Sell hours instead of appointments and let the app keep the count. Describe your subjects and rates and Taskade Genesis builds a tutoring app where each student has an hours balance, sessions of any length draw down against it, parents see progress and remaining hours, and the top-up offer goes out before anyone runs to zero.
The Time Tracker is a live Taskade Genesis app on this page. It keeps a running total of hours against a record, which is the half this build needs most; press "Use this app" to clone it in about ten seconds, then add the student records, the session bookings, and the parent updates described below.
Tutoring is the case where session counting breaks down, because a ninety-minute exam-prep session and a thirty-minute catch-up are not the same thing. Tracking hours instead of sessions solves it cleanly: any length draws down the right amount, group sessions can be priced differently, and the balance is a single honest number both sides can check.
What the build gives you: a student record with subject, level, rate, hours purchased, hours used, and hours remaining. Plus a session record with date, duration, topic covered, and homework set, an automatic balance decrement on completion, a parent-facing summary, and a low-balance top-up offer with a payment link.
The same records render across the layouts you need:
- Table view for every student with hours remaining, rate, and last session
- Calendar view for the week of booked sessions across all students
- List view for a single student's session history in order
- Plus Board, Mind Map, Gantt, and Org Chart across the rest of the 7 project views
Automations handle the arithmetic and the parents. Marking a session Completed triggers a field update that subtracts the duration from the balance. A filter fires a top-up offer with a Stripe Checkout link when hours drop below your threshold. A scheduled trigger sends a fortnightly progress summary to parents. Across 100+ bidirectional integrations, Stripe pulls purchases in while email and SMS push summaries and reminders out. Automations run on paid plans; the Free plan includes 10 flow runs in total.
The AI agents in the app carry 34 built-in tools including file analysis and persistent memory. The Tutoring agent turns your session notes into a parent-friendly summary, suggests the next topic from what has been covered, and drafts homework aligned to where the student actually is.
Parent communication is the part most tutors underestimate. Parents are paying for something they never see, and silence between sessions is what makes them wonder whether it is working. A short fortnightly summary of what was covered, what improved, and what is next removes almost every awkward conversation about value, and it makes the top-up offer feel like continuity rather than a sales message.
Group sessions are worth setting up properly from the start. Attach several students to one session and decide whether each pays a reduced hourly rate or a flat share. Getting that rule written down before the first group avoids the most common billing dispute in tutoring.
Clone the app, invite any other tutors you work with, and the student records are yours.
Exam season is the other pattern worth planning for. Demand for most tutors is sharply seasonal, and the tutors who cope with it are the ones who sold hours in advance rather than trying to find capacity in March. A low-balance prompt that fires a month before your busy period, with a note about availability, does more for your year than any amount of scheduling cleverness.
Learn field triggers in Learn, payment links in Learn, and table layouts in Learn. Browse live builds in the Community Gallery. Pair this with the session package prompt for fixed-count blocks, and the reminder cadence for the sessions themselves.
Frequently Asked Questions
Why track hours instead of sessions?
Because session lengths vary. A student who books ninety minutes before an exam and thirty minutes afterwards is drawing down different amounts, and hours are the only unit that stays honest across both.
When does the balance decrease?
When the session is marked Completed, with the actual duration. Booking does not decrement, because bookings move and a balance that moves with them is a balance nobody trusts.
How do late cancellations count?
By the rule you set once, for example a cancellation inside 24 hours draws the full session. The record shows which rule was applied, which keeps the conversation about the policy rather than about anyone's memory.
Can parents see the balance?
Yes. Publish a parent-facing view of their child's record, and on Business plans and above put it behind app sign-in on your own domain so each family sees only their own student.
Does it handle group sessions?
Yes. Attach several students to one session and set whether each is charged a reduced hourly rate or a share of the total. Both models work, but pick one before the first group session.
How does the top-up offer work?
When hours remaining drop below your threshold, an automation sends a friendly message with a hosted Stripe Checkout link for the next block. Firing at two hours rather than zero is what avoids a gap in the schedule.
Can I keep session notes and homework here?
Yes, on the session record. Notes, topic covered, and homework set stay attached to the student, which is what makes the progress summary possible without extra writing.
What if a student takes a break?
Mark the student as paused. Their balance is preserved, the top-up prompts stop, and the fortnightly summary pauses too, so nobody receives an update about lessons that are not happening.
