You run a tutoring center with several groups and teachers, and at the end of each month you want to know: which students have not paid, how much the center collected, how much each teacher is owed from it, and what is left for you. The free tutoring center manager answers those questions from four records you type: groups, students, attendance and payments. The template and its page are in Arabic.
The problem it solves
A small center starts with a notebook per teacher, then it gets complicated: a student attends two subjects, another stopped mid-month, a third paid half the fee, and each teacher takes a different share. At month end you gather payments from several places, redo every share on a calculator, and forget who did not pay. The sheet repeats this count every time you open it.
How it works, step by step
- In Settings type any date in the month you are reviewing, and the number of absences that triggers a warning.
- In Teachers type their names, and in Groups each group's subject, level, teacher, monthly fee and the teacher's share.
- In Students type each student in each group they attend. Write "stopped" for anyone who left.
- In Attendance record each session, and in Payments each amount with the month it covers.
- In Teacher pay record what you pay each teacher; the results appear in Students, Follow-up and Summary.
What each sheet does
- Groups: per group, active students, amount due, collected, remaining, teacher pay and the center's net.
- Students: net fee after discount, paid, remaining, sessions present and absent, attendance rate, payment status and a repeated-absence warning.
- Attendance and Payments: logs where the student's name appears by itself, with a warning if a student is entered under a group they are not in.
- Teachers and Teacher pay: per teacher, pay due, paid and left.
- Follow-up: who has not paid, largest remaining first, with the parent's phone.
- Summary: collection, teacher pay, net and attendance on one page.
A walkthrough with the sample data
These names and figures come from the example built into the sheet and are not real. The month is October 2026, with six groups, 14 active enrollments and one stopped:
- Fees due are 4,225 pounds, collected 2,925, and 1,300 remains with students: a collection rate of about 69%.
- Group G01 (maths, third year secondary) charges 400 with a 60% teacher share: due 1,550, collected 950, so the teacher's pay is 570 and the center keeps 380.
- First on the follow-up list is student S05, who owes 400 and paid nothing, then S07 who owes 350. Student S03 in G01 paid 200 of 400, so the status is "partial".
- Teacher pay due is 1,627.50, of which 1,085 was paid, leaving 542.50. The center's net after teacher pay is 1,297.50.
- Attendance shows 23 sessions present, 11 absent and 2 excused, about 68%, and three students reached the limit of two absences.
Why this way
- Calculated from the records: you never type a balance or a pay figure.
- A student in two groups: two rows, each with its own fee, attendance and payments.
- A ready follow-up list instead of scanning the table.
- Works in Excel 2016 and later, Google Sheets and LibreOffice; free, with no sign-up.
Using the online version
The template page opens directly on this worked example. Type in the white cells and the grey ones update immediately. You can add a record with a form, import your own .xlsx made from this template, export to .xlsx, or download the original Excel file. Your data stays in your browser. Open the template page or the template list.
Who it suits
Small and mid-size centers that run fixed groups with a monthly fee. For whole school classes see the student attendance sheet, and for yearly fees in installments see the nursery and school fees sheet.
Common mistakes, and when a sheet stops being enough
Typical mistakes: forgetting the "for month" cell on a payment, entering a group code that does not match the student's group (a red warning appears), and leaving a stopped student unchanged. A sheet is also a file one person edits at a time. If several staff must record at once, or you need screens built around your center, a custom program can be built for you. To weigh ready-made options first, read how to compare business software.
FAQ
How is the collected amount worked out? The sum of payments whose "for month" date falls inside the chosen month.
How is a teacher's pay worked out? The month's collections in each of their groups times their share, added up.