Working Faster: Exploring 10 Time-Saving Features in Teachworks 

Teachworks is tutor management software that allows you to complete a range of administrative tasks with ease and efficiency. In addition to our core features and customizable settings, we offer more than 60 free integrations and add-ons that allow you to save even more time. 

With so many time-savers at your disposal, it’s easy for some to fly under the radar. In this article, we’ll focus on 10 time-saving features that you may not be aware of. 

Calendar Time-Savers

The Teachworks calendar supports different views and filters that make it easy to find the information you need almost instantly. It features many time-savers, including the ability to schedule repeat lessons, delete all lessons on a specific date, allowing customers to book lessons, join open classes/courses, request lessons and more.

In addition, it also includes the following features: 

1. Copy Lessons – this feature can be enabled on the Account Settings page. Once enabled, you can click on a lesson in the calendar and then select the “Copy” option to copy the lesson’s settings. The Schedule Lessons form will be prefilled with all the same information, making it quick and easy to schedule similar lessons.

2. Drag-and-drop lessons – All of the calendars and views in Teachworks support the ability to drag-and-drop lessons to change specific settings. For example, in the main calendar’s month view, you can drag lessons to another day to update the date automatically. In the Teacher Calendar, you can drag a lesson to another tutor’s row to update the tutor assigned to the lesson.

3. Replicating Group Lesson Notes – If you schedule regular group lessons and the lesson notes are usually the same for all students in the lesson, this feature will speed up the process of completing lessons. To enable this feature, you’ll need to enable the Enhanced Lesson Completion Add-on. Once enabled, the settings page will allow you to activate the  “Replicate Group Notes” setting.

When completing a lesson, you can enter notes and click the “Replicate to each Student” button for internal and/or shared notes to copy the notes for each student automatically.

4. Completing lessons in bulk – If you don’t need to enter lesson notes and you would like to mark lessons as “Attended” (or any other status) in bulk, you can follow these easy steps:

• Go to Calendar > Lesson History by Student or Lesson History
• Select the relevant lessons using the checkboxes on the left – this will bring up a “Set Status” drop down menu.
• Choose the relevant status and click “Go” to complete the process.

You can find more calendar and scheduling time-savers in this article: Tutor Business Scheduling: Save Time With Teachworks’ Main Calendar

Billing Time-Savers

Teachworks makes it easy to generate single invoices, multiple invoices at the same time, or to automate the process entirely. You can quickly process online payments using our Stripe Integration and send automatic invoice emails.

In addition to these, Teachworks also offers the following billing related time-savers:

5. Automatic Allocation Add-on – This add-on allows you to automatically allocate a client’s unallocated payments and credit notes to their invoice as soon as it’s approved. The Automatic Allocation Add-on not only improves efficiency, but also helps to eliminate mistakes from forgetting to allocate payments or credit notes.

6. Bulk Invoice Emails – If you want to send invoice emails in bulk, you can go to the Invoices table and use the checkboxes next to the relevant invoices to select them. Once selected, you’ll see a “Set Email Type” drop down menu at the top of the table where you can select the relevant email template. If you would like to add additional invoice templates to your Teachworks account, you can use our Custom Invoice Emails Add-on to add as many as you need.

7. Customer Billing Groups Add-on – The Customer Billing Groups Add-On allows you to create groups of customers that you can easily add to invoices at one time. This add-on is particularly useful if you have customers who are all billed for the same amounts. For example, if you have customers who are regularly billed the same flat fees, you can add them to a billing group to easily generate invoices in bulk.

8. Future Invoice Charges Add-on – The Future Invoice Charges Add-on allows you to log charges that can be automatically included in invoices at a later date. This feature is particularly useful in saving time during the later invoice creation process, as it eliminates the need to manually search for customers who require additional charges. 

Follow this link to see more invoicing and billing time-savers: 5 Useful Invoicing Time-Savers For Your Tutoring Business

Record Management Time-Savers

Teachworks offers many features that make it easy to add and update records in bulk. For example, you can import families, students and employees in bulk using a spreadsheet. You can also update profiles in bulk using this method. In addition, you can also benefit from the following record management time-savers:   

9. Importing Templates – in addition to importing student and teacher profiles, you can also import the following records:

• Custom Profile Field Values – the Import Custom Profile Field Values Add-on is required to import these.
• Service List – this feature is especially useful for companies switching to Teachworks. It is currently a limited access feature, so please reach out to us if you would like to enable this in your account.
• Payments –  The Import Payments Add-on is required to import payments to your account.
• Results – If you’re using the Results Tracking Add-on, you can add results in bulk using a spreadsheet by clicking the “Bulk Import” link in the sidebar and following the instructions.

For more information related to our various import features, you can view this blog post: Teachworks’ Import Templates: Speed Up Data Recording

10. Shared Profile Resources Add-on – The Shared Profile Resources Add-on makes it possible to share links, resources, and other information on employee and/or customer profiles in bulk. You only need to update a single field and it will automatically appear on the relevant profiles. 

Visit our website for more information about how Teachworks can help you save time when it comes to managing records: Detailed Records & Powerful Analytics

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