Teaching · For Tutors · Records

Know how many
sessions are left
before they ask.

Log what each family bought and every session since. The tracker sorts the lines by date, keeps the running balance, tells you what the remaining sessions are worth and flags the family when it is time to renew.

Start a ledgerWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Tutoring business kit, $69 for 64 items.

The session ledger

The worked example is made up: family RV-7 bought an 8-session pack in September. One family per file; export a file for each family and import it when you update. Nothing you type leaves this browser.

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What you get

Teaching · For Tutors$19 · included with Classroom and Whole-school licenses

What you finish with
A dated ledger for one family with a running balance of sessions, the sessions bought and used, what the remaining sessions are worth, and a flag when the balance reaches your reminder point or goes below zero. It prints as a one-page ledger and downloads as a spreadsheet.
Who it is for
Independent tutors and small tutoring businesses that sell prepaid packages.
Format
Browser tracker for a phone, tablet or computer, by touch or keyboard. Up to 120 lines per family. Prints a ledger; downloads a spreadsheet (.csv); export and import a file per family.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Tutoring business kit ($69) and the Teaching Suite pass ($199), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The For Tutors space in Caveat Teaching.
Support
Questions, a correction or a request: team@caveatacademic.com.

How to use it

  1. Type a family code (initials, not a name) and the balance at which you want a reminder.
  2. Add the purchase: the date, the sessions bought and the amount paid.
  3. Add a line after each session, late cancellation or credit. Lines can go in any order.
  4. Read the balance and what it is worth; send a renewal note when the page flags it.
  5. Export the file to keep it, or print the ledger to share with the family.

Start a ledger

How the balance is kept

Add what is bought and credited, subtract what is used, in date order.

Balance of sessions after each line, September to October02468creditreminder zone, 2 or fewerSep 2Oct 28Balance after each line02468creditreminder zoneSep 2Oct 28
The example family bought 8 sessions, used 8 (one a late cancellation) and got one make-up credit, leaving 1. The balance entered the reminder zone on October 21.

The arithmetic

Purchases and credits add sessions; sessions held and late cancellations charged under your policy subtract them. The page sorts lines by date (lines on the same date keep the order you typed) and shows the balance after each one. What the remaining sessions are worth uses the average price paid per prepaid session: everything paid divided by every session bought. A credit adds a session without a payment, so it does not change that average.

Using it with families

A family that can see the same ledger rarely disputes a balance. Print it with each renewal note, or read the balance out at the end of a session when it reaches your reminder point. Keep codes rather than names in the file, record late cancellations only when your written policy counts them, and note the reason for every credit.

Sources

  1. Internal Revenue Service, Publication 583, Starting a Business and Keeping Records: keep records that support income, including dates and amounts received.
  2. Internal Revenue Service, Publication 334, Tax Guide for Small Business: income from prepaid services and refunds on Schedule C.
  3. Federal Trade Commission, consumer guidance on refunds and cancellations (consumer.ftc.gov): state cancellation and refund terms clearly before a purchase.
  4. U.S. Department of Education, Student Privacy Policy Office (studentprivacy.ed.gov): general guidance on keeping identifying details about students to what is needed.

The worked example is made up. The balance is only as complete as the lines you enter. Your records stay in this browser until you export them. Support: team@caveatacademic.com.