How to run your tutorial center with Smapey SchoolDesk

The big idea (read this first)

Smapey SchoolDesk is built around three things that connect to each other. Once these click, the whole app makes sense:

1. Set up your programs

Do this first. A program is anything you charge tuition for.

1. 1

   Go to SchoolDesk → Programs → New Program

   Give it a clear name like 'Grade 3 Math Tutoring' or 'UPCAT Review Batch A'.

2. 2

   Set the tuition fee

   Enter the amount you charge for this program — e.g. ₱1,500.

3. 3

   Choose the billing type

   Monthly (recurring tuition), Per Session (pay per class), or Fixed (one-time fee for the whole course).

2. Add your teachers

If you teach solo, you can skip this — but most centers have more than one tutor.

1. 1

   Go to Teachers → Add Teacher

   Enter the teacher's name, phone, email, and subject or specialization.

2. 2

   Assign teachers to programs and sessions

   When you enroll a student or schedule a session, you can pick which teacher handles it.

3. Register students

Add every student once. Their profile follows them across every program they join.

1. 1

   Go to Students → Add Student

   Only the full name is required. Add grade level, phone, and the guardian's name and number so parents are easy to reach.

2. 2

   Add notes if useful

   Anything you want to remember — learning style, schedule preferences, special needs.

4. Enroll a student & set tuition

An enrollment is what connects a student to a program — and it's where tuition lives.

1. 1

   Go to Enrollments → Enroll Student

   Pick the student and the program. The tuition fee auto-fills from the program, but you can override it for scholarships or discounts.

2. 2

   Assign a teacher (optional)

   Choose who'll handle this student. Set a start date.

3. 3

   Track the balance

   From now on, the enrollment shows the tuition fee, total paid, and the outstanding balance — updated every time you record a payment.

5. Schedule sessions

A session is one class meeting for a program.

1. 1

   Go to Sessions → Schedule Session

   Pick the program, assign a teacher, set the date, time, and duration. Add a title like 'Chapter 3 Review' if you like.

2. 2

   Manage its status

   Sessions start as Scheduled. After class, mark them Done — or Cancelled if it didn't happen.

6. Take attendance

Attendance is recorded per session, against the students enrolled in that program.

1. 1

   Open the session and click Attendance

   Smapey lists every active student enrolled in that program.

2. 2

   Mark each student

   Present, Absent, Late, or Excused. Defaults to Present so you only tap the exceptions.

3. 3

   Save

   Attendance is stored per student. You can review a student's full attendance history anytime from their profile.

7. Record tuition payments

Every time a parent or student pays, log it against their enrollment.

1. 1

   Go to Enrollments and find the student

   Click Pay on any enrollment that still has a balance.

2. 2

   Enter the amount and method

   Cash, GCash, bank transfer, or other. Add a note if you want.

3. 3

   Record it

   The total paid goes up and the balance goes down instantly. Today's and this month's collections update on the dashboard.

8. Progress notes

After a session, jot a quick note on how each student is doing.

1. 1

   Open the student's profile → Notes

   Write what was covered and how they performed. Add a 1–5 rating if you grade progress.

2. 2

   Build a history

   Notes stack up over time, giving you (and the parents) a clear record of the student's improvement.

9. The dashboard

One screen that answers "how's the center doing today?"

1. 1

   Collections

   Today's and this month's tuition collected, at a glance.

2. 2

   Students & enrollments

   Total and active students, plus active enrollments.

3. 3

   Sessions

   How many sessions today and this month, plus your upcoming schedule.

4. 4

   Unpaid balances

   A live list of enrollments that still owe tuition — so nobody slips through the cracks.

Glossary