Overview
When a session has taken place it needs to be closed out by adding information and submitting the session to the office.
Article Sections
- Confirm Times
- Add Student Session Note
- Add Assignment
- Student Time & Focus
- Add Private Note
- View Edit Session Custom Fields
- Upload a Document
- Add a Subject & Level
- Submit Session
- Time Zone Compatibility
- Student Name Color
- Video
Confirm Times
1. Open your completed session from the calendar by clicking on the session.
2. Confirm the date, time and duration are correct. Make changes where necessary. If this area is greyed out so that you cannot make changes be sure to advise your employer that an edit is necessary by the office team.
Add Student Session Note
3. While the Notes button is blue, add a student session note. Select a template if directed to do so by your employer or follow the automatic template prompts. DO NOT SUBMIT YOUR SESSION UNTIL YOUR NOTE IS COMPLETE.
4. If you are working on a group session and all students are to have the same session note, write your note in the first student panel and then press the copy icon to copy the note to all students on the session.
Add Assignment
5. If you are setting homework press on the Assignment button to open the assignment area and press the plus sign to add a new assignment.
6. Add assignment info as required and upload any documents for the homework that may be required as these can be accessed via the customer login. Wait for documents to finish uploading before leaving the Assignment area.
7. Copy Assignment. If you are working in a group session and all students will have the same assignment, add details to the first student and copy the assignment to all other students on the session. Place a check next to the assignment to copy and press the duplicate icon and confirm.
Student Time & Focus
8. Press the Details button to check the student time and focus. Make changes if necessary.
9. If required you can split the session time between 2 or more focus codes.
Add Private Note
10. Add private note to session if there is information to be recorded such as mileage driven or a private note about the session that needs to be on record for the office.
11. Press the pencil to open the notes area.
12. Add your note.
View Edit Session Custom Fields
13. Press the Folder icon at the bottom of the session to open Custom Fields to review or add data.
Upload a Document
14. Press the upload icon at the bottom of the session to add a document. Documents added to a session will show bottom left.
Add a Subject & Level
15. The subject & level field will be open when you enter a session if a subject or a subject & level have already been entered. Add a subject & level if required by your employer by pressing the book icon and select a subject then level.
Submit Session
16. At the top of the session press Submit then Close. DO NOT PRESS SUBMIT UNLESS YOUR STUDENT SESSION NOTE IS COMPLETE at the note could be sent to the customer incomplete by the action of pressing submit.
The session will be orange in your calendar. The submit tells the office that you are finished with the session and and they can move it to the next stage.
17. Once the session is moved to Review or Approve, you will be able to open your sessions but not make any changes.
Time Zone Compatibility
18. Time zones are automatic. All sessions will display in your time zone on your calendar. The session might be in a different time zone and the student might be in a different time zone.
19. In the graphic below the example session is showing at 3pm local time (EST) in the tutor's calendar.
20. If you hover on the session the time zone is displayed at the top and the start time for the session in local time.
21. When you open the session the time zone of the Program in Oases is displayed with the timezone written underneath.
22. This is the time zone of the session. The student might be in a different time zone as displayed in their record.
Student Name Color
23. Student names in a session can change color depending on the type of student and the hours they have used or have left.
- Blue - In Credit
- Red - All pre-purchased hours scheduled (not necessarily completed)
- Orange - Pre-purchased hours low (not necessarily completed)
- Green - Open scheduling. Invoicing after service.
24. Hover over the names for a pop up with hours information.
Video
Please press here if you don't see the video below
Link To
TC02. TutorPlace - Login & Communication
TC04. TutorPlace - Create a Session
TC06. TutorPlace - Add Student Test
TC07. TutorPlace - Create Learning Plan
TC08. TutorPlace - Create Progress Report
TC09. TutorPlace - Online Meetings with Lessonspace
TC10. TutorPlace - Manage Calendar & Availability
TC11. TutorPlace - View Payroll