Create an automated tutor management system

Automatically identify students who are falling behind and allocate them a remedial support tutor. This workflow is ideal for educational administrators and can be adapted to many other processes in schools and educational institutions.

Key benefits

Centralize student grades 

Keep an eye on student grades data from multiple classes and teachers in one master spreadsheet — the data flows automatically.

Identify struggling students

Set a minimum grade or a standard for achievement. Students dropping below are automatically flagged up as candidates for remedial support.

Allocate support tutors

Send students to the appropriate support teacher — the process is automated so there’s no need for communication or delay in students getting help.

How to build a tutor management system

Step 1

First you need to get all your student grades data in spreadsheets.

Each teacher records student grades in their own Google Sheet for the year. Every student must be clearly identified by their name or student ID.

Alternatively, if your school uses other software for tracking grades, you can download the data as an Excel or CSV file.

Step 2

Make sure all the files have the same format. This means all the columns should have the same headers in each file (e.g., Column A: student name, Column B: grade, and so on).

Save all grades spreadsheets or CSV files in a specific Google Drive folder. This folder should not contain files with any other data.

Step 3

To merge all the spreadsheets (and CSV files) from that folder into a single master spreadsheet, use Sheetgo’s consolidate from a folder connection.

When you create the connection in Sheetgo, you need to select a data source. Select the Google Drive folder that you just created. Sheetgo will now create a new Google Sheet containing the data from all the different files inside that Google Drive folder.

The consolidated spreadsheet can function as your data preparation spreadsheet to create automated dashboards. If you need ideas or guidance, read how to create dashboards in Google Sheets to learn more.

Step 4

Now that all student data is merged (consolidated) into the master spreadsheet you can process the data to assign students to specific teachers. Here’s how to automate this process:

Create a connection per teacher using Sheetgo’s connect and filter features to export only the students with low grades, categorizing the grades by class or subject. Sheetgo will then automatically create new individual Google Sheets containing students with low grades per class.

Step 5

Now that you have one Google Sheet per class, containing a list of students who need help with a certain subject, you can share the new Google Sheets with the teachers of that class.

💡Tip!

It’s also possible to create an automated email that will be sent to the teacher once a student has been assigned to the teacher’s Google Sheet. To learn more about this, contact our experts.

Step 6

Inside your workflow, enable automatic updates. For this workflow, we recommend you activate daily updates.

Need advice? Talk to our experts

Do you need assistance in designing your tutor management system? Looking for a more complex education management system or don’t have the time and resources to build it yourself?

Speak to our business automation experts about custom workflow design and implementation.

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