Users and Roles
With TutorCruncher, administrators, clients, tutors, students and affiliates are all provided with separate login details, each with different permissions. This function comes as standard in all our subscription packages and is useful for a number of reasons.
TutorCruncher uses the different users' details both in its customer relationship management (CRM) and in its scheduling and billing systems. Users' details are also used in the automated internal messaging and email systems, taking the hassle out of client communication. Having all of your information stored securely on the cloud also means that wherever you are, your business can come with you on any mobile device.
How do I log in/log out/switch users?
To log into TutorCruncher, go to secure.tutorcruncher.com and enter your login information. This will log you into the last company you logged into. To log out, click the account menu button at the top right hand corner of the screen, then click 'Logout' from the dropdown menu. You'll be taken back to your company login screen. If your other user is on the same agency, then you can login through this page. Otherwise you can go back to secure.tutorcruncher.com and login from there.
How do I log into a different agency?
Logging in through secure.tutorcruncher.com will log you into the last company you logged into. To log into a specific company, you must login through their company login page. The company login url will look something like secure.tutorcruncher.com/YOUR-URL-BIT/login. Ask your company administrator for the correct url bit. An administrator can find their company's url bit by navigating to System > Settings > Company Settings end clicking on one of the edit icons below.
How do I edit my account information?
You can edit your account information by clicking the account menu button at the top right hand corner of the screen. Then click 'Account' from the dropdown menu. From here you can change your password, upload a photo, change your timezone, and edit your details. Click 'Submit' when finished to save your changes.
How do I change/reset my password?
You can change your password by clicking the account menu button at the top right hand corner of the screen. Then click 'Account' from the dropdown menu, and 'Change Password' at the top of the next page. You will need to type in your old password to change it to a new one. After clicking 'Submit' you will be logged out and will have to log back in with your new password.
If you do not remember your password and want to reset it, then go to your company login page and click 'Reset password'. Then type in your email address and click 'Reset'. If you have submitted an existing email address, you will receive a link to reset your password.
What are roles?
TutorCruncher's user base is made up of administrators, tutors, clients, students, and affiliates. Each role is given different permissions, and has a different relationship with the scheduling, accounting, and messaging systems within TutorCruncher. Administrators maintain the system and its users. Tutors provide services to students and clients. Affiliates receive commission on lessons. A user can have multiple roles on the system, depending on their association to your company. A user is identified by their email address, therefore any role that is created with that email address will be linked to that user.
How do I add a new role to my admin account?
If you are an administrator, you can link new roles to your account by clicking the account menu button at the top right hand corner of the screen. Then click one of the roles you wish to add to your account, 'Tutor', 'Client', 'Student', or 'Affiliate'. If the button is yellow, then the role will be linked to your account. If the button is white, you will be switched to that role.
How do I link two existing roles?
If you have two roles that are the same person (such as a tutor who's an admin etc), you can edit one of the roles to have the same email address as the other role's. A blue bar at the top of the page will then ask you to link the two roles.
How do I change roles?
You can change roles by clicking the account menu button at the top right hand corner of the screen. Then click on the role you wish to switch to, choosing from 'Administrator', 'Tutor', 'Client', 'Student', or 'Affiliate'.
How can I split a user's roles into separate users?
An administrator can split a user with multiple roles into several users by going to their profile (on any role) and clicking the 'Split User' button. The user's email will stay with the role with the highest priority, while the other users will be given no email address.
How do I delete a user?
Deleting a user should rarely be done as it can make it difficult to reconcile aspects of the system. If a user needs to be deleted, make sure to remove them from all services beforehand.
If you are an administrator, you can delete a user by navigating to their profile and clicking the 'Delete' button. If a user has multiple roles, then every role will be deleted.
How do I delete a role from a user?
If you wish to delete a single or multiple roles from a user, you must split the user, delete the unwanted roles, then link back the remaining roles. First go to the user's profile (on any role) and click the 'Split User' button. Then go to the profiles of the roles you wish to delete and click the 'Delete' button. Finally, navigate to the profiles of the active roles, click the 'Edit' button, enter the user's email address, and click 'Submit'. This will link the active roles back together to the same user.
How do I recover deleted users?
If you are an administrator, you can recover deleted users by navigating to System > Rubbish Bin > Deleted Users. Find the user you wish to restore, then click 'Recover'. If a deleted user has multiple roles, then all of their roles will be recovered.
What is an administrator?
Administrators have the most control over the system and are generally required for most day to day activities. They can create and edit users, manage jobs and lessons, send emails and notifications, manage accounting, and edit system settings. Only administrators are allowed to create new jobs, accept tutor applications, and add students to jobs. Multiple administrators can be created with varying permissions.
What is an owner?
An owner has full access to all administrator permissions and all of the system's functions. At least one administrator account with owner permissions is necessary for the system to operate. When you first create an agency on TutorCruncher, your administrator role will be set as an owner.
How do I create an administrator?
If you are an administrator, you can create a new one by navigating to People > Administrators and clicking the 'Create New Administrator' button. Enter in the new admin's details and permissions then click 'Submit'. If you wish to give one of your existing users an Administrator role, then include that user's email address in the form, and the Administrator role will be linked to their account. Make sure you correctly include all other details on the form (phone number, address, etc.), or else the new form will overwrite their existing details.
How do I edit an administrator's details/permissions?
If you are an administrator, you can edit another admin's details and permissions only if you have the 'View Admins' and 'Edit Admins' permissions. Navigate to People > Administrators, click on the admin you wish to edit, and click the 'Edit' button. Enter your changes to the admin's details and/or permissions then click 'Submit'.
How do I make someone a client manager?
To set someone as a client manager, they must first be made an administrator. Then navigate to People > Administrators, click on the admin you wish to make a client manager, and click the 'Edit' button. In the list of permissions is a checkbox for 'Client Manager'. Select it then click 'Submit'. If you then navigate to a client's profile and click the 'Set Client Manager' button, you should then see the new client manager's name in the dropdown list.
How do I import many users at once?
The import function is the easiest way to add a large set of users at once, used for tutor, client and student profiles. To import lists of profiles, navigate to System > Import and follow these steps:
- Download the import template file by clicking the 'template for uploading users' link
- Copy your lists of users into the correct columns, making sure you do not change the column titles
- Save the file to your computer
- Choose your newly saved file from the file selector
- Select whether you want to email imported users with the appropriate welcome email
- Click 'Import'
If the data is incomplete or unreadable, the system will inform you of the changes that are required.
What is on the administrator dashboard?
The dashboard gives an at-a-glance overview of your business. You have an activity feed that keeps a log of which users have logged in when and what they did. Down the right-hand side of the dashboard you will see charts of lessons over time, revenue over time, and your most regularly taught subjects (provided you enter skill sets to each job).
How can I add extra account information to different roles?
You can customise what information you receive from a user using extra attribute definitions. If you create an extra attribute for a specific role, it will be shown when creating a new profile and when editing an existing profile. For example, if it is important for you to know your tutors' shoe size, you can put in a field for that!
Navigate to System > Settings > Extra Attributes > View existing extra attributes and click the 'Add Attribute Definition' button. Under 'Apply To' select the desired role, then fill in the required information and click 'Submit'. Note that in order for your users to see and access the extra field, you must select the '[ROLE] Access' checkbox on the form.
Extra attributes can also be added to reports, jobs, and lessons in addition to users!
Can I make notes/comments on users?
Administrators can make notes on a users profile by going to a user's profile and clicking the plus icon on the 'Notes' panel. Then type in your note and click 'Submit' on the form to save your comment. If you go back to the 'Notes' panel, you should see your note as well as an edit link. Your notes are only viewable by yourself and other administrators with the correct permissions. They cannot be viewed by that user or any other non-admin user.
How do I put a label on a user?
An administrator can put a label on a user by going to a user's profile and clicking the 'Label' button. Then select from the dropdown which label you would like to add. New labels can be created by navigating to System > Settings > Labels > View existing labels and clicking 'Add Label'. You can also send broadcasts to users with a specific label. For example, you might want to message clients in a certain area regarding a particular offer. Labels on users are only viewable by admins.
What is a tutor?
Tutors are the client-facing side of your company. Tutors apply to open jobs, create and edit lessons, write reports, and mark jobs as finished. A tutor's payment is tracked via payment orders.
How do I create a tutor?
Manually adding tutors is very easy from inside TutorCruncher.
- Navigate to the People > Tutors tab
- Click the 'Create New Tutor' button
- Fill in the tutor's details
- Click 'Submit'
Alternatively, you can import many tutors at once using the import function.
How can a tutor apply to my company?
Tutors can apply to work for your company via your company specific login page. Your company login url will look something like secure.tutorcruncher.com/YOUR-URL-BIT/. Your url bit can be set at System > Settings > Company Settings. They will be prompted to fill out their contact information, teaching skills and upload a CV. New tutor applications will appear in your 'Pending Tutors' tab.
What information can tutors who are not yet approved see?
Tutors who are not approved can view only the information relevant to them. This means they can fill in their own profiles, including inputting teaching skills and qualifications, uploading a CV and filling in the custom fields you created. They will not be able to apply to jobs or be assigned to any jobs.
How can I find my approved/pending/rejected/dormant tutors?
You can filter your tutors by status by heading to the People > Tutors list and clicking on the filter tabs. Alternatively, you can enter the status in the search bar.
How do I edit a tutor's details?
You can edit a tutor's details by going to a tutor's profile and clicking the 'Edit' button. Fill in the tutor's details and click 'Submit'. A tutor's profile will also show you the degree to which it is completed and if there is any important information missing.
How do I edit a tutor's permissions?
Permissions for a tutor are customised for each job. When creating or editing a job, you can select the 'Default Tutor Permissions', under the 'More Settings' section, for new tutors added to the job. You can also individually specify permissions on a tutor when adding them to the job from the job details page by clicking on the 'Edit' icon next to their name.
How do I invite a tutor for an interview?
You can invite a 'Pending' tutor for an interview by going to their profile and clicking the 'Invite for Interview' button. Then write a message to send to the tutor and click 'Send Message'. An email will be sent to your tutor, as long as there is an email address on their profile. If a tutor's status is not 'Pending' then the 'Invite for Interview' button will not be shown. You can customise the email template by navigating to System > Settings > Email Definitions. Then go to the edit page by clicking the plus icon on 'Interview Invitation to Tutor'.
How do I change the status of a tutor?
When a tutor first signs up to your company, they will be given the status 'Pending'. To change their status, navigate to the tutor's profile, click the 'Set Status' button, and select the status you wish to change to.
Approved tutors will have access to browse and apply to jobs that you list as available, but will not have access to client lists or any of your valuable data. Rejected tutors' logins' will be disabled and they won't have any further access to your system. Tutors will receive an appropriate email if their status changes.
What is availability?
Availability is a schedule of when your tutor is able to give lessons. When a tutor is added to a lesson, the system checks the scheduled time with the tutor's availability, as well as any lessons the tutor is already on, to see if there are any conflicts. If a tutor has not scheduled their availability, the system will assume that the tutor is available at all times of the day. This is used when creating lessons to make sure the tutor is available to attend the lesson.
How do I change a tutor's/my availability?
Availability can be created for a tutor, either by an admin or the tutor. If you are an admin, go to the tutor's profile and click the 'Availability' button. If you are a tutor, go to your dashboard and click the 'Set Availability' button. Select the available start and end times, then click the dates on the calendar where applicable, and click 'Save'. Alternatively you can create availability for several dates at once by clicking the 'Mass Create' button and filling in the details.
You can delete availability by clicking on the availability in the calendar to remove it, and clicking 'Save'. You can also delete a range of availabilities by clicking 'Mass Create', selecting the date range, checking 'Clear selected days', and clicking 'Save'.
How do I upload a CV?
A CV can be uploaded onto a tutor's profile either by an admin or the tutor. Go to the tutor's profile (or dashboard if you are a tutor) and click on the upload icon on the CVs panel. Choose the file you wish to upload from your computer, then click 'Submit'. The file must be a PDF, Office Document or Text File, else it will not upload.
What are qualifications?
Qualifications are a history of a tutor's previous experience, training, and education. The qualifications panel can be found on a tutor's profile. Universities, schools, extra-curricular activities and more can also be added.
A qualification can include:
- The awarding institution
- The subject
- The qualification level (eg, BSc, PhD...)
- The year it was awarded
- The grade achieved
- The governing body who oversees the qualification
How do I edit a tutor's/my qualifications?
Go to the tutor's profile (or dashboard if you are a tutor) and click on the plus icon on the Qualifications panel. Fill in the relevant information and click 'Submit' or 'Submit and Add Another'. You can edit a qualification by going to the tutor's profile (or dashboard) and clicking the edit icon on the qualification.
Filling in an institution will add that institution to the tutor's profile if it is not already on there. If you can't find your institution from the list, you can add it by clicking the plus icon on the Institutions Attended panel on the tutor's profile (or dashboard). Then click 'Add Custom Institution' on the next page. After adding your custom institution, you should see it in the list in the Add/Edit Qualification page.
What are teaching skills?
Teaching skills are your tutor's specific qualifications that your tutor is capable of teaching. They are used by the scheduling system to intelligently filter specific jobs to tutors. A tutor's 'Available Jobs' tab will show which jobs fully and partially qualified for. New job notifications can also be sent only to tutors who have the necessary teaching skills. This means that your specialist mathematics tutors won't be sent messages about history jobs. Note that your tutors can still apply to any available job, even if they don't meet the appropriate requirements. Administrators can also filter tutors by teaching skills if searching for someone in particular for an upcoming job.
How are teaching skills different from qualifications?
Qualifications detail your tutor's general background such as educational achievements and professional certificates. In contrast, teaching skills specify which subjects your tutor is capable of teaching. This is an important distinction because some subjects require extra training or experience to teach proficiently.
How do I edit a tutor's teaching skills?
Go to the tutor's profile (or dashboard if you are a tutor) and click on the plus icon on the Teaching Skills panel. You can fill in multiple skills and multiple qualification levels for each subject. You can edit teaching skills by going to the tutor's profile (or dashboard) and clicking the edit icon on the Teaching Skills panel.
What are institutions?
Institutions are places from which you have received educational or professional qualifications. Most often they are schools, colleges, and universities.
How do I edit a tutor's institutions?
Go to the tutor's profile (or dashboard if you are a tutor) and click on the plus icon on the Institutions Attended panel. Search for and fill in your institutions, then click 'Submit'. If you can't find your institution from the list, you can add it by clicking 'Add Custom Institution'. Fill in your institutions information then click 'Submit'. You will be taken back to the Institutions Attended form where you should see your custom institution.
Can I add a default pay rate to a tutor?
If you enable 'Default Tutor Rates' in System > Settings, you can set a tutor's default pay rate by editing their profile.
What is a client?
Clients receive and pay invoices on charges accumulated from lessons and ad hoc charges. They are often students, parents of students, or a school/other institution. Each client can manage one or more student accounts. Within their account, clients will be able to see upcoming lessons in their calendar, view past lesson reports and pay for invoices with our built-in card payment system, Stripe.
How do I create a client?
Manually adding clients is very easy from inside TutorCruncher.
- Navigate to the Clients tab
- Click on the 'Create New Client' button
- Fill in the client's details
- If you add an email address when first creating the profile and tick "notify via email", clients will receive a welcome email with a link to create a password and login. If "notify via email" is unticked, they will not receive login details and only the administrators will be able to edit the client profile.
- Click 'Submit'
Alternatively, you can import many clients at once using the import function.
The only required field in a client profile is the last name. This means you can set up a profile for a prospective client at first contact and update their profile as you get more information.
How can a client sign up to my company?
You can allow clients to sign up to your company by navigating to System > Settings > Company Settings. From 'Client Access Settings' select either 'Can Login and Sign Up' or 'Can Login and Sign Up with a Link' and click 'Submit'. Clients will then be able to sign up to your company via your company specific login page. Your company login url will look something like secure.tutorcruncher.com/YOUR-URL-BIT/. Your url bit can be set at System > Settings > Company Settings. They will be prompted to fill out their contact information and any additional information regarding their needs for the company. New client sign ups will appear in the 'Prospect Clients' tab.
How can I find my live/prospect/dormant clients?
You can filter your tutors by status by heading to the People > Clients list and clicking on the filter tabs. Alternatively, you can enter the status in the search bar.
How do I edit a client's details?
You can edit a client's details by going to a client's profile and clicking the 'Edit' button. Fill in the client's details and click 'Submit'.
How do I change the status of a client?
When a client first signs up to your company, they will be given the status 'Prospect'. To change their status, navigate to the client's profile, click the 'Set Status' button, and select the status you wish to change to. Alternatively you can click the 'Edit' button, and change their status from the edit form.
Live clients can be put on jobs, and will be able to view their invoices and schedules. Dormant clients' logins' will be disabled and they won't have any further access to your system. Clients will receive an appropriate email if their status changes.
How do I set a client's manager?
At the top of a client's profile is a dropdown to set a client manager. This will be the administrator in charge of this client's account. You can then report on the performance of your different client managers at Analytics > Income Breakdown > Client Managers. This is something medium or large-sized tutoring organisations may find particularly useful. These can be set up by editing an Administrator's profile to include the permission 'Client Manager'.
What is a student?
Students are your end users. They can be their own client, having one login for both roles, or may well be the children of a client, or a pupil at a client institution. They could also be linked to more than one client account if needed. This enables the system to separate the students from the billing process if desired. Students are assigned to jobs and lessons. From their login they can view their calendar of upcoming jobs and past jobs, as well as view previous lesson reports.
How do I create a student?
Manually adding students is very easy from inside TutorCruncher.
- Navigate to the People > Students tab
- Click on the 'Create New Student' button
- Fill in the student's details
- Click 'Submit'
Alternatively, you can import many students at once using the import function.
How do I manage a student that's also a client?
The easiest way to create a student as a client, is to first create their profile as a client, then navigate to their profile page and click the 'Add as Student' button. Alternatively, if you already have the student's profile, you can create a new client with the same email address as the student. This will link the new client with the student. Make sure you correctly include all other details when creating the client (phone number, address, etc.), because the new role will overwrite their existing details.
How do I edit a student's details?
You can edit a student's details by going to a student's profile and clicking the 'Edit' button. Fill in the student's details and click 'Submit'.
Can I add my student’s academic year to their profile?
To add a student's academic year, click the 'Edit' button on their profile. In the panel Address & Contact Details you can then set the academic year.
The year will automatically move forward on 30th December.
How do I change the student's client?
You can change the student's paying client by going to the Edit details page and choosing a different client from the dropdown.
Note You cannot change the paying client if there is an invoice or payment order currently being processed in the system. This means and invoice or payment order that is the draft, staged or sent status. You must either delete the current draft invoice or payment orders, or void or mark them as paid.
How do I assign multiple clients to a student?
Simply go to the student's page and click the Add Associated Client button.
Can different clients on a student have different permissions?
When you are adding an Associated Client to a student you can decide what permissions they have.
Accounting Permissions means that the client will be able to view all accounting data to do with the student, and will receive invoices for that student. They will not be able to view the students address or contact details.
Report and credentials permissions will allow the client to view the students details, such as address and phone number, and any reports relating to that student.
Can I add a default charge rate to a student?
If you enable 'Default Student Rates' in System > Settings, you can set a student's default charge rate by editing their profile.
What is an affiliate?
Affiliates can earn commission by referring clients to you. An affiliate may be one of your tutors, another tutoring company or school or a completely unrelated contact you have. Affiliates are added to jobs individually and can be added to ad hoc charges. Payment of affiliates is recorded using payment orders, similar to tutors.
How do I turn on/off affiliates for my branch?
Affiliates can be turned on/off in System > Settings > Jobs and Reports. Select/Deselect 'Use Affiliates' and click 'Save'.
How do I create an affiliate?
- Navigate to the People > Affiliates tab
- Click on the 'Create New Affiliate' button
- Fill in the affiliate's details
- Click 'Submit'
How do I edit an affiliate's details?
You can edit an affiliate's details by going to a affiliate's profile and clicking the 'Edit' button. Fill in the affiliate's details and click 'Submit'.
How do I edit an affiliate's commission?
You can edit an affiliate's details by going to a affiliate's profile and clicking the 'Edit Commission' button. Fill in the desired percentage and click 'Submit'. Alternatively this can be done in the 'Edit' page. Commission's can also be set individually on each job for each student.
How do I set an affiliate's clients?
Navigate to an affiliate's profile and click the plus icon on the 'Clients' panel. Select the client you wish to add to the affiliate and click 'Submit'. You can also place affiliates on jobs individually, regardless of whether the client is added to the affiliate.
How do I upload a document?
Documents can be uploaded by administrators, tutors, clients, and students, and can be given specific viewing permissions. To upload a document, navigate to Activity > Documents and select either 'Single Document Upload' or 'Multiple Document Upload'. You will then be asked to select the document(s) you'd like to upload, before you can enter a description and specify viewing permissions.
Documents can also be uploaded to specific jobs or lessons. If you are on a lesson, you can upload documents that are related to that lesson by navigating to the lesson details and clicking the upload button in the 'Documents' panel. Administrators can also upload documents to specific users by navigating to a user's profile and clicking the upload button in the 'Documents' panel.
Who can view my uploaded documents?
Each document that is uploaded can have multiple viewing permissions set. You can set a document to be viewable to all users with a login to your system, to just clients, just tutors, or just the tutors and students assigned to a particular job. The users will then see this newly uploaded document appear in the documents section and be able to view or download it. To edit a document's title and description, navigate to the Activity > Documents page, select a document and click 'Edit'. If you are on a document, the fields under 'Access Permissions' will tell you which users have access to that document, including the user who uploaded the document. To grant access to a new group of users, click the plus icon next to 'Access Permissions', select a group and click 'Save'.
How do I adjust the map?
To customise the map regarding the different role types, simply select the roles you'd like to see and click 'Filter'. To reset your selection, click 'Clear'.
You can make further adjustments concerning the geographical area displayed by entering an address and a radius in the respective bars on the right.
How do I adjust a users location?
Google sometimes places your users wrongly on the map, so you might want to edit their position. To do this, go to their profile and hover over the upper part of the map until the 'Edit Location' button appears and click that. You'll be able to move the marker to wherever it needs to go.
Google has placed my users wrongly, why?
We've integrated with Google Maps to place your users as best we can, and sometimes Google cannot find the address you have typed in.
If you type in the exact address from the client profile on Google and it is doesn't give you a map with the location, then that is not an address that Google understands. You can try changing it to something that does work with Google, and then editing the client's profile accordingly.