5 Best Tutor Scheduling Software Options in 2025: Features, Pricing & Comparison

TL;DR: Here are the five best tutor scheduling software solutions in 2025:

1. Wise – Best for tutoring businesses of all sizes with built-in engagement tools and smart automations
2. Cal – Ideal for flexible scheduling with open-source customization
3. TutorCruncher – Ideal for tutoring businesses looking to streamline finances
4. Acuity Scheduling – Great for tutor marketplaces with client self-scheduling
5. Appointy – Perfect for solo tutors and small teams needing seamless automation

Why automated scheduling is essential for tutoring businesses

Managing scheduling of tutoring sessions manually can lead to double bookings, missed appointments, and tutor burnout. Scheduling is one of the most critical and time-consuming aspects of running a tutoring business. To streamline operations and support growth, many tutoring management platforms or LMS for tutoring businesses now include built-in scheduling tools. At the same time, specialized scheduling software has emerged, catering to tutors and other service providers.

In 2025, leading tutor scheduling software go beyond simple calendars, offering AI-powered automation, time-zone syncing, financial integrations, and automated reminders to optimize operations.

A robust tutor scheduling system should be able to:

• Reduce no-shows with automated multi-channel reminders
• Improve global accessibility by handling bookings across different timezones
• Enhance tutor retention with buffer periods and workload balance
• Automate payments and invoicing to streamline finances
• Integrate seamlessly with video conferencing for an all-in-one experience

Here’s a look at the key functionalities that define top scheduling platforms in 2025.

Essential functionalities for modern Tutor Scheduling Software

1. Intelligent multi-time zone scheduling

• Geo-fenced availability dynamically adjusts based on student locations
• Mobile-first scheduling enables tutors to manage sessions and learners to book sessions on the go
• Custom buffer periods reduce tutor burnout by preventing back-to-back bookings

2. Automated multi-channel reminders

• Three-stage alerts (24h, 1h and 10min before sessions) via WhatsApp, email, and in-app notifications
• Behavioral triggers send extra reminders to students with high cancellation rates
• Customizable templates for different student groups

3. Cancellation policy automation

• Tiered penalties (e.g., 50% fee for <24h notice, full forfeiture for <12h)
• Override features for admins based on emergency-based exceptions (e.g., weather-related cancellations)
• Credits for rescheduled sessions instead of refunds

4. Invoicing and payouts

• Auto-invoicing based on per-session or per-hour rates
• Ability to define tutor payout rates in order to calculate and execute tutor payouts
• Ability to track and set rules for no-shows or incomplete sessions

5. Video conferencing integration with advanced tools for virtual classroom

• Auto-generated Zoom links embedded in reminders
• Session recordings securely stored for learners to revise and admins to review
• AI summaries of sessions

If your scheduling software includes these key features, your tutoring business is in full control of its scheduling. We’ve put together a list of the 5 best tutor scheduling software based on these essential criteria. Let’s dive into each one in detail.

1. Wise – For tutoring businesses of all sizes looking for an advanced tutor scheduling software

Wise is a comprehensive tutor management software with advanced scheduling features. The platform is built specifically for tutoring businesses, offering engagement tracking, gamification, and analytics in addition to smart scheduling. Wise goes beyond just scheduling. It allows tutoring businesses to manage schedules, availability, working hours, session conflicts and learner schedules at one place. It allows learners to self-schedule and at the same time provides alerts for missed or delayed sessions. Its an advanced tutor scheduling software for tutoring businesses or online schools looking to streamline their scheduling.

Key features:

• Tutor availability: Manage tutor availability and leaves. Syncs with tutor’s google calendar for accurate availability.
• Multi-time zone Scheduling: Automatically adjusts slots based on student locations.
• Self-scheduling: Learners can self-schedule based on tutor’s availability and custom booking rules
• 3 stage reminders: Automated reminders via email, WhatsApp and in-App at 24h/1h/10min before the session
• Video Conferencing: Auto-generates Zoom links. Shares session recordings and AI summaries automatically with participants
• Invoicing & Payouts: Streamlines financial operations by automating invoicing, payments and tutor payout calculations. Also, the LMS integrates with payment gateways such as Stripe, Razorpay, etc

Pricing: Free plans for single tutors. Paid plans start at $1 per session for 1-on-1 tutoring businesses.

Please note, Wise is designed specifically for tutoring businesses. While it is an ideal tutor scheduling software, however, it is not suited for use-cases outside education, tutoring or training.

Case Study

A Dublin based math tutoring saved 100+ hours after switching to Wise Online tutoring software

2. Cal – Best for open-source & flexible scheduling

Cal.com is an open-source, fully customizable scheduling platform ideal for tutoring businesses that need a unique, API-driven solution. If you are a single tutor or a group of tutors managing their schedules independently – Cal is a good option. It is free and easy to use. Its starts becoming expensive and slightly difficult to use once you start using it as a team or want some customizations. Cal is also a good software for large tutoring businesses if they have a dedicated tech team.

Key features:

• Fully customizable – Open-source flexibility allows deep integrations
• Multi-User booking – Works well for both 1-on-1 and group sessions
• Integrates with any platform – API-driven for seamless automation
• Self-Hosting option – Allows complete data control

Pricing: Free (self-hosted), Pro starts at $12/user/month

Please note, Cal requires technical knowledge for deep customization, however, as long as the standard UI and features offered by Cal work for you – it is a great and straightforward standalone tutor scheduling software.

3. TutorCruncher – For Tutoring businesses looking for finance automation

TutorCruncher is a business management and scheduling tool designed for tutoring companies, automating invoicing, revenue sharing, and finance tracking. TutorCrucher is considered as a good “back office” software by many tutoring businesses. Its features around invoicing, payouts and accounting make it a robust software. However, its interface may seem outdated and difficult to navigate. So many tutoring business may use it to manage their operations but would not use it as a client facing software.

Key features:

• Bulk Tutor scheduling software– Manage multiple tutors and students efficiently
• Auto-invoicing & commission tracking – Good for multi-tutor businesses
• Client relationship management (CRM) – Tracks student progress and communication

Pricing: Starts at $30/month plus commission-based pricing

TutorCruncher is a good tutor scheduling software option if you have a dedicated admin team to manage business operations. So you can use TutorCruncher to manage operations and export reports which you could then share with your team. However, if you are looking for an easy-to-use tutor management software which not only streamlines your tutoring business operations but also provides a modern interface to your team and clients then TutorCruncher is not ideal. Or if you do not prefer a revenue sharing model then you may want to consider TutorCruncher alternatives as tutor scheduling software options.

4. Acuity Scheduling – Suited for client self-scheduling & marketplaces

Similar to Cal, acuity is a client-first scheduling system that allows students to book their own sessions. Additionally, it automates payments and reminders.

Key features:

• Self-scheduling for clients – Students can book and manage their own sessions
• Payment integration – Accepts Stripe, PayPal, and Square
• Customizable intake forms – Gathers student information upfront
• Appointment packages & memberships – Tutors can offer prepaid session bundles.

Pricing: Starts at $16/month

Acuity scheduling may be a good starting point for solo tutors. However, as a tutoring business scales, it may not be an ideal solution. It would be better to look for LMS for multi-tutor setup with inbuilt tutor scheduling software features or an advanced tutor management software.

5. Appointy – Best for solo tutors & small teams

Appointy is a lightweight scheduling tool with simple automation features, perfect for solo tutors or small teams.

Key features:

• One-Click rescheduling – Drag-and-drop calendar adjustments
• Auto-generated Zoom links – No manual meeting coordination needed
• Custom branding – White-labeled booking pages for professional use
• SMS & Email reminders – Reduces no-shows

Pricing: Free plan available, paid plans start at $19.99/month.

Appointy is a good starting point for individual tutors looking for a tutor scheduling software. However, it is not an ideal solution for larger tutoring businesses.

How do the 5 best tutor scheduling software compare against each other?

Conclusion

• Choose Wise if you need a modern interface for your clients + LMS features + scheduling for a tutoring business
• Choose Cal.com for customization & API-first flexibility
• Choose Acuity Scheduling or Appointy if you want straightforward client-driven scheduling

Automated scheduling is key to scaling or starting your tutoring business in 2025.