Overview
Optional Item. While it is possible for a tutor to create a session in TutorPlace and add it to an existing schedule at the time of creation, the schedule itself (where multiple sessions can be created quickly) is not normally visible to tutors via TutorPlace. However, your employer can give you permission to view and create the schedule itself.
Article Sections
- Do You Have Access To Schedules
- What is a Schedule
- When to Create a Schedule
- Create a New Schedule
- Time Zone
- Add Student/s to Schedule
- View Sessions
- Add a One Off Session
- Delete a Session
- Unlink a Session From Schedule
- Modifying a Schedule
- Changing the Times of a Session on a Schedule
- Bringing the End of a Schedule Forward
- To Extend a Schedule
- To Change Dates and Times
- Red Student
Do You Have Access To Schedules
1. Login to TutorPlace. If you have access to Schedules it will show as a separate item in the main menu at the top of the page. If you don't have Schedules in the main menu you may still link individual sessions you create to an existing schedule, but you cannot create a schedule from scratch or view an existing schedule in its entirety.
What is a Schedule
2. A Schedule is where all the sessions for a particular tutor student or tutor with a group of students can be created in bulk and held in one place. Therefore, if you create your own sessions and want to plan in advance you can create all your future sessions for a particular job. If the schedule is created by your employer you can view the sessions via the calendar or via the schedule in one place.
3. View your Schedules by pressing on Schedules in the main menu.
4. The Schedule Name is added manually so this area may be empty if a name is not added. Press in this field in the list to add or change the name.
5. The Status of a Schedule is a custom item which means your employer creates these status items so they may be different from the above graphic or this area may be empty. The Status may not be assigned by a tutor. Message your employer if you need a status assigned.
6. Open a Schedule by pressing on the blue Schedule ID.
7. The Schedule ID number and the name if one has been allocated will show at the top.
8. All sessions that belong to the schedule are listed on the Sessions tab and you can enter the sessions from the schedule by pressing the blue session ID. If a session has been submitted the SUB column will say Yes.
The ORG column is the origin of the session and how it was added to the Schedule:
- MS Multiple Sessions added in bulk
- SS Single Session added by office
- LS Linked Session linked by office
- TP Session added by Tutor via TutorPlace calendar
9. The student or students assigned to the schedule may be viewed via the Attendees tab.
When to Create a Schedule
10. Create a Schedule when you need to create multiple sessions that follow a pattern for working with a student or group of students. Do this before creating any individual sessions, checking first that a schedule does not already exist.
Create a New Schedule
11. When advised that you have a new student or group of students and are directed to create a schedule, press on New Schedule on the Schedules page. An empty Schedule will open with the Schedule ID at the top.
12. Press on Create Multiple Sessions.
13. In the Popup select the Program and location of tutoring in the first field and select the session type in the 2nd field. You are assigned to the schedule automatically.
14. Then Press Release Days/Times. The grey date fields will turn white.
15. Select the start date of the schedule (date of first session) and the end date of the schedule (date of last session)
16. Then Press Add Row. Select the day and time you will be meeting and the length of the session.
- The duration is your time
- Attendance is the student time
They are usually the same but if your employer has advised you can be there longer to complete tasks, they can be different.
If meeting twice a week press add row and repeat.
17. This will calculate and display the total number of hours duration you have scheduled next to Total Duration.
(If sessions are an hour long this will also be how many sessions are about to be created).
Time Zone
18. If you are creating a schedule for a Program that has a time zone set in TutorFirst that is different to your current time zone, you will be alerted in red. The start time should be that of the Program time zone. Your calendar will reflect your time zone accurately.
Details Section
19. Scroll down and add Class details if required and a Room if the location you selected is not specific.
20. If you are connected to LessonSpace you can create online meetings for your sessions by checking Create Online Meetings.
Note: LessonSpace meetings go live in the session when the reminder is sent out and do not need to be activated individually if created by the schedule.
21. If you want a private session note in each session created by the schedule, add this text to Session Notes.
22. Then add your Subject & Level/s. These are custom items and options will differ. You can add multiple levels to a subject and multiple subjects if required.
23. At the bottom of the pop up any Session Custom Fields will be listed. Any information added here will be added to the matching custom field in every session created by the schedule.
24. When finished press Add to Schedule. If you are linked to Google Calendar this may take up to a minute to send each session to your calendar.
25. Each session will be created and added to the schedule. You can delete a session that falls on a holiday and won't take place, or open a session and change the time if one session will be different to the others.
Add Student/s to Schedule
26. Press the Attendees tab.
27. Place a check mark in Show Available Students and search on the last name to find your student. If you do not see your student but the student shows in your student list you have chosen the wrong session type or location for this student.
28. Press the red X to place this student on the schedule and therefore all the sessions you have created in the schedule. Repeat for any other students if it's a group session.
29. Your new schedule will now show in the schedules list. The office will have to assign a name and status to the schedule if required.
View Sessions
30. The sessions will now show and may be accessed from the schedule, from the Attendance tab in the student record or via the calendar.
Add a One Off Session
31. If you need to add a one off session to the schedule for a meeting or assessment create this from the calendar and link to the schedule when the schedule ID number is presented. TC04. TutorPlace - Create a Session (2 mins)
32. If you create a one off session and don't link to the schedule at the time of creation please advise your employer and the office can link it for you.
Delete a Session
33. To delete a session from a schedule if it will not take place, press the trashcan at the end of the row. Delete multiple sessions by checking them off and pressing the trashcan at the top of the list of sessions. The trashcan for bulk delete will appear when sessions are checked off.
Unlink a Session From Schedule
34. If a session no longer needs to be on the schedule but you don't wish to delete it completely press the unlink icon on the session row.
Bulk Submit Sessions in a Schedule
35. Check off sessions and press the green check mark at the top of the session list in the schedule, that appears when sessions are checked off.
Modifying a Schedule
36. Modifying a schedule should be done with care as sessions could be duplicated or deleted in error if using the wrong command.
There are three functions which may be used when modifying a schedule:
a. Update the schedule which will add the new information to the existing data.
b. Add to Schedule used when extending the end date.
c. Recreate the schedule which will recreate the schedule as if it was new, recreating each session with a new session number and reverting to the exact instructions on the Create Multiple Sessions page. If you have made changes to individual sessions such as a new tutor or a one-off student these changes will be removed with the recreation.
The schedule need only be recreated and in fact must be recreated if you need to edit the days or time.
Recreation will not affect any sessions in the past or any in the future that have been submitted reviewed or approved.
Changing the Times Session on the Schedule
37. From Create Multiple Sessions release days and times and add your new time.
38. Press recreate Schedule so that the sessions at the old time are removed and the new times are added. Duplicate sessions can occur if you press Add to Schedule. If this happens delete the sessions you no longer need.
Bringing the End of a Schedule Forward
39. From Create Multiple Sessions change the end date of your schedule and press Recreate Schedule to delete the sessions no longer needed.
To Extend a Schedule
40. From Create Multiple Sessions add your new end date and press Add to Schedule.
To Change Dates and Times of Sessions on a Schedule
41. From Create Multiple Sessions add your new start date for the new dates and times and the end date and edit your dates and times and press Recreate Schedule. If the new start date is in the future make sure you submit any sessions you wish to keep up to the new start date. If you are unsure consider ending the existing schedule at the change date and creating a new one for the new dates. If you submitted any sessions early to protect them from deletion be sure to Unsubmit.
Red Student
42. The student name at the top of the schedule is usually grey. If there is a student conflict on the schedule the name will turn red. Please refresh the page after making changes to check for conflict.