Why We Recommend Tutorbase for Language Schools in Hong Kong
- French Teachers Team
- Sep 3
- 4 min read
A practical review for directors, coordinators, and admin teams (French Teachers Association Hong Kong)
Author: Yoan Amsellem, Program Director, French Teachers Association Hong Kong
Last updated: September 3, 2025
Quick Summary (answers first)
What is Tutorbase?
A tutoring management platform / language school management software that unifies lesson scheduling, class placement, student & parent self-service, billing & invoicing, tutor payroll, attendance, and reporting—in one place.
Why we chose it (after using other systems like Teachworks):
Faster day-to-day workflows, smarter group placement & teacher assignment, and fewer admin emails thanks to a clearer self-service portal.
Migration note:
We migrated from Teachworks in 2 days using the Teachworks API for automatic import. Day 1 brought in students/teachers/services/lessons; Day 2 reconciled schedules and rosters inside Tutorbase.
Who benefits most:
Multi-program schools running groups + 1-on-1 across locations (e.g., DELF/DALF, kids, teens, adults) with active parent involvement and clear policy rules.
Caveat:
Very small teams or solo tutors may still prefer usage-priced tools (e.g., Teachworks) if cost minimization outweighs workflow depth.
This page answers:
How do we place students into the right class fast (age, level, time, location)?
How do parents and adult learners book/reschedule and see invoices without emailing us?
How did we migrate from Teachworks in 2 days (API import)?
Where does Teachworks still fit, and where does Tutorbase shine for multi-program schools in Hong Kong?
Our verdict in one sentence
For language schools in Hong Kong balancing complex timetables and high expectations from families, Tutorbase is the most complete solution we’ve used: smart placement, clean self-service, and admin workflows that scale without spreadsheets.
How Tutorbase changed our day-to-day
1) Placement that “just works”
During intake we capture level, age, location/branch, availability, and goals (e.g., DELF B2 vs. conversation). Admins then match each learner to the right teacher and best-fit group—quickly and consistently.
2) Self-service that lowers ticket volume
Parents and adult learners book, reschedule, and cancel online; they see upcoming classes, course details, and invoices in one place. Automated reminders reduce no-shows and forgotten payments.
3) Scheduling that handles reality
One calendar for groups and 1-to-1, across rooms and locations. Make-ups and fees follow our policy automatically, so exceptions don’t become debates.
4) Billing & payroll in minutes
Bulk invoicing and tutor payroll from attendance/schedules make month-end predictable. Directors get reliable numbers; teachers get consistent, timely pay.
5) Reporting across programs
Attendance trends, revenue by program/period, and quick exports support planning and board updates.
Early results (8 weeks, internal metrics)
Admin emails: –22% (fewer “when is my class?” / “can I reschedule?”)
Payroll prep time: ↓ from ~3h to ~1h per cycle
On-time payments: +9% after portal rollout
(We’ll update these figures quarterly.)
Onboarding & migration: what actually happened
Automatic import via Teachworks API. We connected to Teachworks, pulled students, teachers, services, lessons, and related records.
Timeline: 2 days. Day 1 data import; Day 2 reconciling schedules, group rosters, and teacher assignments inside Tutorbase.
Outcome: No disruption—families simply logged into the new student/parent portal and continued as usual.
Tip: prepare your policy rules (cancellations, make-ups, fees) and ensure level/age/location tags are clean before migration.
Tutorbase vs Teachworks (balanced comparison)
Task / Need | Teachworks | Tutorbase | Our take |
Group placement by level/age/time/location | Requires more manual juggling | Streamlined matching with less back-and-forth | Edge: Tutorbase |
Parent/Student self-service | Solid | Very clear; fewer “help” emails | Edge: Tutorbase |
Bulk billing & tutor payroll | Good | Feels faster at scale | Edge: Tutorbase |
Pricing model | Base + per-lesson fees (cost-efficient for very small ops) | Plan-based; built for scaling programs/branches | Depends on size |
Takeaway: If you’re solo or very small, Teachworks’ pricing mechanics can be attractive. If you manage multiple programs, groups, and branches, we found Tutorbase more efficient operationally.
What school owners usually ask us
How long does onboarding take?
With an API-based import and a clean data map, our migration took 2 days. Your timeline will reflect data hygiene and policy complexity.
Will teachers adopt it quickly?
Yes. Teachers primarily view schedules and mark attendance. Most setup is admin-side (policies, billing, placement).
Does it really reduce admin emails?
It did for us. Self-service booking and invoice visibility removed the most common questions.
Can it enforce our cancellation/make-up rules?
Yes. Define once; the system applies them across groups and 1-to-1 consistently.
Rollout plan we recommend to peers
Define policies (cancellations, make-ups, fees, payment terms).
Map data (levels, age bands, locations, services, teacher availability).
Pilot one program for two weeks; measure admin email volume + time-to-invoice.
Enable the portal and communicate the change to families.
Scale up to remaining programs once the pilot feels right.
Balanced take: pros, cons, and best-fit
Pros we noticed
Strong placement/matching for language schools (age/level/time/location).
Clear student/parent portal → fewer tickets.
Faster billing/payroll close and cleaner month-end.
Trade-offs
Any migration needs planning and internal comms.
Tiny teams may still choose lower-cost, usage-priced tools.
Best for
Multi-program schools (DELF/DALF + conversation + kids/teens/adults)
Mixed groups + 1-to-1 across rooms/locations
Teams that want policy automation and fewer back-and-forth emails
Our recommendation (and the only two links you need)
For multi-program language schools in Hong Kong, Tutorbase gave us the smoothest ops: smart placement, self-service that families actually use, and admin workflows that scale. If you’re managing several programs or branches, run a pilot and measure the time you save.
👉 Explore tutoring management software built for language schools like ours.
👉 Learn more about Tutorbase.
FAQ (for directors & coordinators)
Does Tutorbase support both group and private lessons?
Yes—one calendar, consistent policies, shared reporting.
Can parents manage bookings and invoices themselves?
Yes. The portal supports booking/rescheduling, course details, reminders, and invoice visibility.
How does it help with placements?
Admins place students using age, level, availability, location, and teacher fit—reducing mid-term changes.
Where does Teachworks still make sense?
Smaller operations that value low base price + per-lesson fees may find Teachworks economical; it also offers automation and self-service features.
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