Buyer's Guide
Tutor Scheduling Software: Your Calendar Should Do the Work
If your scheduling tool doesn't sync with Google Calendar, it's creating work, not removing it. Most tutors already live in Google Calendar — the right tool builds on that instead of replacing it.
The calendar fragmentation problem
Most tutors end up juggling multiple systems. Each one has “a calendar” — but none of them are YOUR calendar.
Google Calendar
Your personal + work events
Scheduling app calendar
Tutoring sessions (maybe synced, maybe not)
Billing app records
Invoices that may or may not match your schedule
The fix: Use one calendar as the source of truth. TutorTab treats Google Calendar as THE schedule — not a mirror of some other app's calendar. Create an event in Google Calendar, and it becomes a session with invoicing attached.
Not All Sync is Equal
What “Google Calendar sync” actually means
Every tool claims calendar integration. Here's how deep it actually goes.
No sync
The app has its own calendar. You manually copy events to Google Calendar, or you don't — and end up with double bookings.
Example: Wyzant, Venmo + spreadsheet
One-way sync
Events created in the app appear in Google Calendar, but changes in Google Calendar aren't reflected back. You must make all changes inside the app.
Example: Some Calendly setups, basic integrations
Two-way sync
Events sync in both directions. But the app still owns the schedule — Google Calendar is a mirror, not the source of truth. You still manage sessions inside the app.
Example: TutorBird, Teachworks, TutorCruncher
Native (calendar-first)
Google Calendar IS the schedule. Create events in Google Calendar like you already do. The app watches for changes via webhooks and builds billing on top. No second calendar to manage.
TutorTab
Scheduling Compared
6 scheduling options for tutors
From Google Calendar alone to full agency platforms — here's what each tool does and doesn't do.
TutorTab
Free for tutors. 2.5% parent service fee (max $1/inv)
Scheduling
Google Calendar IS the scheduler. Create an event, invite the parent, and TutorTab picks it up automatically.
Best for: Independent tutors who already live in Google Calendar
TutorBird
$14.95/mo
Scheduling
Built-in scheduler with availability slots. Students book through TutorBird or you create sessions manually.
Best for: Solo tutors wanting a simple scheduling + billing combo
Teachworks
$16.49/mo + $0.32/lesson
Scheduling
Full scheduling system with recurring lessons, make-up sessions, and multi-tutor calendars.
Best for: Tutoring businesses managing multiple tutors and locations
Calendly
Free (limited) / $12/mo per seat
Scheduling
General-purpose scheduling. Parents pick a time slot from your availability. No tutoring features.
Best for: Tutors who only need booking (and handle billing separately)
TutorCruncher
$30-240/mo
Scheduling
Enterprise scheduling with repeating lessons, availability management, and student-facing portal.
Best for: Tutoring agencies managing 10+ tutors
Google Calendar (alone)
Free
Scheduling
Create events, invite attendees. No invoicing, no booking page, no payment tracking.
Best for: 1-2 students, cash-only, no billing needs
Feature Comparison
Scheduling features at a glance
| Feature | TutorTab | TutorBird | Teachworks | Calendly |
|---|---|---|---|---|
| Google Calendar sync | Native | Two-way | Two-way | Two-way |
| Booking page | ✕ | |||
| Session reminders | ||||
| Built-in invoicing | ✕ | |||
| Autopay | ✕ | ✕ | ✕ | |
| Parent portal | ✕ | ✕ | ||
| No monthly fee | ✕ | ✕ | Free tier |
TutorCruncher and Google Calendar (alone) are excluded from this table. TutorCruncher starts at $30/mo and targets agencies, not independent tutors. Google Calendar has no scheduling features beyond basic events.
How scheduling works with TutorTab
No new calendar to learn. No app to check every morning. Google Calendar stays your home base.
Connect Google Calendar
One-time OAuth setup. TutorTab gets read/write access to your calendar and starts watching for changes via webhooks.
Create events like you normally do
Schedule a session in Google Calendar with the parent as a guest. Use whatever title and description you want.
TutorTab detects the session
When TutorTab sees a calendar event with a known parent as a guest, it asks if it's a tutoring session. Confirm, and it's tracked.
Session ends, confirm it happened
After the session, mark it as completed. The invoice is generated automatically based on the session rate and duration.
Payment collected automatically
If the parent has autopay enabled, their card is charged immediately. If not, they get an invoice with a pay button. Either way, you didn't open a billing app.
Booking pages compared
A booking page lets new parents self-schedule without back-and-forth texting. Not every tool has one.
TutorTab
Shareable booking page (e.g., tutortab.net/book/your-name) where parents select a time from your Google Calendar availability, enter student info, and optionally save a card for autopay. The session appears in Google Calendar automatically.
TutorBird
Built-in booking widget for your website. Parents select a service, choose a time, and book. No payment collection at booking time.
Calendly
Polished scheduling page with availability rules, buffer times, and automated confirmations. Great for booking but no invoicing, payment collection, or tutoring features. You'll need a separate billing tool.
Teachworks
No public booking page. Sessions are created internally by the tutor or admin. Parents can view their schedule in a portal but can't self-book.
Calculator
What scheduling + billing costs you
Calendly and Google Calendar are excluded — they don't handle billing. This compares tools that do both.
See what you'd actually pay
Enter your numbers to compare real monthly costs. TutorTab is free for tutors — a small service fee is added to parent invoices instead.
Monthly revenue: $720
TutorTab
$0.00
free for tutors
TutorBird
$14.95
/month
Teachworks
$20.33
/month
TutorCruncher
$30.00
/month
When TutorTab isn't the right fit
You manage a team of tutors. If you need to assign tutors to students, manage employee schedules, and run payroll, Teachworks or TutorCruncher are built for multi-tutor operations. TutorTab is for independent tutors managing their own schedule.
You don't use Google Calendar. TutorTab's scheduling is built entirely on Google Calendar. If you use Outlook, Apple Calendar, or prefer a standalone app, TutorBird or Calendly may be a better fit.
You only need booking, not billing. If you collect cash and just need parents to pick a time slot, Calendly's free tier does exactly that. No need for a tutoring-specific tool if scheduling is all you want.
Pricing
Simple, fair pricing
No subscriptions. No monthly minimums. You only pay when we collect money for you.
2.5%
per payment collected
$1
max per invoice
$0
cost to tutors
How it works
Scheduling, reminders, and invoicing are always free. A 2.5% service fee (max $1) is added to parent invoices when we process a payment — you keep 100% of your rate.
Example
You bill $50? Parent pays ~$52.84 ($50 + $1 service fee + ~$1.84 processing). You receive $50.
You keep 100% of your session price. The service fee is added to the parent's invoice. Payments collected outside TutorTab (cash, Venmo, etc.) are never charged.
Try TutorTab free
No monthly fees. No setup cost. Only pay when you get paid.
FAQ
Frequently asked questions
What is tutor scheduling software?+
Can I just use Google Calendar for tutoring?+
Should I use Calendly for tutoring?+
What's the best free scheduling app for tutors?+
Do I need separate scheduling and billing software?+
Your calendar already knows your schedule
TutorTab adds billing, reminders, and autopay to the Google Calendar you already use. No new app to learn.
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