setup takes minutes; try it free for 7 days.
Familiar challenges in one-on-one tutoring
When packages live in a notebook, times on the phone and the cancellation rule in someone's memory, every month-end turns into a reconciliation.
Unclear remaining lesson credits
How many lessons are left in the package lives in the tutor's notebook; when a parent asks, the two sides give different numbers.
Last-minute cancellations
Does a cancellation two hours before the lesson use up a credit? The rule isn't written down, so it's renegotiated every time.
Lesson times reset every week
Lessons for a student with a fixed time are rearranged by message every week; the same tutor gets two lessons in the same slot.
The package runs out and nobody notices
The last lesson happens, renewal never comes up, and the student quietly drops off the next month.
Payments and packages in separate places
The package fee is paid in installments; which installment is paid, whether the package is frozen, whether it's a deferred payment record — each one is a separate note.
Tutor hours counted by hand
At month-end someone counts each tutor's lessons one by one from the calendar, and pay-per-lesson calculations fall behind.
What does ÖzgürKod do for private tutoring and coaching?
With the “One-on-one lesson packages” section of the Education Institution module, from first consultation to package renewal.
Student journey: from first consultation to package renewal
- Schedule the intro consultation or trial lesson as a lead record; convert the incoming lead to a record in one click
- Define the package with lesson credits, lesson length, validity period and a fixed weekly time; each lesson is added to the tutor's calendar as an appointment
- Deduct a credit when the appointment is marked completed or no-show; if the student cancels less than 24 hours ahead, the credit is used up; if the business cancels, the credit is returned and a new lesson is added to the end of the plan
- Grant extra credits for gifts or make-up lessons; open a task when remaining credits drop to 1 or the package expires within 7 days
- Link the package fee to an installment plan; when a student takes a break, freeze the package, extend its validity and shift the due dates of unpaid installments
- Give parents a portal with no login: upcoming lessons, remaining lesson credits, evaluations and installments in one link
An intro consultation or trial lesson is scheduled for the person who comes in by message or through the online pre-registration page.
Lesson credits, length, validity and fixed weekly time are set; the fee and installment plan are opened as a deal.
Lessons are added as appointments in the tutor's name; a conflicting tutor or classroom is flagged before saving.
A credit is deducted when the appointment is marked completed or no-show; moving a lesson on the calendar also updates the package.
If the student cancels late, the credit is used up; if the business cancels, the credit is returned and a lesson is added to the end of the plan.
The tutor writes strengths and areas to improve; if you want, they appear in the parent portal.
A task opens when remaining credits fall to 1 or the validity is about to end; the package goes on the renewal list.
Not from a personal phone, but from the business line
Don't let Student messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects student information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the student group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new student came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Your other operations run in the same panel
The one-to-one lessons section is part of the Education Institution module; your group lessons sit in the same class schedule.
Class schedule, enrollment and installments, attendance, instructor panel, parent portal and QR-verified documents.
Education institution program → Do you teach music, art or dance?Instrument packages, group workshops, studio conflicts and certificates.
Music and art courses → Do you do exam coaching?Enter TYT, AYT and LGS mock exams by pasting them; net scores, rankings and a progress chart.
Mock exam tracking →Messages, appointment, payment collection and your team — in one account
When a student writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Student cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own students.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Student write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the student card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Private tutoring & coaching?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- Lesson credit package. The package should shrink on its own as lessons are deducted; remaining credits should show as a single number in one place.
- A written late cancellation rule. Whether a last-minute cancellation uses up a credit must be defined in the system; a cancellation by the business must not penalize the student.
- Every lesson on the calendar. Lessons with a fixed weekly time should be added to the calendar automatically; conflicts should show before saving.
- Warning before the package ends. A task should open when credits are running out or the package validity is about to end; the renewal conversation should happen before the last lesson.
- A student who comes in by message. Students and parents mostly write on WhatsApp; the lesson change conversation, package and payment should come together on one card.
Private tutoring & coaching program, software or CRM?
Most business owners search for the solution they need as “Private tutoring & coaching program,” “Private tutoring & coaching software,” “Private tutoring & coaching appointment software” or “Private tutoring & coaching customer management software.” “CRM” is the international name for this solution, and the need is the same: keep student information in one place, never miss a request, and bring order to your work.
As a Private tutoring & coaching automation, ÖzgürKod gathers student messages from WhatsApp, Instagram and the web in one panel and handles appointment and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Private tutoring & coaching
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Remaining lesson credits | The tutor's notebook | Needs a custom field | Deducted automatically from completed lessons; visible in the parent portal |
| Late cancellation | Renegotiated every time | Usually missing | Set time (default 24 hours); returned if the business cancels |
| Class schedule | Weekly changes by message | Calendar exists, no package link | Appointments from a fixed time; conflict warnings |
| Package renewal | Remembered after the last lesson | Usually missing | Task when 1 lesson remains and 7 days before expiry |
| Payment | Note and payment receipt | With the quote module | Installment plan, due date shift on freeze |
| Instructor hours | Manual count from the calendar | Usually missing | Instructor hours and earnings report |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
A no-show appointment isn’t an empty hour — it’s an hour you’ve already paid for.
If you charge ₺1,000 per service: the monthly cost of your subscription equals 3 appointments.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
How do one-to-one lesson packages work?
Take a 12-lesson math package, for example: lesson entitlement, lesson duration, the package's validity period, the instructor and a fixed weekly time. Each lesson is an appointment with the instructor on the calendar; when an appointment is marked “completed” or “no-show”, an entitlement is deducted from the package (whether a no-show deducts an entitlement is a setting). Remaining entitlements are calculated from the lessons held, not from a manually kept counter.
What happens with last-minute cancellations?
If the student cancels less than the period you set before the lesson starts (24 hours by default), the entitlement is deducted; if they cancel earlier, it is refunded. For a cancellation made by the institution, the entitlement is refunded and a new lesson is added to the end of the plan; an administrator can change the decision later if needed. You can add extra entitlements to a package as a gift or make-up, and take them back if needed; every change is written to the record history with its note.
How are lessons written to the calendar?
Lessons are generated from the package's fixed weekly times as appointments on the calendar; if the instructor is linked to a CRM team member, the appointment appears on their calendar. If a second lesson is about to be scheduled with the same instructor or in the same classroom at the same time, a warning appears before saving. Moving, completing or canceling a lesson on the calendar also reflects on the package entitlement.
Does the family get a message for every lesson?
For lessons generated from a package, only the first lesson sends a “your appointment has been created” message; a 12-lesson package does not send the family 12 confirmation messages. If your appointment reminders are on, reminders work as usual for every lesson. Other than that, the module does not send messages on its own: in situations such as a package running out or an installment falling behind, a task and a WhatsApp draft are prepared, and you send them.
What happens to the package if the student takes a break?
You freeze the enrollment for a specific period: lessons in that period are removed, the package's validity period is extended, and if the deal belongs to this enrollment only, the due dates of unpaid installments shift. When the freeze ends, the enrollment automatically becomes active again.
Can I keep progress notes for coaching?
Yes. The instructor or coach writes a titled assessment for the student (for example “October progress”: strengths, areas for improvement, recommendations). You can make the assessment visible in the parent portal and turn it into a printable progress report together with exam results.
I teach online. Can I still use it?
Yes. For online lessons you define classrooms of the “online room” type; the package, appointments and entitlement deductions work the same way. The education module does not add a video call link to the lesson; you share your Zoom or Meet link yourself.
Private tutoring & coaching software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Private tutoring & coaching software", "Private tutoring & coaching software", "Private tutoring & coaching appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: student communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Start managing your packages from a single panel
Try it free for 7 days. Define a package, complete the first lesson, and see how remaining entitlements are deducted with your own data.