How Luminary Learning Co Cut Parent Enrollment Time by 70% and Eliminated Tutor Admin Work

About Luminary Learning Co

Luminary Learning Co is a tutoring network serving students from elementary through high school across the Seattle metro area. With 20 professional tutors offering in-home and online sessions, they specialize in math, science, reading, and test preparation. The network coordinates over 200 tutoring sessions monthly.

The Challenge

Manual Enrollment and Scheduling Were Overwhelming the Team

Enrolling a new student required multiple phone calls, email exchanges, and paper forms sent back and forth between parents and the administrative team. Consent forms, payment authorization, and scheduling preferences were managed through a chaotic mix of emails and spreadsheets.

Tutors were spending hours each week on administrative tasks — sending session reminders, coordinating schedule changes, and chasing down unsigned consent forms. Time that should have been spent on lesson planning was consumed by paperwork.

• Parent enrollment process took 3-5 days minimum
• Consent forms and payment authorization handled via email
• Tutors spending 5+ hours weekly on admin tasks
• Schedule changes required multiple phone calls
• No centralized system for session tracking

The Solution

Streamlined Digital Enrollment and Automated Scheduling

Luminary Learning implemented Formfy to create a seamless digital enrollment process. Parents complete student information, learning goals, consent forms, and payment authorization in a single online workflow. Once signed, the system automatically confirms enrollment.

Tutors can share their availability through the scheduling system, and parents book sessions directly. Automated reminders go out before each session, and parents can reschedule through the system without any phone calls.

The Results

Tutors Now Focus 100% on Teaching

The transformation has been liberating for the tutoring team. Parent enrollment that used to take nearly a week now completes in a single day. Parents love the convenience of completing everything online, and the professional digital experience has improved the brand perception.

Tutors have been completely freed from administrative work. They no longer send reminders, chase consent forms, or coordinate schedule changes. Their entire week is focused on lesson planning and actual tutoring.

• 70% reduction in enrollment time (5 days to same-day)
• Zero administrative time for tutors
• 200+ sessions scheduled monthly through the platform
• Automated reminders reduced missed sessions by 50%
• Parents rate enrollment experience 4.9/5 stars