Overview
A Schedule is a group of sessions that are linked together to form a course or class and created from a central point, the sessions created by a schedule are displayed as normal in the session list or calendar and tutors then work in the individual sessions on a day to day basis.
The sessions can follow a pattern, with days, times, tutor and session types being the same and Oases repeating this pattern for you or it can be random individual sessions with different tutors and session types that you manually link to a schedule - or a combination of both.
If you add a student to a schedule they will be added to each session created by the schedule as long as the sessions are in the future at the time you add the student, making it easy for a student to join mid schedule.
An entire relationship and course requirements and communication may be managed from the schedule.
Article Sections
- Useful information about Schedules
- Video
- Create a Schedule
- Schedule Tabs
- Tutor Conflict
- Add Students to Schedule
- Add Single Session to Schedule
- Assigning Tutor To Student
- Link Existing Session to Schedule
- Tutor Search
- Tutor Information
- Send an Email from Schedule
- Schedule Status & Consultant
- Name Your Schedule
- Searching for Schedules
- Display
- Tutors working from Schedules
- Schedule Bid Invitations
Useful information about Schedules
Schedules will not check the student's credit for a session type allowing you to schedule ahead.
The schedule will check for tutor/student conflict and location conflict if you have location conflict active and will not allow you to proceed if there is a tutor or location conflict.
Student conflict is checked and the student name on the schedule will turn red if there is student conflict but you may proceed.
Credit checking will occur when the individual sessions associated with a schedule are opened and saved for the first time.
Video
Please press here if you don't see the video below
Create a Schedule
1. Select Schedules from the Sessions area of the main menu and press New to open a new schedule.
2. An empty schedule is created, if you navigate away now the schedule will be saved as 'orphaned' and will need to be deleted if you don't return to finish scheduling.
Schedule Tabs
3. There are six tabs in the schedule to manage the course:
- Sessions - The sessions created by or added to the schedule.
- Attendees - The students attending the schedule.
- Details - Any custom fields you have created to keep notes or information about the schedule.
- Tutors - Used only with Schedule Bid to keep a record of tutors who have been invited to work the schedule.
- Log - A list of emails sent to the tutor or customers attached to the schedule.
- Tutor Search - Search availability, assign a tutor or invite tutors with Schedule Bid
SB03. Setting up a Schedule Bid
4. The first two tabs of Sessions and Attendees are the only tabs that have to be used to create a schedule and they will be used in that order. The sessions are created first so that Oases can filter the correct students to the Attendees tab for placement.
A schedule must have at least one session.
5. From session tab press Create Multiple Sessions to add multiple sessions to the schedule that follow a pattern.
6. Add the Program/Location, tutor and the session type in the top section. Leave the tutor area blank if you will be using Tutor Search or Schedule bid.
7. Create the dates and times by pressing Release Days/Times.
8. This will turn the start and end date fields active and they will turn white. Select the start and end date, this will be the date of the first session and the date of the last session. If you don't know the end date and are working from a number of hours that have been requested put a random date in End Date and update it later.
9. Press Add Row to include a session creation row. Select:
- Day for the sessions
- Start time for the sessions
- Tutor duration for the session, normally matches student attendance.
- Student attendance on the session, normally matches tutor duration.
This will calculate the total student attendance time and you can adjust the end date until you have the required total.
10. Press Add Row again if sessions are required more than once a week.
11. In the details panel you can add:
- Class code if you have one.
- Room if not detailed in the Program/Location combination.
- Additional Tutors for workshops.
- Final Bonus if there will be one. Added to payroll automatically.
- MTD - Max travel distance if using Tutor Search.
- Create Online Meetings for Lessonspace for online tutoring. This does not need to be checked if the session type used is set for automatic lessonspace meetings. LP03. Create & Manage Lessonspace Whiteboard Meeting Spaces
- Private Session Note that will be added to each session created from this area.
12. Add the Subject & Level. This will be added to each session and assist in filtering tutors in Tutor Search. Press Add Subject and Select. Press in the new subject field to add the level or levels.
13. If you have session custom fields, information added here will populate the custom field in each session created by this area. If the session custom fields are for the tutor when closing out the individual sessions leave blank.
14. Press Add to Schedule and Oases creates the sessions. As you have used the Create Multiple Sessions button the code in the Origin column will be MS for Multiple Sessions. You can select and delete any sessions that may fall on a holiday or are not needed.
Tutor Conflict
15. If you selected a tutor in Create Multiple Sessions before adding the sessions to the schedule, Oases will perform the conflict check for the tutor and the location at this time and warn you if there is conflict with existing sessions in Oases and not make the sessions.
Once the sessions are added to the schedule if the tutor name turns red in the schedule sessions list, there is a conflict with the tutor's Vacation calendar. Correct the vacation or change the tutor or date for these sessions.
Add Students to Schedule
16. From the Attendees tab click the slider to Show Available students and if necessary use the last filter field to search on last name.
If you have created a backdated schedule and want to place a student or students on sessions in the past that are not submitted, reviewed or approved, switch on Include past sessions.
Then change the red x green to add student. Repeat for other students if these are group sessions.
If the student name turns red there is student time conflict. Hover over the name for a pop out to advise the session number/s of the conflict.
If you don't see the required students check they are active (Auto Status), have the correct Program and Location permissions to match the Program and Location selected in the Create Multiple Sessions area of the schedule. Also check you have selected the correct session type if working with agency/private students or if a session type has been assigned to the student.
17. If you have created custom fields for the schedule you can add information to these fields in the Details Tab as required. The Tutor tabs has a Schedule Offer Notes area to be included in the Schedule Bid email if using Schedule Bid.
Add Single Session to Schedule
18. If you need to add a session that does not meet the pattern of the Multiple Sessions press Create Single session and follow the normal session creation process.
19. Press close and it will be added to the schedule with an origin code of SS for single session.
Assigning Tutor To Student
20. When a student is assigned to a schedule on the Attendees tab and a tutor via the Create Multiple Sessions area, the tutor will also be assigned to the student in the student record when the Schedule is first closed.
This applies only to the primary tutor in the Create Multiple Sessions area and does not include any tutors assigned to the schedule as Additional Tutors.
This auto assignment will trigger the tutor notification email if this is switched on.
Link Existing Session to Schedule
21. If you need to add a session that is already created in Oases, perhaps a meeting or phone call with the parents that took place prior to sign-up press Link Existing Sessions.
22. Search for the session number or part of the session number in the Filter field then press the link icon and then confirm and close pop up if complete.
23. This session will have an LS in the origin column to indicate a linked session.
Tutor Search
24. If you need to find an appropriate tutor press on Tutor Search and filter as required using the following tools.
25. Select any Specialist Areas that would be appropriate for the schedule.
26. In Controls:
- If you are looking for a tutor with Availability turn the Exclude Availability off.
- If the session is online turn on Ignore Maximum Travel Distance.
- If the session is local turn off Include Online capable.
- Select any gender preferences.
- Turn on Location Permissions to search tutors with correct location permissions for schedule.
- Turn off Subject Level filter if you don't need the tutor to be qualified for the subject/level selected.
For the above example, I want an available tutor who is local, gender not a requirement, with the correct location permissions and qualification.
27. Scroll down to see the tutors you have that meet all of those requirements.
Tutor Information
28. As well as the tutor information panels the flags will also be on the map.
29. Use the icons to find out more information about your tutors:
- Pin all tutors to the list.
- Hide the top section of Tutor Search (Map and Controls).
- Show the listed tutors on a lane calendar to check existing sessions to ensure drive time for example.
- Search for a tutor not on the list.
- Refresh.
- Expand the tutor panels to show custom fields, misc fields and extended bio.
- Remove all tutors.
- Select all tutors.
30. When you have chosen who to assign press the graduate cap icon to assign the tutor to the schedule and sessions. This will also assign the tutor to the student and activate the Tutor You Have a New Student email if that is active in your database.
If you are using Schedule Bid and wish to send out invitations please see SB01.
Send an Email from Schedule
31. Send an email to the parents or the tutor if required and details are saved in the log tab. Press the 3 dot icon at the top of the schedule to email a template or type an email. (Schedule Bid Emails send automatically see SB01)
Schedule Status & Consultant
32. At the top of the schedule you can assign a Consultant and status if you have set your schedule status list in the set up area.
Name Your Schedule
33. Your Schedule has a numerical ID that is allocated by Oases but you may give it a name, code or internal number for your records and for ease of identification via TutorPlace.
34. Press in the Schedule Name area at the top of the schedule to add the name.
35. Your schedule saves automatically, press schedules in the main menu to see it in the schedule list.
Searching for Schedules
36. You may search for a schedule by schedule number in Central Search but in the Schedule List as well as standard filters, you may search by:
- Schedule Number
- Session Type as set on Create Multiple Sessions
- Student Name (at least one session must be on the schedule)
- Tutor Name (at least one session must be on the schedule)
37. Press the arrow to the left of the schedule for additional information.
Display
Once your schedule is created the sessions show in the calendar and sessions grid and tutors work from the individual sessions. You need only return to the schedule if you need to make changes to all sessions or send an email to the tutor or parents of the students on the schedule.
Emails may also be sent via an individual session if you have students on the sessions that are not attendees on the full schedule.
Tutors working from Schedules
If your tutor will be working from the schedule their permissions will need to be adjusted in set up. There must be at least one session on the schedule.
SU14. Permission Groups - Access Levels
Schedule Bid Invitations
To invite tutors to apply for a schedule see Schedule Bid.
SB03. Setting Up a Schedule Bid (Assignment Invitations) or finding Tutor Availability in a Schedule
Link To
SD02. Modifying or Deleting a Session on a Schedule
SD04. Deleting A Schedule of Sessions
SD05. Remove a Session for a Schedule
SD06. Adding & Removing Students in Schedules
SD07. Add a status to your schedule
SD08. Email Customer or Tutor on Schedule from the Schedule
IS02. Creating Your SES style Agency Invoice
IE02. Creating An Agency Funded Invoice - Per Session Hour
IP03. Create an Invoice from Advanced Scheduling for Private Pay Student
SU07.b Set up Status Levels for Schedule