Case study — Education
E Online TutoringOnline Quran and school tutoring since 2009. One-to-one classes, 100+ tutors, families across four continents. Here is what happened when the spreadsheets ran out of room.
The ceiling
They were never short on students. The problem was that every new student made the next one harder to serve.
Student records, tutor schedules, attendance, fees in four currencies, and leads arriving from six different platforms — all maintained by hand. It worked at a few hundred students. At around a thousand, it stopped.
That is not a demand ceiling. It is an admin ceiling — and it stays invisible until you hit it.
What we built
Each role sees the system built for their job, and nothing else.
Full oversight, configuration and cross-panel reporting.
Day-to-day operations, enrolment and class assignment.
Tutor records, onboarding, availability and payroll inputs.
Six lead sources into one pipeline with an owner and a response clock.
Family queries, issue tracking and escalation.
Automated recurring billing across USD, GBP, CAD and EUR.
Schedule, students, attendance and progress notes.
Classes, materials, progress and scheduling.
The hard part
Thousands of families on monthly plans in USD, GBP, CAD and EUR, on different cycles, with family and first-month discounts. This is where spreadsheet operations quietly lose money — and where automation paid for itself fastest.
100+ tutors, students in every time zone, availability around the clock, every class individually matched. No group classes means no shortcuts in the scheduling logic.
Enquiries from the website, WhatsApp, Facebook, Instagram, YouTube and two phone lines, all landing in one queue with an owner and a response clock attached.
The result
Roughly fifteen times the volume the spreadsheets could carry, run by the same operations team.
What now
If your growth stalled and marketing is not the reason, look at what your team is still doing manually. We build custom CRMs and internal systems for businesses worldwide.
Talk to us about your system