Education Services Management Software
Manage tutoring businesses, substitute teacher agencies, babysitting and nanny services, educational events, workshops and class-based learning from one connected platform.
Capture tutoring enquiries, childcare bookings, school staffing requests and education event registrations, schedule private and group sessions, assign tutors, caregivers, substitute teachers and instructors, manage student, child, family, school and attendee records, collect forms and attendance, invoice customers and keep every service organised without spreadsheets or disconnected systems.
Find the right education management software for your organisation
Choose the industry that best matches your workflow to explore booking, staff scheduling, recurring lessons, group classes, student or family records, school assignments, forms, payments and growth features relevant to your business.
Tutor Management Software
Manage tutoring enquiries, private lessons, group classes, recurring schedules, tutor availability, student and parent records, packages, invoices and payments.
Babysitting & Nanny Agency Software
Coordinate family enquiries, child profiles, caregiver matching, recurring care, in-home and event locations, forms, reminders, billing and payroll records.
Substitute Teacher Scheduling Software
Capture school requests, match relief teachers by subject, year level, qualifications, availability and location, manage assignments, attendance, invoices and payroll.
Education Event & Class Booking Software
Manage registrations, attendee capacity, instructors, venues, class packages, recurring programmes, forms, payments, reminders and event reporting.
Run every education service from enquiry to payment
OctopusPro connects lead capture, online booking, recurring lessons, group classes, staff matching, student and family records, school assignments, forms, attendance, payments, reminders and reporting in one operational workflow.
Enquiries & registration
Capture every opportunity
Receive tutoring enquiries, childcare requests, school staffing needs, class registrations, referrals and repeat bookings without losing details.
Private & recurring
Schedule lessons with less admin
Manage one-to-one sessions, recurring lessons, ongoing care, substitute assignments, workshops and multi-session programmes.
Staff matching
Assign the right person
Use services, subjects, age groups, qualifications, availability, working hours, locations and capacity when matching work.
Group classes
Control capacity and attendance
Create a session once, set available seats, accept attendee bookings, prevent overbooking and keep class records together.
Records & forms
Keep service information organised
Store students, children, guardians, schools, attendees, locations, notes, forms, checklists, signatures and attendance history.
Billing & reporting
Improve cash flow and visibility
Manage packages, deposits, invoices, payments, payroll-related records, reminders and live operational reporting.
Let parents, students, schools and attendees book or enquire online
Offer direct booking for standard lessons, care sessions and classes, structured enquiry workflows for tutoring plans or school staffing, and group registration while keeping control over availability, capacity, notice periods, locations and payments.
Click to enlarge the online booking and customer portal workflow.
Direct online booking
Let customers choose services, dates, times, locations, options and payment steps through your website.
Enquiry and quote-first workflows
Collect tutoring requirements, school cover requests, childcare details, files and preferred times before confirmation.
Recurring sessions
Support weekly tutoring, ongoing care, recurring staffing, repeat classes and multi-session education programmes.
Group booking and capacity
Create multi-attendee classes, workshops and events with seat limits, enrolment visibility and overbooking protection.
Assign the right education professional to every booking
Coordinate working hours, availability, leave, subjects, qualifications, service eligibility, age-group suitability, service areas, fixed locations, virtual delivery and class capacity from one live schedule.
Click to enlarge the mobile staff workflow.
- Daily, weekly, monthly and list-based calendar views
- Subjects, year levels, age groups, qualifications and service eligibility
- Working hours, leave, time blocks and real-time availability
- Home, school, centre, event, provider-location and virtual sessions
- Service areas and location-based assignment for mobile educators
- Multiple tutors, caregivers, teachers or assistants on one booking
- Accept, decline and alternative-time workflows where enabled
- Mobile updates, notes, files, attendance and status tracking
Build education services around the way you sell learning and care
Create private lessons, group classes, childcare sessions, school staffing services, workshops, webinars, camps, packages, add-ons and prepaid bundles. Use custom questions, capacity rules, duration, location and pricing settings for each workflow.
Click to enlarge the group booking and class scheduling system.
- Private tutoring and one-to-one appointments
- Group classes, workshops, camps and shared sessions
- Recurring lessons and ongoing childcare schedules
- Urgent, planned and recurring substitute teacher cover
- Fixed-site, mobile, school, event and virtual delivery
- Packages, prepaid bundles, passes and multi-session programmes
- Custom fields for subjects, age groups, levels and requirements
- Capacity, notice, cancellation and approval rules
- Products, learning materials, activity resources and add-ons
Give coordinators and service providers the right information before every session
Store customer, student, child, guardian, school, campus, attendee and organisation details together with service history, locations, notes, forms, files, attendance, signatures and communication records.
Click to enlarge the forms and checklists workflow.
- Student, child, parent, guardian and attendee profiles
- School, campus, classroom, centre, home and event locations
- Subjects, year levels, learning goals and special instructions
- Care preferences, age groups, emergency contacts and handover notes
- Registration forms, assessments, waivers and consent records
- Attendance, check-in, check-out, timesheets and completion records
- Photos, documents, signatures, feedback and session notes
- Complete booking, communication, payment and service history
Protect cash flow and keep every next step moving
Collect deposits or full payment, sell prepaid packages, automate confirmations and reminders, manage recurring lessons and care bookings, send quotes and invoices, and keep every payment or refund linked to the correct service record.
Click to enlarge the packages and prepaid services workflow.
- Deposits, full payment, card-on-file and payment links
- Quotes, invoices, partial payments, refunds and receipts
- Lesson bundles, care packages, passes and prepaid programmes
- Recurring lessons, repeat care and scheduled staffing requests
- Automated booking, class, attendance and assignment reminders
- Quote follow-up and invoice payment reminders
- Customer portal access to bookings, quotes, invoices and payments
- Payroll, commission and earnings-related records for service staff
- Xero and QuickBooks Online accounting integrations
See bookings, attendance, staff activity, revenue and performance in real time
Use live reports and audit trails to understand enquiry volume, confirmed lessons, class registrations, staffing assignments, completed care sessions, payments, staff workload, communication activity and operational trends.
Bookings, classes and revenue visibility
Review enquiries, booked versus completed sessions, group attendance, quotes, payments and outstanding balances.
Staff workload and attendance
Monitor tutor, caregiver, substitute teacher and instructor schedules, attendance, timesheets, utilisation and earnings records.
Communication and audit history
Trace email, SMS, calls, reminders, automation, quote activity, booking updates and issue handling.
How education services management works in OctopusPro
Keep every enquiry, booking, class, assignment, form, payment and follow-up moving through one structured process instead of re-entering information across separate tools.
Capture the request
Receive a tutoring enquiry, childcare booking, school staffing request, class registration, referral or office-created booking.
Collect the right details
Add students, children, guardians, schools, attendees, locations, dates, times, files and service requirements.
Confirm availability
Check suitable tutors, caregivers, substitute teachers or instructors, working hours, service areas, qualifications and capacity.
Quote, enrol and assign
Send a quote where needed, confirm the booking, assign staff, reserve class seats and share instructions.
Deliver and document
Track attendance, check-in, notes, forms, files, signatures, updates and service completion from mobile or office.
Invoice and follow up
Collect payment, issue invoices, schedule repeats, automate reminders and review reports and service history.
Why growing education businesses need more than a basic booking calendar
Compare a simple calendar with a connected platform for enquiries, recurring sessions, group capacity, staff assignment, records, payments and reporting.
Basic booking calendar
- Reserves time for one or more staff members
- Usually handles simple appointments only
- May send basic confirmations
- Leaves student records, school requests, forms and payments in separate tools
- Limited support for recurring programmes, group capacity and staff matching
- Becomes fragmented as services, staff, locations and customers grow
OctopusPro education services software
- Connects enquiries, bookings, classes, staffing and customer records
- Supports private, recurring, group, mobile, fixed-site and virtual services
- Matches tutors, caregivers and teachers by eligibility and availability
- Stores students, children, guardians, schools, attendees, forms and history
- Connects packages, invoices, payments, reminders and reporting
- Scales across branches, schools, learning centres, programmes and mobile teams
Education software that adapts as your organisation grows
Use the same platform whether you teach private lessons, coordinate caregivers, fill school staffing requests or run classes, workshops and educational events.
Private tutors, tutoring businesses & learning centres
Manage enquiries, private lessons, recurring schedules, group classes, tutor workloads, student records, packages, invoices and parent communication.
Babysitting, nanny & childcare agencies
Coordinate family requests, child profiles, caregiver availability, locations, repeat care, forms, reminders, payments and payroll records.
Substitute teacher & relief staffing agencies
Capture school requests, match teachers by qualifications and availability, organise campuses, assignments, attendance, invoices and payroll.
Education events, workshops & training providers
Manage registration, capacity, instructors, venues, class packages, recurring programmes, payments, reminders and event reporting.
See enquiries, educators, classes and customers working together
See how enquiry capture, online booking, recurring sessions, group classes, tutor or caregiver assignment, student and school records, forms, invoices and payments stay connected from first contact to repeat service.
Education services management software FAQs
Clear answers about online booking, recurring lessons, group classes, tutor and caregiver scheduling, substitute teacher assignments, records, payments and multi-location operations.
What is education services management software?
Education services management software helps tutoring businesses, childcare and babysitting providers, substitute teacher agencies, event organisers and other learning services manage enquiries, bookings, staff, records, forms, payments, reminders and reporting from one system.
Can customers book lessons, care sessions and classes online?
Yes. You can offer direct online booking for standard services, structured enquiry or quote-request forms, and group registration for classes, workshops and events.
Can OctopusPro manage recurring lessons and repeat bookings?
Yes. Create repeat and recurring bookings for weekly tutoring, ongoing childcare, recurring school staffing, multi-session programmes and other scheduled services.
Does OctopusPro support group booking and class capacity?
Yes. Create a shared session, set the maximum number of places and allow attendees to book seats until capacity is reached.
Can we match tutors, caregivers and substitute teachers to suitable work?
Yes. Use service eligibility, subjects, year levels, age groups, qualifications, availability, working hours, service areas and location rules when assigning bookings.
Can we store student, child, family and school records?
Yes. Customer properties, custom fields and booking history can store student or child profiles, guardians, schools, campuses, locations, learning or care notes, files and communication history.
Can staff record attendance, notes, forms and signatures?
Yes. Staff can use forms and checklists, notes, attachments, photos, check-in and check-out, attendance records and signatures where configured.
Can we sell packages and prepaid lesson bundles?
Yes. Create packages and bundles for tutoring plans, lesson blocks, workshop passes, childcare programmes and other multi-session services.
Can OctopusPro manage deposits, invoices and refunds?
Yes. Depending on your payment setup, request deposits or full payment, issue invoices, collect partial balances, send payment links and manage refunds.
Can parents, students and schools manage bookings through a portal?
Yes. The customer portal can support booking management, profile details, quotes, invoices, payments, saved payment methods and service history based on your settings.
Does OctopusPro integrate with calendars and accounting systems?
OctopusPro supports Google and Outlook calendar integrations and accounting integrations including Xero and QuickBooks Online, together with payment gateways and communication tools.
Is OctopusPro suitable for multi-location education businesses?
Yes. Manage multiple branches, learning centres, school regions, childcare areas, instructors, calendars, customers, billing and reporting from one account.
Set up OctopusPro for your education services business
Follow practical guides for online booking, recurring sessions, group classes, tutor and caregiver scheduling, student records, forms, packages, payments and reporting.
Enquiries, bookings & classes
Staff, schedules & availability
Records, forms & attendance
Packages, payments & reporting
Ready to run your education services business from one connected platform?
Bring enquiries, online bookings, recurring sessions, group classes, tutor and caregiver scheduling, substitute teacher assignments, student and family records, forms, reminders, invoices, payments and reporting together. Start your free trial or book a personalised demo to see how OctopusPro can fit your organisation.