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Tutoring schedule capacity calculator
Find out how many active students your tutors can genuinely carry each week before the fall inquiry wave forces the answer on you.
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Tutoring package margin calculator
Enter what a family pays for a block of sessions and see what remains after the tutor, the processor, and the credits that never get used.
Most tutors price a package by taking the hourly rate, multiplying by ten, and shaving a little off as a volume discount. That gets you a number families accept, but it does not tell you what the block is worth after the tutor who teaches it is paid and the card fee is taken off the front of the whole charge rather than session by session.
The wrinkle that surprises people is the unused credit. A session a family bought and never took looks like free money, but it is only free if the package genuinely expired and you did not extend it out of goodwill. Set that figure to what actually happens in your practice, including the sessions you quietly honor months later.
Your result
Sessions actually taught
9
The sessions you staff and pay a tutor for, not the sessions sold.
Card processing on this package
$20.60
Charged once on the whole block rather than on each session.
Margin left on the package
$409
What stays in the practice before rent, software, and your own prep time.
Margin per session taught
$45.49
The real hourly contribution of this package to the practice.
Move the unused sessions figure up and down to see how much of your margin is breakage rather than teaching.
Why the discount on a ten session block is not free
A ten percent package discount comes entirely out of the margin line, because tutor pay does not move when you discount. If a tutor earns thirty dollars a session, dropping the block price by seventy dollars takes seventy dollars straight off the practice, which on a typical private pay package is a meaningful share of what you keep.
The defensible reason to discount a block is cash up front and a committed schedule, not a habit of matching whatever the tutor down the road charges. Run the numbers at your real tutor pay before you set the spring rate card, and if the discount does not buy commitment, take it back to five percent.
Where the rest of the hour goes
This calculator stops at tutor pay and processing because those are the two costs that scale with every session sold. The rest of your overhead, meaning software, insurance, a room if you rent one, and the hours you spend on scheduling and parent email, comes out of the margin figure and needs to be covered by volume.
A useful sanity check is to divide your monthly fixed costs by the margin per session taught. That gives you the number of sessions a month the practice has to deliver before anything reaches you, and it is usually a smaller number than tutors fear and a larger one than they guess.
Questions about this calculator
Should I count my own teaching time as tutor pay?
Yes, if you want an honest picture of the business as distinct from your own labor. Enter what you would pay someone else to teach that session, and the margin line then shows what the practice earns beyond your hourly work. If you plan to stay solo forever, set tutor pay to zero and read the result as your gross.
How do I estimate the sessions that go unused?
Look back at the last ten packages you sold and count credits that expired without a lesson happening. Practices with a firm expiration date and a reminder cadence typically see fewer than one per ten session block. If you routinely extend expired packages, count those as used, because you still have to staff them.
Does taking payment by bank transfer change the answer much?
It removes the percentage line, which on a large package is real money. The tradeoff is slower collection and more chasing, and some families simply will not do it. Many practices offer a small discount for bank payment on larger blocks and keep cards for anything under a certain size.
More free tools and working documents
Working document
The prepaid tutoring package policy worksheet
Fill in every line before you sell your next block of sessions, and the awkward conversations in February answer themselves.
That result holds only if the credits do
The number on this page assumes every session gets deducted and every expiration date gets enforced, which is precisely where a spreadsheet tab per student starts to drift. TutorCredits takes the credit off when a session is marked delivered and prints the remaining count at the foot of the note that goes home. Ask for a demo and we will run one of your own packages through it.