Family Hub

Who to contact if you need help…

Our platforms

TutorBird is our scheduling and invoicing platform. Parents and students each have their own portal to view, schedule, and cancel sessions, as well as read lesson notes. Only parents can manage invoices. Log in to TutorBird,

  • How to log in: To access your portal, use the setup link sent to your email. Please do not create an account directly on the TutorBird website—it won't connect to our system or your portal.

  • Expired link? Setup links expire after 30 days. If yours has expired, email us and we will send a new one.

Google Drive holds each student's shared materials. 

  • Test prep students have a Test Prep Folder.

  • Academic students have an Academic Folder.

  • Development and Application students have a Dev/App Folder that includes. 

    • A Student Tracker with the following tabs:

      • Overview: services, coaches, and who to contact

      • Tasks: progress through your package

      • Courses & Grades: classes, levels, and grades

      • Test Scores: SAT, ACT, PSAT, and AP scores

      • Colleges & Demonstrated Interest: college list, visits, and contact with colleges

      • Recommenders: requests for recommendation letters (junior year)

    • Worksheets, Resumes, and Supplements Google Doc: tabs for Info & Approach, Resume, Activities, Common App Worksheet, Recommenders, Junior Questionnaire, Personal Essay brainstorm, and Supplements

    • College Research Google Doc: one tab per college

    • Additional materials: Transcripts, High School Profile, etc.

Scheduling sessions

  • You can see all upcoming appointments on the calendar in your TutorBird portal. 

  • You can schedule with an instructor by logging into your portal. Watch how. If you don’t see available slots, reach out to your instructor directly. 

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

  • Your instructor will always use the same link. It will be included on all TutorBird reminder emails, sent two days before each session. Students also get a text with the link one hour before.

  • Instructors often schedule directly with students and record the next session date and time in the lesson notes. If you'd prefer to handle scheduling yourself, just let your instructor know.

  • When you book a package session, TutorBird may list a price, but you won't be charged; we'll apply it to your package on the back end.

  • For summer/fall application work, we recommend clustering sessions rather than spreading them out. Consecutive daily double sessions are the most productive. Book early to get the times you want.

Lesson Notes 

Your instructor will send lesson notes after every session. To reply, please forward the email to your instructor.

Canceling sessions

  • Your instructor's time is held exclusively for you, so sessions canceled within 24 hours are billed at the full rate or deducted from your package. There are no exceptions, because we are contractually obligated to pay our instructors. Instructors are always happy to meet with parents or work on student materials during a missed session.

  • All cancellations must be made in the TutorBird portal. Emailing or texting us does not cancel a session. To reschedule, pick a new time in the portal or contact your instructor.

Packages

  • Sessions cannot be rolled over from year to year or exchanged for a different service, though unused sessions from an 11th Grade Development Package may be carried into Application work.

  • Once a package is complete, students continue at the coach's hourly rate unless parents specify otherwise.

Billing & Invoicing

Package Purchases: Your invoice will land in your inbox shortly after you sign up.

Hourly Services: TutorBird automatically generates and sends invoices every two weeks at around 8:00 AM ET every other Wednesday.

Payment method: All clients keep a payment method on file. This is only charged if you turn on auto-invoicing or if an invoice remains unpaid after 30 days.

Payment Methods & Fees

  • Turn on Auto-Invoicing right inside your client portal. You can link a credit card (3.5% fee) or bank transfer (1% fee).

  • Pay manually by credit card (3.5% fee) or bank transfer (1% fee). 

  • Pay by Zelle, Venmo, and PayPal. Zelle has no fee. Venmo and PayPal have fees unless you follow the directions below:

    • Zelle (no fees on our end): Send to Abigail@abigailhillman.com

    • Venmo: Send to @abigailhillman (Last 4 digits: 8447). Please do not select "Purchases." Choosing this option incurs a transaction fee, which will be billed to your account.

    • PayPal: Send to Abigail@abigailhillman.com. Please select "Friends & Family." Do not select "For Goods & Services," or you will receive an additional invoice for the 3% merchant fee.

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 to 90% of families are expected to be eligible, with no cap on the amount received. To get started, check whether your state has opted in, then find a Scholarship-Granting Organization (SGO) in your state and apply.

Policies

Direct hiring of AH&A team members. AH&A invests significant time and resources in recruiting, training, and supporting our instructors and coaches. 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 applies.

Transcriptions and recordings. Instructors may use transcriptions and meeting summaries to track student progress. Sessions are recorded for internal training.

Referrals and feedback

We appreciate referrals! That's how we grow. We want every student to have the best experience, so we are always open to feedback. Reach out to Jackie at Jackie@abigailhillman.com or schedule a time to meet.

Thank you, and please reach out with any questions!

– Abigail and the team at AH&A