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TutorSync App
2023
I designed the TutorSync App to streamline the process of matching tutors with tutees for the Student Agencies Tutoring (SAT) company. Before TutorSync, the system relied on a manual process where managers posted tutoring packages in group chats, and tutors claimed them by liking the message. This approach caused inefficiencies, including delays in assigning packages, duplicate assignments, and redundant administrative tasks for managers, who could have focused on growth strategies.
To address these challenges, the TutorSync web app automated key processes, creating a seamless workflow for package assignment, tutor tracking, and revenue monitoring. It introduced centralized portals for managers and tutors, enabling efficient management and improving overall service quality.
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Process
Process
Initial Assessment:
Identified inefficiencies in the manual process, such as unclaimed packages, double assignments, and excessive manual data entry.
Highlighted the need for automation to save time, improve accuracy, and allow managers to focus on strategic initiatives.
Solution Design:
Designed the TutorSync App to provide:
A manager portal for posting, tracking, and editing tutoring packages.
A tutor portal where tutors could accept or decline packages, log hours, and view assignments.
Revenue tracking for managers to monitor monthly and yearly earnings.
A centralized database for storing long-term contact information for tutors and tutees.
Development & Implementation:
Built the web app with a focus on usability and scalability.
Implemented features such as:
Real-time package posting and claiming.
Automated assignment tracking to eliminate duplicate claims.
Hour logging by tutors, linked directly to yearly and monthly revenue calculations.
Testing & Launch:
Conducted beta testing with managers and tutors to ensure the app met their needs.
Addressed feedback by refining the user interface and optimizing the claiming process.
Rolled out the app in stages, training managers and tutors to ensure a smooth transition.
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Outcome
Outcome and Conclusion
The TutorSync App transformed the SAT service by automating manual processes and centralizing data management. Key results included:
Efficiency Gains: Eliminated the need for group chats and manual data entry, reducing errors and saving managers significant time for strategic tasks.
Improved Package Assignment: Ensured real-time package posting and streamlined claiming, preventing delays and duplicate assignments.
Enhanced Tracking: Allowed managers to monitor revenue on a monthly and yearly basis while maintaining a long-term database of contacts.
Integrated Tutor Management: Enabled tutors to log hours directly within the app, automating payroll calculations and improving accuracy.
While the app was a success, a key takeaway was the potential value of integrating with platforms like Squarespace to automate package posting upon purchase. This feature could further improve efficiency and reduce reliance on manual intervention.
Overall, the TutorSync App demonstrated the power of automation in addressing operational inefficiencies, enhancing service quality, and laying the groundwork for long-term growth within the SAT program.
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