SB01. What is Schedule Bid Assignment Management – TutorFirst Knowledge Base

Overview

A schedule of sessions used in conjunction with Tutor Availability search or Tutor Availability search & Invitations (Schedule Bid) is an efficient way to manage an entire assignment or job for a student/s particular subject for the duration of their service.

What Schedule Bid Can Do

With Schedule Bid Assignment Management you can:

Filter potential tutors by subjects & levels, specialist areas, distance & availability.
Filter tutors who meet requirements and are not available if customer is flexible.
Email tutors to see if they are interested.
Log and manage tutor responses with custom Assignment Status.
Email customer a choice of interested tutor.
Log all communications.
Log custom information.
Duplicate schedule saving custom field information if student requires more than one schedule.
Assign the chosen tutor to all sessions on schedule and the student record.
Assign a custom status to the schedule.

What to Have in Place

Activate Bid

1. Before starting check that this item is active in your database.

An Admin can go to: Setup > Company > Config Settings > Database > Schedule & Session Bid > Set to Yes > Apply Changes.

Then check if you want a task when a tutor responds to a bid.

An Admin can go to: Setup > Company > Config Settings > Database > Bid Acceptance Task > Set to Yes > Apply Changes.

Staff Availability

2. TutorFirst will only present staff that have availability programmed in their record. Make sure the Admin Team or the tutor has set their Availability.

Geo Located Addresses

3. TutorFirst measures distances between the tutor and the job location. Therefore the tutor must have a Geo Located address as should the student for In Home tutoring or the location if a library or cafe etc.

Student and Staff will Geo Locate automatically when a recognized address is entered into the record and saved.

Locations & difficult addresses may need to be entered manually.

Maximum Travel Distance

4. TutorFirst will sort staff by their distance from the job location and automatically present tutors where the distance to the job is within their Maximum Travel Distance. You may ignore this to get more results during filtering but setting an MTD speeds up results.

In the staff record the MTD is set on the Company Tab in whole numbers. An MTD of 20 would represent that the tutor is willing to travel 20 miles (kms depending on settings) from their address to the tutoring location.

Subjects & Levels and Specialist Areas

5. TutorFirst will automatically filter your results by the Subject & Level entered in the Schedule so Subjects & Levels must be set up and assigned to staff depending on what they are qualified to teach.

6. Results may then be further filtered by Specialist Area or back up skills such as teaching style, personality, age of student they prefer to work with or even if they have a car.

You can specify a Specialist Area and Subjects/Levels that are required for a name to appear on the recipient list.

Schedule & Staff Custom Fields

7. Create Schedule Custom fields for the information you will need to store in the schedule about the job. This could be the age of the student, their daytime school, learning difficulties, preferred time and day etc.

The data added to these fields may also be shown in the Availability & Invitation area and be included in the email to invite staff to apply for the job. This is selected when you set up the Custom Fields or you may go back and edit an existing custom field.

8. Staff Custom Fields in the staff records may also be displayed against the tutor in the filtering results. You opt if the Staff Custom Field will be visible here when you create the custom field. You may also go back and add this option to an existing custom field.

Email Templates

9. The Generic (default) Email Templates of Bid Schedule Offer Email and the Successful and Unsuccessful emails may be updated to show particular information about the schedule assignment to help tutors decide if they would like to apply for the job or contain your logo etc.

10. Custom email templates such as offering your customer a choice of tutor may be created or updated in the set up area.

Staff Status

11. Only active staff will be included in filtering results automatically so make sure that they are set to Auto and the Application Packet required items are complete.

Schedule Status List

12. Add to the list of statuses in the setup area to accurately manage and filter your schedules.

Tutor to Schedule Assignment Status List

13. You may create a list of reasons as to why you did not assign a tutor or did assign a tutor such as another tutor responded sooner, another tutor better qualified etc in the setup area.