How to scale Academic Tutoring for kids in the US without losing control
Academic tutoring is booming in the USA, especially for younger students aged 3 to 14. But as demand grows, so do the challenges. From managing thousands of 1-on-1 tutoring sessions to coordinating tutors, tracking credits, and keeping parents informed.
KidWay, an education company focused on cognitive and academic development for kids, knows this journey all too well. Originally operating offline, they made a bold transition during the pandemic and scaled to delivering over 6,000 live online tutoring sessions per month, all while catering to young learners across the United States.
But this kind of growth didn’t come easy. In this case study, we’ll walk through:
- The real operational challenges KidWay faced while scaling
- How they tackled issues with multi tutor operations, session tracking, and communication
- The systems and tools that helped them stabilize and grow
- Key takeaways for any tutoring business trying to grow in the academic tutoring space
If you’re running or planning to scale an academic tutoring service in the USA, this story is for you.
What Is KidWay? A Leading academic Tutoring platform for kids aged 3–14
KidWay is a comprehensive online academic tutoring provider catering to children aged 3 to 14 years. Unlike many tutoring platforms that focus solely on academics, KidWay blends core subject learning with cognitive skill development, aiming to create confident, self-driven learners.
Their programs cover five critical areas:
- Math
- English
- Logical Reasoning
- Creative Thinking
- Brain Power
With over 30 years of experience in psychology-based education, KidWay’s methods challenge rote learning and prioritize long-term understanding and mental agility.
Originally operating as an in-person tutoring center, KidWay made a pivotal shift during the COVID-19 pandemic, moving its services online to reach a broader audience. This transition allowed them to rapidly scale and now deliver over 6,000 live 1-on-1 tutoring sessions monthly, primarily to students in the USA.
KidWay’s mission is to offer equitable learning opportunities by personalizing education and ensuring that every child starts on a level playing field.
The Challenges of scaling Academic Tutoring and Multi-tutor operations
TL;DR: Key Challenges Faced by KidWay
- No central platform for class scheduling, payments, and reports
- Manual errors in class credits, attendance, and link creation
- Difficulty managing availability across multiple tutors
- Parents lacked transparency on progress and session history
While the demand for academic tutoring in the USA surged, KidWay discovered that scaling wasn’t just about more classes — it was about managing complexity. Delivering 6,000+ live 1-on-1 tutoring sessions per month exposed cracks in their system.
Here’s what they were up against:
1. No Centralized dashboard to manage operations
KidWay relied on a patchwork of tools to run daily operations.
- Classes were scheduled in one place
- Payments tracked in another
- Reports were manually compiled in spreadsheets
- Parent communication handled through emails or WhatsApp
This disjointed approach made it nearly impossible to get a real-time overview or streamline decision-making.
2. Manual errors and Operational burnout
Without automation, even basic tasks took time and often resulted in mistakes:
- Zoom links had to be manually created and shared
- Attendance was recorded inconsistently
- Credits were deducted without clear logic or record-keeping
- Missed or double-booked sessions occurred frequently
“We had staff just trying to ‘keep the machine running’ every day. There was no bandwidth to improve things because everything was being held together manually.” – Sunny Jaiswal, Co-founder, Kidway Education
3. Managing Multi Tutor Operations was complex
With dozens of tutors involved, scheduling was a nightmare. Tutors had different availability, specializations, and time zones and there was no visibility into conflicts or class overlaps.
Coordinators had to manually assign tutors, check calendars, and often rework assignments at the last minute.
4. Limited transparency for parents
Parents couldn’t easily track their child’s progress leading to mistrust and excessive support queries. Simple questions like:
- “How many sessions are left this month?”
- “Why was I charged for a missed class?”
- “What topic was covered last time?”
…required digging through WhatsApp chats, spreadsheets, or emails, wasting time for both staff and families.
These challenges weren’t just operational headaches they were growth blockers. If left unaddressed, they could cap KidWay’s ability to scale further and deliver consistent quality in academic tutoring.
Struggling with similar challenges in your academic tutoring business?
See how Wise can simplify scheduling, credit tracking, and multi tutor operations. Book a free demo
How to choose the best Tutoring Software for academic tutoring and multi tutor teams
After months of struggling with fragmented tools and manual errors, KidWay knew they needed a dedicated tutoring software and not just a mix of video conferencing, spreadsheets, and messaging apps.
But picking the right platform for academic tutoring in the USA isn’t simple. KidWay evaluated several options, focusing on tools that could handle the complexity of 1-on-1 tutoring, multi tutor operations, and parent engagement all at scale.
KidWay’s must-haves for Tutoring Software:
| Requirement | Why It mattered |
|---|---|
| Credit-based class tracking | Their business model runs on credits. Manual tracking led to disputes and errors. |
| Multi tutor scheduling visibility | Needed a way to manage tutor calendars, avoid conflicts, and assign classes efficiently. |
| Parent-facing transparency | Parents needed to view session history, tutor notes, and upcoming sessions without messaging support. |
| Mobile + Desktop Access | Parents and tutors operate on different devices, cross-platform access was non-negotiable. |
| Ease of onboarding new students | New class creation had to be fast, with session logs and history easy to access. |
| Integrated communication | WhatsApp and email chains were inefficient. They needed in-platform chat. |
“We didn’t want another patchwork solution. We needed one platform to tie everything together: credits, scheduling, communication, history all in one place.”
After reviewing several platforms, KidWay chose Wise, as it closely aligned with their operational model and offered features designed specifically for academic tutoring businesses running high-volume, 1-on-1 sessions.
How KidWay transitioned to a new Tutoring Software without losing momentum
Switching systems is never easy – especially when you’re delivering thousands of academic tutoring sessions monthly with multiple tutors and stakeholders involved.
For KidWay, the move to Wise wasn’t just about new software – it was a complete shift in how their team operated day to day.
Initial Resistance and where it came from
The biggest hurdle? Inertia.
- Internal team members were used to their existing workflows — even if they were inefficient.
- Tutors had to learn a new interface for scheduling, logging classes, and communicating.
- Some parents resisted the change, preferring old systems like WhatsApp updates or manual invoices.
What made it harder was that everything was changing at once: how classes were created, how credits were deducted, how reports were shared.
Support During the Transition
KidWay credits the Wise team for helping ease the transition with:
- Hands-on onboarding sessions
- Guided setup of their credit system and tutor rosters
- Responsive support for tutor training and parent FAQs
“There was hesitation from both our team and the parents initially. But the Wise team was incredibly patient and helpful. Within a few weeks, things started to click.”
Advice for other Tutoring Services
KidWay has one major recommendation for any tutoring business considering a new platform:
Don’t rush the transition. Take time to evaluate whether the tool fits your specific academic tutoring model. Once you commit, prepare your team and customers with clear communication and support.
By investing time in change management and choosing a platform that matched their workflows, KidWay was able to modernize its operations without sacrificing quality.
What improved when KidWay automated academic tutoring and Multi-Tutor scheduling
While the transition to Wise is still ongoing, KidWay has already seen significant improvements in how they manage and deliver their academic tutoring programs.
Key processes now automated
| Task | Before Wise | After Wise |
|---|---|---|
| Class credits | Manually tracked in spreadsheets | Automatically deducted based on session outcome |
| Zoom/class links | Created one-by-one | Auto-generated and shared |
| Attendance tracking | Manual + error-prone | Logged automatically |
| Class history & summaries | Spread across chats/files | Visible in a unified dashboard for each student |
| Tutor assignment | Manually coordinated | Streamlined through Wise calendar and filters |
These changes may sound small, but at 6,000 sessions/month, even a 10-second saving per session creates hours of freed-up team time.
“The biggest shift is confidence. With automation, we know the system is doing its job – no more scrambling or second-guessing numbers.”- Sunny Jaiswal, Co-founder, Kidway Education
Improved accuracy and transparency
- Parents now have real-time access to session history and summaries
- Fewer support tickets around credit confusion or missed classes
- Tutors have a clearer view of upcoming classes and student context
- Admins can monitor operations without chasing different teams for updates
Too early for full metrics – but the signs are clear
KidWay notes that while it’s still early to quantify total time saved or parent NPS impact, they’re already seeing:
- Fewer operational errors
- Happier tutors
- More trust from parents
And most importantly, the team now has time and headspace to focus on growth of the tutoring business, rather than firefighting.
Imagine your tutoring business with zero manual errors and full parent visibility.
That’s exactly what Wise helped KidWay achieve. Schedule your demo now
How Wise helped KidWay improve student engagement in 1-on-1 Academic Tutoring
Academic tutoring isn’t just about showing up — it’s about keeping students engaged and parents informed. For KidWay, tracking progress and ensuring a great experience for every student is a non-negotiable.
Wise helped support this in a few important ways:
1. Complete class history for every student
For every class a student attends its date, time, tutor, and summar is automatically logged and accessible in Wise.
This means:
- Parents can see what’s been taught and what’s pending
- Tutors can pick up where the last session left off
- Admins can monitor quality and consistency
“The transparency has changed the game. Parents feel more confident. Tutors are better prepared. Everyone is on the same page.”
2. In-Platform chat for continuous communication
Wise’s built-in chat allows for smooth communication between tutors, parents, and admin staff without juggling WhatsApp, email, or calls.
This reduces missed updates and gives parents a central place to ask questions, request changes, or get clarifications.
3. Smarter Scheduling to Avoid Disruptions
By aligning tutor calendars and tracking sessions in one place, Wise minimizes:
- Double bookings
- Missed classes
- Confusion about upcoming sessions
The result? More consistent learning experiences – especially important for younger kids who thrive on routine.
4. Designed for 1-on-1 learning environments
Wise isn’t a generic LMS, it’s built with live 1-on-1 academic tutoring in mind. Everything from credit logic to session summaries is tailored to the specific needs of this model, unlike systems built for batch classrooms or self-paced learning.
KidWay found that these features didn’t just make operations smoother they also elevated the learning experience, which directly impacts engagement and retention.
What other Academic Tutoring providers can learn from KidWay’s journey
KidWay’s journey is a clear example of what many tutoring businesses face today: growing demand, increasing complexity, and operational friction as they try to scale.
Their biggest learning?
“Success in academic tutoring doesn’t just depend on great tutors. It depends on how well your operations support those tutors and the families they serve.”
If you’re running a 1-on-1 academic tutoring service or managing multi tutor operations, here are a few takeaways from KidWay’s experience:
Key lessons for Tutoring Businesses
- Centralize your operations early: disjointed tools will hurt you as you grow
- Don’t underestimate onboarding: both staff and parents need time and support
- Choose software that fits your model: not all platforms support 1-on-1, credit-based systems
- Look beyond admin features: session summaries, history tracking, and communication tools drive trust and retention
- Take your time to evaluate tools: don’t rush the transition just to check a box
Ready to scale your academic tutoring operations with confidence?
Join tutoring businesses like KidWay using Wise to manage 1-on-1 sessions at scale. Book a free demo with Wise
FAQs
1. What is academic tutoring, and how is it different from regular tutoring?
Academic tutoring focuses on core school subjects like Math, English, and Science, helping students improve their performance in structured academic environments. Unlike general homework help, academic tutoring is goal-oriented and often aligned with curriculum standards.
2. How can tutoring software help academic tutoring businesses in the USA?
Tutoring software helps centralize operations from class scheduling and tutor assignments to progress tracking and payments. For academic tutoring businesses in the USA, software like Wise streamlines multi tutor operations and provides transparency for both tutors and parents.
3. What are the challenges of running 1-on-1 tutoring at scale?
Scaling 1-on-1 tutoring brings several challenges:
- Managing tutor availability
- Tracking class credits accurately
- Avoiding missed sessions or double bookings
- Keeping parents updated on class history and progress
Without automation, these challenges lead to errors and burnout.
4. Can tutoring software support multi tutor operations?
Yes, platforms like Wise are built to support multi tutor operations, allowing admins to manage tutor calendars, assign classes by subject expertise, and track performance across the board all from a single dashboard.
5. How does Wise help improve student engagement in tutoring?
Wise supports engagement by:
- Logging every class with summaries and duration
- Giving parents access to session history
- Enabling in-platform chat with tutors
- Reducing scheduling errors that interrupt learning continuity
This creates a more stable and transparent experience, which keeps students and parents engaged.
