Development of a Virtual Tutoring Platform with Scheduling, Time Tracking, and Video Integration

The organization currently relies on disjointed tools such as Excel documents, paper forms, and basic websites, leading to inefficiencies, redundant data entry, and difficulty scaling virtual tutoring sessions. The absence of integrated scheduling, session reporting, and time tracking hampers operational effectiveness and impacts program growth.

A non-profit organization coordinating volunteer-led tutoring programs across multiple regions, aiming to streamline session reporting, scheduling, and volunteer management.

• Develop an integrated platform enabling easy placement of students with volunteers and scheduling of tutoring sessions via online video conferencing tools.
• Implement volunteer time tracking to monitor engagement and report on program impact.
• Automate data collection and reporting to reduce manual effort and improve data accuracy.
• Support virtual onboarding and training, ensuring seamless program expansion to multiple cities.
• Enable real-time session management and reporting to enhance operational efficiency.

• User registration and role management for coordinators, volunteers, and students.
• Student-volunteer matching system with scheduling capabilities.
• Integration with third-party video conferencing tools (e.g., Zoom, Teams) and a custom video platform.
• Session calendar view with real-time updates and notifications.
• Volunteer time tracking per session with data export options.
• Data entry automation and dashboarding for session reporting.
• Multi-city program management with scalable architecture.

• Video conferencing APIs (Zoom, Teams, custom video platform)
• Calendar and scheduling APIs
• Volunteer and participant management systems
• Reporting and analytics tools

• Scalability to support increasing number of cities and users, aiming for 30,000+ students and numerous volunteers
• High availability and reliability to ensure uninterrupted service during sessions
• Data security and compliance with privacy regulations
• Responsive performance with minimal latency for scheduling and video sessions
• User-friendly interface for diverse user groups

The implementation of this integrated platform aims to significantly reduce manual data entry and reporting time, thereby enhancing operational efficiency. It is expected to support program scaling across multiple cities, increase volunteer engagement and participation, and provide timely, accurate reporting on sessions and volunteer contributions. The platform's scalability and automation could result in a substantial increase in the number of students served, ultimately improving educational opportunities for at-risk youth.