From Scheduling Chaos to Automated Control 

The Problem 

As student schedules change, tutors are forced into endless back-and-forth: confirming bookings, updating class times, tracking availability, and sending reminders manually. This wastes valuable teaching time and increases the risk of missed sessions, double bookings, and communication gaps. 

The Solution 

Kapdec automates the entire enrollment and scheduling workflow. Tutors publish availability once, and the system manages bookings, notifications, time-zone conversions, cancellations, and slot reopening automatically—so instructors can focus on teaching instead of administration. 

1. Smart Scheduling — No Manual Coordination

Once a tutor creates a class and establishes schedules, students view real-time availability and book instantly without emails or confirmation delays. 

Unique Capabilities 

• Live calendar with instant booking access 

• Real-time availability updates 

• Automatic prevention of overlapping sessions 

2. Flexible Slot Creation

Tutors can create custom schedules for multiple courses, levels, or programs and establish schedules of class meeting time, allowing tutors to retain full contol of their schedules and availability 

You Control 

• Session duration 

• Recurring weekly or custom schedules 

• Buffers between classes 

• Manual cancellation rule configuration 

3. Instant Automated Enrollment

As students book a class or a tutoring session, Kapdec completes the entire enrollment process the moment a student books. The booked time slot is not available to any other student and hence it prevents overlapping or overbooking.  

Automation Includes 

• Booking confirmation 

• Calendar updates 

• Tutor and student notifications 

• Seat availability adjustments in real time 

4. Automatic Slot Reopening

Once a class is fully delivered or cancelled by a student (or tutor) then those respective sessions are instantly released back into availability. 

System Actions 

• Slot reopens automatically 

• Waitlisted students are notified 

• Lost teaching time is recovered 

5. Time-Zone Adjustments & Calendar Sync

Eliminate confusion for global students. 

Built-In Support 

• Automatic time-zone detection 

• Smart reminder scheduling 

• No manual back and forth emails between students/tutors 

6. Automated Notifications & Reminders

Every key interaction is handled for students and tutors 

Kapdec Sends 

• Booking confirmations 

• Class reminders 

• Post-session notifications 

• Class completion alerts 

• Approval-required messages 

7. Built-In Waitlists

Never lose interest when classes fill up. 

Waitlist Automation 

• Students join when classes are full 

• Automatic or manual enrollment when slots open 

• Capacity always optimized 

8. Capacity Control & Multi-Format Support

Run multiple teaching formats with ease. 

Supported Formats 

• One-on-one sessions 

• Group classes 

• Workshops 

• Multi-tutor classes 

9. Automated Cancellation & Refund Enforcement

Policies are applied consistently without manual intervention. 

Customizable Rules 

• Refund eligibility windows 

• Rescheduling permissions 

• Penalty enforcement 

10. Data Insights & Scheduling Analytics

Turn scheduling data into business growth. 

Track 

• Peak booking times 

• Cancellation patterns 

• Revenue per slot 

• Utilization rates 

11. Secure & Reliable System

All data is protected with robust privacy controls and dependable uptime. 

Security Highlights 

• Encrypted scheduling data 

• Access control layers 

• Reliable system performance 

12. Set Once — Automation Handles the Rest

Configure Kapdec one time and let the system manage: 

• Scheduling 

• Enrollment 

• Notifications 

• Rescheduling 

• Slot reopening 

Result:  

Kapdec transforms enrollment from a daily administrative burden into a fully automated growth engine. Tutors spend less time managing calendars, chasing confirmations, or resolving scheduling conflicts, and more time delivering high-quality instruction. 

With smart automation handling every booking, reminder, cancellation, and seat update in real time, classes stay full, waitlists convert automatically, and no available teaching hour goes unused. Students experience smoother onboarding, clear communication, and reliable scheduling across time zones—leading to higher attendance, fewer no-shows, and improved satisfaction. 

The outcome is a streamlined operation where scheduling runs in the background, enrollment scales without added effort, revenue becomes predictable, and educators finally gain back control of their time while growing their tutoring programs with confidence.