Overview
This article explains the meaning behind the color coding used in TutorFirst.
Covering Staff, Students, Sessions in Calendar, Payroll, and Agency Invoicing grids.
TutorFirst uses 3 color protocols throughout the system to show information at a glance thereby saving time by preventing you having to drill down for the information.
Article Sections
- Session status in calendar
- Session status in payroll
- Session status in agency invoice grid
- Student Hours
- Student Names in Session
- Sessions in calendar when set to Number of Students or Tutor
- Email addresses for Logins
- Session Requests
Session Status in Calendar
1. SESSION COLORS in the calendar will change depending on their status. (Also the student grid, staff grid, invoicing and payroll areas with the following meanings):
NO COLOR - (gray or black) No action has been taken on the session. It has not been submitted (attendance taken), reviewed or approved.
ORANGE - The session has been submitted by the tutor as having been completed.
BLUE - The session has been reviewed.
GREEN - The session has been approved for payroll and agency invoicing.
Custom Session Buttons
2. If you have created extra session buttons and those buttons are pressed the session will be striped.
3. If you filter your calendar to Color by Custom Labels the sessions with the custom status buttons on, will be red for button 1 and pink for button 2.
Session Status in Payroll
4. In addition to:
- Orange - Submitted
- Blue - Reviewed
- Green - Approved
e) PINK - Pink financial entries represent items that have been included in a payroll close out or included in an agency invoice.
f) INDIGO - An indigo session in payroll indicates that the an amount for that day was not included in that month's payroll but has been carried forward and and paid in a future payroll.
g) INDIGO - Payroll total in payroll indicates the total includes payroll from a prior period.
Session Status in Agency Invoice Grid
h) As well as the pink to show a session has been invoiced DARK ORANGE with white lettering - In an agency invoice grid represents any session that is not approved for invoice.
i) In the SES or ELT invoice grid an approved session without an invoice rate entered in the Location Program page will not turn green but remain with no color.
j) In the calendar any sessions with chevrons over the status color have an additional personalized status checked off.
SX12. Additional Session Status Buttons
NOTE: Please keep in mind that the colors of the session will not ensure accuracy of the data. For example, if a tutor submits a session with no student hours (attendance) and the person reviewing or approving the session does not spot the omission a session could be green and remain inaccurate. The approval process was implemented for a supervisor to check for these errors and confirm the session is accurate.
Student Hours
5. STUDENTS in sessions AND THEIR HOURS on the student grid will change colors as they near the end of their service or paid hours with the following meanings:
a) SES/Grant students - hours will turn ORANGE in the student grid when they have 2 hours or less of their service hours remaining (0-2) and the name will be RED in the session attendee grid in a session. The name will also be red if they have no Learning Plan approved date dated before the session date, and then the name will be RED. (Hover over their name in the session for information)
b) SES/Grant students - hours will turn RED in the student grid if their service hours are less than zero (have all been used or prescheduled). Negative hours might exist if the program hours are changed in error and they go into a negative status. Their names will also be RED in the session attendee grid in a session. (Hover over their name in the session for information)
c) SES/Grant and ELT students - names will turn RED in the session attendee grid in a session if there is no approved learning plan date in the student record. (Hover over their name for information)
d) Private pay students - hours will turn ORANGE in the student grid when they have between 3 and 5 hours of pre-invoiced hours remaining. Their names will also be ORANGE in the session attendee grid in a session. (Hover over their name for information)
e) Private Pay students - hours will turn RED in the student grid when they have less than 2 hours of pre-invoiced hours remaining. Their names will also be RED in the session attendee grid in a session. (Hover over their name for information)
f) Private students' names will be green in the session if they have no hours purchased but a credit limit has been assigned indicating you may schedule the student to a session. The hours will be green in the student grid if credit is available.
SP05. Credit Limits for Invoice Outstanding
g) Private Pay students - hours will be BLACK in the student grid and the session detail page if services have been pre-invoiced and the number remaining is above 5.
Student Names in Sessions
6. The student names in sessions will be the same color as their Hours Left in the student grid so you can see at a glance if they can be placed on a session. In addition a purple student indicates a private student with no linked customer for invoicing:
Green:
- Private Student with a parent/customer record set to Unlimited Credit.
Orange:
- Agency Student with 2, 3, 4 or 5 credit hours remaining to be scheduled.
- Private Student where parent/customer record has no credit limit but student has 2, 3, 4 or 5 credit hours remaining.
Red:
- Agency Student with 1 or less credit hours remaining.
- Private Student where the parent/customer record has no credit limit but student has 1 or less credit hours remaining.
Blue:
- Agency Student with more than 6 or more credit hours remaining.
- Private Student where the parent/customer record has no credit limit but student has more than 6 or more credit hours remaining.
Purple:
- Private Pay student with no linked customer. This could be due to an error or because you offer free tutoring and don't need to invoice.
7. Hover over the name for info.
Student Name in Session List
8. If the student name in the session grid when you drop the arrow is orange the student is Inactive. They will need to be made active should you wish to submit, review or approve the session.
Alternative Session Colors in Calendar
9. SESSION COLORS can be switched in the calendar view to a protocol that shows how many students are on the session, the tutor's personal color, location colors or custom buttons.
10. While in the calendar use the color by Status filter.
Show Color by number of students
a) RED - No students on the session
b) YELLOW - Up to 4 students scheduled on the session.
c) LIME GREEN - 5 or more students scheduled on the session.
11. Set calendar colors for a staff member in the staff record on the company tab using the color picker.
Set calendar colors for a location in Locations > Select Program > Associated Locations.
Email addresses for Logins
12. If an email address in the staff or customer list is in a green bar, then a login has been created.
13. If an email address in the staff or customer list is in a red bar, a login has been created with an old email address. This means that the email address for emailing this person is different to the email address used to login. This happens if an email address is changed but Verify not pressed to update the login to the new email address.
Session Requests
14. A new session request will be pale blue.
15. A session request with a counter offer is lilac.
16. When a customer responds to a counter offer it will be lilac with stripes.