Clean up Tutoring Data in the New Year

Check your tutor records for duplicates and remove or merge where necessary. Helpfully, in Oases you can use our simple duplicate finder tool to clean up tutor data.

Unfortunately, some tutors will just ‘drift’ away over time. Therefore, clean up tutoring data by making disengaged tutors inactive in your system thus removing them from active lists. Most importantly, in Oases do this in bulk, using Action tools.

When I manage my tutor data I want to make sure that all contact and pertinent info is up to date. In other words email your tutors asking them to login and update contact information via their portal. Importantly, keep in mind that if you hold this data in two places (another system), asking them to DM you and advise of the update will be necessary. Helpfully, in Oases you can bulk email tutors with instructions and they can DM you in the system on progress.

A really important check to clean up your tutor data is to monitor access to your management system. Therefore, check all of your terminated and inactive employees and remove logins if necessary.

Pull custom reports designed to show who is missing key data in their record. Furthermore, in Oases it’s simple to set a report to show empty fields in records so you can chase down this information and clean up tutoring data.

Check your student and customer records for duplicates and remove or merge. Hopefully, your management system should have a duplicate finder to help with this. In Oases we have just the tool, use our simple duplicate finder tool to clean up tutoring data.

Have you produced all your progress reports? Check students have received end of year Progress Reports then create and send any missing reports. 

Obviously, if your school year starts later in the year this is not a new year task. However, if your school year starts in January ensure that all student grades or years are increased by one.

When a student finishes a package and no further services are required – make them inactive. Be sure to categorize them first for easy followup. In Oases making students inactive and adding a tag can be done in bulk for efficiency. On the other hand, mark all finished students with tags to allow you market any upcoming offers you may have. That is to say, everything helps when answering the question of how to manage my tutor data!

Finally, pull custom reports designed to show who is missing key data in their record. In Oases it’s simple to set a report to show empty fields in records to chase down this information and clean up tutoring data. As a result your data will be up to date and valid.

Many tutoring management systems such as Oases come with standard filtering. For example, by name, location, grade, subject etc. However, you may find it useful to filter your lists by an additional criteria. Therefore, creating tags on your records to add a category if required will help with secondary filtering.

Above all, it’s not just about your people. In other words session records may also need to be flagged or notated in some way for easy identification or filtering. Helpfully, in Oases you can add flags to sessions to find a session quickly. This is great if there is an error or complaint and follow up is required.

So, during the above tasks did you notice a consistent error or missing data? If so, adjust your process to prevent these omissions in future.

Refine your onboarding process to reduce errors. For instance, this could include onboarding tasks or tags.

Processing leavers or offboarding is just as important as onboarding. That is to say, could you develop a process to better maintain your data for tutors or students finishing with your company?