For Organisations

What is an Organisation on Tutorwise?

An organisation account allows you to:

• Build and manage a team of tutors
• Track tutor recruitment with a visual pipeline
• Monitor team performance with analytics
• Manage referral commissions and payouts
• Collaborate using built-in task management
• Gamify recruitment with achievements and leaderboards

Who Should Create an Organisation?

Perfect for:

• Tutoring agencies managing 5+ tutors
• Educational consultancies recruiting tutors
• Professional tutors building a network
• Tutor recruitment specialists
• Educational institutions with contractor tutors

Step 1: Create Your Organisation

Initial Setup

1. Visit Organisation dashboard
2. Click "Create Organisation"
3. Fill in organisation details:

Basic Information:

• Organisation name
• Tagline (short description)
• Logo upload
• Banner image upload

Description:

• 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

Step 2: Build Your Team

Adding Team Members

Invite by Email:

1. Go to Organisation → Team tab
2. Click "Invite Member"
3. Enter email address
4. Select role (Admin, Manager, or Member)
5. Send invitation

Invite from Your Network:

1. Go to Team → "Invite from Network"
2. Browse your connections
3. Select tutors to invite
4. Send invitations

Team Roles & Permissions

Owner:

• Full control over organisation
• Manage subscription and billing
• Can delete organisation
• Only one owner per organisation

Admin:

• Manage team members (add/remove)
• 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

Managing Team Members

View Team:

• Go to Organisation → Team tab
• See all members with roles and join dates
• Filter by role or search by name

Change Roles:

• Click on member card
• Select new role from dropdown
• Confirm change

Remove Members:

• Click on member card
• Click "Remove from Organisation"
• Confirm removal
• Member can rejoin if re-invited

Step 3: Track Referrals

Organisations have access to a powerful referral pipeline to track and manage referrals.

Referral Pipeline Example

The 6-stage pipeline lets you manually track referrals as you nurture them towards conversion. Here's an example:

Example: Maths Tutor Refers English Tutor

1. Referred - Sarah creates referral entry for Tom in the pipeline
2. Contacted - Sarah manually moves to this stage after emailing Tom about joining
3. Meeting Set - Sarah manually moves here after scheduling a call with Tom
4. Proposal Sent - Sarah manually moves here after Tom signs up and creates profile
5. Negotiating - Sarah manually moves here as Tom starts getting clients
6. Won - Automatically updates when Tom completes a paid booking (Sarah earns commission)

Another Example: Tutor Refers Client

1. Referred - Organisation member creates referral entry for potential client
2. Contacted - Manually moved after sending initial outreach email
3. Meeting Set - Manually moved after client schedules discovery call
4. Proposal Sent - Manually moved after sending lesson package proposal
5. Negotiating - Manually moved when client negotiates pricing/schedule
6. Won - Automatically updates when client completes first booking (commission earned)

Using the Pipeline

Access Pipeline:

• Go to Organisation → Referrals tab
• View all referrals across all stages
• Drag-and-drop cards between stages

Add New Referral:

• Click "Add Referral"
• Enter details (name, email, estimated value)
• Automatically starts in "Referred" stage

Move Through Pipeline:

• Drag referral card to next stage
• Pipeline automatically tracks time in each stage
• Monitor conversion rates and drop-offs

Conversion Analytics

Track Performance:

• Stage conversion rates (Referred → Won)
• Average days to progress each stage
• Drop-off identification
• Revenue forecasting (conservative, realistic, optimistic)
• Filter by date range (30d, 90d, all-time)
• Compare member performance

Step 4: View Your Clients

The Clients tab aggregates all students/clients who have booked with tutors in your organisation.

Client Dashboard

Access Clients:

• Go to Organisation → Clients tab
• View all clients who have booked with your tutors
• See total bookings per client

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

Step 5: Task Management

Built-in task management helps your team stay organised. Use the general-purpose Kanban board to track anything from recruitment to sales.

Task Categories

Categorise tasks 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

Creating Tasks

Access Tasks:

• Go to Organisation → Tasks tab
• Click "Create Task"

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, clients, tutors, referrals, transactions, reviews, or other platform objects for context.

Task Collaboration

• Comment on tasks for team discussion
• Activity log tracks who did what and when
• Attach files (documents, screenshots)
• Filter by priority, category, or assigned member
• Search by title or description

Step 6: Track Commission & Payouts

Configure and monitor referral commissions for your team.

Commission Settings

Access Settings:

• Go to Organisation → Referrals → Settings

Configure:

• Referral Commission % - Percentage of booking value (0-100%)
• Organisation vs Member Split - Default split between org and referring member
• Minimum Booking Value - Threshold for commission eligibility
• Payment Completion Required - Only pay after client payment clears
• Payout Threshold - Minimum balance before payout

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 (15% vs 10% default)
• Reduced rates for new recruiters during probation (5%)
• Special deals for part-time vs full-time team members

Commission Tracking

Dashboard Metrics:

• Total commission (all-time earnings)
• Paid commissions (already withdrawn)
• Pending commissions (awaiting clearing period)
• Per-member totals and monthly performance
• Member ranking within organisation

Export Commission Data

Export Options:

• 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

Standard Flow:

1. Referred tutor completes paid session
2. Platform fee deducted (10%)
3. Tutor earnings calculated
4. Referrer commission calculated (% of tutor net)
5. Organisation/member split applied based on configuration
6. Clearing period (7 days new tutors, 3 days established)
7. Commission added to available balance
8. Weekly Friday payout (if above threshold)

Step 7: Gamification & Team Motivation

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 (5, 10, 25, 50, 100+ referrals)
• Conversion champion (successful conversions)
• Commission earner (total earnings milestones)
• High conversion rate (maintain 40%+ rate)
• Streak master (consecutive days with activity)
• Monthly leader (top performer for the month)

View Achievements:

• Go to Organisation → Referrals → Achievements tab
• See earned, locked, and in-progress achievements
• Filter by tier or achievement type

Streak System

Track Consistency:

• Current Streak: Consecutive days with referral activity
• Longest Streak: Lifetime record (displayed on leaderboard)
• Breaks if 24 hours pass without activity

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

Step 8: Build Your Organisation Credibility Score

Why Organisation CaaS Matters

Your Organisation Credibility Score (CaaS) is a 0-106 rating that shows clients, tutors, and the platform that your team delivers quality education.

Benefits of High Organisation CaaS (80+):

• Higher visibility in search results
• Featured in "Top Organisations" directory
• Easier tutor recruitment (tutors want to join successful teams)
• Client trust and premium pricing justified
• Priority placement in recommendations

How Organisation CaaS is Calculated

Base Score: Activity-Weighted Team Average (0-100 points)

Your organisation's base score is the weighted average of your active team members' individual CaaS scores:

1. Each team member has their own CaaS score (Tutor, Client, Agent, or Student)
2. Members are weighted by their session activity in the last 90 days
   • High activity (20+ sessions): Full weight
   • Medium activity (10-19 sessions): Moderate weight
   • Low activity (1-9 sessions): Reduced weight
   • Inactive (0 sessions): Not counted
3. Minimum requirement: At least 3 active members for a valid score

Verification Bonuses (up to +6 points):

• Business Verified: +2 points
• Safeguarding Certified: +2 points (all members have enhanced DBS)
• Professional Insurance: +1 point (public liability + professional indemnity)
• Association Member: +1 point (e.g., ISA, NAHT membership)

Example:

Your organisation has 5 active tutors:
- Tutor A: CaaS 92 (30 sessions in 90d) → High weight
- Tutor B: CaaS 85 (18 sessions in 90d) → Medium weight
- Tutor C: CaaS 88 (22 sessions in 90d) → High weight
- Tutor D: CaaS 70 (8 sessions in 90d) → Low weight
- Tutor E: CaaS 78 (12 sessions in 90d) → Medium weight

Weighted Average: ~85/100
+ Business Verified: +2
+ Safeguarding Certified: +2
+ Professional Insurance: +1

Final Organisation CaaS: 90/100

How to Improve Your Organisation Score

Quick Wins (1-2 Weeks):

1. Complete business verification (+2 points)
2. Obtain professional insurance (+1 point)
3. Remove permanently inactive team members
4. Help active tutors improve their individual scores

Medium-Term (1-3 Months):

1. Recruit high-quality tutors (CaaS 70+)
2. Encourage active tutors to complete more sessions
3. Achieve safeguarding certification for all members (+2 points)
4. Join educational associations (+1 point)

Long-Term (3-12 Months):

1. Build a high-performing team culture (average CaaS 80+)
2. Provide professional development training
3. Maintain consistent team activity (20+ sessions/tutor/month)
4. Focus on quality over quantity

Organisation vs Agent CaaS

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

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

Both scores serve different purposes:

• Agent CaaS: Helps recruit new tutors
• Organisation CaaS: Helps win client trust and bookings

Learn more in our complete Credibility Score Guide.

Step 9: View Performance Analytics

Access comprehensive analytics in the Performance tab.

Team Performance Metrics

Dashboard Overview:

• Total bookings across all tutors
• Active tutors vs total team size
• Revenue trends (6-month view)
• Top-performing tutors
• Booking heatmap (day/time analysis)

Analytics Features

Revenue Metrics:

• Total revenue (all-time and period-specific)
• Period-over-period comparison
• Revenue by tutor breakdown
• Average booking value

Team Metrics:

• Member activity levels
• Referral conversion rates
• Commission earnings by member
• Task completion rates

Client Metrics:

• Total clients served
• Client retention rates
• Subject demand analysis
• Booking frequency trends

Export Analytics

CSV Export:

• Download performance data
• Custom date ranges
• Filter by tutor, subject, or client type
• Use for reporting or external analysis

Step 10: Pricing & Payments

Organisation Premium Subscription

One Simple Plan:

£50/month per organisation - All features included:

• 14-day free trial (no credit card required)
• Unlimited team members
• Unlimited students (no capacity limits)
• Referral pipeline & gamification
• Task management system
• Commission tracking & export
• Performance analytics & reporting
• Priority support
• Cancel anytime

How Payments Work on Tutorwise

What This Means:

• You manage student payments independently
• No transaction fees on student payments
• Full control over your pricing and payment terms
• Tutorwise only charges for platform subscription

Cost Savings

Benefits of Tutorwise:

• Reduce admin time by 80%
• No per-tutor or per-booking fees
• No transaction fees on student payments
• Automated commission calculations
• Integrated analytics (no separate BI tools needed)
• All-in-one platform (no need for separate CRM, task management, or analytics tools)

Common Questions

How much does it cost for organisations? £50/month per organisation with 14-day free trial. No hidden fees, no client capacity limits, cancel anytime.

Can we use our own tutors? Yes, add internal staff or contract with independent tutors on the platform.

Do you integrate with our school MIS? API integration is on our roadmap. Currently supports CSV export for integration with most systems.

What about data protection and GDPR? We're fully GDPR compliant with UK-based servers and robust data protection measures.

Can parents see their child's sessions? Yes, parents can access session history, tutor notes, and progress reports.

Is there a minimum contract length? No minimum commitment. Monthly rolling subscription, cancel anytime.

Need Help?

Quick Links

• Organisation Dashboard - Start your free trial
• How Organisations Work - Detailed feature guide
• Support - Get help setting up
• Pricing Information

Transform Your Tutoring Program: Start your 14-day free trial today and experience the complete organisation management platform.