A US tutoring centre was losing parents to competitors every night, because no one was there to book sessions between 7 PM and 11 AM. We built an AI that takes bookings around the clock.
The problem
The K-12 centre offers more than 50 subjects with about 15 tutors. Each tutor has their own schedule, session length, start times and preference for online or in-person. Classes have capacity limits. Students book single sessions, weekly slots or packages, and rescheduling needs notice so tutors can travel.
All of it was handled by hand, which left a 16-hour gap every day when no one could book. Parents who didn’t hear back went elsewhere. The centre estimated it was losing about $2,000 a month.
What we built
- 01
An AI that books by voice and text
After hours, it handles enquiries, checks every tutor’s Google Calendar and books confirmed sessions.
- 02
Every rule, checked at once
This was the hard part. A simple booking tool handles one calendar and one session type. This one checks subject, day, format, length, start time and class capacity together, in real time. If a slot is taken, it offers the next one that works. Weekly bookings are checked across every future date, and reschedules against the notice rule. It never books something invalid, and when nothing fits, it explains why.
- 03
Answers about every subject
A knowledge base covering all 50+ subjects lets the AI answer questions about tutors, subjects and formats accurately.
- 04
Staff stay in control
The admin team can see, and override, every booking the AI makes.
The result
- The 16-hour booking gap closed completely
- An estimated $1,000 to $2,000 a month in lost bookings recovered
- Complex scheduling rules applied correctly, every time
- Accurate answers across 50+ subjects
- Full visibility and control for the admin team
Could this work for you?
Something similar could help if:
- Enquiries arrive after you close and go cold by morning
- Your scheduling has rules a simple booking tool can’t handle
- Your customers choose whoever replies first
