Use this when…
Use this guide when you receive new enquiries, run trial lessons, or manage prospects before they become active families. Leads give you a structured pipeline so prospective families do not get lost in email, forms, or spreadsheets.
Before you start…
Check that your enquiry forms, trial settings, and lead pipeline settings match your process. Decide who reviews new enquiries, who matches tutors, and when a lead should become a family, parent, student, and session record.
Capture enquiries consistently
Leads can come from forms, manual entry, website journeys, or other intake paths. Capture the parent contact details, student details, subject, year group, goals, availability, location, and anything that affects matching. Keep the source clear so you can understand which channels are working.
Review and qualify the lead
Open the lead and check whether it is a good fit. Look for subject, level, location, urgency, budget, and support needs. If important information is missing, contact the family before scheduling a trial or assigning a tutor.
Match the right tutor
Use tutor subject, year group, availability, mode, location, and workload to decide who should teach the student. Matching should be practical, not just theoretical: a great tutor is not a good match if they cannot teach at the required time.
Schedule trial lessons carefully
If your process uses trial lessons, make sure trial cost, tutor, student, timing, and payment expectations are clear. Trial lessons should become part of the same operational trail as normal sessions wherever possible, so follow-up and conversion are easy.
Convert cleanly
When a lead becomes a customer, create or link the family, parent, student, tutor assignment, and sessions. Avoid retyping information unnecessarily, and check for duplicates before conversion. A clean conversion prevents future billing, portal, and communication problems.
Common mistakes
Leaving leads in the pipeline after they have already become active families.
Scheduling trials without clear billing or attendance expectations.
Creating duplicate family records during conversion.
Failing to record why a lead was lost, making growth reporting less useful.
Troubleshooting
If a lead form is not creating records, check form settings and whether the form is enabled. If a lead redirects to billing, confirm your plan includes Leads. If conversion creates duplicates, pause and merge or clean records before inviting users or issuing invoices.
Expected outcome
A well-managed lead should show what the family needs, what has happened so far, who owns the next step, and whether the prospect became a clean active customer record.