Home Tuition Business Automation

I'm in need of a skilled freelancer who can help me automate certain aspects of my home tuition business. Currently, I track student progress manually, and it's becoming increasingly time-consuming. Key Aspects to Automate: - Student Progress Tracking: I want to automate monitoring attendance records as well as generating feedback and reports on a student's progress. - Scheduling: At the moment, I manage my appointments manually with a calendar. I'm open to implementing a more streamlined, efficient scheduling system. Ideal Skills and Experience: - Automation Software: Proficiency in automation software and tools is a must. - Scheduling Software: Experience with scheduling software is preferred. - Data Tracking: Ability to set up systems for tracking student progress effectively. - Report Generation: Skills in creating automated feedback and progress reports. I'm looking for someone who can not only help me with the technical aspects but also provide a user-friendly solution that I can easily manage. 1. Setup and Integration Step 1: Get Started with Twilio for WhatsApp 1. Sign Up for Twilio/wati/ Anyother whatsapp tool: o Go to Twilio and create an account. o Apply for WhatsApp Business API access. o Complete the verification process, including registering your business and phone number. 2. Set Up Messaging Templates: o Create and get approval for WhatsApp message templates (e.g., notifications for teachers, parents, etc.). 3. Generate API Keys: o Once approved, access your Twilio dashboard to generate API keys for integration. ________________________________________ Step 2: Google Sheets and Google Forms 1. Create Google Forms: o For Teachers: Include fields like Name, Subject Expertise, Experience, Contact Details, and Availability. o For Parents: Include fields like Student’s Name, Grade, Subject(s) Required, Location, and Budget. 2. Link Forms to Google Sheets: o Connect each Google Form to a dedicated Google Sheet to automatically log responses. o Example:  Teacher Responses → Teachers Database  Parent Requests → Parents Database ________________________________________ Step 3: CRM Setup 1. Use a no-code CRM tool like Airtable, Zoho CRM, or a custom Google Sheet-based CRM to: o Manage teacher and parent records. o Track ongoing and completed tuition assignments. o Store revenue-sharing details. 2. CRM Fields: o Teachers Database: Name, Subject, Experience, Contact, Availability, Status (Active/Inactive). o Parents Database: Name, Request Details, Budget, Assigned Teacher, Status (Pending/Matched). ________________________________________ 2. Automating the Workflow Step 1: Parent Requests 1. A parent submits their tuition request via the Google Form. 2. The request is automatically logged into the Parents Database in Google Sheets. ________________________________________ Step 2: Notify Teachers 1. When a new request is logged: o Use Zapier or Make (Integromat) to trigger a WhatsApp notification via Twilio to your teacher group. o The message includes the tuition details (e.g., subject, location, and budget). 2. Example WhatsApp Message: New Tuition Opportunity! Subject: Mathematics Location: Bhubaneswar Budget: ₹5000/month Reply with "Interested" if available. ________________________________________ Step 3: Collect Teacher Responses 1. Teachers reply with “Interested” on WhatsApp. 2. Use Twilio’s API to capture responses and log them into the Teachers Database. ________________________________________ Step 4: Assign a Teacher 1. From the CRM (or Google Sheet), review interested teachers based on: o Subject expertise. o Location proximity. o Availability. 2. Update the Parents Database with the selected teacher’s details. 3. Notify the selected teacher and parent via WhatsApp: o Teacher Message: Congratulations! You’ve been assigned to a new tuition. Contact the parent at [Parent Contact]. o Parent Message: Your tuition request has been matched. Please contact [Teacher Name] at [Teacher Contact]. ________________________________________ Step 5: Payment and Revenue Tracking 1. Use a payment link generator like Razorpay or Paytm: o Send a payment link to the parent for the first month’s fee. o Automate this step using Zapier or Twilio. 2. Update your CRM or Google Sheet: o Record the payment. o Track the 50% revenue share for the first month. ________________________________________ 3. Technical Tools and Connections 1. Twilio WhatsApp API: o For sending automated notifications and capturing responses. 2. Zapier/Make (Integromat): o Connect Google Forms, Sheets, and Twilio for seamless automation. 3. Google Sheets CRM: o Manage all teacher and parent data in a centralized system. 4. Razorpay/Paytm: o For payment collection and tracking. ________________________________________ 4. Example Workflow Summary 1. Parent fills the Google Form → Data goes to Google Sheet → WhatsApp message sent to teachers. 2. Teacher replies with “Interested” → Data logged in Google Sheet → Admin selects a teacher. 3. Admin assigns teacher to parent → WhatsApp notifications sent to both → Payment link shared with parent. ________________________________________ 5. Scalability Options 1. Add Chatbots: Use a chatbot on WhatsApp to handle initial inquiries from parents and teachers. 2. Advanced CRM: Upgrade to Airtable or Zoho CRM for better tracking and reporting. 3. Analytics: Use Google Sheets’ built-in tools or external tools like Google Data Studio to analyze performance metrics. This is the Process. the condition is you have to do the job in Anydesk or teamviewer