When should I send the onboarding checklist?

After the intro call or trial lesson, before the first paid session. Lock in payment terms and schedule before lesson two.

Do I need a separate checklist for adults vs children?

Same core list. For minors, add parent contact, who pays, and whether parents get progress updates.

What if the student skips steps?

Do not start regular lessons until payment method and cancellation policy are agreed. The checklist protects you both.

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Free template

New Student Onboarding Checklist for Tutors

A free onboarding checklist for tutors — intake questions, first-lesson setup, payment agreement, and parent communication. Copy, customise, and use from day one.

What is it?

A new-student onboarding checklist is a repeatable list you run through when someone signs up: collect goals and level, agree payment terms, share your cancellation policy, and schedule the first lesson. It prevents awkward surprises later.

What to include

Student name and contact: Student or parent email and phone.
Subject and level: Grade, exam target, or CEFR level.
Learning goals: What success looks like in 3 months.
Schedule preference: Days, times, online or in-person.
Payment method and rate: Agreed rate, billing cycle, due date.
Cancellation policy shared: Confirm they received and accepted it.
Materials / access needed: Textbook, login, camera setup for online.
First lesson date booked: In calendar with reminder set.

The template

Copy and paste into any document

NEW STUDENT ONBOARDING — [Student Name]
Date started: [DD/MM/YYYY]

INTAKE
□ Subject & level: [e.g. GCSE Maths, target grade 7]
□ Main goal: [e.g. pass mock in March]
□ Prior tutoring? [Y/N — notes]
□ Parent contact (if minor): [Name, email, phone]

AGREEMENTS
□ Rate: [£XX/hr or $XX/hr]
□ Billing: [Monthly / per block / per lesson]
□ Payment method: [Bank / PayPal / etc.]
□ Cancellation policy sent & acknowledged: [Date]

SETUP
□ First lesson scheduled: [Date, time, link/address]
□ Materials list shared: [Books, apps, homework expectations]
□ Portal / homework access set up (if using OBRI): [Y/N]

FIRST LESSON NOTES
□ Baseline assessment done
□ Next lesson booked
□ Homework assigned

Skip the template — let OBRI handle it

OBRI stores intake details on the student profile, tracks payment balance, and sends lesson reminders — so this checklist becomes a one-time setup, not a folder of half-filled Word docs.

Try OBRI free

Common questions

When should I send the onboarding checklist?: After the intro call or trial lesson, before the first paid session. Lock in payment terms and schedule before lesson two.
Do I need a separate checklist for adults vs children?: Same core list. For minors, add parent contact, who pays, and whether parents get progress updates.
What if the student skips steps?: Do not start regular lessons until payment method and cancellation policy are agreed. The checklist protects you both.

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