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Tutor Manual

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Table of Contents

New Appointment

Purpose: To Schedule student-tutor appointments.
Way to Access: Center Attendance > Appointments > New Appointment

Use this module to schedule appointments between student and tutor using Open Slots selectors. Students, Tutors and Authorized Administrators.

Use “Show Filters” to display available Tutors to set the appointment.
From / To: To filter the Start and End date of the appointments.
Center: To filter by center.
Tutor: Type the Tutor's Name, it will display a list with the matched tutors.
Subject Area: Type the Subject area , it will display a list with the matched subject areas available at Accudemia. Click theSearch button to start filtering.

When Accudemia founds out the available tutors it displays two main sectors:

  • References: It displays a Color Reference items. The color shows the availability level.
  • Search Results: It displays a list of tutor's boxes. Click on the boxes below to view the schedules.
    • It will display a New Appointment pop up window.
    • Follow the steps to set an appointment.
    • Click the Accept button to finish setting the appointment.

After you set the appointment, the schedule will change its color depending of Tutor's maximum attendees availability. It will also display the number of appointments set with the tutor over that time block.

If there is not available tutors Accudemia will display the following text: “Sorry, no open slots were found with the specified criteria. Please specify a filter criteria and click on Search.”

View Appointments

Purpose: To view, cancel, edit or void scheduled appointments between a student and a tutor in a list or schedule (calendar) format.
Way to Access: Center Attendance > Appointments > View All

If you are logged in as a college administrator you will able to view scheduled appointments for all tutors and students. You can use the search feature to view appointments from a specific student, tutor, or center. You may also use the search feature to view canceled and voided appointments.

Appointment Status

After an appointment has been scheduled, its status will automatically change from upcoming, to taking place, and finally to a past appointment as long as the student signs in as scheduled. There are also three other status changes that can be made to an appointment.

Canceled: Appointments can be canceled prior to the scheduled appointment time. This will remove the appointment from both the appointment list and the schedule unless the search option is selected to show canceled appointments. Email notifications will be sent to both the student and tutor at the time of cancellation. Tutors and students are able to cancel their own appointments while administrators can cancel other user’s appointments.

No Show: An appointment is recorded as a no show if the student does not sign in within the designated time frame controlled in appointment settings.

Voided:Appointments can only be voided if they are already recorded in the Accudemia System as Cancelled or No Show. This will remove the appointment from both the appointment list and the schedule unless the search option is selected to show voided appointments. Voiding an appointment can be used as a way to excuse a no show or cancellation. When voiding an appointment the user is asked to give a reason for the void. This reason can be seen in the appointments detailed history report.

Cancelling an Appointment

To cancel a scheduled appointment in list view, select the appointments you want to cancel and select Cancel Appt button at the top of the screen.

To cancel a scheduled appointment in schedule view, click on the appointment you want to cancel and a box will pop up with the option to cancel the appointment. Select Cancel and the appointment will be removed from the schedule.

Re-Schedule Appointments

This tool allows to re-edit your appointment. You can change your date, start time of the appointment and the duration. After made your changes to your appointment click the Schedule Appt button to save your changes.

Restore Appointments

To restore future cancelled appointments.

  1. Use the filter to select the option to display canceled appointments.
  2. Select the canceled appointment.
  3. Click Restore to mark as “No Show” and restore your cancelled appointment.
Edit Presence

This tool is displayed only for appointments administrators. It allows change the appointment status from No Show to Show.

  1. Select your no show appointment.
  2. Click the Edit Presence button. A pop up window will display the appointment information and his current status.
  3. Click the Mark as show button to select the appointment's session log. If user has no session log, there is an option that allows you create a new one. Automatically, Accudemia will change the appointment status to Show.
Mark a Student as a Show when getting a No-Show
  1. Go to Appointments > View All
  2. Select the student with the No-Show.
  3. Click the button above that says “Edit Presence.”
  4. From here click the “Mark as Show” link.
  5. Now you will be prompted to select the Session Log that was created for that student. If there is not one you can then create one at that moment by clicking the “Create New” link.
  6. Confirm by clicking “Yes.”
  7. They should now be counted and have a log for the session that is automatically created based on all of the appointment info already in the system!

Appointment Wizard

Purpose: To schedule student-tutor appointments.

Way to Access: Center Attendance > Appointments > Wizard

Use this module to schedule appointments between a student and a tutor.

When you first enter at “Wizard” you will be shown the “Student Selection” box.

  1. Select the student(s) to set the appointment(s), Accudemia allows you to select up to 5 students, click on his (their) name(s) at the grid.
  2. Click Next to be able to select the day(s) to schedule the appointment(s).
  3. Click Next to select the Subject Area(s).
  4. Click Next to select the Service(s).
  5. Click Next to select the Tutor(s).
  6. Click Next to display the Tutor's schedule. At this page you are able to select the date and duration by clicking and dragging over the available time slots. If you want to change a default value you can click the “reservation” and change the time or duration to the one you want.
  7. Click Next to validate the appointments. That last step will show a description of the appointments you are trying to schedule. You might find that some of them are valid and some of them are not. You can go back and select another date or just click Finish to schedule the the valid appointments. Please take into account that the invalid appointment will never be scheduled so you might want to pick another time or tutor.

My Schedule

Purpose: To edit your Tutoring availability.

Way to Access: Click My Schedule on the top navigation bar.

This page allows you to edit all tutor's availability/schedule. You can edit it using the Edit Mode drop list. Use Tutor drop list to select the correct tutor. Use Center to choose the center where tutor is available.

Modes when editing your Tutor Schedule

Choose from the following Calendar Edit Modes:

  • Merged Mode: This is a combination of the Term Mode and Exceptions Only
    • To edit the schedule in this mode you have to choose the week which you are going to edit. Additionally you have the option to display appointments.
Merged Mode - You cannot edit dates in the past while using this calendar edit mode.
  • Term Mode: This is the default calendar edit mode. In this mode you are allowed to edit the Tutor's Availability for the entire Term/Semester. This is like their regular work week.
    • Use Term mode to select the Term/Semester which your tutor's availability. You can schedule as Available, Not Available, Not Working and Cleared using the Event Information.
  • Exceptions Only: This mode allows you to edit the Tutor's Schedule by setting exceptions to their normal schedule like off-time needed on specific dates.
Exceptions Only - You cannot edit dates in the past while using this calendar edit mode.

To add your Tutoring Schedule

  1. Go to My Schedule on the top navigation bar.
  2. Next click and drag the mouse to create a block in the calendar:
  3. Select the information for the selected time:
    • Schedule As: This is the “status” of the tutor, “Available” means they can be selected for walk-ins or appointments if desired.
    • Description: This could be any additional information about this block of time you are setting up for the tutor.
    • Max Attendees: This is the maximum amount of Students the tutor can meet with at the same time.
    • Subject Areas: Select only what you want the Tutor to be able to help with during the time block.
    • Services: Select only what you want the Tutor to be able to help with during the time block.
  4. And click the Save button.
When assigning a schedule to a Tutor you have Availability Statuses such as Available (Green), Not Available (Red), Not Working (gray/shaded), Working in Another Center (Maroon) and Cleared (white/clear).
This section will only appear if your System Admin decided to allow you to create your own schedules. Always check with you System Admin on their procedures. Click here to learn how to contact your System Admin

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