Enabling Your Tutors To Manage Their Own Schedules

Depending on your tutoring company’s policies and procedures, you may prefer that tutors manage their own schedules. Teachworks makes this process very easy with a range of permissions and features. In this article, we’ll take a closer look at the various options that you can customize in Teachworks.

Permission Settings 

When enabling user accounts for your tutors, you can customize user access and permission settings based on your requirements. 

If you want to allow tutors to schedule their own lessons and manage all aspects related to their lessons, you’ll want to adjust the following permissions:

• Calendar Events: Setting this to “Manage” will allow tutors to schedule lessons or edit lessons assigned to them.
• Lesson Cost: Setting this to “Manage” will allow tutors to adjust the student cost for their lessons.
• Lesson Duration: Setting this to “Manage” will allow tutors to edit the duration of their lessons (keep in mind that adjusting the duration will also affect the cost of lessons billed at an hourly rate).
• Student Contact Info: Setting this to “View” will allow tutors to view contact information of students assigned to them. If you would like tutors to be able to reach out to students directly, this permission will make this possible.
• Send Lesson Notes: Setting this to “On” will allow tutors to add and email lesson notes to students/parents when completing lessons.

If you have tutors that also perform administrative tasks and need more access, you may want to add a staff profile for them instead. You can find more information about this type of account here: Delegate Efficiently & Reduce Your Workload with Teachworks 

Assigning Students 

Tutors are only able to schedule new lessons for students that are assigned to them. To assign a student to a tutor, you can follow these easy steps:

1. Go Employees > Employee List
2. Edit the relevant tutor’s profile and scroll to the “Assigned Students” section
3. Select all the relevant students 
4. Save the form 

Once these steps have been completed, the students will be displayed in tutor accounts under the “Students” tab. Additionally, they’ll appear in the student select menus on the Calendar and on the Add Lesson form.

You can also assign a student to a tutor on the student’s profile. This functionality makes it quick and easy to assign new students to the relevant tutor(s) when adding a profile for them.

For more information, visit our knowledge base: Assigning Students to a Teacher

Lesson Notes – Reply to Teachers

If you use the lesson notes email feature in Teachworks, students or their parents may respond to the emails.

To avoid having to manually look up tutor email addresses and forwarding messages to the relevant tutor, you can set the “Reply-to” field on lesson notes emails to include the tutor’s email address. This will ensure that replies from students or their parents go directly to the tutor assigned to the lesson.

To do this, you can follow these easy steps:

1. Go to the Account & Settings page 
2. Scroll to the “Notifications” section 
3. Check the box to “Reply to teacher for notes” 

4. Save your settings

Lesson Reminders – Reply to Teachers

Similar to lesson notes, you can direct replies to Lesson Reminder emails from students/parents to tutors. To do this, you can head over to the Account Settings page and make sure the “Reply to teacher for reminders” box is checked.

Lesson Requests Add-on

The Lesson Requests Add-on allows your clients to login to Teachworks to request lessons. These requests can be accepted, modified or declined.

In the Add-on settings, you can enable the “Teacher Response” setting to send lesson requests directly to tutors and allow them to accept, modify or decline requests. 

For more information about the Lesson Requests Add-on, visit our knowledge base: Lesson Requests Add-on

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