How to use this checklist
- Copy the questions in sections 1 to 3 into one message to the family, or fill them in during a first call.
- Send the documents in section 4 before the first lesson, and keep the family's reply.
- Tick off section 5 on your side before the first lesson.
- Only ask for what you need. Delete anything that does not apply to you.
Keep the family's details somewhere private and only for running lessons. Do not share them in group chats.
The template
In the print window, choose "Save as PDF" to keep a copy.
New student onboarding checklist
1. Contact details (ask the family)
☐ Student's full name, age and grade or level. ☐ Parent or guardian's name, phone and preferred chat app. ☐ Who receives invoices, if different. ☐ Emergency contact for in-person lessons. ☐ Address, if you teach at the student's home.
2. Learning needs (ask the family)
☐ Subject(s) and current school or course. ☐ Main goal: [exam / grade / confidence / homework support]. ☐ Exam dates or deadlines. ☐ Recent reports or test results, if they are happy to share. ☐ Anything that helps the student learn, such as a learning difference or health need the family wants you to know.
3. Schedule and practicalities (agree together)
☐ Lesson day, time and length. ☐ Start date. ☐ In person or online. ☐ For online lessons: device, video app and a test call. ☐ Time zone, if the family is in another country. ☐ Invoice language and currency, if they differ from yours.
4. Documents to send before the first lesson
☐ Your tutoring agreement, or your cancellation policy and payment terms. ☐ Your price, billing cycle and due date. ☐ How to pay: bank details, QR code or payment link. ☐ The online lesson link, if any. ☐ Ask the parent to reply "agreed" and keep the reply.
5. Set up on your side
☐ Add the student with their rate, currency and billing cycle. ☐ Add the weekly lessons to your calendar. ☐ Save the family's reply to your policies. ☐ Note the student's goals and starting level. ☐ Plan the first lesson around one quick win.
6. After the first lesson
☐ Mark attendance on the day. ☐ Send the parent a two-line update: what you covered and what comes next. ☐ Confirm the next lesson time. ☐ Send the first invoice on your usual invoice day.
Note: This checklist is general guidance, not legal advice. Rules on collecting and storing personal data, especially about children, differ by country. Collect only what you need and check local rules.
Common questions
What information should a tutor collect from a new student?
Contact details for the student and the person who pays, the subject and goals, exam dates, the lesson schedule, and for in-person lessons with children, an emergency contact. Collect only what you need to run the lessons.
Should I send my policies before the first lesson?
Yes. Families accept a cancellation or late-payment rule far more easily before the first lesson than after the first missed one.
Should the first lesson be a trial?
That is up to you. If you offer a trial, say clearly whether it is paid, and send your agreement before it anyway.
How does this work in Tutitor?
Add the student with their rate, currency and invoice language, schedule the weekly lessons, and mark attendance after each one. The invoice is built from attendance, and the parent opens it from a private link with no account.
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