The right information, in the right place.
Running your own tutoring practice means keeping track of more than lessons. You need each child's details, information from their family, paperwork and consent records. Safeguarding information needs particular care.
We bring those records together for each child, with separate safeguarding notes, a history of changes and clear records of consent. You can find the information you need without treating every kind of information as if it were the same.
A record for every child.
Each child's record includes their name, date of birth, school, year group, skill level, subject and group tags, and when they joined your practice. The Learning profile and General note give you places to record learning needs and other information.
The record also brings together Notes, Documents, Sessions and History. You can see attendance and any hours owed back, alongside the child's other information.
Health and emergency details come from the family's form. Family contacts are recorded separately, and you can choose which contact receives invoices and which contacts have portal access.
Keep safeguarding notes separate.
Safeguarding notes sit apart from the rest of the child's record. Only you, as the practice owner, can open them.
Each entry is dated and cannot be edited or removed. If you need to correct something, you add a new entry. Every opening is logged with who opened it and when, in a log that can't be edited.
You can also record whether a formal referral was made.
Keep documents and paperwork organised.
Store PDFs and pictures on a child's record. When you delete a document, it is hidden and the action is recorded. Location and camera details are removed from photos.
Your own terms, privacy notice and consent wording are versioned, with an In force from date for each version.
The Paperwork section shows which families still have forms to complete before tuition. Families complete the required forms and accept your terms through their portal. There are no signatures or parent file uploads.
Know what consent was given.
Record consent for photographs, marketing use, testimonials, and medical and learning information. Each grant and withdrawal is kept with its date, rather than overwriting the previous answer.
Photograph, marketing and testimonial consent can be withdrawn, with the change taking effect at once. If marketing or testimonial consent is withdrawn, we create a take-down task for you. Testimonials are published under a stand-in name for the child and are held back automatically if consent is withdrawn.
Medical consent is handled differently. If a family wants to withdraw it, they contact you. You then speak to them and record the change.
Keep a history of changes and manage family records.
The History tab records changes to a child's record, who made them and who opened the record.
When a family asks for its records, you can download a Subject access export for that family. You can also restrict processing or erase a family's records, with an explanation of what will be removed and what must be kept.
Financial records are retained for six years. Other records have their own retention periods, including children's records, safeguarding notes and feedback photos.
Your questions, answered.
- Can I give an assistant access to records?
- No. Lucy Learn is designed for one practice and one tutor. Assistant accounts aren't available.
- Can families upload documents or sign forms?
- No. Families can complete the available forms and accept your terms in their portal, but they can't upload files or provide signatures.
- Can I export all my practice’s records at once?
- No. The export is for one family at a time.
- What happens if I stop paying for my subscription?
- Your practice is locked rather than deleted. It reopens when your subscription payment goes through.
Keep the records you need, where they belong.
Organise each child's information, keep consent history and record safeguarding information separately.
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