Free tool
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.
Free tool, no sign up
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.
Capacity in a tutoring practice is not the number of hours in an afternoon. It is the hours a tutor will actually sit at the table, divided by a session that costs more than its billed length once you add planning, the progress note, and the two minutes of parent conversation at the door.
This matters most between the middle of August and the first progress reports in October, when inquiries arrive faster than the schedule can absorb them. Knowing the ceiling before it arrives is what lets you quote a start date honestly instead of overbooking a tutor and losing them by Thanksgiving.
Your result
Minutes consumed per session
72
Session time plus the prep and note writing you never bill for.
Sessions the roster can deliver weekly
30
The ceiling on sessions per week before anyone works an extra evening.
Active students supported
20
How many students can hold a regular slot at your average frequency.
Hours lost to no-shows each week
2.9
Paid or unpaid, these are hours your tutors held open and did not teach.
Raise the prep minutes to a realistic figure and watch how quickly the student ceiling drops.
The twelve minutes nobody schedules
Ask a tutor how long a one hour session takes and the answer is one hour. Then count the worksheet pulled together the night before, the progress note written afterward, the text to a parent about a missed homework packet, and the reset between a fourth grader and a junior doing calculus. Twelve minutes is a conservative figure for a practice that sends notes home.
That overhead is why a tutor booked back to back from three to eight burns out in a term. The calculator makes it visible by adding prep to every session before it divides the week, which usually cuts the apparent capacity of a roster by more than people expect.
Planning the fall ramp against the ceiling
Fall inquiries cluster in two waves: back to school nights in late August and the first progress reports in October. If your capacity is thirty sessions a week and twenty are already committed to returning students, you have room for roughly six or seven new students at one and a half sessions each, not the twenty inquiries the phone brings.
Knowing that number early changes what you say on the phone. You can offer a defined start date, sell a package sized to the weeks left before finals, or route a family to a group session instead of a one to one slot, all of which beat saying yes and then quietly rescheduling somebody.
Questions about this calculator
Should I count a group session as one session or several?
Count it as one session for capacity, because it consumes one block of a tutor time. On the revenue side it behaves very differently, since each student in the group burns a credit. That gap is exactly why small group work raises margin without raising the hours anyone works.
What no-show rate is realistic for a private pay practice?
Practices with a written cancellation window and a credit that burns on a late cancel usually sit in the single digits. Practices that reschedule informally see considerably more, especially in the weeks around holidays and standardized testing. Track your own for one term rather than trusting a rule of thumb.
How do I use this when tutors have very different availability?
Run it once per tutor with that person hours, then add the session capacities together. Averaging works when availability is similar, but a roster with one full time tutor and three who teach two evenings a week will be badly misread by a single average. The per tutor version takes a few minutes and is worth it before you commit to a fall roster.
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.