Tutoring centre calls: matching the subject, the tutor and the timetable
Sado AI team · · 4 min read
In short
When a parent calls a tutoring centre, three things must fit: subject, tutor and time. First ask the grade, the goal and the school shift, then offer a concrete group from a table of subjects, tutors and free slots. If they ask for a particular tutor, say honestly whether that tutor has places. With two subjects or two children, keep the lessons from clashing. An AI operator can answer these calls in Uzbek and Russian, evenings included.
What to ask the parent
- Subject: “Which subject do you need lessons in?” If there are two, note both.
- Grade and goal: school marks, an olympiad or exam preparation.
- School shift: a morning-shift pupil needs an afternoon group; an afternoon-shift pupil, a morning one.
- Group or one-to-one: give the price difference straight away.
- Tutor wishes: a tutor they know, a woman or a man, lessons in Russian or Uzbek.
- Book a trial or first lesson and say you’ll call the day before as a reminder.
Subject, tutor and time in one table
Whoever answers the phone shouldn’t have to go round asking which tutor is free when. Put it all in one table. For example:
| Subject | Tutor | Grades | Days and time |
|---|---|---|---|
| Maths | Nodira | 5–9 | Mon, Wed, Fri — 15:00 |
| Maths | Bekzod | 10–11 | Tue, Thu — 17:00 |
| Russian | Yelena Viktorovna | 1–7 | Tue, Thu, Sat — 14:00 |
| Chemistry | Jasur | 8–11 | Mon, Wed — 18:00 |
Add the number of free places in each group and update the table weekly. If a child turns up on an old timetable and finds the group full, the parent won’t come back.
When a particular tutor is requested
- Be honest: “Nodira’s groups are full right now.” Don’t invite them in for a place that doesn’t exist.
- Offer the waiting list: when a place frees up, the receptionist calls.
- Introduce another tutor with the centre’s facts: which grades they teach and how much experience they have.
- Don’t compare tutors with each other or speak badly of anyone.
- Promise one-to-one lessons only if the tutor has agreed to them.
Sample call
Sado: Assalomu alaykum, Ilmiy Qadam centre, Shohruh speaking.
Caller: Hello. My son is in seventh grade and struggling with maths. Nodira taught our neighbour’s daughter. Could he go to her?
Sado: Nodira teaches seventh grade. Her Monday, Wednesday and Friday group at three has one place left. Which shift is your son in?
Caller: The morning shift; he finishes at one. He needs Russian too.
Sado: Russian is on Tuesday, Thursday and Saturday at two, so it doesn’t clash with maths. Shall I book trial lessons for both?
Caller: Yes, please. His name is Doniyor.
Sado: Done: Doniyor has maths on Monday at three and Russian on Tuesday at two. We’ll remind you the day before each.
The timetable is an example. The operator took the free place and the non-clashing times from the table.
Two subjects or two children
One call often books two subjects or two siblings. Choose times that don’t clash and, if possible, fall on the same day, so the parent makes one trip. If there’s a discount, mention it yourself; don’t wait to be asked.
Handing calls to an AI operator
Parents call in the evening, as lessons end, just when the receptionist is welcoming and seeing off children. Sado is an AI operator for education centres: it answers every call in about a second, at night and at weekends too. From your table it gives the subject, tutor and time, books trial lessons and reminds families the day before.
It speaks Uzbek and Russian. If it doesn’t know something, it doesn’t invent it: it creates a task for a manager. Each call’s recording and transcript are in the portal, and in Bitrix24 if you use it. How it works: AI operator for incoming calls. Try it live or call 78 778 01 23.
Questions
How does the operator know the tutors’ timetable?
From the table you give it. Update it when things change: the operator says only what’s written, and creates a task for a manager when it has no answer.
Does it book one-to-one lessons too?
Yes, within the free times you list. Add the price and rules for one-to-one lessons to its facts as well.
Can one call book two children?
Yes: the operator asks the subject, grade and preferred time for each child separately and records the answers.