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Schools/Tutoring CRM
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CRM for Schools/Tutoring · Available now

From school relationship to reviewed tutoring session.

A school partnership or tutoring team can keep the account, its people, a prospective service agreement and the ensuing session work together. Account owners track opportunities by stage and expected value.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewFollow-ups Due
Schools/Tutoring CRM · Relationship activities

Follow-ups Due

Relationship activities in one list

New relationship activity
Relationship activities in view
6
Call
2
Meeting
2
Email
1
SubjectActivity typeStatusDue atParent opportunityOwner
Discuss math learning goalsCallOpen18 OctCollege entrance coachingMina Laurent
Send literacy program outlineMeetingOpen18 OctDistrict literacy partnershipJonah Patel
Confirm trial lessonEmailOpen19 OctAlgebra catch-up sessionsTheo Park
Review assessment resultsTaskOpen20 OctDistrict literacy partnershipAmina Yusuf
Meet school coordinatorCallOpen20 OctAlgebra catch-up sessionsNora Kim
6 of 6 records
Discuss math learning goalsRelationship activities · RA-21407
Call
StatusOpen
Due at18 Oct
Parent opportunityCollege entrance coaching
OwnerMina Laurent
Session approvedRA-21407 · Discuss math learning goals

Session Reviewer checks the submitted session and records an independent decision.

Waiting for Session Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
12
Roles with set permissions
6
Reports and dashboards
8
Features

See the relationship and work in one place

Every feature works on the same records. Pick one to see the screen your team works in.

Accounts

Keep each school or family relationship, its contacts and the opportunities it may produce together.

  • Identify the customer
  • Name the people
  • Connect the work
  • Accounts
  • Contacts
  • Opportunities
  • Organizations
Explore accounts
OverviewProspect Accounts
Schools/Tutoring CRM · Accounts

Prospect Accounts

Accounts

New
NameContact nameSegmentAnnual potential USDStatus
Oak Hall AcademyAmina YusufEnterprise60Prospect
Cedar Grove SchoolTheo ParkMid-Market580Prospect
Willowbrook Learning CenterLeila MorenoSMB550Prospect
Northbank Middle SchoolJonah PatelPublic Sector760Prospect
Amina Yusuf familyNora KimEnterprise750Prospect
6 of 6 records
Oak Hall AcademyAccounts · ACC-27399
Enterprise
Contact nameAmina Yusuf
Annual potential USD60
StatusProspect
Example screen with sample data
Process

From first conversation to reviewed session

Opportunity to reviewed session ships ready to use. One step needs a named approval before the work moves on: Session approved (Session Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Opportunity opened

    Record the school or family, owner, value and next action.

    Discuss math learning goalsRA-21407 · Account Owner
    Opportunity openedBy Account Owner

  2. Opportunity qualified

    Log the qualification activity and move the opportunity forward.

    Discuss math learning goalsRA-21407 · Account Owner
    Opportunity qualifiedBy Account Owner

  3. Proposal sent

    Price the service lines and record the proposal email.

    Discuss math learning goalsRA-21407 · Account Owner
    Proposal sentBy Account Owner

  4. Outcome recorded

    Record the customer's Won or Lost decision and its receipt.

    Discuss math learning goalsRA-21407 · Account Owner
    Outcome recordedBy Account Owner

  5. Session submitted

    Send the tutoring record for independent review.

    Discuss math learning goalsRA-21407 · Tutor
    Session submittedBy Tutor

  6. Session approved

    The Session Reviewer decides on the current session revision.

    Discuss math learning goalsRA-21407 · Session Reviewer
    Session approvedBy Session Reviewer
    ApprovalSession Reviewer checks the submitted session and records an independent decision.

Start with Qualify an opportunity

Inside a record

Plan the systems around your customer work

Open any relationship activity to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Status, Due at, Parent opportunity and Owner.

  2. 2
    Linked records

    Records linked to this relationship activity.

  3. 3
    Who works on it

    Sales Lead, Account Owner and Operations Coordinator, each with their own permissions.

  4. 4
    Process stages

    Opportunity qualified and Proposal sent, with the role that acts.

  5. 5
    Approvals

    Session approved, with who decides.

Follow-ups DueDiscuss math learning goals
Schools/Tutoring CRM · Relationship activities

Discuss math learning goals

College entrance coaching · Call

Log activity
1
Record details
StatusOpen
Due at18 Oct
Parent opportunityCollege entrance coaching
OwnerMina Laurent
3

Who works on it

  • Sales LeadManage Accounts, Contacts, Opportunities
  • Account OwnerManage Accounts, Contacts, Opportunities, opportunity lines…
  • Operations CoordinatorManage operation receipts, record attachments
4

Process stages

  • Opportunity qualifiedAccount Owner
  • Proposal sentAccount Owner
5

Approvals

  • Session approvedSession Reviewer
    Approved
Example screen with sample data
Approvals

Review the session with a separate decision

Session Reviewer checks submitted session work and records a decision against its current revision.

OverviewApprovals
Schools/Tutoring CRM · Overview

Approvals

Signed in as Session Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • TS-26948SES-2026-0412
    Amina YusufRequested by Nora Kim
    Submitted2dActions
  • TS-12260SES-2026-0448
    Theo ParkRequested by Samira Haddad
    Submitted1dActions
  • TS-36032SES-2026-0501
    Leila MorenoRequested by Elias Okafor
    Submitted3dActions
  • TS-29761SES-2026-0527
    Jonah PatelRequested by Leila Moreno
    Submitted3dActions

Who approves what

DecisionApprover
Session approvedThe Session Reviewer decides on the current session revision.Session Reviewer
Approve tutoring sessionsSession Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Schools/Tutoring CRM to the work that is theirs. Pick a role to see what it starts with.

CRM Admin

Maintains organization, staff and access setup.

This is the first screen this role sees.

OverviewReceipts Needing Review

Receipts Needing Review

Operation receipts · CRM Admin

Operation keyOperation typeRecorded atStatusParent opportunity
session-review-0412Qualify Opportunity20 OctNeeds ReviewYear 8 math tutoring plan
enrollment-0448Submit Proposal16 OctNeeds ReviewAlgebra catch-up sessions
plan-approval-0501Close Outcome12 OctNeeds ReviewReading support for Oak Hall
schedule-sync-0527Record Tutoring Session18 OctNeeds ReviewOne-to-one writing support
attendance-check-0574Correct Scope13 OctNeeds ReviewDistrict literacy partnership
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Answer the questions in your weekly review

Review open value, customer follow-up, session decisions and operation exceptions.

Overview
Schools/Tutoring CRM · Overview

Schools/Tutoring CRM dashboard

This quarter

Tutoring sessions in view
6
Submitted
6

Relationship activities by status

How far records got this quarter

StageReachedStep
Open47
Completed1328%
Cancelled538%

Number of relationship activities by status

Sample counts per stage

200
-60Open
20Completed
20Cancelled
Example screen with sample data
  1. 01Pipeline by stage

    Sum expected value by opportunity status and owner.

  2. 02Expected close calendar

    Show opportunities by expected close date, status and value.

  3. 03Won and lost outcomes

    Compare outcomes by owner and loss reason.

  4. 04Account opportunity book

    Show each account with its opportunities and expected values.

  5. 05Follow-up completion

    Compare due and completed activities by owner and activity type.

  6. 06Session review outcomes

    Count session statuses and review decisions by reviewer.

  7. 07Session activity by account

    Show each account's linked tutoring sessions and enrollment quantities.

  8. 08Operation receipt exceptions

    Group receipts by operation type and status.

All reports and dashboards

Who it's for

Built around school and tutoring relationships

See how Schools/Tutoring CRM fits your kind of team.

Schools

Coordinate a school relationship from the first contact through a reviewed tutoring session.

Tutoring businesses

Keep client conversations, service offers and session evidence in one operating trail.

District partnerships

Track district contacts, prospective tutoring scope and reviewable session work.

Controls

Trace each decision and operation

Each stage of opportunity to reviewed session names the role that acts and the status it records, so a change is never anonymous.

OverviewOpportunity to reviewed session
Schools/Tutoring CRM · Process

Opportunity to reviewed session

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
1
Roles involved
4
Tables touched
8
Opportunity qualified
Account Owner
StatusNew → Qualified
RecordsRelationship activities, Operation receipts, Opportunities
Proposal sent
Account Owner
StatusQualified → Proposal
RecordsRelationship activities, Operation receipts, Opportunities
Session submitted
Tutor
StatusDraft → Submitted
Opportunity to reviewed session
  1. Start
    Opportunity qualifiedNew → Qualified
    Relationship activities
  2. Step
    Proposal sentQualified → Proposal
    Relationship activities
  3. Step
    Session submittedDraft → Submitted
    Tutor
  4. Approval
    Session approvedSubmitted → Approved
    Operation receipts
Example screen with sample data

See each stage in detail

AI agent

Let Proto prepare the next case

Give Proto a concrete customer case to prepare and inspect with your team.

It can

  • Account Owner: Prepare a prospect account, link contacts and organize a new opportunity for the owner's review.
  • Sales Lead: Summarize open opportunities by stage and identify due follow-ups for a pipeline meeting.
  • Tutor: Check whether a draft session has a date, tutor, purpose and reference before submission.
  • Session Reviewer: Present the submitted session, attachment and current revision for a decision.

Stays with a person

  • A customer decides whether to accept an offer.
  • A person responsible for the session makes the independent review decision.
  • The team should verify the source records before acting on a suggested correction or an exception summary.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Schools/Tutoring CRM
  • Email and calendar
  • Tutoring delivery
  • Billing and payments
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Accounts4
  • Pipeline5
  • Proposals6
  • Activities3
  • Tutoring Sessions6
  • Review and Evidence6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree ownership

    Choose who maintains accounts, who owns opportunities, who prepares sessions and who reviews them independently.

  2. Set up the foundation

    Create the organization, staff records, customer accounts, contacts and commonly offered products.

  3. Run a sales case

    Qualify an opportunity, prepare service lines, submit a proposal and record the customer’s outcome. Check each activity and receipt.

  4. Run a session case

    Draft a tutoring session against a won opportunity, attach evidence, submit it and have another person record the decision.

  5. Review exceptions

    Inspect due follow-ups, receipts needing review and any mismatch between the session revision and decision.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Schools/Tutoring CRM.

All questions
How do I get started?

Click Get started, then use Proto to configure CRM for Schools/Tutoring for your business. Pilot one school account, one opportunity and one reviewed session before expanding the customer book.

Can we work with both schools and families?

Yes. Accounts can represent a school, district or family relationship, with contacts and opportunities linked to the appropriate account.

How do we keep a school proposal together?

Use an opportunity for the prospective engagement and opportunity lines for the priced items. Link the primary contact, send the offer through your chosen channel and run proposal submission to log the email activity.

Who owns customer follow-up?

The opportunity and each relationship activity can name a Team Member as owner. A due activity keeps the next call, meeting, email or task visible.

What happens when a deal closes?

The close workflow records the supplied Won or Lost result and writes an operation receipt. A lost opportunity can carry a loss reason.

Can we record tutoring sessions against a deal?

Yes. A tutoring session links to its parent opportunity and can also link to the account. Record the tutor, date, purpose, reference and enrolled quantity on the session.

How is a session reviewed?

A draft session is submitted, then an independent reviewer records a decision. The approved session and operation receipt remain linked to the case.

Where do supporting documents go?

Record Attachments can link to an opportunity or tutoring session, with a title, kind and reference URL where relevant.

How do we investigate a receipt exception?

Start from the receipt's operation type, status and linked opportunity. Compare it with the activity or session that produced the action and its review decision where applicable.

Can we connect billing or communication tools?

Plan those connections during implementation. Decide which system owns the customer communication or billing fact and how the team will reconcile it to the account, opportunity and session records.

Set up Schools/Tutoring CRM your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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