Family Management Hub for Tutoring Businesses

Most tutoring businesses serve families, not just individual students. Yet generic CRMs and scheduling tools treat each student as an isolated contact. Gigpie's Family Management Hub recognizes that parents manage multiple children, siblings share package hours, and household relationships matter.

The Family-First Approach

Why Families, Not Just Students?

Reality of tutoring:

• Parents are the decision-makers
• Siblings often take lessons together
• One payment covers multiple students
• Family dynamics affect learning
• Household schedules matter

What happens without family management:

• Duplicate parent information across student records
• Can't see total family spending
• Miss cross-selling opportunities (sibling #2)
• Confusing package balances
• No household context

With Gigpie's family hub:

• One parent record for the household
• All children linked to parents
• Shared or individual package balances
• Complete family history in one view
• Household communication preferences

Core Family Hub Features

Household Overview

See everything about a family in one place:

Family Profile:

• Primary contact information
• All students in the household
• Preferred communication methods
• Emergency contacts
• Billing details

At-a-Glance Metrics:

• Total sessions completed
• Active package balances
• Lifetime revenue
• Next scheduled sessions
• Last interaction date

Student Management

Each family contains multiple students:

Student profiles include:

• Grade level and school
• Learning goals and challenges
• Subject focus areas
• Tutor preferences
• Progress over time
• Individual notes and observations

Benefits:

• See siblings side-by-side
• Compare progress across children
• Coordinate schedules for convenience
• Share insights between tutors

Package Management

Families can have:

Individual packages:

• Johnny has 10 hours for math
• Sarah has 8 hours for SAT prep
• Each tracked separately

Family packages:

• One pool of 20 hours
• Any student can use them
• Parents decide allocation
• Great for flexible family needs

Mixed approach:

• Some individual packages (specialist subjects)
• Some shared packages (general tutoring)

Communication Center

All family interaction in one thread:

Contact History

• Every email sent
• Every session note
• Every payment collected
• Every schedule change
• All in chronological order

Why this matters: New tutor working with the family? They can review complete history in 2 minutes and arrive fully prepared.

Communication Preferences

Track how each family prefers to communicate:

• Email (most common)
• Text/SMS (reminders only)
• Phone (emergencies)
• Portal messages (async questions)

Respect preferences = better relationships.

Multi-Parent Households

Handle complex family situations:

• Divorced parents with separate logins
• Grandparents involved in scheduling
• Nannies who coordinate sessions
• Stepfamilies with shared students

Each adult can have portal access with appropriate permissions.

Learning Profile System

Beyond demographics, track what matters:

Student Goals

Document why they're here:

• Academic goals: "Improve algebra grade from C to B+"
• Test goals: "Score 1400+ on SAT"
• Skill goals: "Build confidence in math"
• Timeline goals: "Ready for AP Calc by fall"

Learning Preferences

How does this student learn best:

• Style: Visual, auditory, kinesthetic
• Pace: Fast-paced or methodical
• Time: Morning alert vs. afternoon tired
• Environment: Quiet focus vs. collaborative
• Motivation: Competition vs. encouragement

Tutors use this to adapt their approach.

Special Considerations

Flag important details:

• Learning differences (ADHD, dyslexia, etc.)
• Accommodations needed
• Medical considerations (allergies, etc.)
• Behavioral notes
• Communication sensitivities

Relationship Mapping

Tutor Assignments

See which tutors work with each student:

Current assignments:

• Johnny → Ms. Chen (Math)
• Johnny → Mr. Patel (SAT Prep)
• Sarah → Ms. Rodriguez (English)

Historical tutors:

• Previous tutors who worked with family
• Why assignment changed (if noted)
• Feedback and outcomes

Family Network

Understand connections:

• How did they find you? (Referral from Jones family)
• Are they connected to other families?
• Do they know other students?
• Referral tracking for incentives

Financial Dashboard

Complete picture of family economics:

Revenue Tracking

Payment History

• Every package purchased
• Payment method used
• Payment plans or installments
• Refunds or credits issued
• Outstanding balances

Billing Efficiency

Automatic tracking:

• Package hours deducted after each session
• Low balance alerts sent automatically
• Payment reminders for overdue balances
• Receipt generation for tax purposes

Session Coordination

Schedule management across multiple students:

Family Scheduling View

See all students' sessions in one calendar:

• Monday 4pm: Johnny - Math
• Monday 5pm: Sarah - English
• Wednesday 4pm: Johnny - SAT Prep

Benefits:

• Back-to-back scheduling for convenience
• Coordinate carpool logistics
• See full family commitment
• Identify scheduling conflicts

Smart Scheduling

The system knows:

• If siblings can share transportation
• If one parent handles all dropoffs
• If sessions should be grouped
• If breaks are needed between sessions

Reporting and Analytics

Family-Level Reports

Performance tracking:

• Progress across all students
• Attendance patterns
• Engagement levels
• ROI on tutoring investment

Operational insights:

• Most valuable families
• At-risk families (decreased engagement)
• Expansion opportunities
• Referral potential

Business Intelligence

Across all families:

• Average students per family (1.3-1.8 typically)
• Package size trends
• Retention rates
• Referral source effectiveness

Family Lifecycle Management

Track families through stages:

1. Inquiry

• How they found you
• Initial questions asked
• Services interested in
• Quote provided

2. Onboarding

• First package purchased
• Students enrolled
• Preferences collected
• Welcome process completed

3. Active

• Regular session attendance
• Consistent package purchases
• Good communication
• Satisfied with service

4. At-Risk

• Missed multiple sessions
• Haven't repurchased recently
• Communication dropped off
• Complaints or concerns

5. Inactive

• No sessions in 3+ months
• Packages expired unused
• Stopped responding
• Ended relationship

6. Alumni

• Completed goals (graduated, etc.)
• Positive exit
• Would refer others
• May return for future children

Custom Field System

Every business is unique. Add custom fields:

Examples:

• School district
• Referral source
• Marketing campaign
• Student personality type
• Parent occupation
• Preferred tutor gender
• Session location preference
• Homework help access level

Use these for:

• Segmentation
• Personalization
• Reporting
• Tutor matching

Mobile Access

Family information on the go:

For tutors:

• Pull up family info before session
• Review student goals on phone
• Add notes from anywhere
• Check family history quickly

For admins:

• Answer parent calls with context
• Update info from anywhere
• Review family status remotely

Privacy and Security

Family data is sensitive:

Protections:

• Family isolation (can't see other families)
• Role-based access control
• Audit logging of all changes
• Secure authentication
• Encrypted data storage
• GDPR/CCPA compliance

Parent control:

• Can request data export
• Can request data deletion
• Control portal visibility
• Manage who has access

Integration with Other Tools

Family data flows everywhere:

Automatic syncing:

• Calendar invites go to parents
• Payment receipts via email
• Progress reports generated
• Reminder systems triggered

Export options:

• Family lists to CSV
• Financial reports to QuickBooks
• Contact lists to email tools
• Session data to analytics

Real-World Use Cases

Large Tutoring Center

Challenge: 200 families, 8 tutors, multiple subjects

Solution:

• Centralized family records
• Shared notes across tutors
• Coordinated scheduling
• Unified billing view

Result: Admin time cut by 50%

Solo SAT Tutor

Challenge: Managing 25 families, remembering details

Solution:

• Quick reference before each session
• Complete history at fingertips
• Professional presentation
• Never forget important details

Result: Improved parent perception of professionalism

Music School

Challenge: Families with multiple children, different instruments

Solution:

• Family packages across instruments
• Coordinated lesson scheduling
• Recital management
• Holistic progress view

Result: 30% increase in multi-child families

Frequently Asked Questions