WhatsApp CRM · Teachers & Individual Tutors
WhatsApp CRM for tutors running their own classes
Written for how teachers & individual tutors actually work
O/L and A/L subject tutors, Grade 5 scholarship teachers, spoken English and IT tutors, and anyone running small batches from home or a rented hall. It needs Chrome and WhatsApp Web, so it suits tutors who already keep a laptop open between classes.
The front of this is short and the back is long. First fee question to a booked trial is usually days. Message again two days after the fee, the same day a trial happens, and once more before the term ends.
January, May and September term starts each bring a wave, August is heavy for Grade 5 scholarship, and a results release triggers a rush for revision batches whatever the month.
A normal day in your inbox
- Sir, is there a Grade 10 maths class? What is the fee?
- Is it online or physical? And how much?
- Is the batch full, or can my child still join?
- Do you have weekday classes, or only weekends?
- Are notes included, or only if we pay for them?
- Results are out, my son needs an A/L class. Any seats?
Where the deals leak
- Enquiry
- Fee sent
- Silence
- Trial class
- Enrollment
- Term renewal
- Referral
Right after the bare fee goes out, before any second message. The parent weighs the number against the other tutors they messaged that evening and stops replying.
A number on its own gives nobody anything to answer. Nothing in it says what the class covers, what is handed over each week, or which slot is free.
A board that matches your job
Move a chat across the moment something real happens. The point is that on a Sunday evening you can look at "Details sent" and see the four parents who never got a second message.
Stage 1
Asked about fee
Message in, nothing sent back yet.
Stage 2
Details sent
Fee, what's included and the slot options have gone out.
Stage 3
Trial class
A day and time agreed for them to sit in.
Stage 4
Enrolled
First class attended, first fee collected.
Stage 5
Next term
In the batch, renewal still ahead.
Tags worth having
- Grade 10
- A/L Bio
- Weekend only
- Wants trial
- Sibling of a student
- Fee pending
- Moving from another class
Set it up once
Everything below happens inside WhatsApp Web, on the number you already use. No API, no new inbox.
Add InboxCRM to Chrome- 1
Put a reason in front of the number
One quick reply that gives the fee and, in the same breath, what the parent gets each week: the notes, the revision session before the term test.
- 2
Write down the grade and the constraint
Notes and custom fields for grade, school, and the line that decides everything: weekend only, or Tuesday after five. Five students' availability held in your head is how you promise one slot twice.
- 3
Treat a trial request as the close it is
Put the day and time in the appointment centre so it reminds you. The message the same day after the trial is the one most tutors never send, and the one that turns a trial into an enrollment.
- 4
Keep term-end on the calendar
Schedule a check-in before the term ends, and one to ask a happy parent about a sibling. Referral is the strongest source of students here, and it happens when somebody asks.
The messages that stall a sale
“The fee seems high.”
Usually means
Nobody has told them why this class is worth it next to the other tutor they are messaging.What works
Name what is included, concretely, then repeat the fee once.“Do you give notes, or is it just the class?”
Usually means
Will my child leave every week with something to revise from?What works
Say exactly what is handed over and when. "Yes, we give notes" tells a parent nothing.“Can we come for a trial class?”
Usually means
They are leaning towards yes and want to confirm the fit.What works
Confirm one specific date and time, then message the same day the trial happens.“My child can only do weekends.”
Usually means
A real limit, not a soft no.What works
Check the schedule before answering. A slot promised from memory is how two students end up in one seat.
Quick replies to save first
Copy these, swap the details in [brackets], and save them as quick replies so you stop retyping them.
Fee, with a reason
The [Grade] class is Rs. [3000] a month. That covers weekly notes and a revision session before the term test. Would weekday or weekend suit you better?
Trial invite
Of course. Can [child] come on [day] at [time]? Sit through the class and decide after that.
After the trial
Hi [name], thanks for coming in today. Did the class suit [child]? If so I'll add them to the batch from next week.
Free tools that help here: WhatsApp Business Message Templates, WhatsApp Link Generator.
The parts of InboxCRM you'll use most
Quick replies
The reason-before-fee answer in one tap, in the same words.
Notes and tags
Grade, weekend-only, sibling of a current student: on the contact, not in your head.
Pipeline board
See enquiries stuck at "details sent" before the batch fills without them.
Follow-up rules
A chat that hasn't moved in two days gets flagged, so the after-trial message gets sent.
Questions from teachers & individual tutors
Do I need WhatsApp Business or an API account?
No. InboxCRM is a Chrome extension that adds a sidebar and a board to WhatsApp Web, using the number and chats you already have. There is nothing to apply for and no separate business account to set up.
I mostly answer from my phone. Can I still use this?
Only partly. The extension runs in desktop Chrome on WhatsApp Web, so it needs a computer open, and scheduled messages need Chrome running with WhatsApp Web loaded. If you never open a laptop, the habits on this page still help, but the tool will not.
Will parents be able to tell I am using a tool?
They see ordinary WhatsApp messages from your number. A quick reply saves you retyping the same answer, and you still edit the name, grade and slot before sending. Nothing changes how the chat looks on the parent's phone.
Where are my students' details stored?
In your own browser, in Chrome's local storage. Notes, tags and stages do not leave that computer unless you export a backup yourself. There is an optional encrypted cloud backup for chats, and a one-click blur for when somebody is looking over your shoulder.