Tutoring and substitute staffing software: one roster for families and schools
Plenty of education agencies do two jobs at once. Families book tutoring sessions, and schools or districts ask for substitutes and aides. Most tools are built for one of those, so the agency ends up keeping the same educators in two systems. This guide covers what running both from one place takes, and how WarleyHub does it.
Why tutoring and substitute staffing end up in two systems
Tutoring software is built around the family: a booking, a recurring session, a package of hours, an invoice to a parent. Staffing software is built around the school: a request for coverage, an assignment, a timesheet someone approves, an invoice to a district.
The educator is the same person in both, with the same teaching certificate and the same fingerprint clearance. Keep two systems and you keep two copies of that record, and the one that goes out of date is the one that matters on the day a clearance lapses.
What software for both has to do
- One roster. Every educator exists once, whether they are tutoring a family on Tuesday or covering a classroom on Wednesday.
- Two ways in. Families book sessions; schools and districts request staffed assignments, each through their own login.
- Credentials that gate the work. Certificates and clearances tracked with expiry dates, and an educator whose clearance has lapsed kept off work that requires it.
- Grade level as part of the match, so a high-school request goes first to educators with high-school experience.
- Billing from what actually happened: completed sessions for families, approved timesheets for schools.
Keeping educator credentials current
Clearance rules for school work differ by state and by district, and the district is the authority on what it requires. Whatever the list is, the practical problem is the same: know every expiry date before it arrives, and never send someone whose clearance has lapsed.
Put the expiry date on every credential when you record it, not later. A credential with no date on it is the one nobody checks.
How WarleyHub runs tutoring and school staffing together
- One educator roster serves both sides. Families book tutoring sessions, and schools or districts request staffed assignments through their own portal login.
- Teaching certificates, background checks and fingerprint clearance are recorded per educator with expiry dates, and expiry alerts go out before they lapse.
- When a request lists a required credential, matching only puts forward educators who hold it verified and unexpired.
- Grade bands (K-2, 3-5, 6-8 and 9-12) are service levels, and matching scores an educator higher when their grade-band experience fits the request.
- Educators clock in from their phone, and the location is checked against the school site. Timesheets go through approval.
- Invoices are generated from approved timesheets for schools and from completed sessions for families, one invoice per client.
- It all runs on your own branded subdomain, with student records scoped to your agency.
WarleyHub is software we make. You don't need it to use anything on this page.
Free during early access · No card needed
When paid plans begin it's one flat price for the whole business, never per seat. You'll get at least 30 days' notice, and you only pay if you choose to.
Questions people ask
- Can one agency run tutoring and substitute staffing in the same software?
- Yes, if the software keeps one roster and supports both bookings from families and assignments from schools. In WarleyHub the education setup has both the tutoring and staffing modules on, drawing on the same educators.
- How do schools request a substitute or aide?
- In WarleyHub a school or district user has its own portal login on your subdomain, where it requests staffed assignments.
- How do I stop an educator with an expired clearance from being placed?
- Record every credential with its expiry date. In WarleyHub, when a request requires a credential, matching leaves out anyone whose copy is unverified or expired, and expiry alerts go out ahead of time so you can renew first.
- Can I bill families and schools differently?
- Yes. Families are invoiced from their completed sessions and schools from approved timesheets, each as its own invoice.