Overview
Using part or all of the Tutor Search & Invitations feature allows you to find the best tutor for the job and manage all filtering and communication with your customer and tutors. Email a potential new tutoring job to your tutors or post it to their Job Board.
Article Sections
- Create Schedule
- Required Sessions or One Anchor Session
- The attendee/s
- Any schedule custom fields on the details tab
- Any notes to go out with Schedule Bid Email on the Tutor tab
- Find Your Tutor
- In Home
- Filter to Applicable Tutors
- Send Invitations and/or Send to Job Board
- Tutor Responses
- Acceptance Tasks
- Assign Tutor
- Notification of Successful & Unsuccessful Responses
- Assignment Status
- Further Communication with Respondents
- Reporting
- Give Your Customer Final Choice (optional)
Create Schedule
1. Create the schedule as normal.
2. When all items of the schedule are complete, including:
2a. Required Sessions or One Anchor Session
If you know the complete schedule you may add all sessions to the schedule using Create Multiple Sessions. However, if the parent is flexible or the tutor will liaise with the parent to define the schedule just create one session indicating the parent's first choice for the first session. This 'anchor' session must be created using Create Multiple Sessions and the tutor will adjust the anchor session if necessary.
2b. The attendee/s
Assign one or more students to the schedule.
2c. Any schedule custom fields on the details tab
2d. Any notes to go out with Schedule Bid Email on the Tutor tab
Find Your Tutor
3. Press Tutor Search.
In Home
4. If using In Home as a location TutorFirst will automatically assume the student's home is the session location and compare the geo-located address in the student and tutor record. If using a non-generic location this must have been geo-located by TutorFirst on the location > Program > Associated Locations page.
Filter to Applicable Tutors
5. After pressing Tutor Search a new screen will load ready for filtering. Now you can reduce or enlarge the list of candidates.
6. In the Controls Area:
- Turn off Exclude conflict/availability check if the tutor must be available for the times scheduled. This checks availability settings and existing sessions but does not look at linked Google events.
- Ignore Maximum Travel distance. This will be on automatically if the location of the schedule includes the words online or virtual.
- Turn off Include Online if the session is in town. This works from the data in the Online Capable check box in the Staff Record Certifications tab. Check this in a staff record if they only do online tutoring.
- Turn on Include Location Permissions if you only want to see tutors with the same location permissions as the sessions created.
- Select gender preference if a requirement.
- Turn on/off Subject & Level if tutor must have that subject and level marked off in their record.
7. Select any Specialist Areas required. Press the slider to expand this area.
When all required selections are made in Controls and Specialist Areas press Apply Changes.
8. Scroll down to see how many results you have in the filtering panel. If you have a large number of results they will be shown in batches of 100, with a maximum view of 500.
Results are randomly sorted unless you choose a different option from the Sort menu.
9. Scroll down to remind yourself of the custom fields and schedule offer notes to assist in filtering.
10. Scroll down further to see the tutor info panels. You can press x to remove anyone you don't wish to include such as managers.
11. If at any time you want to pin your results before changing a filter use the push pin in the results or the Pin All push pin icon. Pinned results are green.
12. If you know of a good tutor but can't find them with the selections as they are inactive for example, press the magnifying glass to bring them in manually. Manually added tutors are blue.
13. Press the double ended arrow to expand a tutor's details. This will include any info in the Extended Bio, Specialist Areas, Staff Custom Fields set to display and Staff Misc Areas.
14. Press the calendar icon to see sessions already scheduled for a tutor to ensure they have drive time.
To show Google Events in the calendar display ensure only one tutor is showing in your results before pressing the calendar icon.
Send Invitations and/or Send to Job Board
15. NOTE: Job Board needs to be switched on in Config Settings.
Admin Go to: Setup > Company > Config Settings > Staff > Jobs Board > Yes > Apply Changes > Log Out and back in.
Email templates can be edited from: Setup > Other > Template setup > type the words bid schedule into the left hand menu > Edit Bid Schedule Offer Email if required.
16. When all filtering is complete press on the invitation dropdown and opt whether to:
- Send Invitations (Email Schedule Bid offer)
- Post to Jobs (List on Job Board only)
- Send and Post (both)
17. Press Send Invitations and TutorFirst will email the tutor or tutors the offer email per the template 'Schedule Bid Offer Email Template'. Please check your Schedule Bid Offer Email Template has the correct merge macros and is laid out to your liking.
18. Press Post to Jobs and a job card will be added to the Jobs tab in TutorPlace. Basic information is displayed on the card and a copy of the email is also available with details from your Schedule Bid Offer Email Template.
19. Press Send and Post and both point 17 and 18 will happen.
20. The header text on the job card comes from text added to the schedule name.
The footer text is any text added to Schedule Offer Notes at the top of the tutors tab in the schedule.
More Details shows the Schedule Bid Offer Email Template with all fields as defined in that template.
21. A list of the emails or Job Boards sent will update in the Log tab of the schedule with the name of the tutor in the text.
22. On the Tutors tab a panel will be added for each tutor. Tutor responses will be shown here automatically but you can change a response manually if you talk to a tutor.
Remember you don't need to send invitations, if you know who your tutor will be you can assign a tutor from the results page by pressing the graduation cap next to the tutor.
Tutor Responses
23. As tutors accept or reject a schedule offer the tutor tab in the schedule will update. Interested tutors will move to the top of the items on the tutors tab of the schedule and disinterested tutors will drop to the bottom for easy management.
When a tutor accepts or rejects an offer from an offer email or the Job Board they will be asked for a response and comments. Rejection comments are optional as shown below.
Acceptance Tasks
24. If a tutor accepts the offer, the assigned consultant can receive a task in their task center. If there is no assigned consultant then the creator of the schedule will receive a task.
To switch this on go to Setup > Company > Config Settings > Database > Bid Acceptance Task > Set to Yes > Apply Changes.
The tasks appear as below.
25. Monitor individual responses inside the schedule from the Tutors tab. Live responses will be green and if you re-send more invites for the schedule older invites will turn grey.
You can manually mark a tutor as interested or not interested, if you speak with them.
You can email the tutor from the card and choose a schedule template.
Assign a status from a list you configure.
Assign Tutor
26. You may assign all the sessions on the schedule to a tutor from the Tutors tab inside the schedule by pressing Assign This Tutor. This will also assign the tutor to the student on the Student Program Tab of the Student Record as long as the End Date of the schedule is in the future and the student is assigned to the schedule on the Attendees tab when the tutor assigned.
Notification of Successful & Unsuccessful Responses
27. When a tutor is assigned to the schedule using the Assign This Tutor button, the tutors who expressed an interest and are marked on the Tutors Tab as Interested will receive an email confirmation of status. The successful tutor will receive a successful email and the unsuccessful tutors the unsuccessful email. A list of these emails will also appear in the log in the schedule.
Please note that only the unsuccessful tutors who are marked as interested at the time of tutor assignment, will receive the email. Tutors may continue to express an interest after a schedule has been assigned. If this interest is logged after a tutor has been assigned to the schedule there will be no email notification. This allows you to continue to collect responses should they be needed.
28. Should you wish to advise all tutors that a schedule offer has been closed, manually mark them as interested with a manual assignment status of No Response (see below). This will trigger the unsuccessful email to be sent. Updating the wording in the email template to cover both interested tutors and non responsive tutors is advised.
Assignment Status
29. You can create an assignment status in set-up to assign to each tutor. Admins go to: Setup > Other > Assignment Status List > and add or edit options.
Further Communication with Respondents
30. Should you want to email your tutors that have expressed an interest to clarify any of their comments, simply press the envelope icon bottom right of the card.
31. Any emails you send from the schedule using a template or typed will be listed in the Log tab.
Reporting
32. All fields are available in the Custom Report area for monitoring all Schedule Bids.
Give Your Customer Final Choice (optional)
33. If lots of tutors apply you can send an email to the customer asking them to choose which tutor they would like to work with. See SBC02. Offer your customer a choice of tutor/Advise of tutor based on invitation responses
Link To
SB04. Using MTDs with Schedule Bid
SB09. Setting Up Schedule Bid Emails
SB11. Managing Location Addresses for Session & Schedule Bid
SB12. Manual Lat Long for Locations
SD01. Create a Schedule of Sessions