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TutorDesk Feature

Tutor & Teacher Management
for Coaching Centres

Manage tutor profiles, track class attendance, calculate per-class pay, and handle substitute assignments — all connected to your coaching timetable. No more manual cross-checking.

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What is tutor management software for coaching centres?

Tutor management software for coaching centres helps coaching institute admins manage everything related to teaching staff — maintaining teacher profiles, tracking which classes each teacher attended, calculating per-class pay automatically, managing leave requests, assigning substitutes when someone is absent, and monitoring teacher performance over time. TutorDesk's teacher management module connects directly to the batch timetable, so attendance, pay, and scheduling all update from a single source of truth.

Tracking teacher pay in a separate Excel sheet? Every month you're manually counting classes per teacher from the timetable, cross-checking with attendance, and calculating pay — often getting it wrong. If a teacher covered a substitute class, it's probably not in your sheet. TutorDesk eliminates this entirely by linking timetable, attendance, and pay in one system.

1,000+ Coaching centres using TutorDesk
Auto Per-class pay calculated from attendance
1-click Substitute teacher assignment
0 Manual pay calculation spreadsheets needed
Create Profile
Assign to Batches
Track Attendance
Auto-Calculate Pay
Review Performance

Feature Breakdown

Everything your coaching centre needs
to manage teaching staff

Each module is built for the coaching centre context — where teachers are paid per class, work across multiple batches, and schedules change weekly.

Teacher Profile Management

One centralised record for every teacher — qualifications, subjects, contact details, and documents — accessible from any device.

  • Subject Specialisation: Tag teachers by subject, board (CBSE/ICSE/JEE/NEET), and grade level
  • Qualification Docs: Store degree certificates and teaching credentials securely in the profile
  • Expiry Alerts: Notifications when time-bound certifications or agreements are due for renewal
  • Working Hours: Teachers set their available days and hours — the scheduler respects these automatically
  • Contact & Emergency: Emergency contacts and bank details stored securely for payroll use

Per-Class Attendance Tracking

Every class conducted is logged against the teacher's profile automatically — no separate attendance register needed.

  • Mobile App: Teachers mark class attendance from the TutorDesk app when a session starts
  • Live Class Sync: Online classes auto-log attendance when the teacher starts the session
  • Admin Override: Admins can mark or edit attendance from the dashboard when needed
  • Batch-Level View: See attendance by batch — how many planned vs. conducted sessions
  • Monthly Summary: Classes attended per teacher for any date range, exportable to CSV

Per-Class Pay Calculation

Pay is calculated automatically from attendance data — no manual cross-referencing of timetables and registers at month end.

  • Rate Configuration: Set different per-class rates for different subjects or batch levels per teacher
  • Auto-Calculate: Total classes × rate = payable amount generated for every teacher monthly
  • Substitute Credit: Substitute classes are credited to the covering teacher's pay automatically
  • Pay Summary Report: One-click report showing all teacher payouts for the month, ready to process
  • Dispute Trail: Full class-by-class log linked to every pay calculation — no disputes over counts

Leave & Substitute Management

Handle teacher absences without scrambling — from leave request to student notification in one workflow.

  • Leave Requests: Teachers submit leave via the app; admin approves or rejects with one tap
  • Affected Classes: System shows all upcoming classes impacted by a leave request instantly
  • Substitute Assign: Select a substitute from available teachers for each affected class in one click
  • Student Alerts: Parents and students notified of the substitute teacher automatically via WhatsApp
  • Leave History: Full record of all leave taken per teacher for HR reporting and appraisals

Teacher Performance Tracking

Data-backed performance visibility — identify your best teachers and support those who need it before students notice.

  • Reliability Score: Composite score based on punctuality, cancellations, and student feedback
  • Student Ratings: Post-class ratings from students aggregated into a weighted average per teacher
  • Workload Balance: Compare weekly teaching hours across all faculty to spot overload or underuse
  • Trend View: Performance trends over months — useful for annual appraisal conversations
  • Batch Results: Link teacher performance to student test results per batch for outcome tracking

Onboarding & Document Vault

Bring new teachers on board quickly with a structured digital process — no email attachments or paper forms.

  • Onboarding Form: Custom digital form collects qualifications, bank details, and agreements upfront
  • ID Verification: Upload Aadhaar, PAN, or passport — stored encrypted, accessible only to admins
  • e-Agreement: Digital signing of teaching agreements and NDAs during onboarding
  • Verified Badge: Teacher profile shows "Verified" only after admin document approval
  • Approval Workflow: Reject incomplete applications with specific reason — applicant prompted to resubmit

Setup Guide

From scattered Excel sheets to
automated teacher pay in 5 steps

Most institutes are fully set up in a single afternoon.

1

Create Teacher Profiles

Add each teacher with subjects, working days, and upload qualification documents

2

Set Pay Rates

Configure per-class or per-hour rates — different rates per subject if needed

3

Link to Batches

Assign teachers to batches in the timetable — attendance now tracks automatically

4

Configure Leave Rules

Set approval workflows and define substitute eligibility per subject

5

Run Monthly Pay Report

One click generates each teacher's classes conducted and payable amount

Platform comparison

Built for per-class pay models,
not monthly salary HR software

General HR tools track office presence on a monthly salary model. TutorDesk is designed for coaching centre teachers paid per session — with scheduling, attendance, and pay all connected.

Capability TutorDesk General HR Software Manual Excel
Per-class pay calculation ✔ Automatic from attendance ✘ Monthly salary model only ✘ Manual counting each month
Attendance linked to timetable ✔ Batch-session level tracking ✘ Daily office check-in only ✘ Separate register, no sync
Substitute teacher assignment ✔ One click, auto student alert ✘ No batch context ✘ Manual WhatsApp coordination
Student feedback linked to teacher ✔ Post-class ratings, trend view ✘ Not applicable ✘ No tracking
Workload visibility across faculty ✔ Weekly hours dashboard ⚠️ Partial (shift-based only) ✘ No cross-teacher view
Leave → substitute → student notify ✔ End-to-end in one workflow ✘ Three separate manual steps ✘ Fully manual
Pay dispute evidence ✔ Class-by-class log per teacher ⚠️ Timesheet records ✘ No audit trail

Frequently Asked Questions

Questions coaching owners ask about
teacher management in TutorDesk

Common questions before switching from manual Excel tracking to TutorDesk's teacher management module.

How does TutorDesk calculate teacher pay per class?

When a teacher marks attendance for a session — or when attendance is logged automatically for a live class — that session is recorded against their profile. At month end, TutorDesk multiplies total sessions conducted by the teacher's configured per-class rate and generates a pay summary. Substitute classes are credited to the covering teacher automatically, not the originally assigned teacher.

Can TutorDesk manage leave and assign substitutes automatically?

Yes. When a teacher submits a leave request, TutorDesk immediately shows all upcoming classes that teacher has scheduled. You assign substitutes from available faculty with one click per session. Students and parents receive an automatic WhatsApp notification about the substitute teacher before the class — no manual messages needed.

How is this different from using general HR software for teachers?

General HR software tracks office attendance on a monthly salary model — it has no concept of batches, per-class pay, or student feedback. TutorDesk connects the batch timetable, per-session attendance, pay calculation, and student ratings into one system designed for coaching centres where teachers are paid per class and work across multiple batches simultaneously.

Can I see which teacher is overloaded this week?

Yes. The workload dashboard shows every teacher's scheduled weekly hours and classes across all batches. You can instantly see who is teaching 30 hours and who is at 10 — and rebalance before teachers burn out or students notice quality drops.

How is teacher performance tracked?

TutorDesk generates a reliability score for each teacher based on punctuality (joining class on time), cancellation rate, and post-class student ratings. Admins see performance trends over months. You can also link teacher performance to batch test results — correlating teaching quality directly with student outcomes.

Can teachers mark their own attendance on mobile?

Yes. Teachers mark class attendance via the TutorDesk mobile app when a session begins. For online live classes, attendance is auto-logged when the teacher starts the session. Admins can view, edit, or override attendance from the dashboard at any time. All attendance data feeds directly into pay calculations.

Can I store teacher qualification documents in TutorDesk?

Yes. Each teacher profile has a document section for qualification certificates, ID proofs, and employment agreements. All documents are encrypted and accessible only to admins. Expiry reminders can be configured for time-bound documents so you never miss a renewal.

How is TutorDesk's teacher management different from the school staff module in SchoolDeck?

SchoolDeck's staff attendance module is designed for school teachers on monthly salaries, integrated with biometric devices and CBSE compliance requirements. TutorDesk's teacher management is built for coaching centre teachers paid per class — with per-session attendance, per-class pay, substitute workflows, and student feedback. They serve completely different institutional contexts.

Get Started

See automated teacher pay
and attendance — live demo

30-minute demo. We'll walk through leave management, pay reports, and performance scores.

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