Scheduling

TutorCruncher's scheduling system allows you to organise the interactions between your tutors, students, and clients. You can see when your tutors are available, select your qualified tutors for the right jobs, and plan lessons. It works with our accounting system to record charges on each lesson. You can also integrate your schedule with Apple iCal or Google Calendar.

Jobs

What is a job?

A job is a link between a tutor and a student, or multiple students. If it is a class or group lesson you can even assign multiple tutors to a single job. Lessons are logged within a job and charges and payments are created for each lesson that is logged.

How do I create a job?

  1. Navigate to Activity > Jobs tab and click the 'Create New Job' button.

  2. Fill in the job's information on the form. The job name should be descriptive, but brief. You can write more information regarding the job in the job description.

  3. Set the job's status. If the 'Available for Application' status is selected, then your approved tutors will be able to log in and apply to the job.

  4. Set the charge type and the job rates.

  5. You can also set other parameters such as default tutor permissions, tax setups and job caps. Then click 'Submit'.

Alternatively you can create jobs from tutors', clients', and students' pages by clicking the plus icon on the 'Jobs' panel, and clicking 'Create New Job'. Doing so will take you to the Add Job form and will automatically attach the tutor/student(s) to the job. Note that only administrators can create new jobs.

How do I edit a job?

You can edit a job by going to a job's details page and clicking the 'Edit' button.

If you change the charge type and the default charge rate, then the charges on any planned lesson will also be changed, if they are using the default.

You can edit the default location of lessons on a job by going to the job's details and clicking the 'Select Default Location' button. Select a location and click 'Save'. The location can be set to default to either the tutor's or the client's address (if the information exists in their profiles). You can also create new locations under System > Settings > Jobs and Reports > Locations > Add Location.

Note that only administrators can edit a job.

How do I delete a job?

A job can be deleted by going to a job's details page and clicking the 'Delete' button. All lessons on this job will also be deleted, including any that are on an invoice. Make sure you are using this feature responsibly so that your schedules and accounts are not mismanaged.

A deleted job can be recovered by going to System > Rubbish Bin > Deleted Jobs and clicking on 'Recover' on a job.

What is the charge type on a job?

The default charge type specifies the units by which the job is charged in. Setting the charge type to 'Hourly' will charge the job per hour, while setting the charge type to 'One off' will charge the job per lesson.

What is a job cap?

A job cap is a limit on the number of units that can be scheduled for a job. The unit is specified by the charge type. For example, if the charge type was set to 'Hourly', and the job cap was set to 3, then no more lessons can be added to the job after 3 hours of lessons have been scheduled.

What do the job statuses mean?

Pending means the job has not started yet.

In progress means the job is in progress.

Available for Application means that tutors can submit an application to the job.

Finished means that no new lessons can be added to that job, and current lessons cannot be edited.

Gone Cold means that no lessons/ad hoc charges have been completed on the job for the duration of you branch Service Inactivity Time.

Why has a job Gone Cold?

A job will be marked as Gone Cold if there have been no completed lessons logged on the job for the amount of time set up in the 'Job Inactivity Time'.

When does a job go cold?

In your System > Settings > Jobs and Reports there is a setting called 'Service Inactivity Time'. This is the number of days until a lesson with no lessons/ad hoc charges completed will automatically be marked as Gone Cold.

This will apply to any job that is not set to Finished.

What happens when a job goes cold?

Once the status change has automatically applied, the relevant client manager will have a task created to follow-up on the job. Additionally, administrators who are subscribed to the 'Daily Update Notifications' will also receive a summary once a day of all the jobs that have Gone Cold. This way you can easily track any jobs which have not had lessons logged and follow-up with the relevant tutors.

How do I change the status of a job?

A job's status is set to Available for Application by default, unless it is changed when creating the job. To change a job's status, go to the job details page and click the 'Set Status' button. Select the new job status from the dropdown (the current status is highlighted and ticked).

How do I add special fields to a job?

You can customise what information you detail on a job using extra attribute definitions. If you create an extra attribute for jobs, it will be shown when creating a new job and when editing an existing job.

Navigate to System > Settings > Extra Attributes > View existing extra attributes and click the 'Add Attribute Definition' button. Under 'Apply To', select 'Job', then fill in the required information and click 'Submit'. Note that in order for your users to see the extra field, you must select the '[ROLE] Access' checkbox on the form.

In addition to jobs, extra attributes can also be added to reports, users, and lessons.

How do I recover a deleted job?

Administrators can recover deleted jobs by navigating to System > Rubbish Bin > Deleted Jobs. Find the job you wish to restore, then click 'Recover'. Any lessons that were deleted on this job will not be recovered automatically, and must be done so individually.

How do I specify which skills are required for a job?

You can specify which skills are preferred/required for by going to a job's details page and clicking the plus icon on the 'Skill Sets' panel. Select whether the skill set is required or preferred, and specify a qualification level and/or category and subject, then click 'Save'. Multiple skill sets can be placed on a job.

TutorCruncher compares the skill sets on a job with your tutor's skills. When a tutor looks at their Available Jobs tab, the jobs filtered by partially and fully qualified. When you send job notifications, you can also choose to send them to partially or fully qualified tutors. This feature makes it easier to match tutors to appropriate jobs. Tutors can still apply to any available job, regardless of qualifications.

How do I send notifications for a job?

You can send notifications out regarding a job that is 'Available for Application'. Navigate to the job's details page and click the 'Send notification' button. Select whether you want to send notifications to all tutors or to those with the desired skills and click 'Send'. Emails will be sent out with the job name, description, and a link to apply. You can edit the message structure of your job notification from System > Settings > Email Definitions.

How can tutors apply to a job?

'Available for application' means that your tutors can see this job and apply to teach it. They will be shown the name, description and pay-rate. They will not be shown the client name and address or the charge-rate of the job.

Once an available job has been saved, notifications can be sent out to tutors informing them of the potential work. To keep it relevant to them, you can filter the list of tutors who are notified using skill sets. You can choose to inform all approved tutors, just those with all of the required skills, or those with at least one matching teaching skill. These skill-matching notifications mean that your tutors will only get relevant jobs emailed to them, rather than spamming them with lots of irrelevant ones as well.

Once a tutor has applied to teach a certain job, you can view their applications by hovering over their name. Approving them will assign them to the job.

How do I accept tutor applications to a job?

When tutors apply to a job, their applications will be shown in the 'Job Applications' panel on the job's details page. From the panel you can view, accept, and reject your applications. If you accept or reject an application, an appropriate email will be sent to the tutor, notifying them of the decision.

How do I add students to a job?

Administrators can add students to a job by navigating to a job's details page and clicking the plus icon on the 'Students' panel. Then select the student you wish to add to the job and click 'Save'. You can also set a custom charge rate and add an affiliate.

Alternatively, you can add students to a job from a client's/student's profile. Navigate to a client's/student's profile and click the plus icon on the 'Jobs' panel. Select the job you wish to add the student to, then click 'Save'. If your client has multiple students associated with their account, then you can add all or some of them from the client's page.

How do I manually add tutors to a job?

If you don't want to add tutors to a job through the application system, you can instead do so manually. Navigate to a job's details page and click the plus icon on the 'Tutors' panel. Then select the tutor you wish to add to the job, set their permissions, and click 'Save'. You can also set a custom pay rate.

Alternatively, you can add tutors to a job from a tutor's profile. Navigate to a tutor's profile and click the plus icon on the 'Jobs' panel. Select the job you wish to add the tutor to, then click 'Save'.

How can I specify the permissions a tutor has on a job?

As an administrator of the company you can set permissions on a job as you create it. If you schedule all lessons for the tutors, select 'Tutor can only mark lessons Complete'. If you schedule a set number of lessons, but allow the tutor freedom to change the timings, then select 'Tutor can edit lessons'. Finally, if you want your tutors to schedule the lessons and use TutorCruncher as a timesheet, then select 'Tutor can add and edit lessons'.

How do I share contact details between a tutor and a client/student?

On a job, you are able to select 'Send Confirmation email' to either the client or tutor on that job. This is so that you can give your users the information to get in contact with each other once the job has been confirmed and there is a student and tutor on the job.

What is included in the job confirmation email?

The job confirmation email to the tutor contains: The job name and job description The first lesson date and time The tutor's pay rate for the job The student's contact details (this will show the client's details if the student profile is blank) The default location for the job The required skill set for the job

The job confirmation email to the client contains: The first lesson date and time The client's charge rate for the job The tutor's contact details The default location for the job * The client manager who is their point of contact

How do I customise what is included in the job confirmation email?

Each of the job confirmation emails has a default value in your System > Settings > Email Definitions. As with all other automated emails, you can customise the content of these emails under 'Job confirmation email to a tutor' and 'Job confirmation email to a client'.

How do I give a student a custom charge rate on a job?

You can edit a student's charge rate on a job by going to the job's details page and clicking the edit icon on the student in the 'Students' panel. Select the 'Charge custom rate' box, enter the desired charge rate and click 'Save'. Any planned lesson using the default charge rate will be changed to reflect the custom charge rate.

How do I give a tutor a custom pay rate on a job?

You can edit a tutor's charge rate on a job by going to the job's details page and clicking the edit icon on the tutor in the 'Tutors' panel. Select the 'Charge pay rate' box, enter the desired pay rate and click 'Save'. Any planned lesson using the default pay rate will be changed to reflect the custom pay rate.

How do I change the charge rate on a job?

To change the charge rate on a job, go to the job's page, click the 'Edit' button, and change the charge rates appropriately. Be aware that this change will only affect planned lessons. For lessons that have already happened the charge rate has to be adjusted manually by editing the charge rate on the individual lessons.

How do I add an affiliate to a student?

You can add an affiliate to a student by going to the job's details page and clicking the edit icon on the student in the 'Students' panel. Select the 'Add affiliate' box, enter the desired affiliate and commission percentage, and click 'Save'. The affiliate will be added to any lesson on the job with that student that has not yet been invoiced.

How do I add an extra expense/fee to a job?

Extra fees/expenses can be placed onto a job using ad hoc charges. To add an ad hoc charge, go to the job's details page and click the plus icon on the 'Ad Hoc Charge' panel. Fill in the charge's information then click 'Submit'.

Ad hoc charges can be used to charge clients and/or pay tutors. Only clients and tutors on the job can be selected on the ad hoc charge. Affiliates can also be added to an ad hoc charge and will take commission on the client's charge.

How do I upload a document onto a job?

If you have materials for a specific job that you want to be made available to tutors and/or students/clients, you can upload them onto the job. Navigate to the job's details page and click the upload icon on the 'Documents' panel. Select the file to upload then click 'Submit'. The document will be available to any user on the job and administrator from the job's details page.

How do I filter the jobs list?

The jobs list page can be sorted by date created and date of last activity, and by clicking the filter option, you can show only jobs linked to certain tutors, clients, students or client managers. You can even filter the jobs for the date of last activity, so you can look at jobs created in the last few months that haven't had activity on them in the last couple of weeks. This lets you keep track of your jobs to make sure that lessons are being scheduled.

Lessons

What is a lesson?

Lessons are the individual appointments between students and tutors. They can only be created if a job has first been made. Lessons have a time, duration and location, all of which can be set by an administrator or by a tutor.

How do I add a lesson to a job?

  1. Navigate to the Jobs tab, select a job and click on the plus icon in the Lessons panel.

  2. Fill in the details regarding the lesson. A lesson scheduled in the past will automatically be marked as 'Complete', while a lesson schedule for the future will be marked as 'Planned'. If you select a location, TutorCruncher checks whether the lesson conflicts with another lesson at that location.

  3. Select which students and tutors to add onto the lesson. The students and tutors must have been added to the job to appear on this page. If the lesson time is not within the tutor's availability or conflicts with another lesson the tutor is on, TutorCruncher will give you a warning.

  4. Save the lesson. If the lesson was marked as 'Complete', you will be prompted to submit a report for the lesson.

How do I edit a lesson?

You can edit a lesson by going to a lesson's details page and clicking the 'Edit' button. Lessons can be edited until they appear on an invoice. Once invoiced, you can only edit a lesson if you void the corresponding invoice by issuing a credit note.

What are locations?

Locations are used to record where a lesson will take place. You can use locations to organise a workplace for your tutors and students. Locations can also be conflict aware, meaning that TutorCruncher will notify you if another lesson is booked during that time, in that location. You can set the default location of a job, and you can select a location when creating lessons. An associated tutor's or client's address can also be set as the default location for a job.

How do I create a location?

You can create a location by navigating to System > Settings > Services and Reports > Locations and clicking the 'Add Location' button. Give your location a name and description, and select whether or not it is conflict aware. A conflict aware location will notify you if another lesson is scheduled at the time and place of the lesson you are creating. Conflict aware locations are usually more private settings such as a classroom or boardroom, as opposed to public settings like a library or cafeteria.

What are lesson statuses?

The status of lessons on a job are displayed on the corresponding job page. A lesson can have one of five statuses:

How do I mark a lesson as complete/cancelled/cancelled but chargeable?

To change a lesson's status to complete, go to the lesson's details page, click the 'Mark Complete' button, then submit a report or opt out. To cancel a lesson, go to the lesson's details page and click the 'Cancel' button. From the dropdown, select either 'Cancelled' or 'Cancelled but Chargeable'. A lesson that is cancelled but chargeable will appear on an invoice and payment order.

How do I recover a deleted lesson?

Administrators can recover deleted lessons by navigating to System > Rubbish Bin > Deleted Lessons. Find the lesson you wish to restore, then click 'Recover'. If the job associated with the lesson is also deleted, then the lesson will not be recovered.

How do I add students to a lesson?

When you first create a lesson, you can add students who are on the job onto the lesson. After the lesson has been created, you can also add students who are not on the lesson. Go to the lesson's details page and click the plus icon on the 'Students' panel. Find the student you would like to add to the lesson and click 'Save'. If the student is not on the job, there will be an option to add them to the job.

How do I add tutors to a lesson?

When you first create a lesson, you can add tutors who are on the job onto the lesson. Tutors must be on the job to be added to the lesson. To add more tutors to the lesson, go to the lesson's details page and click the plus icon on the 'Tutors' panel. Then select the tutor and click 'Save'. If the lesson time is not within the tutor's availability or conflicts with another lesson the tutor is on, TutorCruncher will give you a warning.

How do I create a repeating lesson?

To set up repeating lessons, create the first lesson in the series, then go to the lesson's details page and click the 'Repeat' button. Lessons can be repeated every X days or every Y weeks, and on specific days. Lessons can be set to repeat until a set date or for a set number of occurrences. When you've filled in the repeat details, click 'Save' and your new lessons will be created.

If you wish to edit the repeat details, you can only do so from the original lesson. Navigate to the original lesson's details page and click the 'Repeat' button, then change the repeat details. You can find the link to the original lesson by clicking 'View Original Lesson' from a repeated lesson's details page. Changing the repeat details will not affect any lesson that is chargeable or invoiced.

How do I edit repeated lessons?

If you go into any lesson in the sequence and click 'Edit Lesson', you can edit the time of the individual lesson. Once this has been done, you can use the checkbox which says 'Apply changes to future Repeated Appointments'. This will automatically apply the changes to all lessons in the sequence for start times, end times, lesson topic, and location.

For example, if you have repeating lessons all beginning at 5pm, changing a lesson in the sequence to begin at 6pm will give you the option to change all lessons thereafter. Note, the changes will apply in a way that moves the planned appointment time forwards or backwards by the same amount on each lesson. This means that whilst my 5pm lessons will all move forward one hour to 6pm, if a lesson in the sequence was originally edited to start at 8pm then it will also move forward one hour to 9pm.

How do I delete repeated lessons?

Go to the source lesson that you created the repeating lessons from. An easy way to access this is to go to one of the repeated lessons and click 'View Original Lesson'.

Once here, you can click the Repeat button and select 'Never' to delete the repeated lessons.

Only lessons which are marked as planned will be deleted. This means that if you have completed lessons, they will not be deleted.

How do I give a student a custom charge rate on a lesson?

You can edit a student's charge rate on a lesson by going to the lesson's details page and clicking the edit icon on the student in the 'Students' panel. Select the 'Charge custom rate' box, enter the desired charge rate and click 'Save'. If the job's default charge rate or a student's custom charge rate on a job is changed, it will not affect a lesson with a custom charge rate.

How do I give a tutor a custom pay rate on a lesson?

You can edit a tutor's charge rate on a job by going to the job's details page and clicking the edit icon on the tutor in the 'Tutors' panel. Select the 'Charge pay rate' box, enter the desired pay rate and click 'Save'. If the job's default pay rate or a tutor's custom pay rate on a job is changed, it will not affect a lesson with a custom pay rate.

What is a lesson report?

Reports allow you, the tutors, and the clients, to keep track of the students' progress. When a lesson is marked as complete, the user will be prompted to fill in a lesson report. You can also customise your reports by creating extra fields using extra attribute definitions.

How do I make reports on a lesson required?

By default, a user marking a lesson as complete can opt out of writing a report. To require writing a report, navigate to System > Settings. Scroll down to 'Jobs and Reports', click one of the edit icons, select 'Lesson Reports Required', then click 'Save'. After this option is selected, the option to skip the report is removed and a lesson cannot be marked as complete unless a report is written.

How do I make extra fields on a report?

The fields on this report can be customised using extra attribute definitions. For example you could add an 'attainment' field if you would like to report a student's performance over time.

Navigate to System > Settings > Extra Attributes and click the 'Add Attribute Definition' button. Under 'Apply To', select 'Report', then fill in the required information and click 'Submit'. Note that in order for your users to see the extra field, you must select the 'Role Access' checkbox on the form.

Extra attributes can also be added to jobs, users, and lessons in addition to reports.

How can I view a lesson report?

Reports can be viewed from the lesson's page in the panel 'Reports' or by finding the lesson in the Activity > Reports tab. This page contains all the information on a report, including fields not shown to clients. Clicking 'View Report PDF' will show you the report as it would be viewed by a client.

How can I send lesson reports to clients?

You can automatically attach reports to be sent out to clients with the corresponding invoices in System > Settings. Scroll down to 'Jobs and Reports', click one of the edit icons and set you preferred 'Report Visibility'.

If you want reports to be sent out immediately after the lesson is marked as complete, you will need to activate the corresponding email definition. Go to Communication > Email Definitions. Click on the plus sign next of 'A Report was created for an Appointment' to edit and activate this automated email. It is set to not send by default.

How do I add an extra expense/fee to a lesson?

Extra fees/expenses can be placed onto a lesson using ad hoc charges. To add an ad hoc charge, go to the lesson's details page and click the plus icon on the 'Ad Hoc Charge' panel. Fill in the charge's information then click 'Submit'.

Ad hoc charges can be used to charge clients and/or pay tutors. Only clients and tutors on the lesson can be selected on the ad hoc charge. Affiliates can also be added to an ad hoc charge and will take commission on the client's charge.

Why can't I add/edit a lesson?

There are a couple of reasons for this:

Calendar

How do I look at all of my branch's lessons?

You can see all your branch's lessons in the Activity > Calendar tab. All your lessons for the month are shown on the calendar, and you can also zoom into week and day views. You can filter the calendar by status, tutor, student, and location, and colour code them by various attributes. Clicking on a lesson will take you to that lesson's details. You can also edit lessons using the calendar.

Can I edit lessons from the calendar?

From the Activity > Calendar tab you can edit any lessons that are still planned. Click and drag a lesson to change its date. Go into the week or day view in the calendar to change the lesson's start and end times. The lesson is automatically saved when you make a change.

How do I look at all my tutor's availabilities?

You can see your tutor's availabilities by going to the Activity > Calendar tab and clicking the 'Tutor Availability' button. The availability calendar shows the availability of all, or selected, tutors in your company. This also includes lessons they are currently booked to attend. Availabilities are marked in blue while lessons are marked in pink.

How do I integrate my TutorCruncher calendar with Apple iCal?

To subscribe to your TutorCruncher calendar on your apple calendar, open the calendar app on your apple device and follow these steps:

  1. In Calendar, choose File > New Calendar Subscription.
  2. Enter the web address of the calendar listed on the TutorCruncher iCal feed page, and then click Subscribe.
  3. Give the calendar a name using the Name field and choose a colour from the adjacent pop-up menu.

    • If you have an iCloud account, choose whether you want the calendar on that account. To view a subscription calendar in Calendar on your Mac and on devices with iOS 5 or later without resubscribing to it, choose your iCloud account.
    • To get the calendar’s event attachments or alerts, deselect the appropriate Remove checkboxes.
    • To update your copy of the calendar when changes to it are published, choose the update frequency from the “Auto-refresh” pop-up menu.
  4. Click OK. To make changes to the calendar, click the name of the calendar, and then choose Edit > Get Info.

How do I integrate my TutorCruncher calendar with Google Calendar?

Open your Google Calendar and follow these steps:

  1. Click the down-arrow next to Other calendars.
  2. Select Add by URL from the menu.
  3. Find the address of the Google Calendar in iCalendar format, shown on your TutorCruncher iCal feed page.
  4. Enter the address in the field provided.
  5. Click Add calendar. The calendar will appear in the Other calendars section of the calendar list to the left.

Lesson Reminders

What are lesson reminders?

You can set up lesson reminders to send to users before a lesson starts. You can choose which jobs they apply to, who to send the reminder to, and how far before the lesson you wish the reminder to send.

How do I set up lesson reminders?

To set up lesson reminders, follow these steps:

  1. Go to Communications > Lesson Reminders and click 'Add Reminder'.
  2. Choose a name, and which label it applies to. Only jobs with these labels applied to them will have reminders enabled. If you select no label, then the reminders are enabled for every job.
  3. Choose who you wish to receive the lesson reminders. If you choose Tutor, Client or Student then those users that are on the job will receive a reminder. If you choose Admin, then the client's Client Manager will also receive a reminder.
  4. The email reminder is sent using the email definition for Lesson reminder, which you can personalise.

Tasks

What are tasks?

You can create a task attached to a client, student or tutor to remind you to do something at a certain time. For instance, you can set a reminder for one of your admins to email a client about potential tutors next week.

How do I create a task?

Simply go to Activity > Tasks and click 'Create task'. You can choose the type of task, the admin responsible for it, the user it is linked to and more. To save your task, click 'Submit'.

Who gets a reminder?

You can choose an admin to be attached to the task. On the reminder date you set that admin will then be sent an email containing the details of the reminder.