Bear FormsOnline Tutoring Intake Form Template
This online tutoring intake form collects everything a regular intake does, plus the details online lessons depend on: the student's time zone, the device they'll use, their internet and their preferred video platform.
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Try the form
This is the real form, the way a parent will see it. Fill it in and click through: nothing you type is sent or saved.
What's included
16 questions in 4 steps. Every one can be edited, removed or reordered.
1Student4 questions
- Student name requiredShort answer
- Date of birthDate
- Grade requiredKindergarten … College / Adult (14 options)Dropdown
- SchoolShort answer
2Parent or guardian3 questions
- Parent or guardian name requiredShort answer
- Email requiredEmail
- PhonePhone number
3Learning goals3 questions
- Subjects requiredMath, English, Science, French, History, Coding, OtherPick any
- What would you like to achieve? requiredParagraph
- Anything we should know about how the student learns best?Paragraph
4Online setup6 questions
- Time zone requiredEastern, Central, Mountain, Pacific, Alaska, Hawaii, OtherDropdown
- Device for lessons requiredLaptop or computer, Tablet, PhonePick one
- Reliable internet at home?Yes, NoPick one
- Preferred video platformZoom, Google Meet, Microsoft Teams, No preferencePick one
- Preferred days requiredMonday, Tuesday, Wednesday, Thursday, Friday, Saturday, SundayPick any
- Preferred time of day requiredMorning, Afternoon, EveningPick one
Who it's for and when to use it
Use it if you teach over video. Online tutoring opens you up to families in other cities and time zones, but it brings new ways for the first lesson to go wrong: the wrong hour, a phone instead of a laptop, a platform the family has never used.
The online setup step heads those off. Time zone covers Eastern, Central, Mountain, Pacific, Alaska and Hawaii, plus "Other" for families abroad. Device, internet and platform tell you whether to plan for Zoom on a laptop or a simpler setup on a tablet.
The learning goals step is the same as in the general new student intake. If you're full, keep online families on the tutoring waitlist, which asks whether they'd take online lessons in the meantime.
How to use it in 3 steps
Pick the template
Click Use this template, or choose “Online tutoring intake” under New form in Bear Forms. All the questions are already there.
Make it yours
Every question is ready to use as it is. Change, add or remove any of them to fit how you work.
Share the link
Publish, then send the link by email or text, put it in your Instagram bio or Google Business Profile, or paste two lines of code to show it on your website.
Tips for better responses
- Confirm times in their time zone. Write both time zones in your first reply, like "4pm your time, 5pm mine". It prevents the most common online tutoring mistake.
- Do a two-minute tech check. If the internet answer is "No", or the device is a phone, offer a short test call before the first lesson.
- Use their platform when you can. Families who already use Google Meet or Teams at school get started faster on what they know.
- Send the link in advance. Send the video call link the day before the lesson, with a reminder of the time in their time zone.
Make it your own
- Teach in person too? Add the lesson format question back from the new student intake.
- International students? Change the time zone question to a short answer so learners can type any time zone.
- One subject? Use a subject version like the language lesson intake and add the online setup questions.
Frequently asked questions
What should an online tutoring intake form ask?
Everything a regular intake asks, like the student's details, a parent's contact information and learning goals, plus time zone, device, internet and video platform. This template asks all of that in 16 questions over four steps.
Why ask for a time zone?
Because a lesson time means nothing without one. Knowing the student's time zone lets you offer times that work for both of you and avoid the classic hour-off first lesson.
Which video platforms are listed?
Zoom, Google Meet and Microsoft Teams, plus "No preference". You can add the platform you use, or remove the question if you always use the same one.
Can a student take lessons on a phone?
It's possible, but a laptop or tablet is usually better for sharing a screen and writing. The device question tells you in advance so you can plan.
Can I put this form on my website?
Yes. Copy two lines of embed code into your website and the form appears right on the page. It resizes to fit phones. If you don't have a website, share the form's link instead: by email, by text, in your Instagram bio or on your Google Business Profile.
How will I know when someone fills it in?
You get an email alert the moment a response comes in, so you can reply while the family is still thinking about lessons. All responses are also kept in a table in your dashboard, and you can export them to CSV any time.
Can I edit the questions after I start using it?
Yes. Every question can be changed, removed or reordered at any time, and you can add new ones. When you publish the changes, the same link shows the updated form, so you never have to send families a new link.
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Start online lessons on time, on the right device and on the right platform.
Plans from $4/month · 30-day money-back guarantee