Useful Timestamps To Speed Up Teaching Business Administration

The admin required in running a teaching business involves a lot of records, including client and employee profiles, invoices and payments, lessons and much more. Teachworks makes it easy to keep records organized and logs important timestamps automatically. These timestamps can help you save a lot of time when it comes to finding specific information, troubleshooting issues, or settling disputes. 

In this article, we’ll look at some useful timestamps that you may not be aware of. Additionally, we’ll look at the Activity Logs Add-on in more detail.

Account Confirmations

When you enable user accounts for clients and employees, you can view their profiles to see when a confirmation email was sent to them and when they confirmed it.

When this is useful:

• If someone is unable to login, you can check their profile to see if they completed the account confirmation process. If not, you can send them a new confirmation email.
• If you would like to verify that specific employees or clients have a user account enabled and confirmed, you can find this information on their profiles.
  • You can also view this information for all clients or employees at once by downloading the Employee, Families or Students list. The download for each of these lists includes “Confirmation Sent At” and “Confirmed At” columns, making it possible to see all the information you need on a single spreadsheet.

For more information, visit our knowledge base: Troubleshooting Account Confirmation Emails

Lessons

When lessons are scheduled, edited or completed in Teachworks, a timestamp is saved for each of these. You can view these timestamps in a few different spots including the main calendar when clicking a lesson, lesson history pages when clicking the title of the lesson and student profiles when clicking the title of the lesson.

When this is useful:

• If you would like to double check when a tutor has completed a lesson.
• If you would like to troubleshoot why a specific lesson wasn’t included in an auto-generated email (in this case the lesson might have been added after an invoice was already generated).
• If you would like to figure out why a Lesson Reminder Email wasn’t sent for a specific lesson (in this case the lesson might have been added after the cut-off for 

Shared Lesson Notes

When you enter shared lesson notes in Teachworks and email them to clients, a timestamp is saved reflecting when the lesson notes were sent last.

When this is useful:

• If you need to confirm that lesson notes are being sent to your clients.
• If you need to figure out why a client is not receiving their lesson notes, this would be one of the things to look at. If you don’t see a timestamp saved on the Complete Lesson form, the notes were not sent.
  • Other things to look at would be whether or not the client has a valid email address and if the “Receive Lesson Notes Emails” option is enabled on their profile. Additionally, you can use the Notification Logs to see if perhaps the email was dropped and what error was returned.

For more information, visit our knowledge base: Lesson Notes

Invoices 

When you send invoice emails to your clients to notify or remind them of their invoices that are due, a time stamp is recorded in the “Last Sent” column on the Invoices table.

When this is useful:

• If you want to verify that invoices are being emailed after being created.
• If you want to check that overdue invoices have been emailed recently to remind clients to submit payment.

For more information, visit our knowledge base: Emailing Invoices

Notification Logs

The Notifications Logs page allows you to view emails that were sent to your clients and employees through Teachworks. This includes Lesson Notes, Lesson Reminders, Bulk Emails and more. The table includes a “Sent Time” column that allows you to see exactly when an email was sent.

When this is useful:

• If clients or employees are not receiving emails, you can check the logs to see if the emails were delivered. If they were, you can provide clients or employees with exact timestamps to make it easier to search their inbox.

Activity Logs Add-on

While Teachworks records many timestamps throughout the software, sometimes you need more detailed information to troubleshoot issues or settle disputes. The Activity Logs Add-on is a great tool for this.

The add-on makes it possible to see what action was taken, when it was taken and by which user it was taken. For example, if an employee has added a new lesson to the calendar, an entry will be added in the logs listing the following information:

1. The exact time the lesson was created
2. The type of record – in this case “Lesson”
3. The name of the record – in this case the lesson title
4. The user that added the lesson 
5. The action that was taken – in this case “Create”
6. A link to view more detailed information

The Activity Logs Add-on lists information related to Lessons, Profiles, Add-ons & Integrations, Invoices, Payments, Services and much more.

For more information about this add-on, you may want to visit our knowledge base: Activity Logs Add-on

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