Reviewing the Tutor Supplier Report

Reviewing the Tutor Supplier Report

This report is available under Reports > Franchise Reports > Tutor Supplier Report.
The report highlights:
  • A list of each tutor’s hours with the pay rates and revenue associated
  • A view of what your percent tutor cost is for each tutor on your roster.
  • Options to run: daily, weekly, monthly or an annually 
  • Filters for: appointment date, session submission date and session approved date
  • Overall filter criteria options:  submitted and approved status, submitted status only and approved status only

Best Practices for Tutor Supplier Reports

  1. When you hire your tutors, make it clear in their contract/agreement the requirement for session report submission including: accuracy, completeness, timeliness and that these are required in order to pay them.
  2. Outline the time from when the tutoring session is completed that session reports must be completed. A good best business practice is within 12 to 24 hours of session report.  
  3. Ensure each tutor is trained on how to complete a session report.
  4. Provide the tutor with the components which must be included in each session report. Ideally these should tie back to the goals which were established at time of enrollment.
  5. Review session reports in a timely manner and provide regular feedback to the tutors on submission, accuracy, completeness, and timeliness. 
TIP:  Remember it is important a parent receives the session report before the next tutoring session!

Every Month:

  • Ensure all active tutors are included on the report
  • Tutor rates are in line with benchmarks – investigate any unusual amounts
  • Confirm submitted hours is in the ballpark based on the recent tutoring which was scheduled 
  • Reconcile the Tutor Supplier Report total amount to what is booked into your Profit and Loss 
TIP:  Make sure you are aligning the month of your Profit and Loss to the dates you are selecting when you create the Tutor Supplier Report.
  • Save/print off the report as back-up to the tutoring cost as well as use for forward cash flow planning
  • At a total level, note the submitted hours, cost and calculate your average tutor cost per hour 
  • Make sure your bank account used to pay tutor payroll has adequate funds to cover the payroll costs and fees
TIP: Track what the total number of hours and cost by period, as this will help with your forward cash flow planning 
  • Compare different views of this report e.g. by appointment date versus session submission date
  • Identify any discrepancies and investigate these to ensure sessions reports are up to date 
  • Compare this report with the Student Summary Report (both should balance)
  • Contact tutors who are delinquent in their session report submission to resolve
  • Remember your parents are expecting the session   reports – and this is a key value add of Tutor Doctor!
 

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