Overview
Get online signatures from the student's linked customer to confirm or approve that a session took place.
Article Sections
- What Needs to be in Place
- What Your Customer Needs to Do
- Staff View
- Collating Signatures to PDF
- Add Signature Indication to the Invoice Details on an Agency Invoice
- Tracking signatures using a Custom Report
- Filtering Sessions that Need or Have a Signature
- Tutors Viewing the Presence of a Signature
What Needs to be in Place
1. Signature Confirmation needs to be switched on and a method selected.
Go to: Setup > Company > Config Settings > Sessions > Approval Signatures.
- Enabled - Choose if every session with students requires a signature per student.
- Enabled per Program - Choose if you just need this for certain agency programs.
> Apply Changes.
If you selected Enabled per Program a Yes/No indication will appear in the Program on the Location Program page. The default will be Yes. Press Edit and slide to No if not required for that program.
2. Your customer must have a login to the TutorFirst system.
SP04. Creating a Customer (Parent) Login Individually or in Bulk
What Your Customer Needs to Do
3. When a session takes place your customer logs in to their parent portal and presses on the session in the calendar. Under the details there is an Approval button.
4. When the Approve Session button is pressed a signature field will open.
5. Your customer can sign with cursor on desktop or finger on a device.
Staff View
6. Admins, Coordinators and Lead Teachers can see signatures in a session. Open the session and if a signature exists an icon will appear next to the student/s with a signature and again under the student panel/s to collate multiple signatures for group sessions.
7. Press on the icon to view or print the signatures.
Collating Signatures to PDF
8. Signatures may be sent to print to collate to a PDF from:
- The individual session
- The Session List in bulk using the Actions menu
- Agency Invoicing invoice page when the invoice has been created
Add Signature Indication to the Invoice Details on an Agency Invoice
9. Add Session Approval Signed as a column to your agency invoice format.
10. This will add a yes or a no column to the invoice to indicate if signature present. Ensure you group by student to show an indication per student per session.
11. This column will assist the agency in cross checking with the collated pdf that is created and submitted alongside the invoice.
Tracking signatures using a Custom Report
12. To check the progress of signatures prior to creating an agency invoice use a custom session report.
13. Add at least the following fields and grouping and sorting to your new report.
14. Add rules as required for the invoice date range and the program.
15. Results are indicated as a yes or no to indicate the presence of a signature for a student in the session.
Filtering Sessions that Need or Have a Signature
16. If a signature is required but not present TutorFirst will not stop the tutor Submitting the session, nor the office team from Reviewing or Approving the session. Therefore, should you wish to delay approval to prevent the session from going to agency invoice or payroll please handle this at the approval process by adding a filter to your approval work list.
Normal filter to produce your approval work list:
Filter to produce a work list where you want to approve sessions with signatures only:
17. To see sessions that require a signature for all students on the session and not all students on the session have a signature, use the following filter:
18. If there are multiple students on a session it will be necessary to open the session in this filter result to see who is missing a signature. Using custom reports per point 13 will also give this information without opening multiple sessions.
Tutors Viewing the Presence of a Signature
19. If tutors are responsible for ensuring a signature is provided by a customer they too can see the presence of a signature via the session on TutorPlace.
20. The signature icon will appear in the student session card. The example below shows a student with a signature present and one student without.
Link To
IE01. Preparing To Create An ELT Agency Invoice
IS01. Preparing to Create an SES Method or Agency Invoice
IE02. Creating an Agency Funded ELT Invoice
IS02. Creating Your SES Method or Agency Invoice