Setup and Customisation

Account Setup

What are the different price plans?

TutorCruncher offers three different price plans to choose from:

Our price plans are flexible and scale with your company as it grows.

Checkout our website for more information or contact us to work out the best deal for your company.

How do I upgrade my account level?

If you are interested in upgrading your account, you can do so yourself in System > Billing or you can give us a call and tak it over with us.

You can give us a call at +44 (0)207 1128 953 to our UK number or +18183373095 to our USA number. We generally operate during UK business hours.

If you can't make a call feel free to drop us an email at

Company and Branch Setup

How do I edit my company details?

You can edit your company details by navigating to System > Settings > Company Settings. Here you'll find settings that are applied across all branches, including the company name, URL bit, page logo, default sign-up branch, client access settings, and tutor signup description. There is also a link to your company login page.

How do I edit my branch details?

You can edit your branch details by navigating to System > Settings > Branch Credentials. Make sure you click 'Save' to submit your changes. Here you can see the branch details that appear in your PDFs and emails such as logo, branch email, website, address, and phone number, as well as your Google Analytics Tracking ID.

Below your branch credentials, you'll also find settings concerning card payments, direct debit payments, your accounting information, and communications.

How do I use my own site URL instead of the TutorCruncher URL?

Custom URLs are available for Enterprise accounts. For more information, contact us at

How do I set my branch's timezone and date formatting?

The branch's timezone and date formatting can be accessed by navigating to System > Settings > Branch Credentials. Your branch timezone will become the default timezone for all users in the system. Users can change their own timezone in their account profile. All scheduled times in TutorCruncher are 'timezone aware', meaning they change depending on the timezone settings of the user viewing the calendar.

You can also change the date input and date output formats across the branch. These formats are used all across TutorCruncher such as in forms, calendars, lessons, and PDFs.

Can I use kilometers instead of miles?

Absolutely, you can proceed to your System > Settings > Branch Details and edit the 'Distance Units' field, specifying miles or kilometers.

How do I change my currency?

Under System > Settings > Accounting, you have an option for currency.

What does 'Automatically mark Invoices paid' do?

This allows you to automatically pay invoices from a client's balance. If you check this box, then, when you draft an invoice and send it to the client, TutorCruncher will look at the client's balance to see if they have enough to mark the invoice as paid.

For example, if you invoice a client for £300, and the client has already got an invoice balance of £400, then the client will receive an invoice that is marked as paid.

If you issue an invoice for £300 and the client has a balance of £200, then the invoice will be part paid by £200. The default email sent to the client tells them this and lets them know they owe the company £100.

What is AutoCharge?

AutoCharge allows you to automatically charge your clients for their invoices or credit requests as soon as you send them.

It can be enabled in System > Settings > Accounting > AutoCharge.

The payment is delayed to allow your customers to review their invoices and give them time to dispute it if needed. After the delay TutorCruncher takes payment using a direct debit mandate or saved card details, depending on whether the client has either set up for their account.

If a client has a GoCardless Direct Debit mandate or Stripe set up for their account, then a payment will be charged to that, which typically takes 5 days.

If a client has card details saved to their account, then a deferred payment will be taken after the delay set in Branch Setup.

What is Auto charge and deferred payment delay?

This is the time between creating a Deferred Payment and when a client is actually charged.

How do I add a new branch to my company?

Within one company you can have multiple branches to split the business reporting, client lists and tutor lists. You can also have different tax and other settings. This is particularly useful for multi-branch tuition centres but can be used by agencies for separating overseas work from local business.

Accounts on the Pay as you go and Startup plans have a demo branch and an active branch. Enterprise accounts are allowed to have additional branches. For more information go here or contact us at

How do I change my branch?

To change branch, click on your branch name (located at the top of the page beside the search box) and select the branch you wish to change to. Most accounts have a demo branch and an active branch. If you'd like to have additional branches, contact us at

How do I get API access?

TutorCruncher's API can be used to integrate certain features with third-party software providers or external websites. For more information, contact us at

How do I export data?

Simply go to System > Export to export data. You can export users, lessons, jobs and accounting. Exports can be filtered by labels, dates, and accounting role types.

How do admins to receive new job application notifications?

Try the article below:

Which emails/notifications do admins receive?

Administrators can receive emails which inform them about events in the system and give weekly updates. The types of emails are:

To turn individual notification types on or off, go to the admin's profile, click on 'Edit', and adjust the settings as desired.

Terms and Conditions

You can use TutorCruncher to add your own Terms and Conditions to your account. This allows all of your users to read and consent to your Terms and Conditions whenever you create them an account on your system or whenever they sign up for an account.

How do I add my Terms and Conditions?

If you go to your System > Settings > Terms and Conditions, you will be able to add your Terms and Conditions to your account. You can add the main body of the text and also edit the title of the page that a user will see when asked to agree.

What should I include in my Terms and Conditions?

It is totally up to you to decide what to add to your Terms and Conditions. TutorCruncher does not provide a template set of terms, as this is about what information you wish to communicate between your company and your users. You might use the Terms and Conditions section to clarify your:

Depending on what you decide to add to your Terms and Conditions, you can edit the title of the page in order to make sure it is in line with the content of the bottom section.

How do I get users to agree to my Terms and Conditions?

When you have active terms and conditions on your account, users will be able to consent to them in the following ways:

  1. Their account is added by an administrator to the system
  2. They sign up for an account

In case 1, whenever a user is added to the system with their email address, they will receive a Welcome Email. This Welcome Email will by default include a link to a page where users can click ‘I agree’ or ‘I don’t agree’ to your company’s terms and conditions.

In case 2, whenever a user creates an account and logs in for the first time, they will be automatically shown the terms and conditions screen and will need to consent in order to continue.

In both cases, if a user selects ‘I agree’, they will be able to proceed with using the system. Once this has happened, a field on the user’s profile saying ‘Consented to data storage’ will show as ‘Given’.

Can I update my Terms and Conditions?

If you make any changes to your Terms and Conditions, then on the System > Settings > Terms and Conditions page, you will have the choice to 'Notify users of changes to Terms and Conditions'.

You can select any one of the three fields to decide whether or not you notify users of the updated terms. If you trigger an email, then the email will be sent referring to your Email Definition with the trigger name 'Sent when your Terms and Conditions are changed'.


What are custom Fields?

Custom Fields are custom fields that you can add to users, jobs, lessons, and reports. They allow your users to input extra information that may be useful for your operations. You can also filter and search through your users and content by your custom Fields. For example, you could add a tickbox called 'Can drive to distant jobs' or 'can do full time placements' to the tutor form and then filter your tutor lists using these custom Fields.

How do I create a Custom Field?

Navigate to System > Settings > Custom Fields > View existing custom Fields and click the 'Add Custom Fields' button. Under 'Apply To' select the desired content to add the Custom Field to, then select the type of Custom Field (eg. checkbox, dropdown, text box).

Custom Field definitions can have the following settings on them:

Please note: For any field that you create that you wish to be viewable on your website through TutorCruncher Socket, you will need to check the box for Client Accessible as the client needs to be able to view them.

You can also set default values for your Custom Fields.

What are the types of Custom Field?

Checkbox: Shows a tick-able check.

Short text box: For small bits of text. Only shows the first 100 characters.

Long text box: For lots of text. All text is displayed

Number: We really hope you know what these are:) A default can be set.

Stars: A star field to be displayed. The max number of stars can be set.

Dropdown: Adds a dropdown. Specifiy the options in a comma separated list.

Date and time: Gives you a way to select a date and time

Date: Like a date and time, but without the time!

What is Custom Field ordering?

Custom Fields can be ordered in a certain sequence on forms. To change the ordering navigate to System > Settings > Custom Fields > Add and edit custom Fields and click the 'Edit Custom Field Ordering' button. Number your Custom Fields in terms of your desired order, with lower numbers appearing first, and click 'Submit'.


What is a label?

A label is a tag that can be applied to users and jobs. They are useful to keep track of which tutors have been invited to be interviewed, which clients are new, which jobs are close to their cap, and more. A 'First Lesson Complete' label is automatically applied to any job that has completed its first lesson. Labels also work with broadcasts, allowing you to filter recipients of the broadcast by labels. You can apply labels by going to a user's or job's details page, clicking the 'Label' button and selecting the label from the dropdown.

How do I create new labels?

You can create new labels by navigating to System > Settings > Labels > Add and edit labels and clicking the 'Add Label' button. Give your label a name and colour and select the objects you want the label to be tagged on. You can allow tutors and clients to access and view these labels on job/lesson, and you can receive emails whenever a label is applied. When finished, click 'Submit', and you'll see your label in the list of labels and in the 'Label' dropdown on the details page of any applicable object.

How do I apply labels to multiple users?

You can apply labels to your users in bulk by filtering. Go to People, select the user type, and then filter the users by the appropriate data. With this filtered list you can click on 'Label these ...' and create a new label to apply to those matching the filter results.

Who can view labels?

Admins can always choose labels. If you want either a client or tutor to view it on a job/lesson, then you can tick the options 'Client Viewable' or 'Tutor Access'.

Which labels are created automatically?

Some labels are created by the system to help you.

Self Sign up - This is applied to tutors and clients when they sign themselves up.

First Lesson Complete - Applied to a job when the first lesson has been marked complete.

Cap Limit Labels - These are used to show how close to the cap limit a job is.

Enquiry - Created when a client fills in the enquiry form and submits it.

Invited for Interview - This is applied to a tutor when you invite them to an interview.

Inactive Job - When a job goes inactive for a certain amount of time, this label is applied. You can change the duration in System > Settings > Job Inactivity Time.

How do I receive notifications when a label is applied?

When creating or editing a label, you can choose to email administrators when a label is applied.

Simply fill in the Email Recipients field on a label to suit your needs.

An example of this would be to receive an email when a tutor or client signs themselves up, as the 'New Sign up' label is applied.

PDF documents

How can I use my company logo on the login/account pages/PDFs?

Site and PDF logos can be uploaded to apply your branding to the interface of your and your users TutorCruncher accounts, communication, and accounting.

Your company logo is used on your company login screen and TutorCruncher pages. Navigate to System > Settings > Company Settings, and click the 'Choose file' button under 'Page Logo'. Select the file of your logo from your computer, then click 'Save'.

You can also have different logos on each branch. Navigate to System > Settings > Branch Credentials, and follow the same steps as above. This logo will appear on your branch's pages, overwriting the company logo, but not on the company login screen.

You can also upload a logo for use on your branch's PDF documents such as invoices and payment orders. Navigate to System > Settings > Communications, and click on the edit button for 'PDF Logo'. The next time you regenerate accounting or create a lesson report, you will see your logo on the PDF document, however, it may not be updated for older documents.

How do I change the prefix/suffix of my invoice/payment order/receipt PDFs?

You can change the messages on your accounting PDFs by navigating to System > Settings > Communications. You will see a number of default fields you can edit including 'Invoice statement prefix', 'Payment order page suffix', 'Receipt summary prefix', etc. Edit your messages and click 'Save'. Any new PDFs you create of that document type will use your custom messages, older documents may not be updated.

How do I create a custom PDF template?

Before you start creating and editing new templates, please be aware that errors can easily be caused when templates are not edited correctly. Our PDF templates are written in Mustache and you will also need to know HTML to edit the templates. If you don't feel confident enough with you understanding of HTML and Mustache to edit the templates and still wish to do it, please get in touch with us at

When creating PDFs, TutorCruncher will first check if you have a custom template, otherwise it will use the default template. You can add a custom PDF template by navigating to System > Customisation > Templates > Add and edit templates and clicking the 'Add Template' button.

Give the template a name, select document type you wish to customise and click 'Submit'. You can choose from any of our PDF templates including invoices, payment orders, and receipts.

Then on the templates list page, find the template you wish to edit and click 'Edit Content'. You should see a page with an HTML editor already containing the default PDF template used by TutorCruncher for that type of document. Be careful when editing any content surrounded by curly braces (i.e. {{ }}), because they are used by the system to get your content such as logos and headings. Once you've made your desired changes, click 'Save'.

Any new PDFs you create of that document type will use your custom template; older documents may not be updated. Note that if you have created a custom email template, you must use an email style for that template to appear on emails.

What New Information can I Include in my Custom PDF Templates

If you want to further personalise your PDF templates you can also include:

  1. Lesson Count for Invoice PDFs,
  2. The number of lessons for Invoice PDFs, and..
  3. Custom Fields for Payment Order PDFs

How? Have a look at our two sections below on setting these up; Lesson Hours on Invoices and Cstom Fields on Payment Orders.

How do I Include Lesson Hours and/or the Number of Lessons on my Invoice PDFs?

  1. Go to your HTML Templates, for general information about HTML Templates, follow this link.
  2. Create a New Template for Invoice PDFs and/or Edit the Content of an existing Invoice PDF.
  3. At the point in the HTML at which you want to display this lesson information, enter one of two (or both) following variables:
    • For lesson hours enter the variable: {{ apt_hours }}
    • For the number of lesson enter the variable: {{ apt_count }}
  4. Save this template and this information will now be available on your regenerated invoices!

How do I Include Custom Fields on my Payment Order PDFs?

  1. The first thing you will want to set up will be a custom field for the information you want to display, check out this link for information on Custom Fields.
  2. Set this Custom Field to apply to Tutors.
  3. Once you have set up your Custom Field, go to System > Settings > Custom Fields and check the "Machine Name" associated with that Custom Field.
  4. Go to System > Settings > HTML Templates, for general information about HTML Templates, follow this link. Create a New Template for Invoice PDFs and/or Edit the Content of an existing Invoice PDF.
  5. At the point in the HTML at which you want to display this Custom Field information, enter a variable which follows this pattern: "{{ payee_ENTER_MACHINE_NAME_HERE }}".
    • NB: This is one to watch, wherever there is a hyphen/dash (ie. "-") in your Machine Name, you will need to put an underscore (ie. "_").
    • For example; if your machine name as displayed in Custom Fields was: "manadtory-field", then you would want to enter the following variable into the HTML template: "{{ payee_mandatory_field }}"
  6. Save your template and now you are done, your Payment Orders will now show your Custom Field information!

How can I change the VAT part of invoices?

To have an invoice show e.g. the Australia specific GST instead of VAT, go into Customisation > Templates > Add and edit templates. Add a template, call it 'Invoice' and select 'Invoice Template'. Click on 'Edit Content' next to the newly created invoice template. Scroll down to line 223 which should say <p>V.A.T @ {{ vat_rate }}:</p>. Replace the 'V.A.T' with e.g. 'GST' and then save the changes.

If you correctly set up your tax settings in System > Settings > Tax on Commission, the changes you made to the invoice template will show up in invoices from now on.

How do I enter custom JavaScript?

You can add your own custom JavaScript to be run for your company's pages within TutorCruncher. Simply navigate to System > Settings > Custom JavaScript and enter your code there.

Please note that all JavaScript has to be approved by the TutorCruncher team before it will go live.

You can submit your code for review by clicking the "Send for Review" button below. Once that happens we will take up to 2 business days to approve it, or get in contact with you with any issues.

In order to get your code approved as fast as possible, please consider the following points:

We reserve the right to disable this feature for any one company at any time.

You can test your unapproved JavaScript in action at any time by switching to your demo branch.

How do I customise the style of my company's site?

Navigate to System > Settings > Customised Theme > Custom CSS. You will see a CSS editor containing several of the main classes used on TutorCruncher pages. Once you make your desired changes, delete the /* on the first line of the editor and click 'Save'. Your site's style should automatically change according your custom CSS

Role Page Banners

What is a banner?

Banners are blocks of text that appear at the top of the page, usually containing important reminders or information. Your demo branch has a banner on every page reminding you that you are in your demo branch. Your administrators, tutors, clients and students can each have a different banner.

How can I customise banners on different roles?

You can customise page banners by navigating to System > Settings > Communications, and clicking the 'Setup Role Page Banners' button. First make a banner active on a role by selecting the '[ROLE] Banner Active' box, then add your message and click 'Submit'. Your users will then see this message the next time they reload the page.

Customising subjects and qualification levels

How can I hide certain subjects?

If you would like to hide certain subjects, navigate to System > Settings > Hidden Subjects. Select the subjects you wish to hide, then click 'Submit'.

How can I create custom subjects?

Custom subjects are a good way to make skill sets more relevant to your company if your company specialises in a particular type of teaching that is not reflected in the default subjects. If you would like to add custom subjects, navigate to System > Settings > Custom Subjects. Click 'Add Subject' at the top of the page, fill in the details, then click 'Submit'. Once submitted, tutors will be able to select your extra subject options when adding teaching skills and qualifications to their profiles. You can also include them in skill sets on jobs.

How can I hide certain qualification levels?

If you would like to hide certain qualification levels, navigate to System > Settings > Hidden Qualification Levels. Select the qualification levels you wish to hide, then click 'Submit'.

How can I create custom qualification levels?

If you would like to add custom qualification levels, navigate to System > Settings > Custom Qualification Levels. Click 'Add Qualification Level' at the top of the page, fill in the details, then click 'Submit'. The qualification level will appear for teaching skills and qualifications, unless you select 'Teaching Skill Only'.

Google Analytics

Linking TutorCruncher to your Google Analytics account is easy, and will allow you to track users signing up or making enquiries with TutorCruncher.

There are two steps to this, the first is to enable settings within TutorCruncher, and the second is to enable cross domain tracking on your own website. Both steps must be completed to enable this feature.

We recommend setting up a new property within Google Analytics to before you start, as otherwise you may end up tracking your users twice. To do this, under the Admin tab in Google Analytics click the property dropdown and click Create new property.

Enable Google Analytics within TutorCruncher

The following settings need to be correct in System > Settings:

Enable Cross Domain Tracking on your website

Follow this step if you currently have Google Analytics enabled on your website.

Between the <head></head> tags in your website, you should see code that looks like:

  ga('create', 'UA-XXXXXXX-Y', '');

You should input the following code underneath:

  ga('create', 'UA-XXXXXXX-Y', 'auto', {'allowLinker': true});
  ga('require', 'linker');
  ga('linker:autoLink', [''] );

Follow this step if you do not currently have Google Analytics enabled on your website.

Put the following code in between the <head></head> tags in your website:

  (i[r].q=i[r].q||[]).push(arguments)},i[r].l=1*new Date();a=s.createElement(o),

  ga('create', 'UA-XXXXXXX-Y', 'auto', {'allowLinker': true});
  ga('send', 'pageview');
  ga('require', 'linker');
  ga('linker:autoLink', [''] );

Remember to replace the example tracking ID (UA-XXXXXX-Y) with your own tracking ID.

The tracking ID can be found by logging in to your Google Analytics account, clicking on the Admin tab, selecting the Property you wish to use in the dropdown, and clicking Property Settings. It's called your Tracking ID, and is in the format UA-XXXXXXX-Y.

What can we track?

Currently, the events that TutorCruncher sends to Google Analytics are:

  1. Tutors signing up
  2. Clients making enquiries
  3. Users signing in

You can also track every page view within TutorCruncher by your users.

If you think of any other metrics that you think would be good to track, please email