For a tutoring business having the right tutor management software can make all the difference. For Victory Learning Academy, a Malaysia-based tutoring center, finding the right Tutor management software for their online tutoring was key to overcoming operational challenges and improving student outcomes. Specializing in delivering affordable and high-quality education to students aged 6 to 17, Victory Learning offers programs aligned with both the national Malaysian school syllabus and the international IGCSE curriculum.
However, managing their growing number of students and tutors posed significant challenges. From tracking attendance and lesson durations to ensuring that learning materials were well-organized, Victory Learning realized they needed a solution to streamline their processes. That’s when they adopted Wise, a modern tutor management software that helped them enhance their operations, improve student engagement, and simplify tutor oversight.
In this case study, we’ll explore how Victory Learning tackled their challenges and achieved better results using Wise – and why other tutoring businesses should consider a similar approach.
Challenges Victory Learning faced before using a Tutor Management Software
Before using Wise, Victory Learning struggled with several operational hurdles that affected their efficiency:
- Tracking session completions/cancellations was a headache
Victory Learning found it difficult to monitor which sessions were conducted, the duration of each session, and whether they were completed on time. There was no reliable way to track lesson progress, which made reporting and accountability a challenge. - Unorganized Session recordings
Session recordings were saved haphazardly, making it tough for students to revisit lessons and for administrators to verify what was taught during a session. The lack of a centralized and automated recording system led to confusion and frustration for both students and tutors. - Bandwidth and time limit issues
Initially, Victory Learning relied on free tools like Google Meet and Zoom for their online classes. However, these tools had time limits, forcing students to rejoin sessions multiple times. This disrupted the flow of lessons and negatively impacted student engagement. - Previous LMS wasn’t user-friendly
The previous LMS they used was not intuitive and came with hidden bandwidth limitations. Victory Learning found it difficult to monitor their usage and manage their content efficiently.A user-friendly LMS is a key to better learner experience. Maximus, a language school in Albania, shared the importance of using a user-friendly LMS for scaling their operations.
Why Victory Learning chose Wise – Tutor Management Software for managing their tutoring operations
After evaluating various solutions, Victory Learning chose Wise for its robust features that addressed their specific needs. Here’s what made Wise stand out:
- Integrated Zoom without time limits
With Wise, Victory Learning no longer had to worry about session time limits. Wise LMS is integrated with Zoom. This allows for seamless, uninterrupted lessons and automated scheduling. Additionally, attendance is automated for all zoom sessions.
Additionally, as Wise provides Zoom as an optional add-on, Victory Learning did not have to worry about purchasing Zoom separately or Zoom’s pricing. - Automatic session recording
Wise’s auto-recording feature ensures that all sessions are recorded automatically and neatly organized. This made it easy for students to revisit past lessons and for administrators to access recordings for quality assurance.
Connect My Expert, a tutoring company, highlighted the importance of recording all sessions for a tutoring business. - Content management features
Wise offers tools that allow educators to upload and manage learning materials efficiently. Teachers can organize student submissions, provide feedback, and create assessments.
The Onboarding experience with Wise – Tutor Management Software
When Victory Learning adopted Wise, they found the onboarding process smooth and efficient. The Wise team assisted in importing all student and tutor data into the platform, making the transition seamless.
While some students initially faced challenges navigating the new system, Victory Learning addressed this by creating a user manual to help students get familiar with Wise. This proactive approach helped students adapt quickly and reduced any potential confusion.
They shared a key piece of advice for others considering a new LMS for tutoring:
“Make sure to test the platform for a period of time before fully committing. This way, you can determine whether it’s worth investing in.”
The impact of Wise on student engagement and learning
Since adopting Wise, Victory Learning has seen significant improvements in student engagement, performance, and retention. Here are some specific features that have contributed to this success:
- Attendance and Lesson tracking
Wise automatically tracks student attendance and the duration of each session. This has helped Victory learning ensure that all classes are conducted as planned and that students are attending regularly. - Assessment tools with Feedback options
The assessment feature allows teachers to collect assignments in an organized manner and provide timely feedback. This has streamlined the evaluation process and encouraged students to stay engaged. - AI-Powered lesson summaries
One of the most popular features among students is Wise’s AI-generated lesson summaries, which provide a quick recap of each session. These summaries help students reinforce what they’ve learned, making it easier to retain information.
Streamlined Tutor Management with Wise
For tutoring businesses, managing instructors efficiently is crucial. Victory Learning found that Wise significantly improved their tutor management in the following ways:
- Tracking tutor activity
The platform provides visibility into how many sessions each tutor conducts and whether they start and complete their classes on time. This help in calculating tutor payouts very efficiently and quickly. - Monitoring teaching quality
With access to session recordings, AI summaries and session rating administrators can review tutors’ teaching styles and offer constructive feedback to help them improve. - Scheduling flexibility
Wise allows tutors to schedule sessions flexibly, making it easier to manage replacements, reschedule classes, or extend sessions as needed.
Key results: Improved Retention and Learner outcomes
Victory Learning has reported notable improvements in student retention and academic performance since adopting Wise Tutor management software. They attribute these successes to:
- Seamless session tracking that ensures all classes are conducted as planned.
- Efficient content management that makes learning materials easily accessible to students.
- Increased engagement due to features like AI lesson summaries and timely feedback.
Advice for other EdTechs considering Tutor Management Software
Based on their experience, Victory Learning shared some valuable tips for other EdTech businesses looking to adopt a new LMS or tutor management software:
- Ensure the Tutor management software offers automated recording
This is crucial for accountability and for helping students revisit lessons whenever they need to. - Look for comprehensive content management features
Make sure the system allows teachers to compile materials, tests, and assessments in an organized way. - Prioritize lesson tracking and reporting
An effective LMS should provide robust tracking tools that help you monitor session attendance, duration, and engagement.
Why Tutor Management Software is essential for online tutoring businesses
For founders and owners of online tutoring businesses, tutor management software can be a game-changer. It helps streamline operations, improve the learning experience, and ensure accountability across your team of tutors.
Victory Learning’s success story is a testament to the value of choosing the right software to manage your tutoring operations. By addressing their challenges and optimizing their processes, they’ve been able to deliver a better educational experience to their students while making life easier for their tutors.
If you’re running an online tutoring business, it’s worth considering Wise as a comprehensive solution to manage your sessions, tutors, and student engagement all in one place.
You may be interested to read these case studies
- Chess Gaja, a leading online chess tutoring firm, shared about significant increase in tutor efficiency once they started using a robust tutor management software.
- Dublin Maths, an Ireland based math tutoring reduced their admin work by 80% using a specialized tutor management software.
