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Tutor cover rota for tutoring centers with RotaCloud

Tutors set their availability and swap sessions in RotaCloud, so the weekly rota stops living in WhatsApp. From about $53£40€48A$77C$75 a month.

At a glance

  • What it costs$53£40€48A$77C$75 a month

  • Worth, in extra profit or time saved in the worked example$178£134€159A$257C$252 a month

  • Pays for itselfIn about two weeks

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Student tutors' timetables change every term and someone always has a lab or an exam. An owner rebuilding the rota and finding cover by WhatsApp for 2 hours a week spends about 8.6 hours a month on it, and an uncovered session means sending a group home.

What the AI does

RotaCloud is staff rota software with a mobile app, staff availability, shift swapping and holiday management. Tutors enter when they can work, you build the week's sessions from that, and they see their shifts in the app. When a tutor can't make a session they can request a swap, and you approve it rather than ringing round. Its pricing is by number of employees, including you and managers.

A worked example

A tutoring center in Coventry has 12 part-time tutors, an administrator and the owner, and runs about 40 group sessions a week across evenings and Saturdays.

Before

2 hours a week building the rota and finding cover: about 8.6 hours a month

After

About 45 minutes a week approving swaps and checking gaps: about 3.2 hours a month

What it's worth

About $178£134€159A$257C$252 a month of time saved, against $53£40€48A$77C$75 for RotaCloud. That's 1.25 hours a week x 4.3, about 5.4 hours, at an assumed $33£25€30A$48C$47 an hour. RotaCloud's 11 to 20 employee band is $53£40€48A$77C$75 a month on Standard; 14 people sits in it.

How to set it up

  1. Start RotaCloud's 30-day free trial and add your tutors, administrator and yourself.
  2. Ask tutors to enter their availability for the term.
  3. Build a template week of sessions and assign tutors from their availability.
  4. Agree a swap rule: swaps only between tutors cleared to teach that subject and age group, approved by you.
  5. Publish the rota and stop taking changes over WhatsApp.

What goes wrong

  • RotaCloud doesn't know who has a current DBS check or who's qualified for which subject. Only put cleared tutors on the rota, and check that yourself.
  • Price goes by headcount band, so adding a 21st person moves you into a dearer band.
  • SMS notifications are an optional extra; the app and email are included.

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Last updated October 17, 2026.