Tutors have very different schedules. How do you avoid proposing one that is actually busy?

Availability, subject, and level for each tutor sit in the knowledge base, and Zepiva only puts forward a slot that is both free and in the right subject. The coordinator confirms before it is offered, so a busy tutor is never promised to a waiting family.

A parent cancels the day of the lesson. How is the make-up handled?

The cancellation policy is the center's own rule set in the account. Under the rule, Zepiva applies the credit or the fee and offers the next open slot. Outside the rule, the request goes to a human before the schedule changes, and the history keeps the make-ups from stacking silently.

Can one student sit two subjects without the calendars colliding?

Yes. Each subject has its own session and its own tutor, while both sit on one student record. Rescheduling math never touches the Arabic slot, the parent sees one calendar, and the center holds the full family picture without transferring between spreadsheets.

Where does the student information live, and who owns it?

Records live in the center's own account, and Zepiva works only from the schedule and the subjects the center entered. There is no separate student file outside the conversation, so the center stays the owner of its families and its history.

Education & Training

AI Phone & WhatsApp Agent for Tutoring Centers

A tutoring center schedules in three dimensions at once: the student's grade and subject, the tutor's availability and specialty, and the parent's timetable. Zepiva captures the subject and grade, matches the tutor and its real availability, reschedules sessions inside a message, and sends parents session reminders and tutor notes by email and WhatsApp. The coordinator keeps a plan instead of answering the same scheduling questions over and over.

Start free trial See pricing

The challenges tutoring centers face

Real problems these businesses deal with daily — and the gaps an AI agent can fill.

Students and tutors are a matching problem, not a slot picker

The subject, the grade, and the exam date of a student have to meet a tutor who actually teaches that subject at a time the family allows. Finding the geometry tutor who is free on a Tuesday after 5 p.m. usually involves two phones, a spreadsheet, and phone tags in the gaps between lessons. The office is a matching service that never stops.

Make-up and reschedule requests land every single week

A sick day, a school trip, or a family plan moves one session at a time. Each move must land on a slot the tutor actually has open, and the requests always arrive while the center is full of students. Around exam week the re-planning becomes a second job.

The front desk repeats the same exam-season facts

Which tutors are still free, what group versus one-to-one looks like, and where the next open seat is. In the window before exams these questions come in daily, and the coordinator tells the schedule the same way over and over.

How Zepiva fits into tutoring centers

Specific features mapped to the way your business actually works.

An intake that knows the subject, the level, and the deadline

The first call or WhatsApp captures the subject, the student's current level, and the timing: an exam in three weeks or regular weekly support. Zepiva stores this on the student's record and matches against the tutors and their actual availability, only pulling in the coordinator for the rare uncertain case.

Session changes and confirmations in the parent chat

A parent cannot call from a meeting but can text. In a thread the parent cancels a Friday session and picks the Saturday slot the tutor actually has open, and the confirmation lands instantly. The student's and tutor's calendars move together in one conversation instead of a phone chain.

Tutor notes and progress emails to the parent

After a lesson, Zepiva sends the parent a short email: what was covered, what to practice, and what comes next. For a center where visible progress drives enrollment, that email trail becomes the record the family and the school both trust.

Recurring schedules that absorb changes cleanly

Weekly sessions live on a recurring calendar, and a change adjusts one appointment without breaking the rest of the series. Holiday weeks and exam sprints get their own blocks, and the center never re-sends the whole term when a single slot shifts.

A busy study day at the center

Illustrative day when enrollment, make-ups, and parent notes move in parallel while lessons run.

At 09:00 a parent calls about algebra support for a student who is behind on quadratics. Zepiva takes the grade and the subject, proposes two evenings where a matching tutor is open, and books the trial once the family picks one.

At 12:30 the same parent texts that Friday's session clashes with a school event. Zepiva cancels the occurrence, proposes the following Tuesday from the tutor's real availability, and the family confirms in the thread.

At 16:00 the center adds an exam-week group to the calendar. Zepiva notifies the waitlist in one message rather than staff dialing through the list.

That evening the trial student finishes the first assessment, the parent receives the progress email, and the space before the exam is already protected.

Illustrative example - not a customer testimonial.

Which plan fits tutoring centers?

A starting point based on how these businesses typically use the platform.

Recommended plan

Gold. A center pairs several students with a few tutors, reshuffles make-ups, and writes many parent notes each week. Gold's three numbers, high message volume, and 2 languages fit a center running several subjects and tutors on the same afternoon.

Start with Gold

Common questions from tutoring centers

Explore further

Related industries, in-depth guides, and articles.

View all industry solutions

Try it for your tutoring centers business

Start a free trial. Train the knowledge base, connect a channel, and see your AI agent handle real conversations.

Start free trial