WS01. Intelligent Match Set Up – TutorFirst Knowledge Base

Overview

Intelligent Match may be used to find a qualified, available and a geographically close tutor from your list of tutors in TutorFirst.

For intelligent match to work the following items must be set up in your database and active in the staff records.

Note: If working in a schedule for multiple repeating sessions see SB03. Setting Up a Schedule Bid (Assignment Invitations)for matching in a schedule.

Subjects & Levels

Go to: SET UP | OTHER | SUBJECTS & LEVELS

For TutorFirst to search for a tutor that can teach a particular subject and level of that subject these need to be set up in TutorFirst and assigned to each staff member on the Certifications page of the staff record.

Tutorial: SU07.a. Set Up Subject & Levels

Specialist Area Setup

Go to: SET UP | OTHER | SPECIALIST AREAS

For TutorFirst to further filter results by skills or items other than particular Subjects & Levels such as online qualified, special ed etc. you can use specialist areas.
Once set up the specialist areas will appear in your staff records on the certifications page.

They will appear alphabetically so consider using a naming system such as Personality - Firm, Personality - Fun etc. Be sure to check relevant specialist areas in your tutor records to be presented by Intelligent Match.

Tutorial: SU07. Set Up Specialist Areas

Staff Bio

The Extended Bio is shown in Intelligent Match & Schedule Availability. The extended bio is an area to show the official bio and any additional private notes you may need to aid decision making.

Add or have your tutors add their Bio, then on the Certifications page of the staff record press Edit and use the button to copy the bio to the Extended Bio. Then you can add comments that will not be customer or tutor facing but can help you decide on the best tutor for a job such as punctuality, survey scores etc.

At the end of the Bio, Intelligent Match will display the data from the first 3 miscellaneous fields from the staff record.

Availability Setup

In the staff record there is a page called AVAILABILITY.

On this availability calendar, you or your instructors can now indicate when they are available for tutoring and would like to be considered available to work. TutorFirst will take existing sessions into account at the matching stage. If a tutor is available for 3 hours put in a three hour block. Do not put in 3 one hour blocks as TutorFirst will assume they don't want a long session.

Important: Availability is data to be used with Intelligent Match, Schedule Availability and MarketPlace. TutorFirst will not prevent you making a session for a tutor at a time not indicated as available.

SF06. Program Staff Availability

Note: The staff member does not have to have availability programmed to appear on the map in Intelligent Match but it must be programmed to appear on the calendar in Intelligent Match. The staff member must also be in Ready Status assigned by an Auto code to appear in Intelligent Match.

Existing Sessions Conflict

If your staff create their own sessions and you wish to use Intelligent Match (or Schedule Availability), it is extremely important that your tutors create sessions in TutorFirst as soon as they are set with the client. Waiting until after the event to create a session or even leaving it a couple of days could lead to TutorFirst treating the tutor as available. This could lead to a double booking outside TutorFirst.

Preferred Grades

If you wish intelligent match to be able to filter tutors and instructors on the grades/ages they wish or like tutoring, please ensure the grades they prefer to teach are indicated on the staff member’s Company page. Press edit and check them off.

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Geo Locate

If you are looking for the nearest instructor to a student's home or to a location then the student and instructor or the instructor and location must be geo-located in TutorFirst.

Check under the address in the student and staff record to ensure that the lat-long is showing as a blue link indicating that Google has located the address.

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If you are looking for a tutor who is close to a location such as a library or coffee shop this too will need to be geo located to enable TutorFirst to measure distance. Check if a location has been geo located by going to Locations - Select Program - Select Associated Locations.

Check that the lat long is showing next to Geolocate.

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If it does not show, press the pencil top right of the block and add the address and close and the lat long will be added.

If Google cannot find an address add the lat-long manually using the tools in the tutorial below.

SB12. Manual Lat Long for Geo Location

Geo Location services upon import

Google location services limits our queries to one per second. As this would slow down an import to unacceptable lengths, addresses are not automatically geo-located upon import. Instead, the geo-located lat/long code is added to imported records during our nightly midnight save.

Staff Calendar Color

Whilst not essential you may find it easier to use the Intelligent Match calendar section if each staff member is given a unique calendar color in their staff record.

SF14. Staff Calendar Colors