Scheduling that can't double-book a tutor
One calendar for every tutor, reminders that send themselves, availability that respects the rest of their life, and a booking link that follows your rules.
Every tutor on one grid, side by side
Your whole centre in a single view — each tutor a column, 1-on-1s and group classes together, filtered by tutor, subject or location. Finding who is free on Thursday takes one glance, not five calendars.
Reminders that go out on their own
Every session reminds itself — a day before, an hour before, and again just before it starts. Email and in-app today, with text message and app push coming. Parents get the same reminders as their child, and if a session moves or is cancelled the queued reminders are pulled with it, so nobody is told to show up to a lesson that isn't happening.
Availability that knows about the rest of their life
Tutors set weekly hours, block out a date, or flip on vacation mode. Connect Google Calendar and whatever else is in their day comes through as busy — so a uni lecture blocks a slot before anyone books it. Buffers between sessions are yours to set, and admins can edit a tutor's hours for them.
A booking link that follows your rules
Share a link, or embed it on your site, and a new family picks from real open slots without an account. You decide what happens next: auto-confirm, approve anything outside normal hours, or approve every request by hand. It is a booking system, not an open diary.
Recurring series built around your terms
Set up a weekly or fortnightly series once and point it at a term — "Term 3, 10 weeks" — instead of counting sessions by hand. Already running a timetable? Import it and every series lands pre-confirmed, with tutors getting one summary rather than forty emails.
Move a session without losing the thread
Propose a new time and the other side accepts — the session keeps its identity, so attendance, the invoice line and the reminders all move with it, and the new slot is re-checked for clashes before it lands. Your cancellation terms are stamped onto each booking when it is made, so changing your policy later never rewrites a session someone already booked.
Replaces the shared spreadsheet, the reschedule thread in the group chat, and a separate booking-link subscription.
Common questions
Can ClassQuill stop tutors being double-booked?
Yes, and not just as a warning in the interface. Two scheduled sessions that overlap for the same tutor are rejected by the database itself, so it holds however the booking was made — by an admin, by a tutor, through the public booking link, or when someone accepts a proposed new time. Back-to-back sessions are still fine; you can set a buffer between them if you'd rather they weren't.
Does it work with Google Calendar?
Tutors connect their Google account and everything already in their calendar comes through as busy, so those times stop being bookable in ClassQuill — a uni lecture or a second job blocks the slot before anyone can book it. Sessions can also be pushed out to Google from the session itself. To be precise about the limit: ClassQuill doesn't continuously mirror changes back out, so treat ClassQuill as the source of truth for sessions. Outlook and Microsoft 365 aren't supported.
Can parents and students book their own sessions?
Yes. Each tutor can have a public booking link — shareable or embedded in your own site — where someone picks from genuinely open slots without needing an account. You stay in control of what a booking means: auto-confirm it, require approval only when it falls outside normal hours, or approve every request yourself. Existing families can also request sessions from inside the app.
How do reschedules and cancellation fees work?
A reschedule is proposed and then accepted rather than silently moved, so both sides agree and the session keeps its history, invoice line and reminders. Cancellation terms — your free-cancellation window and what a late cancel costs — are recorded on each booking at the moment it is made, so changing your policy later never applies retrospectively. Families see the terms before they confirm, and a cancellation your own team initiates never charges the family.
What reminders do students and parents get, and on which channels?
Every scheduled session reminds automatically a day before, an hour before, and again about fifteen minutes out; tutors get their own hour-before reminder. Those go by email and as in-app notifications today, and text message and app push reminders are coming. Parents linked to a student receive the same reminders their child does, and each person can turn categories on or off for themselves. If a session is moved or cancelled, its queued reminders are cancelled with it.
Does it handle school terms and fortnightly sessions?
Yes. You define your terms once with their start and end dates, then a recurring series can run "for Term 3" instead of a session count you work out yourself. Series can repeat weekly or fortnightly. Public holidays and centre closures are set at the organisation level so they come out of everyone's bookable time at once.
Can I bring the timetable I already have?
Yes — you can import an existing schedule in bulk rather than rebuilding it booking by booking. Imported series arrive already confirmed against the right tutor and students, and each tutor receives a single summary of what landed in their calendar instead of a separate notification per series.