Managing a test preparation company comes with operational demands that standard tutoring software rarely handles well. Between diagnostic baseline assessments, multi-week cohort schedules, proctored mock exams, and score progression reports for parents, admin teams often get buried in disconnected spreadsheets and manual emails.
With Teachworks, you can centralize your entire test prep workflow, from self-service student enrollment to automated mock exam reporting, inside one cohesive software.
Here is how to set up, configure, and automate your test prep operations step-by-step.
Step 1 - Structure Your Diagnostic & Practice Exam Architecture
Standardized exam readiness (SAT, ACT, GRE, GMAT, LSAT, MCAT) hinges on systematic testing and score accountability.
Results Tracking Add-On
The Results Tracking Add-On lets you record, monitor, and visualize student progress across mock exams and diagnostic benchmarks.
Configurable Metrics: Define subject areas (e.g., Digital SAT: Reading & Writing, Math; ACT: English, Math, Reading, Science), target benchmark scores, and test dates.
Visual Progress: Both tutors and parents can view score growth over time in clean list and chart views, providing concrete proof of ROI.
Shared Profile Resources & Profile Attachments
Shared Profile Resources: Provide all tutors instant access to official scoring rubrics, pacing guides, and shared question banks right from their profiles.
Profile Attachments: Upload official score reports, full diagnostic PDFs, and tailored prep plans directly to individual student profiles so tutors have full context before each session.
Step 2 - Streamline Course Scheduling & Mock Exam Proctoring
Test prep businesses typically balance two delivery models: 1-on-1 private coaching and multi-week group bootcamps/mock exams.
Open Classes & Group Courses: Use the Open Classes Add-On to publish scheduled weekend mock tests or strategy seminars. Students can view available seats, register online, and join directly without back-and-forth scheduling.
Location Links Add-On: Conducting remote prep? Embed your Lessonspace, Zoom, or online whiteboard URL directly into each location or sub-location. Meeting links auto-populate in student reminders and calendar invites.
LaTeX Lesson Notes: For advanced STEM and math prep (SAT Math, GRE Quantitative, AP Calculus), enable LaTeX Lesson Notes to write and render formulas ($e.g., \sigma = \sqrt{\frac{1}{N}\sum(x_i - \mu)^2}$) cleanly inside session notes.
Step 3 - Automate Client Communications & Retention
Parent communication drives retention in test prep. Keep families informed while protecting your schedule.
Feature / Add-On | Primary Purpose in Test Prep | Operational Impact |
Sends automatic notifications 24–48 hours before bootcamps or 1-on-1s. | Minimizes costly no-shows prior to scheduled test dates. | |
Lesson Notes to Families | Summarizes homework assignments, test sections completed, and pacing strategies. | Keeps parents updated after every session without manual follow-up emails. |
Warns admins and clients when prepaid hours fall below a preset threshold (e.g., 2 hours left). | Triggers renewal conversations before a student runs out of prep time. | |
Logs internal staff records, accommodation requests (e.g., 50% extended time), and admissions goals. | Ensures consistent student context across administrative handoffs. |
Step 4 - Set Up Packages, Billing, and Autopilot
Test prep is commonly sold in bundled packages (e.g., 10-Hour SAT Intensive, Complete Admissions Boot Camp).
Package Management: Create prepaid hour or lesson packages with customized expiration dates aligned with national test administration windows.
Website Booking & Registration: Embed Teachworks booking widgets and custom enrollment forms directly on your website to capture high-intent test prep leads and collect upfront payment.
Invoice Autopilot & Stripe Integration: Automatically generate invoices and bill saved credit cards for recurring bootcamps or monthly retainer plans, cutting administrative overhead to near zero.
Ready to Streamline Your Test Prep Center?
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