The CRM for tutors who lose families in the gaps
Orbit is a CRM for tutors with 16 AI agents built in. Remy calls a new inquiry back fast and books a trial lesson before the parent books another tutor, Tess keeps parent follow-up moving, and Mia preps you before each session. You approve every message. Free to start, no credit card.
Where do tutors lose students?
A tutoring business leaks in three predictable places. The inquiry: a parent finds you at 8pm worried about a math test, and if you reply tomorrow they have already booked the tutor who answered first. The term gap: a student finishes a block of sessions, the parent means to book the next one, summer or a busy month gets in the way, and they never come back. The communication: parents who do not hear from you between sessions assume nothing is happening and quietly drift to a tutor who feels more involved.
None of this is about your teaching. It is about the follow-up around the teaching, which is exactly what falls off when your evenings are full of actual sessions. The tutors who fill their schedule are not the best at the subject. They are the best at responding fast and staying in touch.
The agents that fit a tutoring business
Orbit ships 16 agents. Three carry a tutor's desk:
- Remy, the voice agent, calls a new inquiry back fast and books a trial lesson from your real calendar, so the worried parent talks to you before they call the next tutor. Runs on your own Vapi number inside the hours you set.
- Tess scans your inbox each morning and drafts parent follow-up: the family that asked about availability, the parent waiting on a progress note, the student whose block is ending and needs re-enrolling.
- Mia hands you a one-page brief before each session or parent meeting: the student, what you covered last time, goals, and what to raise.
Your first 30 days as a tutor
A simple way to get up and running.
- 1Week 1: import your families, tag each as lead, active student, or past student, and set pipeline stages (Inquiry, Trial booked, Enrolled, Active, Block ending, Re-enrolled or Lapsed).
- 2Week 1: connect a booking page so trial lessons and sessions land on your calendar without back-and-forth.
- 3Week 2: turn on Remy so new inquiries get a fast callback and a trial slot.
- 4Week 3: let Tess work parent follow-up each morning, and use Mia's briefs before sessions.
- 5Week 4: set a scheduled task on every student's block-ending date so re-enrollment never slips, and let June keep past families warm.
How re-enrollment stops slipping
The end of a session block is the moment a family either re-enrolls or disappears, and it is the easiest thing to forget. Put it on a pipeline with a block-ending stage and a scheduled task, and the re-enrollment conversation always happens. Pair that with a fast first reply, because in tutoring speed-to-lead is the difference between a full schedule and an empty evening.
Every family carries a full timeline of sessions, notes, and messages, so you walk into each lesson knowing exactly where the student is. Nothing auto-sends. If a fast callback is your edge over the bigger tutoring centers, an AI receptionist books the trial lesson so you never miss an inquiry.
Families do not leave because of the teaching. They leave in the gap between blocks. Orbit makes sure the gap never opens.
Keep exploring
Frequently asked questions
What is the best CRM for a private tutor?+
Orbit fits tutors who lose families to slow replies and missed re-enrollments. It books trial lessons from inquiries, keeps parent follow-up moving, preps you before sessions, and surfaces re-enrollment before a block ends. Free to start, no credit card.
Can Orbit book trial lessons for me?+
Remy, the voice agent, calls new inquiries back fast and books a trial lesson from your real calendar. You can also send a booking page so parents pick a slot themselves. Voice runs on your own Vapi number inside hours you set.
How does Orbit help with re-enrollment?+
Put students on a pipeline with a block-ending stage and a scheduled task on each block-end date, so the re-enrollment conversation always happens. Tess drafts the parent follow-up for your approval.
Is Orbit free for a solo tutor?+
Yes. The free plan is free forever: all 16 agents with your own AI key, unlimited contacts, one pipeline, and a booking page. AI and voice providers bill you at cost, typically cents to a few dollars a month.
Fill your schedule and keep it full
Bring your own AI key and Remy, Tess, and Mia keep your families enrolled. Free plan, no credit card.
Free forever plan. No credit card. No spam.