Starting with a new student is always exciting, but even after years of tutoring, I still get a little nervous. Over time, I’ve learned that a few key steps before that first session can make a huge difference.
Here’s my go-to onboarding process:
1. Collect Basic Info with an Online Questionnaire
Before anything else, I ask parents to complete an online questionnaire. There are a lot of different ways to collect this information, but I use a google form to gather basic details, such as:
- Student’s name, school, and grade
- Subjects they need help with
I also leave space for optional open-ended questions, like “What’s your student’s past experience with tutoring?”
If you keep client info in a database, this form can be a clean, consistent way to collect and store it – just be mindful of privacy and data security.
2. Schedule a Quick Call via Phone, Zoom, or FaceTime
Within 24 hours of receiving the results of the online questionnaire, I will schedule a call to discuss the details further. Feel free to choose the method with which you are most comfortable: zoom, facetime or a good old-fashioned phone call are great options.
Yes, I know – we live in a text-based world. But this conversation shows you’re taking their child’s learning seriously. It sets the tone that you’re thoughtful, organized, and invested.
During the call, I will use their online submission to:
- Inquire further about their goals, concerns, and the student’s school experience
- Ask about challenges that might not come up in a form (e.g., missed homework, motivation, attention issues)
- Share a summary of my tutoring style and philosophy
- Clarify my rate and cancellation policy upfront
Talking about money isn’t always fun, but I prefer transparency early. Some families have flexible budgets; others are very strict. And your rate often reflects your philosophy—if you’re more than just a “homework helper,” make sure that’s clear from the start.
Tip: Some parents will skip the call altogether.
That’s okay too. You might get a text that says, “Here’s my kid’s info—just take care of it. Let me know what you need from me.”
That doesn’t mean they don’t care. Some students are highly independent, or the parents are intentionally stepping back. Just take note of this because it can help you understand the partnership dynamic down the line.
3.Send a Clear Follow-Up Email
After the call, I always send a thank-you text or email regardless of whether they decide to move forward. In the email, I include:
- a tutoring contract or terms
- a payment link or instructions
- a proposed schedule
- a calendar invite (if we’ve agreed on a time)
This step may seem like overkill, but it is helpful for both you and the parents to have everything in writing.
4. Be Ready for… Crickets
Sometimes you have a great call, everything seems lined up, and then… nothing. No reply. No confirmed session.
Don’t panic – it happens. Life moves fast. Schedules shift, finances change, priorities get rearranged.
Just make sure you’ve sent a kind, professional thank you with the info they’d need to reach out. Then let it go. If they circle back later, you’ll be ready.
5. Don’t Take It Personally
- Not every family will move forward, and that’s okay. Sometimes it’s not a good fit. Sometimes you never hear from the, and sometimes they come back six months later.
- Keep things warm and professional. Avoid assumptions. You never know where the relationship might lead—and your professionalism is part of your reputation.
- Ok, now you have your basic information about the student, you’ve had your phone call with the parents, and you are scheduled for your first session. Now, it’s time to make sure that you are ready for your first session. That’s coming in our next video.
What’s Next?
So now you’ve:
- Collected the students’ info
- Had your call with the parent
- Sent the follow-up email
- (Maybe) scheduled your first session
You’re ready for a strong start—and we’ll talk about prepping for that first session in the next post or video.
Stay tuned!