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How to use Google Calendar for tutoring lessons

Google Calendar is good at one thing: showing you what is next. It does not know which lesson was completed, who did not show up, or what each family owes. Here is a setup that keeps Calendar as the view and puts the record somewhere that can bill from it.

By the Tutitor team · Updated

Why Calendar alone is not enough

Tutors who run everything in Google Calendar end up rebuilding the same information in a spreadsheet at the end of the month: which lessons happened, which were cancelled, and who owes what. The fix is not to leave Calendar. It is to stop asking it to be the record.

A setup that works

  1. 1

    One recurring event per student

    Create the weekly lesson as a repeating event. Put the student's name first in the title so the week is readable at a glance.

  2. 2

    One Meet link per student, not per lesson

    For online lessons, a fixed link per weekly series means the family saves it once and never asks for it again.

  3. 3

    A calendar the family can see

    Share a read-only calendar, or a subscription link, so parents can check the schedule without messaging you.

  4. 4

    Colour for status, not for subject

    Most tutors colour by subject and learn nothing from it. Colour by confirmed and not confirmed instead, or leave colour to the app that tracks attendance.

  5. 5

    Keep attendance somewhere else

    Calendar cannot mark a lesson as completed or missed in a way you can bill from. Use a tutor app or, at minimum, a spreadsheet you update on the day.

How Tutitor works with Google Calendar

Tutitor is the record and Google Calendar is the view. You do not have to pick one.

  • Connect Google once from settings. Your lessons sync to your Google Calendar.
  • Online lessons get a Meet link. A weekly series keeps one fixed Meet link, so the family always joins from the same place.
  • Connected calendars. Tutitor gives you a private subscription link for Apple Calendar, Google Calendar or Outlook.
  • Attendance stays in Tutitor. Mark a lesson Completed, Excused or Unexcused on the Tutitor calendar, and the invoice builds itself from that.
  • Time zone, week start and 12 or 24-hour time are settings, which matters if you teach students abroad.

Common questions

Can parents see my Google Calendar?

You can share a read-only calendar from Google. In Tutitor, the Connected calendars page gives you a private subscription link you can add to Apple Calendar, Google Calendar or Outlook.

Does Tutitor create the Google Meet link automatically?

Yes, for online lessons once Google is connected. A weekly series keeps one fixed link.

Should I add lessons in Google Calendar or in Tutitor?

Add them in Tutitor so attendance and invoices stay correct. They appear in Google Calendar after sync.

What about Apple Calendar or Outlook?

Use the subscription link from Connected calendars. It works with Apple Calendar, Google Calendar and Outlook.

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