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Tutors’ Guide to TutorCruncher
Tutors’ Guide to TutorCruncher

Learn about your Tutor dashboard here.

Raashi Thakran avatar
Written by Raashi Thakran
Updated over a week ago

When you log into TutorCruncher, you are taken to the dashboard. This page contains an at-a-glance overview of relevant information to you, including any actions required (such as any Lessons that might need marking as complete or Invoices to be raised for Ad Hoc Charges), an overview of how many hours you have worked vs. what you have been paid for (in the last 60 days) and a record past and upcoming Lessons.

An example of a Tutor dashboard.

You can select the ‘Overview’ tab to view your hours taught vs money earned visualized in a graph. You can also select the ‘My Profile’ tab to view your account’s information, including your contact details, bank account details, teaching skills, qualifications and any relevant documents that you might want to attach to your profile.

An example of a Tutor profile.

How do I apply for Jobs?

To view a list of Jobs available for application, simply navigate to the 'Available Jobs' page via the accordion side menu.

An example of an 'Available Jobs' page.

This page gives you an overview of all the Jobs you can apply to. You can use the Filter button to filter the Jobs by the date of creation, pay rate, subjects and your degree of qualification. You can also view more details by selecting the Job that you’re interested in. Apply from either the Available Jobspage or the Job’s page itself.

On the application form, you will be asked to fill out a cover letter outlining your suitability for the Job.

Apply for a job via TutorCruncher.

Apply for a Job via TutorCruncher.

Your application will be reviewed by a company Administrator who will opt to either accept or reject your application (you will be notified of the decision via email).

You can view your pending applications by navigating to the ‘Current Applications’ page on the accordion side bar.

How do I add a new Lesson to a Job?

  • Navigate to the 'My Jobs' section and select the relevant Job.

  • Click the Add New Lesson button within the 'Lessons' panel.

  • Fill in the date and times of the Lesson, as well as a short description.

  • If you create a Lesson scheduled in the past, upon submission you will be asked to fill in a Lesson Report that will be sent to the Client.

  • Alternatively, if you create the Lesson scheduled in the future, the Lesson will be created as a ‘Planned’ lesson.

  • To repeat the Lesson, select Actions > Repeat and set the repeat settings for the Lesson.

The Lesson summary page.

Read here for a more in-depth understanding of how Lessons work in TutorCruncher.

Where can I find my Lesson schedule?

Your Lesson schedule can found via the 'Calendar' page on the accordion side bar. Here you have the options to view your schedule in a calendar or list view.

The Calendar page, with the 'View in List' button highlighted.

Viewing a Tutor's lessons in the list view.

How do I mark Lessons as ‘Complete’?

Lessons that have not been marked as ‘Complete’ show up as ‘Awaiting Confirmation’. In order to mark them as completed, you have to simply navigate to the Lesson via the Job's summary page and mark it as ‘Complete’ by selecting the green Complete button.

Marking a Lesson as 'Complete' via the Lesson summary page.

What if I need to reschedule a Lesson?

In cases like these you can either navigate to your Calendar, find the Lesson you wish to adjust and move it around the Calendar to change its time, or you could navigate to the relevant Lesson's main page before selecting Actions > Edit and adjusting the date/time of the Lesson via the 'Edit Lesson page'.

How do I access the online classroom on a Lesson?

TutorCruncher’s Online Integrations makes teaching Students online even easier. The online tools you use to connect with your students can be accessed from your Tutor Dashboard or via each scheduled lesson.

Access Online integrations via the Lessons summary page.

If you have an upcoming Lesson with a Student that is being hosted online, you can navigate to the Lesson's main summary page and access the online classroom via the blue Join your Lesson with [integration] now button.

Joining a Lesson's online classroom.

Note: This button will only appear within 24 hours of the Lesson's start time.

What is a Lesson Report?

Reports allow you to keep track of the Student's progress. When a Lesson is marked as 'Complete', you may be prompted to fill in a Lesson report to track how well the Student is doing.

Where do I access Lesson Reports?

You can access any Lesson reports that have been created for Lessons by going to the Lesson page before selcting the 'Expenses & Reports' tab.

Accessing your Lesson Reports.

If you have marked a Lesson as 'Complete', but haven't written a Report for that, you can simply navigate to the 'Expenses & Reports' before selecting Create.

Accessing your Lesson Reports.

How do I raise an expense for a Lesson?

You can add an expense to a Lesson or Job - these are typically used to claim money for travel, books etc.

  • On either a Job’s or a Lesson’s page, navigate to the 'Activity' tab before scrolling down to 'Expenses'.

Raising an Expense.

  • Fill in the description, date and amount. Select the category that reflects the type of expense you are entering, before selecting the relevant Client, Job and Lesson (if applicable).

Specify your expense further and click 'Submit'.

Raising an Expense.

  • Specify your expense further and click Submit.

  • The Client will be charged when they are next invoiced, and you will receive the funds after that, provided the company agrees with your claim.

  • If you want to upload a document to substantiate the claim, you can go to the Job's summary page and upload a document.

Upload a document to explain the expense you generated.

  • You can also view any expenses you have submitted from the ‘Expenses’ section on the left-hand side of your TutorCruncher dashboard.

The Expenses page, with the Add Expense button highlighted.

Where can I upload Documents to TutorCruncher?

You can upload your documents by navigating to the ‘Documents’ section and clicking the ‘Single Document Upload’ option at the top of the page.

The Documents page, with the Single Document Upload button highlighted.

Alternatively, you can upload documents pertaining to a particular Job by navigating to the Job's summary page and uploading it via the 'Documents' panel.

A Job's summary page, with the 'Documents' panel highlighted.

How do I add Zoom to my account?

In order to host Lessons on Zoom, the first thing you will need to do is log into your TutorCruncher profile and choose the tab from the panel on the left-hand side of your account for ‘Add Zoom for Free’.

You can then select the Add Integration button, which will redirect you to Zoom's sign in page where you can link your Zoom account to your TutorCruncher login.

Adding Zoom to your account.

Once the Zoom account has been linked to your Tutor profile, you will then be able to access your Zoom room from the panel on the left-hand side of their account.

Accessing the Zoom integration via the Tutor dashboard.

Accessing the Zoom room from the Lesson page is just as easy as well. You can access your upcoming lessons by going to your Dashboard and clicking on the lesson from there. When on the main lesson page, you can click the More Details option and then the Zoom integration will be accessible from there.

If your Administrator has selected your Zoom account as the integration for a Job you have been assigned to, then you can also access the room by navigating to a Lesson's summary page within that Job before selecting 'More Details' in the Lesson's status panel - this will reveal the integration.

Accessing Zoom integration via the Lessons page.

How do I add qualifications and skills to my profile?

Simply navigate to the 'My Profile' tab on your Tutor dashboard to access your profile's main page - from here you can add both your teaching skills and qualifications by clicking the Edit buttons on their respective panels.

An example of a Tutor's profile, with the 'Teaching Skills' and 'Qualifications' panels both highlighted.

Why is my profile still pending?

Your profile is still pending because it hasn't yet been approved by your company.

How do I set my availability?

Your availability can be set by navigating to the 'My Profile' page on your Tutor dashboard before selecting Actions > Set Availability. From here, you can specify a start time and end time for your availability, and then simply click on different days within the calendar to add that availability to the selected date.

Setting availability.

The Mass Create button can also be used to set availability for many days at once.

What are ‘Payment Orders’?

Payment Orders are used in TutorCruncher to facilitate payments to Tutors. They provide both the company and the Tutor a breakdown of completed work and earnings. Payment Orders are typically generated by your Administrator once the associated Invoice for a completed Lesson has been paid, but they can still be generated ahead of payment as well.

You can access your Payment Orders by selecting the Payment Orders tab from the side bar of your dashboard. This page contains a list of all of your Payment Orders, including how much the Payment Order is for, how many items that it’s comprised of (Lessons, Ad Hoc Charges), the agency responsible for paying the Payment Order, when it was sent, and the Payment Orders payment status.

An example of a Payment Order page.

Here you can:

  • Click on a Payment Order’s ID to view its details.

  • Use the Filter button to filter out the Payment Orders in the list by their sent date and/or payment status.

  • Use the Export button to export the Payment Orders shown in the list as a CSV file.

Note: When a company raises and confirms a Payment Order, that is just a record of the hours completed and what pay is owed to you - it’s possible for a Payment Order to be marked as ‘Paid’ but no money to arrive in the account.

This could be because the Administrator hasn’t yet processed your payment, or they have but the funds haven’t yet been transferred to your account. If the Payment Order was raised using Split Payments, then a likely explanation could be that Stripe is still processing the funds to your Stripe payouts account.

How do I sign up for a Stripe payouts account?

Note: Signing up for a Payouts Account is only available if the company you are tutoring with has this feature enabled on their account.

See here.

Can I use one login for multiple branches/agencies?

Yes, this can be achieved via the Global Profile - read more about that below.

What can I do if I’m having trouble logging in?

There are a few steps that you can take if you’re having trouble logging in:

  1. Double check that you are entering the correct login information (i.e. your email and password)

  2. Request a password reset if you are unable to log in using your current password or can’t seem to remember it. You will receive a password reset email which should allow you log back into your account.

  3. If the above steps do not work, reach out to your tutoring agency.

What is a 'Global Profile'?

As a Tutor, there may be instances that you have applied to, or signed up with different agencies. In order to facilitate this, we've given you the ability to set up a Global Profile. With a Global Profile, you can access all of the branches that you have been assigned to using a single login.

No more worrying about different passwords for different profiles - this feature allows you to use the same email across all of your Tutor accounts.

When you create a new account with an agency using the same email address as an existing one, you will see a green banner appear on your dashboard during the sign-up process prompting you to link your accounts.

An example of a Tutor dashboard, with the green global profile banner highlighted.

Linking your profiles will allow you to access all your accounts with one login. This will also allow you to create a Global Profile, which allows you to copy certain information from one branch to another.

How do I access my Global Profile?

Your Global Profile can be accessed from the drop down menu by clicking your display picture on the top right hand of the screen before selecting 'Global Profile' from the dropdown menu.

Accessing the Global Profile.

What information can be copied from one profile to the other?

Once a Global Profile has been created, all basic information including name, address, contact details etc. can be copied from one profile to the other.

However, there are certain aspects of your profile which cannot be copied over to your new profile. These include:

  1. Skills & Qualifications

  2. Documents

  3. Institutions

  4. Resume

This is because the TutorCruncher system is highly customisable. Therefore, a lot of agencies will use different subjects and qualifications. Furthermore, many agencies have custom Tutor profile setups which means different information needs to be entered for different agencies. Hence, copying this information over is not possible.

What does the figure for 'Amount Owed' represent on my dashboard?

'Amount Owed' is the sum of all unpaid Lessons and expenses from the last 60 days. Lessons that have been marked as 'Complete' would be included in the 'Amount Owed' figure.

Why can't I see any available Jobs?

If you are trying to view available jobs from your login but can't, then it would be best to get in touch with the tutoring agency directly. Agencies have control over the visibility of Jobs and Tutors access to these as well.

Why can’t I access a Job?

There may be times that you are greeted with an ‘Error 403’ page when trying to access a Job from your login. There could several reasons for this - you may have been assigned to a Lesson within a Job, but not to the actual Job itself. Another possibility is that your profile has a ‘Dormant’ status. In situations like this, it would be best to contact an Administrator within your company to look further into this.

Why can't I add/edit a lesson?

There are two possible reasons for this, these are:

  • The Lesson is on a paid Invoice or Payment Order. The Invoice or Payment Order has to be marked as void to edit these Lessons.

  • The Job is marked as 'Finished'. The Job has to have any status other than 'Finished' to edit Lessons.

In both cases, you will need to contact an Administrator to resolve the problem.

Can I request to have my Tutor profile deleted?

You can indeed. Click on your profile picture on the top right handside of the dashboard and select 'Account' from the dropdown menu. This will take you to the 'Edit Profile' page, from where you can select Request Account Erasure to prompt an Administrator to delete your account from their TutorCruncher platform.

The 'Edit Profile' page, with the Request Account Erasure button highlighted.

Can I copy my details from one TutorCruncher agency to another?

Yes, some of your personal details can be copied over from one branch to another by linking your tutoring accounts via the Global Profile.

Why can't I edit a Lesson Report?

You might not be able to edit a Lesson Report if there has been a raised invoice or Payment Order linked to the Lesson.

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