PS01 Pencil Spaces White Board & Virtual Classroom – TutorFirst Knowledge Base

Overview

TutorFirst customers with a Pencil Spaces account may integrate with TutorFirst so that virtual meeting spaces in Pencil Spaces are created from TutorFirst as part of your scheduling tasks.

TutorFirst can place the meeting links into session reminders for attendees and also can be launched from the customer login.

TutorFirst Functionality

1. Meeting spaces can be activated from sessions or placed in standby from/for a schedule where sessions have been created into the future. Standby meeting spaces are activated automatically when the session reminders are sent out.

2. When a meeting is activated for a new tutor or student TutorFirst creates the new tutor and student records in Pencil Spaces automatically.

3. Pencil Spaces sends TutorFirst the meeting link which we then display in the session and can be emailed out with the session reminders. Links can also be emailed directly from the session if you don't use session reminders or copied and sent via DM.

4. Tutors and customers can join from the link in the reminder email. If you don't use reminders or if it's more convenient, tutors and customers can log in to their portal to join from the link from the session in their calendar. Therefore, if you don't use session reminders a customer login would be required.

5. After the meeting any video recording will be available via the TutorFirst session. So there is no need to login to Pencil Spaces unless you need to drill down for additional information.

Meeting Creation Overview

6. From a schedule press a simple switch to create a Pencil Space meeting named after the schedule number and the session number.

7. From an individual session create an individual Pencil Space meeting for a stand-alone session (not part of a schedule).

Automatic Meeting Creation

8. If you have a session type that will always require a meeting or all of your sessions are online and will always require a meeting, set the Session Type to create automatic meeting spaces from the Session Type page.

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9. No other action need be taken when creating your sessions but Session Reminders must be active for at least one person connected to the session, either the tutor, student or student's linked customer/parent to activate the meeting and the meeting link macro needs to be added.