Overview
Assigning a tutor to a student releases the student to the tutor when they log in so that they may view student details and work their sessions.
You may assign a primary tutor and additional tutors if required.
Tutors can be assigned manually in the student record or automatically by a Schedule.
Article Sections
- Tutor Status
- Location Permissions
- Assign Tutor/s
- Automatic Assignment of Tutor
- Viewing Assigned Tutors
- Trigger an Email to Tutor When New Student Assigned
- Reports
- Bulk Assigning Tutors to Students
- Bulk Unassign Tutors
Tutor Status
The tutor must be active.
Location Permissions
The tutor must have permission to work in the location assigned to the student.
Assign Tutor/s
1. On the Program tab in a student record press Edit.
2. In the Tutor field select the primary tutor for the student. Tutors must be active.
3. Select any other tutors in the Additional Tutors menu. Multiple selections may be made.
4. Close the edit page to view your selections.
5. Assignments are logged in the student notes tab.
Automatic Assignment of Tutor
6. When a tutor is assigned as the primary tutor on a schedule on the Create Multiple Sessions Tab or Tutor Search area, that tutor will be assigned to any students assigned to the schedule via the schedule Attendees Tab providing that the End Date of the schedule is in the future.
7. When assigned by the Schedule a note will be placed in the student Note area that the tutor was assigned by the Schedule.
8. Automatic assignment will trigger the notification email if this is turned on.
9. Assignment takes the following priority:
- If the Primary tutor slot is empty the tutor is assigned as the Primary.
- If the Primary tutor slot is already assigned the tutor will be assigned as an Additional Tutor.
Viewing Assigned Tutors
10. You may check the assigned primary tutor and any additional tutors by toggling the view of the student list by pressing the shuffle icon above the grid. Check the tutor column.
11. No name is nobody assigned.
One name is the Primary Tutor.
An Asterisk means there are additional tutors assigned.
Trigger an Email to Tutor When New Student Assigned
12. Admins may set TutorFirst to email tutors automatically when they are assigned a new student.
In the main menu select: Setup > Company > Config Settings > Email > Advise Tutor of Newly Assigned Student > Yes.
13. Set up your email template with the information you wish to pass to the tutor about their new student.
In the main menu select: Setup > Other > Template Setup.
In the All Macros drop down select Tutor: you have a new student.
Add text and macros as required. Test your template by assigning a fake tutor to a student.
Reports
14. You may also pull the Primary Tutors report in the staff section of the report suite.
This report will advise if:
Primary - assigned on the student program/district page in Tutor field - Report will say Yes in Primary Tutor Column.
Additional - assigned in the Additional Tutors field on the student program/district page - Report will say Additional in Primary Tutor Column.
Session Released - Tutor not assigned in tutor record but assigned by virtue of being placed on a session with that student - Report will say No in the Primary Tutor Column.
Bulk Assigning Tutors to Students
15. There are situations where you may need to assign multiple tutors to multiple students so that the tutors have access to the student for scheduling. This would normally be a situation of drop-in-drop-out tutoring where a session is created but the students are added by the tutor as the students check in.
16. Bulk allocation can be done from the student list for convenience. Please note the following:
- Tutor you have a new student email is not triggered with this bulk assignment.
- Assignment audit notes not added to tutor or student record with this bulk assignment.
- To prevent location permission issues the student list must be filtered to a specific location.
17. To bulk assign go to your student list > press Filter > Filter to a location. Press the shuffle icon to show student data to see if a tutor or tutors already assigned. In the image below we can see one tutor assigned but I need to assign more.
18. Check off the records to be assigned tutors.
19. When you check off students the Actions menu appears. Open the Actions menu and type the word assign. You will be presented with two options.
20. Select the required option.
21. The pop up will present all tutors that have location permissions for the location filter you selected on the student list. If you don't see the tutor you are looking for they are either not ready to be assigned to students or do not have the correct location permissions.
22. Press All or check off the tutors to be assigned.
23. Press Assign Selected.
24. You will now see the tutor name in the student list and an asterisk after the tutor name if more than one tutor assigned.
25. Open the student record and navigate to the Program tab. The first tutor will be assigned to the Tutor field if this field is empty and all others will be assigned as Additional Tutors. If you select someone already assigned they will remain assigned.
Bulk Unassign Tutors
26. To bulk unassign tutors from students at the end of a program do above items in reverse. Points 17-25.
Link To
SF07. Make a Pending Staff Member Ready
SF08. What the Tutor Codes Mean