Easy Scheduling with Teachworks: Exploring the Schedule Lesson Form

Scheduling is a crucial part of running a successful tutoring business. While it can take up a lot of time, using tutoring scheduling software like Teachworks can make scheduling quick and easy. The Teachworks Schedule Lesson form is where you input all the info for adding lessons to your calendar. The form is simple and only shows the essential fields to quickly add single, group, or repeating lessons.

In this article, we’ll take a closer look at the basic fields available on the form. Plus, we’ll explore some add-ons and settings that can add more functionality to the form.

The Schedule Lesson Form – Default Fields

The Schedule Lesson Form is made up of the following fields and options:

Students: In the Students field, you can select a single student or multiple students from the list. To speed up student selection, you can start typing a particular student’s name.

Lesson Title: In this field, you can specify a title for the lesson. If you select a single student, this field will be updated automatically with their name. If you don’t want this to happen, you can disable the “Auto-Fill Lesson Title” setting in your account settings.

Add Description Checkbox: If you would like to add a description for the lesson, you can click this checkbox to expand the form with a text field to add one.

Teacher: In this field, you can choose the teacher that the lesson is assigned to. If you’ve set a default teacher on the selected Student’s profile, this field will be updated automatically once the student is selected.

Service: Here you can choose the service for the lesson. If you’ve set a default service on the selected Student’s profile, this field will be updated automatically. If a student is on package billing, and the billing method on their profile is set to “Package”, you will be able to see their remaining balance in brackets next to the relevant package service.

Location: In this field you can choose the location of the lesson. If you’ve assigned a default location on the selected Student’s profile, this field will be prefilled for more efficient scheduling.

Available Spaces: In this field you can set a limit to the number of students that can be assigned to the lesson. If you don’t need to set a limit, you can just skip over the field.

Lesson Stars & Lesson Ends: In these fields you can set the start date and time and the end date and time of the lesson. Depending on your specific scheduling requirements, you can adjust the “Timepicker Minute Step” setting on the Account Settings page to make it more efficient to adjust lesson times. You can set this to 5min, 10min, 15min, 20min or 30min increments.

Repeat: This setting allows you to schedule a repeating series of lessons. When selecting this option, you can set lessons to repeat daily, weekly or monthly and each of these options have their own set of options.

Check Conflicts: This button makes it possible to check for any scheduling conflicts with teachers and locations (depending on your settings for the selected location). 

Add-Ons And Settings To Add Functionality

User Time Zones Add-on: The User Time Zones Add-on allows you to select time zones on teacher and client profiles to have their lessons display in their local time. If you have this add-on enabled, the time zone associated with the lesson is displayed just below the Lesson Stars & Lesson Ends fields. It also has an “edit” option that allows you to manually adjust the time zone.

Open Classes Add-on: The Open Classes Add-on makes it possible to schedule open classes that students can join from their Teachworks account, or from the Website Booking Plugin. If you’ve enabled this option, an “Open Lesson” section will be added to the Schedule Lesson form with an “Allow students to join lesson” checkbox. 

Additionally, if you would like to allow students to join courses, you can enable this option on the Open Classes Add-on Settings page.

If you’ve enabled the “Join Course” setting, you’ll see additional fields when clicking the “Repeat” setting on the Schedule Lesson form for open classes. Click the “Join full course of lessons” radio button to add more details about the course.

For more information on how to add courses, visit our knowledge base: Creating Courses

Override Default Billing Method: Enabling cost override allows you to change the billing method used to set the cost of a lesson when scheduling it. To make this option available on the Schedule Lesson form, you can enable under Account & Settings > Account Settings > Cost & Wage Settings > Cost override.

Find more information here: Cost Override 

Student Conflict Checker Add-on: This add-on extends the regular conflict checker (teacher and location conflicts) with the addition of student conflicts. Learn more here: Checking Conflicts.

Conflict Validator: The Conflict Validator Add-on automatically runs the conflict checker when scheduling lessons and requires that no conflicts are present in order to schedule a lesson. If you would like to allow the admin, staff and teachers to override the conflict when scheduling lessons, you can enable these options in the add-on settings.

Learn more here: Conflict Validator Add-on

More Resources:

Ready to speed up the scheduling process for your tutoring business? Below are some more resources to help you save time on this essential task.

• Scheduling Lessons Tutorial
• The Educator’s Guide to Efficient Scheduling E-book
• 10 Techniques For More Efficient Scheduling

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