# Notes on running an online academy > Practical notes on running an online academy: scheduling across time zones, teaching, billing, payroll and keeping teachers reliable. URL: https://halqora.com/blog/page/7 Scheduling ## [US–UK time difference in March: the clock-change gap weeks](https://halqora.com/blog/us-uk-clock-change-gap-weeks) New York is 4 hours behind London during US–UK clock-change gaps, instead of 5. See the March and October–November dates for 2026 and 2027. 21 Oct 2026 6 min read Billing ## [Invoice references that make bank transfers easy to match](https://halqora.com/blog/invoice-references-bank-transfers) Use a unique invoice number as the bank transfer reference. Keep the reference consistent, check the currency, and review ambiguous payments. 21 Oct 2026 5 min read Software selection ## [Switch tutoring software without losing student data](https://halqora.com/blog/move-academy-from-spreadsheets-to-software) Freeze an export, clean and import a copy, then run both systems for 1 billing month. Switch after invoices, schedules and teacher pay match. 21 Oct 2026 8 min read Payroll ## [Teacher payroll rules tied to class outcomes: a template](https://halqora.com/blog/teacher-payroll-rules-class-outcomes) Manage teacher payroll with class outcomes, fixed lateness rules, recorded wait times, and a table separating student charges from teacher pay. 21 Oct 2026 8 min read Business ## [Trial classes that convert: how online academies run them](https://halqora.com/blog/trial-classes-that-convert) Offer a clear trial, use the continuing teacher, and follow up the same day with the price, schedule, and enrollment terms. 21 Oct 2026 7 min read Classroom ## [Zoom alternatives for teaching online: what to use and why](https://halqora.com/blog/zoom-alternatives-for-teaching) LearnCube and Google Meet suit free one-to-ones. Pencil Spaces and Lessonspace offer paid teaching rooms; compare prices, whiteboards, and limits. 21 Oct 2026 9 min read Reliability ## [Tutoring business KPIs: 12 metrics for online academies](https://halqora.com/blog/online-academy-kpis) Track 12 online academy KPIs across enrollment, class delivery, teacher reliability, collections, and churn. Keep formulas consistent each month. 21 Oct 2026 9 min read Scheduling ## [UTC vs local time: how recurring classes should be stored](https://halqora.com/blog/utc-vs-local-time-recurring-classes) Store one-off classes as UTC instants and recurring classes as local time plus an IANA zone. Calculate each occurrence using current time-zone rules. 21 Oct 2026 6 min read Billing ## [Late payment policy for tutoring: what UK law allows](https://halqora.com/blog/late-payment-policy-tuition) UK statutory late-payment interest covers business customers, not parents. Set tuition due dates, a grace period and a clear pause rule before enrollment. 21 Oct 2026 7 min read Software selection ## [Tuition centre management software UK: what to look for](https://halqora.com/blog/tuition-centre-management-software-uk) Choose UK tuition software by checking GBP invoices, VAT needs, children's data, safeguarding access, payment fees and GMT/BST scheduling. 21 Oct 2026 8 min read Payroll ## [Tutor payroll spreadsheet template for online academies](https://halqora.com/blog/teacher-payroll-spreadsheet-template) Build a tutor payroll sheet with a row per class, outcome-based pay formulas, and monthly totals for each teacher and payment currency. 21 Oct 2026 7 min read Business ## [Tutoring client retention: where academy families drop off](https://halqora.com/blog/student-retention-online-academy) Improve tutoring client retention by tracking missed classes and addressing trial handovers, invoices, breaks, fee rises, and teacher changes early. 21 Oct 2026 7 min read