Organisations

What Is an Organisation on Tutorwise?

An organisation is a collaborative workspace where multiple tutors can work under a unified brand. It provides:

• Team Management: Add tutors, set roles, and manage permissions
• Client Aggregation: See all clients across your team in one place
• Performance Analytics: Track team performance, earnings, and bookings
• Shared Branding: Present a unified professional identity

Creating Your Organisation

Step 1: Access the Organisation Hub

1. Go to your Dashboard
2. Click "Organisation" in the navigation menu
3. Click "Create Organisation"

Step 2: Set Up Basic Information

Organisation Name

• Use your agency or school name
• This appears on member profiles and invoices
• Examples: "Cambridge Maths Academy", "Excel Tutoring Centre"

Description

• Explain your organisation's mission and specialties
• What subjects do you specialize in?
• What makes your team unique?

Contact Information

• Primary email address (for administrative communications)
• Website URL (optional but recommended)
• Phone number for inquiries

Step 3: Start Your Free Trial

14-Day Free Trial: All organisations start with a 14-day free trial with full access to all features:

• No credit card required to start trial
• Unlimited team members
• Referral pipeline & gamification
• Task management system
• Commission tracking & export
• Performance analytics
• All advanced features

After Trial - Organisation Premium:

• Pricing: £50/month per organisation
• No hidden fees - one simple price
• Cancel anytime - no long-term commitment
• All features included - no tiered plans
• Unlimited students - no capacity limits

Managing Your Team

Adding Team Members

Invite by Email:

1. Go to Organisation → Team tab
2. Click "Invite Member"
3. Enter tutor's email address
4. Set their role (Admin or Member)
5. Send invitation

What Happens Next:

• Invitee receives email invitation
• They accept and join your organisation
• Their profile shows your organisation name
• You can manage their information and access

Team Roles & Permissions

Owner (You)

• Full administrative control
• Add/remove members
• Manage subscription
• View all analytics
• Edit organisation settings

Admin

• Manage team members (add/remove, except Owner)
• Access all tabs and features
• Configure organisation settings
• View team performance and analytics
• Cannot delete organisation or manage billing

Member

• Basic access to organisation features
• Can participate in referral pipeline
• Limited permissions

Removing Team Members

1. Go to Team tab
2. Find the member
3. Click "Manage" → "Remove from Organisation"
4. Confirm removal

What Happens:

• Member's profile no longer shows your organisation
• Their individual bookings and reviews remain intact
• They can join another organisation or continue solo
• Client relationships transfer based on individual tutor attribution

Client Management

Understanding Client Aggregation

The Clients tab shows all students who have booked with any team member. This gives you:

• Complete Client List: See everyone your team serves
• Booking History: Track which tutors work with which clients
• Contact Information: Access client details for coordination
• Growth Tracking: Monitor your total client base

Viewing Client Information

Available Data:

• Client name and email
• Subjects they're studying
• Tutors they've booked with
• Total bookings made
• Active vs. inactive status

Export Functionality:

• Download CSV of all clients
• Filter by tutor, subject, or date range
• Use for marketing, reporting, or CRM integration

Referral Pipeline & Conversion Tracking

Track referrals through our simplified 4-stage automatic conversion pipeline.

Simplified 4-Stage Model (Updated Feb 2026)

The referral system now uses a streamlined automatic pipeline:

Example: Maths Tutor Refers English Tutor

1. Referred - Sarah sends Tom a referral link
2. Signed Up - Tom clicks link and creates his Tutorwise account (automatic)
3. Converted - Tom completes his first paid session (automatic) → Sarah earns 10% commission

Example: Agent Refers Client

1. Referred - Organisation member shares referral link with potential client
2. Signed Up - Client creates account via referral link (automatic)
3. Converted - Client completes first booking (automatic) → member earns 10% commission

Automatic Features

90-Day Auto-Expiry:

• Referrals that don't convert within 90 days are automatically marked as "Expired"
• Daily cron job checks and updates stale referrals
• Keeps your pipeline clean and focused on active leads

Lifetime Commission:

• Once converted, you earn 10% commission on ALL future bookings from that user
• Commission continues indefinitely (not just first booking)
• Truly passive income from successful referrals

Managing Referrals

View Referral Dashboard:

• Go to Organisation → Referrals tab
• See all referrals with current stage
• Filter by status, date range, or member
• Track conversion rates and earnings

Analytics & Insights:

• View active referrals or historical data (30d, 90d, all-time)
• See member-specific performance
• Track conversion rates by stage
• Monitor time-to-conversion metrics

Conversion Funnel Metrics

Track your recruitment funnel health:

• Stage conversion rates (Referred → Signed Up → Converted)
• Average days to conversion
• Drop-off identification
• Revenue forecasting based on pending referrals

Gamification & Achievements

Motivate your team with achievements, streaks, and leaderboards.

Achievement System

5 Achievement Tiers:

• Bronze - Entry level
• Silver - Consistent performer
• Gold - High achiever
• Platinum - Top performer
• Diamond - Elite recruiter

Achievement Types:

• Referral Milestones - Total referrals made (5, 10, 25, 50, 100+)
• Conversion Champion - Successful referral conversions
• Commission Earner - Total commission milestones
• High Conversion Rate - Maintain 40%+ conversion rate
• Streak Master - Consecutive days with referral activity
• Monthly Leader - Top performer for the month

Earning Achievements:

• Achievements unlock automatically based on performance
• View progress in Organisation → Referrals → Achievements tab
• Filter by earned, locked, or all achievements

Streak System

Current Streak:

• Days with consecutive referral activity
• Breaks if 24 hours pass without activity

Longest Streak:

• Your record streak (lifetime)
• Displayed on leaderboard for bragging rights

Monthly Challenges

Challenge Types:

• Most Referrals - Total referrals this month
• Highest Conversion - Best conversion rate
• Fastest Conversion - Speed to "Won" stage
• Team Total - Collaborative goal

Rewards:

• Challenge winners announced monthly
• Recognition in team dashboard
• Custom rewards set by organisation owner

Team Leaderboard

Rankings Based On:

• Total referrals (all-time or monthly)
• Total earnings from referrals
• Conversion rate percentage

Toggle Views:

• All-time performance
• This month only

What You'll See:

• Rank (1st, 2nd, 3rd, etc.)
• Member name and avatar
• Total referrals & conversions
• Conversion rate (%)
• Total earnings & pending commissions

Task Management

Organise team work with a built-in task management system. Use the general-purpose Kanban board to track anything from recruitment to sales.

Task Categories

Tasks can be categorised for easy filtering:

• Client Issue - Client complaints, support requests
• Tutor Issue - Tutor performance, availability problems
• Booking Issue - Session conflicts, cancellations
• Payment Issue - Invoice errors, payout delays
• Safeguarding - DBS expiry, verification issues
• Admin - General administrative tasks
• Other - Miscellaneous tasks

Task Pipeline (Kanban)

5 Status Stages:

1. Backlog - Future tasks, not yet prioritised
2. Todo - Ready to start
3. In Progress - Currently being worked on
4. Approved - Completed, awaiting approval (if required)
5. Done - Finished

Use Cases:

• Recruitment: Track tutor applications through hiring stages
• Sales: Manage client enquiries and conversions
• Operations: Track administrative tasks and follow-ups
• Support: Manage client issues and resolutions

Drag-and-Drop Workflow:

• Go to Organisation → Tasks tab
• Drag tasks between columns
• Visual pipeline management

Creating Tasks

Task Properties:

• Title & Description - Clear, actionable
• Priority - Low, Medium, High, Urgent
• Category - Select from 7 categories
• Assigned To - Specific team member
• Due Date - Deadline for completion
• Requires Approval - Owner/admin approval before "Done"

Link to Platform Entities: Tasks can be linked to:

• Specific bookings (session-related issues)
• Clients (client support issues)
• Tutors (tutor performance tasks)
• Referrals (recruitment follow-ups)
• Transactions (payment issues)
• Reviews (review disputes)
• Wiselists, connections, chat messages

Task Activity & Comments

Collaboration Features:

• Comment on tasks (team discussion)
• Activity log (who did what, when)
• File attachments (upload documents, screenshots)

Filtering & Search:

• Filter by priority, category, assigned member
• Search by title or description
• Sort by due date, creation date

Commission Management & Payouts

Configure and track referral commissions for your team.

Commission Settings

Organisation-Level Settings:

• Referral Commission % - How much of booking value goes to referrer (0-100%)
• Organisation vs Member Split - Default split between organisation and referring member
• Minimum Booking Value - Threshold for commission eligibility
• Payment Completion Required - Only pay commissions after client payment clears
• Payout Threshold - Minimum balance before payout (prevents micro-payments)

Per-Member Commission Rates

Custom Rates:

• Override default organisation commission for specific members
• Set individual rates (0-100%)
• Auto-saves on change

Use Cases:

• Higher rates for top performers
• Reduced rates for new recruiters during probation
• Special deals for part-time vs full-time team members

Example:

Default Organisation Rate: 10%
Top Performer Override: 15% (recognition for excellence)
New Recruit Override: 5% (probation period)

Commission Tracking

Dashboard Metrics:

• Total Commission - All-time earnings
• Paid Commissions - Already withdrawn
• Pending Commissions - Awaiting clearing period

Per-Member View:

• Individual member totals
• Monthly performance
• Rank within organisation

Payout Export

Export Functionality:

• Go to Organisation → Referrals → Export
• Formats: CSV or JSON
• Date Filters: This month, last month, this year, custom range
• Status Filters: Pending, paid, or all
• Scope: Member-specific or organisation-wide

Export Contains:

• Referral details (who, when, stage)
• Commission amounts (organisation, member, total)
• Conversion status
• Payment dates

Commission Payment Timeline (Automated Payouts)

Fully Automated Flow (Updated Feb 2026):

1. Referred user completes paid session
2. Platform fee deducted (10%)
3. Referrer commission calculated (10% lifetime commission)
4. Organisation/member split applied (if configured)
5. Pending: Commission enters 7-day clearing period
6. Available: After clearing, commission moves to available balance (hourly cron check)
7. Paid Out: Weekly Friday 10am UTC batch payout (if above £25 threshold)

Key Points:

• £25 minimum payout threshold - Prevents micro-transactions
• Automatic clearing - No manual action required after 7 days
• Stripe Connect - Payouts go directly to your connected bank account
• Email notifications - You'll be notified when commissions become available and when payouts are processed

Performance Analytics

Organisation Dashboard

Access comprehensive analytics in the Performance tab:

Team Performance Metrics:

• Total bookings across all tutors
• Combined revenue
• Average session ratings
• Client retention rates
• New clients per month

Individual Tutor Breakdown:

• Sessions completed by each tutor
• Earnings per tutor
• Client satisfaction scores
• Booking trends over time

Tracking Growth

Key Metrics to Monitor:

1. Client Acquisition Rate: How many new clients join monthly?
2. Retention Rate: What percentage of clients book recurring sessions?
3. Revenue per Tutor: Is your team maximizing earning potential?
4. Session Completion Rate: Are tutors consistently delivering sessions?
5. Average Rating: How do clients rate your team's quality?

Organisation Settings

Updating Organisation Information

Go to Info tab to update:

• Organisation name
• Description
• Contact details
• Logo/branding (Premium)
• Website and social media links

Managing Subscription & Billing

Billing Settings Location: Go to Organisation → Settings → Billing to manage your subscription and payment methods.

During Trial (Days 1-14)

• Full access to all features
• No payment method required
• Reminders appear at 3, 2, 1 days before trial ends
• Add payment method anytime to continue after trial

Subscribe After Trial

1. Go to Organisation → Settings → Billing
2. Click "Subscribe Now" when prompted
3. Add payment method via Stripe Checkout
4. £50/month recurring subscription starts
5. Organisation status changes from "trialing" to "active"

If No Payment Added:

• Trial automatically cancels on day 14
• Access to organisation management is blocked
• You can restart trial or subscribe anytime
• No charges applied

Managing Payment Methods

Add Cards:

1. Go to Organisation → Settings → Billing → Payment Methods
2. Click "Add New Card"
3. Complete Stripe Checkout process (securely adds card)
4. Card appears in your saved cards list

Saved Cards Management:

• View all saved cards with last 4 digits and expiry dates
• Set default payment method for recurring subscription charges
• Remove unused cards
• Refresh card list to see latest updates

Manage Subscription

Access Stripe Customer Portal:

1. Go to Organisation → Settings → Billing
2. Click "Manage Subscription" (opens Stripe billing portal)
3. From portal you can:
   • Update payment methods
   • View billing history and invoices
   • Download receipts
   • Update billing information
   • Cancel subscription
   • View upcoming charges

Cancel Subscription:

1. Click "Manage Subscription" to open Stripe portal
2. Click "Cancel subscription" and confirm
3. Organisation continues until end of current billing period
4. You retain access until period ends

Reactivate Canceled Subscription:

• If you canceled but period hasn't ended, you can reactivate
• Go to billing portal and click "Reactivate subscription"
• Cancellation is reversed, subscription continues normally

What Happens After Cancellation:

• Access ends at end of current billing period (not immediately)
• Team members can no longer access organisation features
• Historical data is retained (read-only for 30 days)
• Export all data before closure via CSV/JSON
• Tutors can join another organisation or continue as solo agents

Best Practices for Organisations

For Owners & Admins

For Team Members

Be a Great Team Player:

• Keep your availability calendar updated
• Respond to booking requests promptly
• Maintain the organisation's quality standards
• Share client success stories (with permission)
• Collaborate on difficult cases
• Report issues to admins quickly

Communication & Coordination

Recommended Tools:

• Use Messages for tutor-to-tutor communication
• Create a shared resources folder (Google Drive, Notion)
• Set up a team chat (Slack, WhatsApp, Discord)
• Schedule weekly or monthly team sync calls
• Document best practices and FAQs

Common Organisation Scenarios

Example 1: Small Tutoring Agency

Brighton Tutors has 5 tutors specializing in GCSE Maths and Science.

Owner creates organisation
        │
        ▼
Invites 4 tutors as Members
        │
        ▼
Clients book any available tutor
        │
        ▼
Owner tracks team performance
        │
        ▼
Agency grows based on data insights

Steps:

1. Owner sets up organisation with agency branding
2. Invites tutors with GCSE specializations
3. Clients see "Brighton Tutors" on tutor profiles
4. Agency uses analytics to identify high-demand subjects
5. Hires additional tutors for popular subjects

Example 2: Private School

Oxford Academy wants to offer after-school tutoring to students.

School Admin creates organisation
        │
        ▼
Adds teachers as tutors (Admins)
        │
        ▼
Students book with their teachers
        │
        ▼
School tracks supplementary learning

Steps:

1. School creates Premium organisation
2. Adds 15 teachers as tutors (various subjects)
3. Promotes service to parents via school newsletter
4. Parents book directly through Tutorwise
5. School monitors which subjects need most support

Example 3: Collaborative Tutor Network

Independent tutors form a referral network.

Lead Tutor creates organisation
        │
        ▼
Invites specialist tutors
        │
        ▼
Tutors refer clients to each other
        │
        ▼
Network builds collective reputation

Steps:

1. Maths tutor creates organisation "Expert Tutors Network"
2. Invites English, Science, and Languages specialists
3. When maths clients need English help, tutor refers within network
4. Organisation credibility grows with shared positive reviews
5. Network becomes trusted brand in local community

Integrations with Other Features

Organisations + Referrals

• Organisation members can share a unified referral code
• Referral commissions can be delegated to the organisation
• Track which tutors bring in most referrals
• Organisation earns from all member referrals (if configured)

Organisations + Credibility Score (CaaS)

How Organisation CaaS Works:

• Activity-Weighted Team Average: Your score is the weighted average of active team members' CaaS scores
• 90-Day Activity Window: Members weighted by sessions completed in last 90 days
• Minimum 3 Active Members: Need at least 3 active members for a valid score
• Verification Bonuses: Earn +2 for business verification, +2 for safeguarding, +1 for insurance, +1 for association membership
• Auto-Updates: Recalculates when members join/leave or scores change

Example:

5 active tutors with CaaS scores: 92, 85, 88, 70, 78
Weighted by session activity in last 90 days
Base Score: ~85/100
+ Business Verified: +2
+ Safeguarding Certified: +2
Final Organisation CaaS: 89/100

Benefits:

• Higher individual member scores boost organisation reputation
• New tutors benefit from established organisation credibility
• Clients trust organisations with proven track records (CaaS 80+)
• Featured placement in search for high-scoring organisations

Important: If you're an agent who owns an organisation, you have TWO separate scores:

1. Your Agent CaaS (personal): Based on your recruitment performance
2. Your Organisation CaaS (entity): Based on your team's quality

Troubleshooting

Can't invite a tutor?

• Ensure they have a Tutorwise account
• Check you haven't reached member limit (Free plan: 3 max)
• Verify email address is correct
• Ask them to check spam folder for invitation

Member not showing in team list?

• They may not have accepted invitation yet
• Check invitation was sent successfully
• Resend invitation if needed
• Contact support if issue persists

Subscription payment failed?

• Update payment method in subscription settings
• Ensure sufficient funds on card
• Try different payment method
• Contact support for billing issues

Can't remove a team member?

• Owners cannot be removed (transfer ownership first)
• Check you have Admin or Owner permissions
• Member may have active bookings (wait for completion)

Quick Links

• Organisation Dashboard — Manage your team and clients
• Referrals System — Set up organisation-wide referrals
• Credibility Score — Understand how CaaS works for organisations
• Bookings Guide — Help your team manage bookings effectively

Ready to create your organisation? Head to Organisation and start building your tutoring team today!