Clean up Tutoring Data in the New Year
January 10, 2025 2026-01-06 16:48Clean up Tutoring Data in the New Year
Clean up Tutoring Data in the New Year
Do you ever ask, ‘How do I manage my Tutor Data?’
Have you ever wondered how to become an online tutor and what are potential online tutor benefits? The demand for online tutoring is growing so it’s a great way to share your knowledge while earning money from home.
Here are some things to consider when you decide to become an online tutor:
Review Current Tutor Data
To clean up tutoring data, begin by reviewing your current records. That is to say, identify any common issues such as:
Check
Action
Duplicates
Check your tutor records for duplicates and remove or merge where necessary. Helpfully, in TutorFirst you can use our simple duplicate finder tool to clean up tutor data.
Disengaged Tutors
Unfortunately, some tutors will just ‘drift’ away over time. Therefore, clean up tutoring data by making disengaged tutors inactive in your system thus removing them from active lists. Most importantly, in TutorFirst do this in bulk, using Action tools.
Access
A really important check to clean up your tutor data is to monitor access to your management system. Therefore, check all of your terminated and inactive employees and remove logins if necessary.
Missing Data
Pull custom reports designed to show who is missing key data in their record. Furthermore, in TutorFirst it’s simple to set a report to show empty fields in records so you can chase down this information and clean up tutoring data.
Review Current Student & Customer Data
When you clean up tutoring data, continue by reviewing your current student and customer records. Identify common issues such as:
Check
Action
Duplicates
Check your student and customer records for duplicates and remove or merge. Hopefully, your management system should have a duplicate finder to help with this. In TutorFirst we have just the tool, use our simple duplicate finder tool to clean up tutoring data.
Final Reports
Have you produced all your progress reports? Check students have received end of year Progress Reports then create and send any missing reports.
Grade/Year updates
Obviously, if your school year starts later in the year this is not a new year task. However, if your school year starts in January ensure that all student grades or years are increased by one.
Inactive Students
When a student finishes a package and no further services are required – make them inactive. Be sure to categorize them first for easy followup. In TutorFirst making students inactive and adding a tag can be done in bulk for efficiency. On the other hand, mark all finished students with tags to allow you market any upcoming offers you may have. That is to say, everything helps when answering the question of how to manage my tutor data!
Missing Data
Finally, pull custom reports designed to show who is missing key data in their record. In TutorFirst it’s simple to set a report to show empty fields in records to chase down this information and clean up tutoring data. As a result your data will be up to date and valid.
Organize & Categorize
To clean up tutor data moving forward organize and categorize your records:
Check
Action
Tags
Many tutoring management systems such as TutorFirst come with standard filtering. For example, by name, location, grade, subject etc. However, you may find it useful to filter your lists by an additional criteria. Therefore, creating tags on your records to add a category if required will help with secondary filtering.
Flags
Above all, it’s not just about your people. In other words session records may also need to be flagged or notated in some way for easy identification or filtering. Helpfully, in TutorFirst you can add flags to sessions to find a session quickly. This is great if there is an error or complaint and follow up is required.
Clean up Tutor Data Regularly
Finally, develop a maintenance routine to prevent some of the issues you found:
Check
Action
Error Spotting
So, during the above tasks did you notice a consistent error or missing data? If so, adjust your process to prevent these omissions in future.
Onboarding Process
Refine your onboarding process to reduce errors. For instance, this could include onboarding tasks or tags.
Exit Process
Processing leavers or offboarding is just as important as onboarding. That is to say, could you develop a process to better maintain your data for tutors or students finishing with your company?
Manage your data and tasks, increasing efficiency with:
and so much more!
