Online booking for tutoring: weekly slots plus refilling of dropped lessons
For tutoring centres that want self-booking without giving up control. Parents and students book fixed weekly appointments themselves, reschedule within your rules and get reminders. If a lesson drops at short notice, the engine automatically offers the free slot to the waitlist instead of leaving it empty.
Every dropped tutoring lesson that stays empty is revenue that does not come back.
- 5-15%
- of booked lessons drop through cancellations and no-shows, depending on the centre
- < 60 sec.
- from the cancellation to the replacement offer sent to the waitlist
- 24/7
- parents book and reschedule themselves, even in the evening and at weekends
- 0
- calls needed to refill a slot that has come free
Book recurring tutoring appointments, set them once instead of every week
Tutoring almost always runs in fixed rhythms: maths Tuesday 4pm, English Thursday 5pm. Instead of arranging it anew each week, parents book a fixed series for the whole term. The spot stays reserved for their child, and your teachers' schedules fill up predictably.
If a child cancels, the slot is not lost
A child is ill, a family has to replan at short notice. Without a system the slot stays empty and the teacher waits, paid. With TerminJet the freed-up appointment moves straight into refilling and is offered to the right waiting family by WhatsApp or SMS, before anyone reaches for the phone.
Features that fit everyday tutoring
Real appointment types for your centre
A trial lesson, one-to-one tutoring, group course, exam preparation and intensive holiday course each have their own duration, prices and rules. Every form of teaching gets the right booking flow.
Teacher availability at a glance
Parents only see the times when the chosen teacher is actually free. No double bookings and no constant checking of the schedule.
Parents book for their child
The booking runs through the parents, but the appointment is clearly assigned to the child and their subject. Several siblings in the same account are no problem.
Self-service rescheduling within your rules
Anyone who cannot make a lesson reschedules it themselves up to a deadline you set. No call needed, and the freed-up slot does not go unused.
Reminders before every lesson
Automatic reminders by WhatsApp or SMS cut no-shows before they happen, with the option to reschedule right in the chat.
White-label on your website
The booking flow runs in your design on your own tutoring website. No external portal, no commission. Your brand, your families.
A sick student on Monday afternoon
The same event, two worlds. On the left today's effort, on the right with TerminJet.
- The mother calls just before 4pm and cancels the lesson.
- The slot stays empty, the teacher waits, paid, in the classroom.
- Someone would have to go through the waitlist and call families one by one.
- Usually that does not happen in time, the slot lapses and the revenue is gone.
- The cancellation comes online or by WhatsApp reply and frees the slot.
- The engine ranks the waitlist by subject, year group and waiting time.
- The right family immediately gets an offer by WhatsApp or SMS.
- If they accept, the slot is booked, without a single call.
Three steps to your own online booking
- Schritt 01
Adapt the template
We configure your appointment types, subjects, teacher availability, series for fixed weekly slots, rescheduling deadlines and the rules for refilling to fit your centre.
- Schritt 02
Integrate it into your website
The booking form is built in as an embed in your design, directly into your tutoring website. The trial lesson can be placed prominently to win new families.
- Schritt 03
Families book themselves
Parents book fixed series with the preferred teacher, reschedule within your rules and get reminders. The engine automatically refills dropped lessons from the waitlist.
TerminJet, a tutoring portal, or phone and Excel
Three common ways to assign tutoring appointments. The difference lies in who owns the families and the freed-up slot.
| TerminJet | Tutoring portal | Phone and Excel | |
|---|---|---|---|
| Runs on your own domain | |||
| Fixed weekly recurring appointments | teils | manual | |
| Automatic refilling of dropped lessons | |||
| Reminders and self-service rescheduling | teils | ||
| Commission on families won | none | common | none |
| Data in the EU, GDPR-aware | depends on the provider |
Frequently asked questions
Can families book fixed weekly appointments across a whole term?
Yes. Parents book a fixed weekly slot as a series, for example maths Tuesday 4pm across the whole school term. We exclude school holidays and public holidays from the series, and a series spot that stays open too long rolls automatically into the next week.
What happens to a lesson cancelled at short notice?
The freed-up slot moves straight into refilling. The engine ranks your waitlist by subject, year group, waiting time and reliability and offers the slot to the right family by WhatsApp or SMS, without anyone having to make a call.
Do parents only see the times of the chosen teacher?
Yes. TerminJet only shows slots where the selected teacher is actually free. That keeps support in one pair of hands and double bookings never arise in the first place.
Do we need a tutoring portal for this?
No. TerminJet is white-label and runs as your own instance in your design on your own website. No shared portal, no matchmaking platform and no commission on families won.
What about data protection and hosting?
The data sits in the EU with Hetzner, sensitive content is encrypted with AES-256 and consent for messages is documented. TerminJet is built to be GDPR-aware and tailored to the school and family context.
Who sets this up?
We do. As a digital agency in Germany we configure the tutoring template, build the booking form into your website and look after the system on an ongoing basis. You start with a fully set-up booking flow.
How your families book a tutoring lesson
This is the same form that later runs in your design on your website and feeds the engine directly. Sign up, we will show booking and refilling on a tutoring template and work out in the free audit how many lessons you could realistically win back.