Tutor Support Center
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Support Center
Have any questions or something to share? Use the form below to let us know!
Term Package Scheduling
Please fill out the “Term Package Scheduling Form” below to offer your weekly sessions.
We highly encourage you to initially provide as many sessions as possible. This approach will help us accommodate the varying needs of our students and ensure a strong start to the term (you can later decide to discontinue the offer once you’ve reached your desired number of sessions).
GradTutor sessions in Term 3 AY24/25 are scheduled to run from March 17th to June 15th 2025, with one week of Easter Holidays from April 14th to 20th, totaling 12 weeks (View Academic Calendar 24/25).
Onboarding
What are all the onboarding stages?
Please refer to the registration guide we sent you. These are the steps that must be done:
- Mediation contract signature
- Website Registration
- Google Calendar Booking System
- Tutor Form
Depending on your starting date, we might ask you to directly submit your term package availability for the coming term.
How do I set up my Google Calendar Booking System?
Please view the onboarding E-Mails we have sent you. You should have received detailed guides or tutorials on the setup process.
How do I submit my Term Package availability?
We notify all tutors a couple of weeks before the term starts to submit their availability the TP Scheduling page.
How can I start my Term Packages later than the official start of the term?
When you submit your Term Package availability, please add a note that they should only start from a certain date.
How do I submit my transcripts to you?
Per your mediation contract, transcripts must only be sent to us if we explicitly request them. We will send you a separate e-mail if they are required.
Pre-Booking
How does the booking system work?
- Trial Sessions
A student requests these sessions. We look through all tutors who have submitted their availabilities in the Google Calendar appointment system and find who best suits the specific student requests. This tutor will be notified via the Google Calendar appointment system. By default, the RSVP will be set to yes.
If this email reaches the tutor before 5:00 p.m. CET, the tutor has till 8:00 p.m. CET of the same day to decline.
If this email reaches the tutor after 5:00 p.m. CET, the tutor has till 8:00 p.m. CET of the next day to decline. - Single Sessions
A student requests these sessions. We look through all tutors who have submitted their availabilities in the Google Calendar appointment system and find who best suits the specific student requests. After the payment has been processed, the tutor will be notified via the Google Calendar appointment system. By default, the RSVP will be set to yes.
If this email reaches the tutor before 5:00 p.m. CET, the tutor has till 8:00 p.m. CET of the same day to decline.
If this email reaches the tutor after 5:00 p.m. CET, the tutor has till 8:00 p.m. CET of the next day to decline. - Term Packages
A student books these sessions directly from the website. Before the start of the term, all tutors submitted their term package availability, which is visible and bookable on the website for all students. When booked, you will be notified via E-Mail.
You will be booked a minimum of 24 hours in advance.
How do I submit my Term Package availability?
We notify all tutors a couple of weeks before the term starts to submit their availability the TP Scheduling page.
How can I change the times of my Term Packages?
If the Term Package you want to change has not been booked yet, please re-submit the TP Scheduling form with the comment that you are replacing the existing packages. We will try to change them as quickly as possible.
If the Term Package you want to change has already been booked, schedule changes should be limited to emergencies. In such cases, please E-Mail your client with your proposed change and add us to CC. With major changes, it is advisable for you to offer something to compensate for your client’s trouble, for example, an additional free class.
I use Microsoft Teams. How does my student get my link?
This is an important detail regarding online sessions conducted via Microsoft Teams. Unlike Zoom, where a consistent URL and meeting code can be included in the invoice, each Teams meeting generates a unique URL. This means that it’s not possible for us to include the meeting link directly in the invoice.
Instead, this message is shown: “I will send you an E-Mail with the details.” As a result, you are responsible for sharing the specific Teams meeting URL with your students via E-Mail after the booking is confirmed. Please ensure this information is communicated promptly to avoid delays or confusion!
Why does it say "READ MORE" on my service?
When you are logged into your account, all your services will be displayed as “READ MORE”. Clients will see it as “ADD TO CART”.
How does the invoice system work?
- Trial Sessions
An invoice is not necessary here. - Single Sessions
We will send an invoice to the student for you. You will receive a copy via E-Mail. - Term Packages
We will send an invoice to the student for you. You will receive a copy via E-Mail.
Invoices from GradTutor to you will be sent to you once per term. You will have already paid all invoices automatically.
What are the term package periods for this academic year?
Please go to gradtutor.net/services to see the currently planned schedule.
Can I change my availability on the Google Calendar Booking System?
Absolutely. This system is designed for you to change it as often as you like based on your schedule.
When we get a request for a trial/single session, we look through the schedules of our tutors to see which one will fit best.
After-Booking
How do I receive my income?
Your income is disbursed via a withdrawal process.
Login to your account on this website with your vendor details. Then, access your Vendor Dashboard and request a withdrawal. When we accept this request, you will receive your income.
Please note that we will only accept requests if the withdrawal amount is already earned by conducted classes and if the request exceeds 50.00 EUR. Exceptions are possible.
How much earnings can I withdraw?
Withdrawal requests will only be approved if you have already conducted the classes from which you withdraw your earnings. For example, if you were booked for a term package and conducted 1 session so far, you may only withdraw the earnings from that 1 session.
You may ask for a maximum of 1 withdrawal request per month. Withdrawals must be above 50 EUR in total sum.
All transfers will be sent until the 06. day of the following calendar month if the request was received at the latest 7 days before this date and until the 06. day of the month after the next month if the request was received later than that.
How can I refer a tutor?
- Access the Support Center on this page and complete the applicable survey.
- Your friend should go to Contact Us > Become a Tutor > How did you find us? > Another Tutor
How is the price of a class decided?
Our goal is to provide affordable classes for as many students as possible. We marginally adjust prices for market movements. With more experience and the tutor-ranking system, your classes may become more expensive and give you a higher income.
How can I refund a class for my student?
Access the Support Center on this page and complete the applicable survey.
How can I request a single session for my student?
Access the Support Center on this page and complete the applicable survey.
How do I contact my student?
Currently, contact is only possible via E-Mail. You can find it on the confirmation E-Mail.
Why are my earnings for some classes / packages more than for others?
Depending on the payment method chosen by your client, there are differing transaction fees. Some classes are bought via PayPal, which charges hefty fees. For credit/debit cards, we chose a very cheap provider, which is why you will be able to see a noticeable positive difference there. Under My Account > Vendor Dashboard > Orders > View an order, you can see directly how much was charged.
Tutor Form
Information entered here will be displayed on your tutor profile, except for your email and phone number, which will be used for communication purposes. See examples here. Please submit only once. Double-check your information before submitting. If you have any specific questions, feel free to contact us.
Scenario
FOLLOW UP QUESTIONS AFTER BOOKING
Dear [Alex],
I’m [Peter] from GradTutor. Thank you for booking a [trial] session with me next [Monday at 18:30]. To make sure we can get the most out of it, I would kindly ask you to answer a few questions. Please send the answers back to me before [Monday], so that I can prepare for the class as well.
- Why would you like to take [Spanish] classes, i.e. what is your goal?
- Out of the four examination criteria: Reading comprehension, listening, writing, and speaking, what do you feel the most and the least comfortable with?
- What are you currently covering in [Spanish] class and do you already know what you next exam is about?
- Is there anything you definitely need or do not need help with, please specify?
- Do you know what type of learner you are, i.e. visual, auditory etc.?
- Do have problems with [Spanish grammar, vocabulary or pronunciation]?
- Are you planning to take the [official IB exam]?
If you have any questions for me, feel free to reach out. Thank you and I’m looking forward to seeing you soon!
Best regards,
[Peter]
LAST MINUTE CANCELLATION
Hi [Alex],
I hope you’re doing well. Unfortunately, I’m reaching out with bad news – something urgent has come up, and I won’t be able to make our session today at [Time]. I’m really sorry for the last-minute cancellation.
I know you were probably looking forward to the class, and I completely understand if this is inconvenient for you. I would love to reschedule at a time that works best for you.
Please let me know your availability, and I’ll adjust my schedule to make sure we can meet soon.
Thank you for your understanding, and again, my apologies for the sudden change. I look forward to our next class!
Best regards,
[Peter]
RESCHEDULE CLASS
Hi [Alex],
I hope you’re doing well! I wanted to let you know that, unfortunately, I need to reschedule our upcoming class on [Day] at [Time]. I apologize for any inconvenience this may cause. Could you let me know your availability over the next few days? I’ll do my best to find a time that works for both of us.
Thank you so much for your understanding!
Best regards,
[Peter]
NO-SHOW
Hi [Alex],
I hope this message finds you well!
I waited for you for about [20 minutes] today, but it seems you weren’t able to make it to the lesson. Please let me know if there was an issue or if something unexpected came up.
As a gentle reminder, according to our refund policy, the class is considered formally conducted since it was booked and I was available. However, if you have any questions or would like to discuss rescheduling, please feel free to reach out.
Looking forward to hearing from you soon!
Best regards,
[Peter]
FINAL TUTORING SESSION
Dear [Alex],
I hope this message finds you well!
I wanted to reach out to let you know about an important update regarding your tutoring sessions. Unfortunately, I won’t be able to continue with the [remaining term package classes/classes next term/…] due to [reason]. I understand this may come as unexpected news, and I truly apologize for any inconvenience this might cause.
Your academic success is important to me, and I want to make sure you feel fully supported during this transition. Mona (GradTutor Co-Founder) will send you an E-Mail as soon as possible. This message will include offers for the next steps, such as options for replacement tutors.Please don’t hesitate to contact Mona directly (mona.kuribayashi@gradtutor.net) with any immediate questions or concerns.
Tutoring you has been a pleasure, and I wish you continued success in school!
Warm regards,
[Peter]
Student Transition Support Form
This form is designed for tutors who are quitting or pausing their tutoring sessions. Please fill out the information below to help us find the best alternative tutor for your current student. Your insights are essential for a smooth transition!
Please fill this form out for every student.