Tutoring roster
A tutoring schedule for tutors, groups and families
Put each tutor on the subjects they teach, set the weekly sessions, and FairTurns shares the sessions between your tutors. Students sit in their regular groups, and families see the week on one link.
Free, with no limit on people or dates. No card.
Four tutors, eleven groups, and a timetable that lives in one person’s phone
A small tutoring centre or a school homework club has two schedules tangled together. One is the students: the Year 9 maths group on Monday at four, the Year 12 Methods students on Wednesday. Those barely change all term. The other is the tutors: university students with shifting lecture timetables, a retired teacher who is away in September, a new English tutor who can’t do maths.
Most centres hold both in a spreadsheet the owner updates on Sunday night, then send a screenshot to the tutors and another to the parents. When a tutor’s exam week lands, the owner rebuilds Monday by hand and hopes they have caught every group.
FairTurns handles the tutor side as a roster and the student side as fixed weekly groups, on the same calendar, with one link for families.
How FairTurns runs a tutoring week
Groups that stay put
Each student group is a team with its weekly session, “Every week on Monday, 4:00–5:00”, and a place for each student. Fill puts the group’s students on every session ahead.
Tutors by subject
Add a Tutor position to each group, limit each tutor to the subjects they teach, and limit students to the Students place. Nobody ends up taking Methods if they only tutor English.
Tutor sessions shared
Fill gives each tutor place to whoever has had the fewest sessions in it, so the Monday groups don’t all land on the same person.
Exam weeks and semesters
A university tutor marks themselves away for their exam fortnight, or “Every week on Wednesday” for a semester. Fill leaves them off.
No double-booked tutors
Within the centre, Fill and Redistribute never put a tutor in two groups at overlapping times.
One link for parents
The public roster shows each group’s time and tutor as a list or calendar. Parents check it instead of messaging you.
Set it up
- 01
Create the centre
Create the organisation and a team for each student group.
- 02
Add positions
Give each group a Tutor place and a Students place with the group’s size.
- 03
Add people
Invite tutors by email; add students by name, or invite a parent in their place.
- 04
Set the sessions
Click each group’s day, set the time and choose “Every week on” that day.
- 05
Fill and share
Fill the term, check the tutors’ load on the chart, and share the link.
When you want it to run itself
Pro emails each tutor the week’s sessions on the day you pick and a reminder before each one. A tutor who is sick replies “I can’t make it”, you are told, and filling by itself asks the next tutor who teaches that subject.
A$1 a month per organisation, paid 1 to 5 years at a time. See Pro and pricing
Good to know
- Groups of three to five work well for most school-age tutoring, and a fixed weekly time for the whole term helps families plan around sport.
- Students don’t book their own sessions: you place each student in a group, and families see the time on the link.
- Session fees, invoices and make-up credits stay in whatever system you use for them now. FairTurns holds who is on when.
- For a one-to-one tutor with a handful of students, give each student their own team with their weekly time, and Fill puts them on every week.
Questions
Is this a tutoring schedule template or an app?
It is a live online roster. You set the sessions once and it keeps the weeks ahead filled, and anyone with the link sees the current version. You can also print the page when a paper copy suits.
Can a tutor teach two subjects?
Yes. Allow them on the Tutor position in both kinds of group. Fill shares their sessions across both, and the Turns booked chart shows how many each tutor has.
A volunteer homework club has no fixed tutor for each night. Does that work?
That is the easiest case. Make one team for the club night with a position such as “Tutors, 4 people”, and Fill shares the nights between your volunteers.
What happens when a tutor leaves mid-term?
Untick them and run Redistribute. Their sessions go to other tutors who can teach that subject, with as few changes as possible, shown to you before anything changes.
What does it cost?
It is free, with no limit on tutors, students or sessions. Pro, with the emails and automatic cover, is A$1 a month for the centre, paid 1 to 5 years at a time.
Free templates and guides
Weekly roster template
Names down the side, Monday to Sunday across: the one-page weekly roster for a small team.
Positions and headcounts
Name the jobs on each date and how many people each needs. Nobody gets a job they’re not set up for.
A roster for a small team
Rostering three, four or five people: patterns that work, covering when one is away, and keeping it fair.
Similar rosters
Music and piano teachers
Every student in their regular lesson time, the term mapped out, and one link families can check.
Coaches and training sessions
Which coach takes which training session, shared across the coaching group, with assistants and trainees rotated in.
Classroom jobs for students
Class jobs rotated through every student, run by the teacher, on a roster the class can see.