Oct 8, 2023

The Top 5 Best Appointment Scheduling Software for Tutors and Coaches

The Top 5 Best Appointment Scheduling Software for Tutors and Coaches

In today's fast-paced world, tutors and coaches play a crucial role in helping individuals excel in various fields of education and personal development. With the increasing demand for personalized learning, it has become essential for tutors and coaches to streamline their scheduling processes efficiently. That's where appointment scheduling software comes into play.

Benefits of appointment scheduling software for Tutors and Coaches

Appointment scheduling software provides numerous benefits for tutors and coaches. Let's explore some of the key advantages:

1. Efficient Time Management

Appointment scheduling software allows tutors and coaches to effectively manage their schedules and optimize their time. They can easily set their availability, define appointment durations, and allocate buffer times between sessions. This streamlines the scheduling process, minimizes conflicts, and ensures a well-organized timetable.

2. Simplified Booking Process

With appointment scheduling software, tutors and coaches can offer a seamless booking experience for their students. Students can easily view the tutor's availability, select a suitable time slot, and book appointments online. This eliminates the need for back-and-forth communication and reduces the chances of scheduling errors.

3. Automated Reminders

Missed appointments can be detrimental to both tutors and students. Appointment scheduling software sends automated reminders to both parties, reducing the likelihood of no-shows. These reminders can be sent via email or SMS, ensuring that students are well-prepared and punctual for their sessions.

4. Increased Accessibility

Appointment scheduling software provides accessibility and convenience for both tutors and students. They can access their schedules and manage appointments from anywhere using any device with an internet connection. This flexibility allows for seamless scheduling on the go and promotes a responsive and accessible learning environment.

5. Enhanced Organization

Appointment scheduling software helps tutors and coaches stay organized by maintaining comprehensive records of appointments, student information, and session notes. This eliminates the need for manual record-keeping and reduces paperwork. Tutors can easily track student progress, review session history, and provide personalized feedback based on the recorded information.

6. Improved Student Experience

The use of appointment scheduling software enhances the overall experience for students. It provides a user-friendly interface for booking appointments, sends automated reminders, and ensures a smooth and efficient scheduling process. This professionalism and convenience contribute to a positive student experience and build trust and satisfaction.

7. Integration with Other Tools

Many appointment-scheduling software solutions integrate with other productivity tools, such as calendars, email marketing platforms, or video conferencing software. These integrations streamline workflows and enhance efficiency. Tutors can sync their schedules with personal calendars, automate email reminders or marketing campaigns, and even conduct virtual sessions seamlessly through integrated video conferencing tools.

8. Time and Cost Savings

By automating the appointment scheduling process, tutors and coaches save valuable time that can be redirected to core teaching and coaching activities. Additionally, appointment scheduling software reduces administrative tasks, paperwork, and the need for manual follow-ups, resulting in cost savings for tutors and coaches.

Factors to consider while selecting an appointment scheduling software

Below are the key factors to consider when selecting an appointment scheduling software for tutors and coaches.

1. User-Friendly Interface

Look for appointment scheduling software with an intuitive and user-friendly interface. The software should be easy to navigate, allowing you to quickly set up appointments, manage your schedule, and access essential features. A user-friendly interface ensures a smooth experience for both you and your students.

2. Flexible Scheduling Options

Consider a software solution that offers flexible scheduling options. It should allow you to set recurring appointments, handle group sessions, and accommodate various time zones if you offer online tutoring or coaching. The software should also allow customization of appointment durations and offer buffer times between sessions.

3. Calendar Integration

Integration with popular calendar applications such as Google Calendar, Outlook, or iCal is essential. This ensures that your appointment scheduling software syncs seamlessly with your existing calendar, helping you avoid scheduling conflicts and stay organized.

4. Automated Reminders

Look for a software solution that offers automated reminders to both you and your students. Reminders can be sent via email or SMS to reduce no-shows and ensure everyone is prepared for their sessions. Customizable reminder settings, such as the timing and frequency of reminders, are also beneficial.

5. Online Payment Integration

Consider an appointment scheduling software that allows for seamless online payment integration. This feature enables you to collect payments securely and conveniently from your students at the time of booking. Integration with popular payment gateways such as PayPal or Stripe is a plus.

6. Client Management Features

Choose a software solution that offers robust client management features. It should allow you to create and maintain student profiles, track their progress, and store important notes and documents. Additionally, features like attendance tracking and progress reports can provide valuable insights into student performance.

7. Customization Options

Look for software that offers customization options to align with your brand and personal preferences. The ability to customize booking forms, confirmation emails, and reminders can help create a consistent and professional image for your tutoring or coaching business.

8. Reporting and Analytics

Consider a software solution that provides reporting and analytics features. These insights can help you measure your business's performance, track appointment conversions, analyze student attendance, and identify areas for improvement. Detailed reports can also be useful for accounting purposes.

9. Mobile Accessibility

Ensure that the appointment scheduling software you choose is accessible on mobile devices. This allows you to manage your schedule and stay connected with your students on the go. Mobile apps or responsive web design ensure a seamless experience across different devices.

10. Customer Support

Lastly, evaluate the level of customer support offered by the software provider. Look for comprehensive documentation, tutorials, and responsive customer support channels. A reliable support system ensures that you receive assistance promptly if you encounter any issues or have questions about the software.

Additional Tips

Here are some additional tips for choosing an appointment scheduling software for tutors and coaches:

  • Start by creating a list of your needs and requirements. What features are essential for you? What features would be nice to have?
  • Do some research and compare different software solutions. Read reviews, watch demos, and talk to other tutors and coaches who use different software.
  • Ask for recommendations from colleagues and mentors. They may have experience with different software solutions and can give you some valuable insights.
  • Don't be afraid to ask questions. The software provider should be happy to answer any questions you have about their product.

Choosing the right appointment scheduling software is crucial for tutors and coaches. Consider factors such as user-friendliness, flexible scheduling options, calendar integration, automated reminders, online payment integration, client management features, customization options, reporting and analytics, mobile accessibility, and customer support. Research and trial different options to find software that aligns with your needs and enhances your educational services. By selecting the right software, you can save time, reduce administrative burdens, and focus on delivering high-quality education. Invest in the efficiency and growth of your business by choosing a software solution that streamlines scheduling and improves the student experience.

Top 5 appointment scheduling software

This blog explores the top 5 appointment scheduling software solutions specifically designed for tutors and coaches, helping them optimize their educational services.

1. TutorCruncher

TutorCruncher is a comprehensive appointment scheduling software designed specifically for tutoring businesses. It offers an array of features tailored to enhance the efficiency of tutors and coaches. With TutorCruncher, you can easily manage your appointments, track student progress, create personalized learning plans, and handle billing and payments seamlessly. The software's user-friendly interface and customizable settings make it an ideal choice for both individual tutors and tutoring companies.


  • Pay as you go: For younger companies getting started with TutorCruncher - $30/m + 1% of revenue.
  • Startup: For medium-sized companies using TutorCruncher to grow the business - $80/m + 0.65% of revenue.
  • Enterprise: For companies making $1M+ annual revenue

2. Leadmonk

Leadmonk is a mobile-first scheduling platform that offers flexible booking options, automated reminders, and promotional landing pages.

Leadmonk Mobile booking page

Duration Options

Booking Flexibility, Location Options and Text Message Options

Payment Collection using PayPal while booking appointment

Appointments Directory Page



Leadmonk features list 01

Leadmonk features list 02

Leadmonk features list 03

We think Leadmonk is the truly versatile appointment scheduling software available in the market for the following reasons:

  • Give multiple duration options to invitees. At the time of appointment booking, the invitee can choose his/her preferred meeting duration. ⏱️
  • Give multiple meeting location options to invitees. At the time of appointment booking, the invitee can choose his/her preferred location. 🗺️️
  • Give notification options to your customers to choose between WhatsApp and SMS to receive appointment notifications. 📱💬
  • Meet one-on-one or in a group or as a team (Collective and Round Robin). Meet online or in person. Leadmonk supports all meeting combinations. 🤝
  • Easy Repeat Business with Packages - Sell multi-appointment bundles, combine different types of appointments, and even include group classes in your packages.🎁
  • Provision to make each appointment type behave as a standalone calendar for free-busy availability checks instead of checking the connected calendar. This avoids the need to have multiple Leadmonk user accounts or multiple calendars. This is helpful for managing shared resources such as meeting rooms or gaming devices.📅
  • Not only you can connect 6 calendars to your account but also you can take appointments to any of these calendars. This is helpful to manage your work life efficiently.🗓️
  • Invitees can reschedule/cancel appointments before the start of the appointment by default, but this behavior can be changed based on your requirements.🔄
  • Leadmonk's "no-show" feature allows hosts to mark whether an invitee attended a previously scheduled event, and if marked as a no-show, they will not receive post-appointment workflows.🚫
  • Leadmonk offers two types of notifications by default: calendar invitation and email confirmation, both of which provide detailed information about the booking, including date, time, location, and any additional notes or instructions. Additionally, the email confirmation includes an ICS file that can be added to the invitee's calendar.📩
  • If you know your invitee's availability and would like to schedule on their behalf, you can make use of the Schedule Invitee Again feature to go through the booking flow and their information will be pre-populated in the form to expedite the booking process.🤖
  • It integrates natively with G-Suite, Google Calendar, Google Meet, Outlook, Office365 Calendar, MS Teams, Zoom, HubSpot, and other popular business apps to support your business in a wide range of prospect and customer scheduling scenarios. 🔌
  • Automatic time zone detection, setting lead time and buffer time for appointment booking, automatic SMS/WhatsApp/Email reminders to reduce no-shows, and many more.⏰
  • Collect payments using Stripe and PayPal.💰
  • Collect required details using custom intake forms at the time of appointment booking.📝
  • You can have a personalized booking page for the team.👥
  • The org owner and admin have access to all team members’ bookings.👀
  • Integrate Google Analytics with Leadmonk to get valuable insights into how your clients engage with your booking page.📈
  • Add UTM parameters to your booking links to track conversions directly within Leadmonk.
  • You can pre-populate the booking page form with invitee information using URL parameters.🌐
  • Promote your branding at every touch point using a custom domain, branded email notifications, and branded SMS notifications.🎉
  • A mobile number has become widely accepted as a customer identification method in the digital world. Leadmonk allows scheduling appointments using just a customer's mobile number, eliminating the need for an email address and saving time. This is particularly beneficial for individuals in informal sectors or retired professionals who may not be comfortable with email. By offering the option to book appointments with either a mobile number or email address, Leadmonk reduces booking friction and streamlines the process for all users.
  • Leadmonk is good in traditional email bookings as well. 📧

Who is it for?

Leadmonk simplifies scheduling meetings with your prospects, customers, candidates, and other external stakeholders. It is built for customer-facing teams such as Sales, Marketing, Customer Success, and Freelancers/Consultants. It is also suitable for industry sectors such as Doctors, Dentists, Chiropractors, Entrepreneurs, Educators, Coaches, Recruiters, and Professional Services companies such as Legal, Accounting, and Real Estate. It is perfect for any person or business no matter if you are starting off or have been around for a while.


  • Essentials Plan - $12/user/month (annual plan) - When you need advanced scheduling features.
  • Advanced Plan - $24/user/month (annual plan) - For teams requiring inbound lead qualification and routing features.

2. Acuity Scheduling [Squarespace Scheduling]

Acuity Scheduling

Acuity Scheduling is a cloud-based appointment-scheduling software solution that enables business owners to manage their appointments online. Acuity Scheduling is now part of Squarespace.  With Acuity, you can allow clients to choose recurring appointments, complete intake forms, and pay in advance for services. You can also offer coupons and add-on services. Acuity offers multiple ways to share your booking page, including direct links, embedding options, booking buttons, booking bars, and QR codes. Acuity integrates with many powerful apps, such as QuickBooks, ClassPass, Salesforce, and Zoom.

The product caters to the needs of small and midsize businesses as well as individual professionals. Acuity Scheduling is suitable for service-based businesses such as training and tutoring centers, coaching and consulting, photography and video production companies, fitness studios, salons and spa centers, and health and dental clinics.

Features missing in Acuity Scheduling:

  • No support for mobile number-based appointment scheduling.
  • No provision to send text notifications on WhatsApp.
  • Only one calendar you can connect to your account.
  • No provision to define multiple durations for an event type.
  • Not possible to have the booking pages on your domain (CNAME)
  • Not possible to send email and SMS notifications using your own email domain or phone number (SMTP and Twilio number integration). Having booking pages on your domain or sending branded notifications helps to promote your branding at every customer touch point.

Supported payment systems: PayPal, Square, or Stripe; also works with in-person payments

Supported calendars: Google Calendar, iCloud, Microsoft Exchange, Office 365,; with the option to choose between 2-way and 1-way syncing


  • Acuity Scheduling’s plans start at $20 a month. Number of staff/locations: 1.
  • The Growing plan costs $34 a month. Number of staff/locations: 6.
  • Finally, the Powerhouse plan costs $61 a month. Number of staff/locations: 36.
  • You can try these plans for free for a maximum of one week.

4. is an online appointment booking system for small and mid-size businesses.  It simplifies the booking process and enables businesses to market their services. provides a centralized platform that automates online booking and client communication. It does not support mobile number-based appointment scheduling. Also, it does not have WhatsApp integration to send meeting notifications.

The setup process is user-friendly, with clear instructions and the ability to customize appointment types and add-on services. The app also offers Facebook and Instagram integrations, a dashboard with reports to monitor your business, and Zapier integrations to connect to other apps.

If you conduct frequent Zoom meetings, may not be the ideal scheduling app for you as it offers limited video conferencing options. While Microsoft Teams is the only built-in video conferencing integration for remote appointments, you can use Zapier to create specific links for other platforms such as Zoom and Google Meet.

Supported payment systems: Square, Stripe, & PayPal.

Supported calendars: Google Calendar, Outlook

If you conduct frequent Zoom meetings, may not be the ideal scheduling app for you as it offers limited video conferencing options. While Microsoft Teams is the only built-in video conferencing integration for remote appointments, you can use Zapier to create specific links for other platforms such as Zoom and Google Meet.


  • $8.25/month for 100 bookings/15 providers
  • $24.9/month for 500 bookings/25 providers
  • $49.9/month for 2000 bookings/50 providers

5. Setmore


SetMore is an online appointment scheduling platform that enables businesses to manage their appointments and bookings with ease. Designed for small businesses, SetMore offers a range of features to help businesses manage their time more efficiently and reduce the time spent on manual scheduling tasks.

One of the key features of SetMore is its online booking page, which allows customers to view your availability and book appointments directly from your website. This feature not only saves you time, but also provides a convenient and easy-to-use experience for your customers. SetMore also offers integrations with Google and iCal calendars, allowing you to keep your schedule up to date and avoid double bookings.

In addition to appointment scheduling, SetMore also offers a range of features to help you manage your appointments, including appointment reminders, staff scheduling, and custom branding options. With these features, you can ensure that your appointments run smoothly and that you and your staff are always prepared.

Setmore has numerous integrations, including Square or Stripe integrations for online payments. It also links to Slack accounts and syncs with most major calendars. It does not support mobile number-based appointment booking. Also, it does not have WhatsApp integration to send meeting notifications. It's more suited for services businesses such as spas/salons/doctor's clinics.


  • Premium - Up to 2 users - $9/user/month
  • Pro - 3+ users - $5/user/month


Optimizing education through efficient appointment scheduling is vital for tutors and coaches. The top five appointment-scheduling software solutions mentioned above, TutorCruncher, Leadmonk,, Acuity Scheduling, and Setmore offer a variety of features tailored to the specific needs of tutors and coaches. From managing schedules and automating reminders to handling payments and personalizing the booking process, these software solutions streamline administrative tasks, allowing tutors and coaches to focus on what they do best: delivering exceptional educational services. By incorporating the right appointment scheduling software, tutors, and coaches can enhance their productivity, increase client satisfaction, and ultimately grow their businesses in the competitive education industry.

All these scheduling applications have features that can make your life easier. Among all these, Leadmonk is the truly versatile scheduling software for you and your business. It’s easy to use, the most user-friendly, and affordable. Give it a try and let us know what you think of Leadmonk!

Frequently Asked Questions (FAQs)

1. What is appointment scheduling software?

Appointment scheduling software is a digital tool that helps tutors and coaches manage their appointments and schedule. It allows users to book, reschedule, and cancel appointments, sends reminders, and keeps track of availability, all in one centralized system.

2. Why should tutors and coaches use appointment scheduling software?

Appointment scheduling software offers several benefits for tutors and coaches. It streamlines the booking process, reduces administrative tasks, minimizes scheduling conflicts, improves client communication, and enhances overall organization and efficiency.

3. How were the top five appointment scheduling software for tutors and coaches selected?

The selection of the top five appointment scheduling software for tutors and coaches was based on various factors such as features, user reviews, pricing, ease of use, integration options, customer support, and overall reputation in the industry.

4. How much do these appointment scheduling software solutions cost?

The pricing of appointment scheduling software varies depending on the features and subscription plans. Each software provider offers different pricing tiers, which can range from free plans with limited features to monthly or annual subscriptions with advanced functionality. It is recommended to visit the respective websites of the software providers for detailed pricing information.

5. Can these appointment scheduling software solutions be integrated with other tools?

Yes, most appointment-scheduling software solutions offer integration options with popular tools and platforms such as Google Calendar, Outlook, Zoom, Stripe, PayPal, and more. Integration capabilities allow for seamless synchronization and better workflow management.

6. Are these appointment scheduling software solutions suitable for individual tutors and coaches or for larger organizations?

These appointment-scheduling software solutions are suitable for both individual tutors and coaches as well as larger organizations. They offer features that cater to the needs of various users, allowing them to manage appointments efficiently, regardless of the scale of their operations.

7. Do these appointments scheduling software solutions offer customer support?

Yes, all of the mentioned appointment scheduling software solutions provide customer support. The level of support may vary among different providers and subscription plans. Most commonly, support is offered through email, live chat, and help center resources.

8. Can clients or students book appointments directly through these software solutions?

Yes, all of the top five appointment scheduling software solutions allow clients or students to book appointments directly through their online portals. These portals are typically user-friendly and can be accessed via a scheduling link or embedded on websites or social media profiles.

9. Can tutors and coaches send automated reminders to clients using these software solutions?

Yes, automated reminders are a common feature offered by appointment scheduling software solutions. Tutors and coaches can set up reminders to be sent via email or SMS to clients.

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Naveen S G

Co-founder and CEO

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