“My child is struggling in math”
She records the student, grade, subject and what the parent describes, without assessing it. She offers an assessment session with a tutor for that subject, online, at home or at your centre.
Private tutoring and homework help
A parent calls during your session, with an exam in mind. Your receptionist notes the student, grade, subject and deadline, books the assessment in the tutor’s calendar, and leaves the offer and contract for you to send.
$29 CAD / month · 50 Standard calls · 1 local number · no setup fee · no contract. Free trial: 7 days, 20 answered calls, no card.
The tutor is in a session when a parent calls with an exam in mind. Zenvox is an AI receptionist for tutors and tutoring centres across Canada, answering in your name in English or French: she notes the student, grade, subject and deadline, books the assessment session, and leaves the offer and contract for you to send. She promises no result. It is $29 CAD a month with 50 Standard calls and a local number, no setup fee and no contract. Free trial: 7 days, 20 answered calls, no card.
The text you get
Assessment booked — Wednesday 6:30 p.m., online with Catherine. Antoine, Secondary IV, math. Exam around mid-June. Free Monday and Wednesday evenings. Offer and contract to send. Callback: Isabelle Roy, 514 555-0186.
The school calendar you followSeptember — back to schoolJanuary — ministerial exam session in QuebecMay and June — end-of-year ministerial examsAugust — retake session
For the requests you receive
“The provincial exam is coming up”
She notes the exam, the date the parent gives and the free evenings, and flags the request as a priority. In Quebec, ministerial exam sessions come back in January, in May and June, and in August: you see them coming in your requests.
“It is my child calling”
If a child under 14 calls, she records only a callback for a parent. A child’s information is not collected from the child.
Other requests you can delegate
“I need to cancel tonight’s session”
She applies your cancellation policy as you wrote it, moves the session in the tutor’s calendar if your rule allows it, and lets the tutor know.
“Can you help a child with dyslexia?”
She does not discuss learning disabilities and asks for no diagnosis. She records the question as asked and passes it to the person in charge, who calls the parent back.
The assessment booked, the offer sent by you
The assessment session is in Catherine’s calendar. After her session, she reads the summary: Antoine, Secondary IV, math, exam around mid-June, online on Mondays and Wednesdays. The centre sends the offer; no enrolment was closed over the phone, and no result was promised.
Read the full conversation
A Tuesday in May, 7:10 p.m. Catherine is teaching an online session. A mother calls about her son in Secondary IV.
ReceptionistLafontaine Tutoring, good evening. Let me take your name and a callback number first.
ParentIsabelle Roy, 514 555-0186. My son is in Secondary IV, he is struggling in math, and the exam is coming up.
ReceptionistNoted. What is his name, what exam date were you given, and would you prefer sessions online or at home?
ParentAntoine. The school mentioned mid-June. Online, Monday and Wednesday evenings.
ReceptionistThank you. I am booking an online assessment session with Catherine on Wednesday at 6:30 p.m. The centre will then email you the offer and the contract.
ParentPerfect.
What she does for your tutoring business
The parent calls, the student learns. She records the student, grade and deadline, books the assessment, and leaves the offer, the contract and everything about learning to you.
When a parent calls for the first time
She takes the parent’s name and number before talking about the student.
The parent calling is not the student who will attend; both are recorded.
She links the request to the student and the parent who represents them.
Another adult who calls does not change the file without your rule.
She records the grade, subject, what is hard and the deadline.
An imminent exam is not handled like year-long homework help.
She answers about your subjects, grades, formats and area, as you wrote them.
“Do you come to homes in my neighbourhood?” gets your answer, not a guess.
When the assessment is booked
She matches the request with a tutor who teaches that subject at that grade.
An available tutor is not necessarily the one for the right subject.
She books the assessment session in the tutor’s calendar, online, at home or at your centre.
The format changes the real slot: travel counts in an in-home session.
She sends the session confirmation and reminder to the family.
The Wednesday evening session is not forgotten between two assignments.
She marks the request “offer to send” instead of closing the enrolment.
You send the offer and the contract; the family can accept, correct or refuse.
When care is needed
She records only a callback for a parent when a child under 14 calls.
The parent who is called back decides what happens next for their child.
She passes a question about a learning disability, a complaint or a student in distress to the person in charge.
These calls need a person from your business, not a stock answer.
She repeats your cancellation policy without talking about penalties.
An absence is settled under your contract, not under an improvised rule.
Files, blocks of sessions and freed slots
Each of these options is added separately, when it is useful to you.
- Add-on
She keeps enrolment steps, remaining hours and the parent who represents the student in one file.
The next session starts from the previous one’s file. Courses and progression
- Add-on
She tracks blocks of sessions, the sessions on record and the renewal.
Remaining sessions come from the rights on record, not from the parent’s memory. Memberships and packages
- Add-on
She offers a cancelled slot to waiting families.
A session cancelled late in the day finds a taker. Rebooking and retention
When parents write, and if you already use software
Without connected software, she keeps the assessment calendar and passes every request to you.
Your tutors’ schedules stay where you keep them.
- Channel
She reads parents’ emails, drafts the reply under your rules and attaches it to the request.
The parent who writes at night gets the same information as the one who calls.
What she does not do, in tutoring
- She does not close the enrolment over the phone.
- She promises no result and no grade.
- She does not discuss learning disabilities and asks for no diagnosis.
- She promises no specific tutor without their calendar.
- She does not talk about penalties.
What you can ask her yourself
She answers from the calls, requests and business information you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich families have an exam this month and are waiting for an assessment?
She reads back the requests recorded, with the grade, subject and exam date the parent gave. She does not see enrolments made outside Zenvox.
Which requests are waiting for the offer to be sent?
She reads back the requests marked “offer to send”, with the student and subject. She does not send the offer on your behalf.
Which students are reaching the end of their block of sessions?
Add-onWith Memberships and packages: the blocks on record and the sessions remaining. Without the option, she does not track blocks.
What happens to the request
You write your offer once
Your subjects and grades, your formats — online, at home, at your centre —, your area, your tutors and their slots, your price grid and your cancellation policy.
She records the student and the deadline
The parent’s name and callback number first. Then the student, grade, subject, what is hard, the deadline, the format and the evenings that work. She books the assessment session.
You send the offer and the contract
The request reaches you with the call summary. You send the offer, then the contract; the assessment session is already in the tutor’s calendar, with confirmation and reminder.
What the Salons, gyms, classes & shops base covers
A receptionist who answers in your name, in both languages, records the student and the deadline, and books the assessment session in the tutor’s calendar. No setup fee, and you keep your number.
- Calls answered in French and in English, following the caller
- Your subjects, grades, formats and price grid, stated as you wrote them
- The request recorded: student, grade, subject, deadline, format and times
- Assessment sessions booked, moved or cancelled in the tutor’s calendar
- Session confirmations and reminders by message
- A written summary after every call, readable in the app, and the option to ask her what happened
She does not close the enrolment over the phone: you send the offer and the contract.
Decisions that stay with you
- She promises no result, no grade and no pass.
- She does not discuss learning disabilities and asks for no diagnosis.
- She promises no specific tutor without their calendar.
- She does not talk about penalties: she repeats your cancellation policy.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which families have an exam this month and are waiting for an assessment?
She reads back the requests recorded, with the grade, subject and exam date the parent gave. She does not see enrolments made outside Zenvox.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Your email inbox
Answer parents who write instead of calling, by email, and attach the conversation to the same request as the call.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
The parent calls during the session
You are with a student, online or at a family’s kitchen table, when the phone rings. The parent calling has a deadline in mind: an exam, a report card, an admission test. They want to know whether you can help, when, and at what price.
Your receptionist takes the request in the words of the school system: the grade — elementary, or Secondary I to V in Quebec —, the subject, what is hard right now, the deadline, the format — online, at home or at your centre — and the evenings that work. She books the assessment session in the tutor’s calendar.
She does not close the enrolment over the phone. In Quebec, before someone enrols in lessons, the business presents the full offer, and the person can accept, correct or refuse it; you send the offer and the contract. She does not discuss learning disabilities and promises no grade.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
AI receptionist for salons, gyms and class studiosSalons, studios and schools: answering when your hands are busy
Private tutoring and homework help — your questions
Can she enrol a student?
She takes the request and books the assessment session. The enrolment itself is closed with your offer and your contract: in Quebec, the person must be able to accept, correct or refuse the full offer before enrolling.
Does she know Quebec school grades?
Yes: elementary, Secondary I to V, ministerial exams, secondary school admission tests. Elsewhere in Canada, she uses the grades you write, and she follows the family’s language.
What does she do if a child calls?
If the child is under 14, she records only a callback for a parent. A child’s information is not collected from the child.
Does she discuss learning disabilities?
No. She asks no health question and requests no diagnosis. A question on the subject is recorded as asked and passed to the person in charge.
Can she move a session?
Yes, in the tutor’s calendar and under your written cancellation policy. She lets the tutor know and confirms the new time with the family. She does not talk about penalties.
Do I keep my number?
Yes. You forward your line to Zenvox whenever you want — all the time, only when you do not pick up, or on a schedule.
I already use scheduling software. Do I keep it?
Yes. Software such as TutorBird, Teachworks or Square Appointments manages tutors’ schedules, reminders and, for some, a parent portal. When yours connects, it stays the system of record; otherwise, Zenvox keeps the assessment calendar and passes every request to you.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Private tutoring and homework help