Scheduling that can't double-book a tutor
One calendar for every tutor, reminders that send themselves, availability that respects the rest of their life, and a public booking link the tutor confirms.
One calendar, built on real hours
Your whole centre in one view, resting on the hours each tutor actually works.
- Buffers and closures, onceSet a gap between sessions, and mark public holidays or centre closures once for everyone. Admins can edit a tutor's hours for them.
Families book, you stay in charge
A new family can book from a link with no account, and you decide what gets confirmed.
- Choose how much you approveFor bookings made inside the app, set it per tutor or per centre: auto-confirm everything, approve only what falls outside normal hours, or approve every booking.
Book the term, not the week
Set a series once, point it at a term, and the family confirms it in one go.
- Recurring series built around your termsSet up a weekly or fortnightly series once and point it at a term — "Term 3, 10 weeks" — instead of counting sessions by hand. Already running a timetable? Import it and every series lands pre-confirmed, with tutors getting one summary rather than forty emails.
Changes and reminders look after themselves
A lesson moves by agreement, everyone is reminded, and your cancellation terms are on the record.
- Reminders that go out on their ownEvery session reminds itself — a day before, an hour before, and again just before it starts. Email and in-app today, with text message and app push coming. Parents get the same reminders as their child, and if a session moves or is cancelled the queued reminders are pulled with it, so nobody is told to show up to a lesson that isn't happening.
- Cancellation terms, shown at bookingFamilies see your cancellation terms when they book, and they are recorded on the session, so changing your policy later doesn't rewrite a booking someone already made. Late-cancel fees are only charged to a card if you switch that on.
Common questions
Can ClassQuill stop tutors being double-booked?
Yes, and not just as a warning in the interface. Two scheduled sessions that overlap for the same tutor are rejected by the database itself, so it holds however the booking was made — by an admin, by a tutor, through the public booking link, or when someone accepts a proposed new time. Back-to-back sessions are still fine; you can set a buffer between them if you'd rather they weren't.
Does it work with Google Calendar?
Tutors connect their Google account and everything already in their calendar comes through as busy, so those times stop being bookable in ClassQuill — a uni lecture or a second job blocks the slot before anyone can book it. Sessions can also be pushed out to Google from the session itself. To be precise about the limit: ClassQuill doesn't continuously mirror changes back out, so treat ClassQuill as the source of truth for sessions. Outlook and Microsoft 365 aren't supported.
Can parents and students book their own sessions?
Yes. Each tutor can have a public booking link — shareable or embedded in your own site — where someone picks from genuinely open slots without needing an account. The tutor confirms the request. Existing families can also book or request sessions from inside the app, where you choose whether each booking auto-confirms, needs approval only outside normal hours, or always needs approval.
How do reschedules and cancellation fees work?
A reschedule is proposed and then accepted rather than silently moved, so both sides agree and the session keeps its history, invoice line and reminders. Cancellation terms — your free-cancellation window and what a late cancel costs — are recorded on each booking at the moment it is made, so changing your policy later never applies retrospectively. Families see the terms before they confirm, and a cancellation your own team initiates never charges the family.
What reminders do students and parents get, and on which channels?
Every scheduled session reminds automatically a day before, an hour before, and again about fifteen minutes out; tutors get their own hour-before reminder. Those go by email and as in-app notifications today, and text message and app push reminders are coming. Parents linked to a student receive the same reminders their child does, and each person can turn categories on or off for themselves. If a session is moved or cancelled, its queued reminders are cancelled with it.
Does it handle school terms and fortnightly sessions?
Yes. You define your terms once with their start and end dates, then a recurring series can run "for Term 3" instead of a session count you work out yourself. Series can repeat weekly or fortnightly. Public holidays and centre closures are set at the organisation level so they come out of everyone's bookable time at once.
Can I bring the timetable I already have?
Yes — you can import an existing schedule in bulk rather than rebuilding it booking by booking. Imported series arrive already confirmed against the right tutor and students, and each tutor receives a single summary of what landed in their calendar instead of a separate notification per series.