Family Guide

We are so excited to be working together! Please review our policies below and reach out with any questions.

Using our Platforms

• Tutorbird(TB): TB is our scheduling and invoicing platform. Parents and students each have a portal from where they can view/cancel/schedule sessions and review lesson notes. Parents can also manage invoices.

• Please do not create a Tutorbird account. When you fill out the Tutorbird form linked in your welcome email, an account is created. You will receive an email with a link to create a password. If you don’t click the link within 30 days it will expire and you’ll need to request access again.

• Google Workspace: Students doing Development or Application work can find their personalized tracker, resume, and essays in Google Workspace.

Scheduling Sessions

• All appointments will appear on your calendar in the Tutorbird portal.

• You can schedule with an instructor by logging into your portal and selecting a “self-schedule” slot on your calendar. How to self-schedule and cancel on Tutorbird - Watch Video

• Parents should let the instructor know if there are parameters around scheduling and/or if they do not want the student making appointments. 

• AH&A sessions are 55-minutes, though Tutorbird reminders will list 60 minute sessions.

Canceling Sessions

• Since a time commitment is made to you and held exclusively for you, sessions canceled within 24 hours will be billed at the full rate or deducted from your package where applicable. There are no exceptions to this policy regardless of the reason, as we are contractually obligated to pay our instructors.

• All cancellations must be made through the Tutorbird portal — emailing or texting us does not cancel a session. To reschedule, select a new time in the portal or contact your instructor directly.

• Instructors are always happy to meet with parents or work on student materials during a forfeited session time.

Packages

• Sessions cannot be rolled over from year to year, nor can they be exchanged for a different service.

Funding

• Recent 529 plan updates now cover more expenses, including test prep and, in some cases, tutoring or college consulting. Check with your tax advisor before withdrawing funds.

• Starting in 2027, a new federal program will also fund tutoring, test prep, and college counseling. The bar is unusually low, so 85–90% of families are expected to be eligible, with no cap on the amount received. To get started, check if your state has opted in then find a Scholarship-Granting Organization (SGO) in your state and apply.

Billing and Invoicing

• All clients are required to have a payment method on file. It will only be charged if an invoice remains unpaid for 30 days.

• You may turn on auto invoicing in your portal and pay by credit card (3.5% fee) or bank transfer (1% fee). You may also pay manually by credit card or bank transfer.

• We also accept Zelle, Venmo, and PayPal. Zelle has no fee. Venmo and PayPal have fees unless you follow the directions below:

  Venmo: @abigailhillman (Do not choose "Purchases" or you will receive an additional bill for the 3% fee.) Last 4 digits: 8447.

  PayPal:Abigail@abigailhillman.com (Choose "Friends & Family." Do not choose "For Goods & Services" or you will receive an additional bill for the 3% fee.)

  Zelle: Abigail@abigailhillman.com (Zelle does not charge a transaction fee, but some banks and credit unions may charge for the service.)

  Invoices are automatically generated by TutorBird every two weeks and are sent at approximately 8am EST every other Wednesday.

Direct Hiring of AH&A Team Members

AH&A invests significant time and resources in recruiting, training, and supporting our instructors and coaches. Accordingly, families agree not to hire, employ, contract with, or otherwise engage any current or former AH&A employee or contractor for private educational or consulting services outside of AH&A without AH&A’s prior written consent.

If a family independently engages an AH&A team member in violation of this policy, a fee of $10,000 will apply.

Transcriptions & Recordings

• Instructors may use transcriptions and meeting summaries to track student progress.

• Occasional sessions will be recorded for internal training purposes.

Referrals & Feedback

• We appreciate referrals! That’s how we grow. 🙂

• We want each and every student to have the best experience so we are always open to feedback. Please reach out to Jackie at Jackie@abigailhillman.com or schedule a time to meet.

Thank you for your business and please reach out with any questions!

– Abigail and the team at AH&A