How to Set Up a Booking System for Tutors & Coaches on WordPress

In today’s digital age, offering online booking services is essential for tutors, coaches, and educators. A well-structured booking system not only saves time but also enhances the user experience for your clients. If you’re using WordPress, you’re in luck because it’s a highly flexible platform that allows you to create a professional booking system with ease. In this guide, we’ll walk you through the technical and practical steps to set up a booking system for tutors and coaches on WordPress.

1. Why You Need a Booking System

A booking system is crucial for tutors and coaches because:

• Saves Time: Automates the scheduling process, reducing back-and-forth communication.
• Improve Organization: Keep track of appointments, payments, and client details in one place.
• Enhances Professionalism: Provides a seamless experience for your clients.
• Increases Revenue: Allows you to offer multiple services, packages, and payment options.

2. Choosing the Right Booking Plugin

There are several WordPress plugins available for creating a booking system. Here are some popular options:

• Amelia: A user-friendly plugin with advanced features like group bookings and Zoom integration.
• Bookly: A lightweight and highly customizable plugin.
• WP Simple Booking Calendar: This plugin is Ideal for simple booking needs.
• BirchPress: Great for integrating with WooCommerce.

For this guide, we’ll use Amelia because of its robust features and ease of use.

3. Step-by-Step Guide to Setting Up a Booking System

Step 1: Install and Activate a Booking Plugin

1. Log in to your WordPress dashboard.
2. Go to Plugins > Add New.
3. Search for Amelia.
4. Click Install Now and then Activate.

Step 2: Configure General Settings

1. After activation, go to Amelia > Settings.
2. Set up your Time Zone, Date Format, and Time Format.
3. Configure Minimum Time Requirement Before Booking (e.g., 2 hours before the session).
4. Enable Google reCAPTCHA to prevent spam bookings.

Step 3: Set Up Services and Pricing

1. Go to Amelia > Services.
2. Click Add New Service.
3. Enter the Service Name (e.g., “Math Tutoring”).
4. Set the Duration (e.g., 1 hour).
5. Add a Description and Price.
6. Assign the service to a Category (e.g., “Tutoring” or “Coaching”).
7. Save the service.

Repeat this process for all the services you offer.

Step 4: Configure Calendar and Availability

1. Go to Amelia > Employees.
2. Add yourself or your team members as employees.
3. Set your Working Hours and Days Off.
4. Assign services to each employee.
5. Go to Amelia > Locations if you offer in-person sessions and add your location(s).

Step 5: Set Up Payment Gateways

1. Go to Amelia > Payments.
2. Enable payment methods like PayPal, Stripe, or WooCommerce.
3. Enter your API keys for the selected payment gateway.
4. Set up Deposit Payments if required (e.g., 50% upfront).

Step 6: Customize Booking Forms

1. Go to Amelia > Customize.
2. Customize the booking form fields (e.g., add a field for “Student Grade Level”).
3. Adjust the colors and fonts to match your website’s branding.
4. Enable Google Maps if you offer in-person sessions.

Step 7: Manage Notifications and Emails

1. Go to Amelia > Notifications.
2. Enable email notifications for:

• New Bookings
• Booking Approvals
• Reminders (e.g., 24 hours before the session)

1. Customize the email templates to include your branding.

Step 8: Test the Booking System

1. Go to your website’s front end.
2. Navigate to the booking page (usually. /book-now).
3. Test the booking process from a client’s perspective.
4. Check if notifications are working correctly.

4. Advanced Customizations

Integrating with Zoom for Online Sessions

1. Go to Amelia > Settings > Zoom.
2. Connect your Zoom account by entering your API credentials.
3. Enable Zoom for specific services.
4. Clients will receive a Zoom link after booking.

Syncing with Google Calendar

1. Go to Amelia > Settings > Google Calendar.
2. Connect your Google account.
3. Enable automatic syncing of bookings with your Google Calendar.

Adding Discounts and Coupons

1. Go to Amelia > Coupons.
2. Add a new coupon with a Discount Percentage or Fixed Amount.
3. Set the Expiry Date and Usage Limit.
4. Share the coupon code with your clients.