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accudemia:7:tutor:manual [2019/10/14 15:14] – [New Appointment] santiaccudemia:7:tutor:manual [2023/08/16 14:49] (current) – [Table of Contents] nick
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  \\   \\ 
-{{::accudemia_logo73.png?nolink&300|}} 
- 
 ====== Tutor Manual ====== ====== Tutor Manual ======
  
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   * **[[accudemia:7:tutor:manual:login|How to Login]]**   * **[[accudemia:7:tutor:manual:login|How to Login]]**
 +  * **[[accudemia:7:tutor:manual:myaccount|Managing my Account]]**
 +    * [[accudemia:7:tutor:manual:myaccount#connect-to-outlook-365|Connect to Outlook 365(If available)]]
   * **[[accudemia:7:tutor:manual:sign-in|How to Sign-in for Work Hours]]**   * **[[accudemia:7:tutor:manual:sign-in|How to Sign-in for Work Hours]]**
     * [[accudemia:7:tutor:manual:sign-in:forgot-pass|Forgot your password?]]     * [[accudemia:7:tutor:manual:sign-in:forgot-pass|Forgot your password?]]
 +  * **[[accudemia:7:tutor:manual:sign-in#connecting-to-virtual-meetings|Connecting to Virtual Meetings]]**
 +    * [[accudemia:7:tutor:manual:sign-in#how-to-connect-to-my-meetings-using-appointment-notes|How to connect to my meetings using Appointment Notes]]
 +    * [[accudemia:7:tutor:manual:sign-in#how-to-connect-to-my-meetings-using-a-connectlink|How to connect to my meetings using a ConnectLink]]
 +    * [[accudemia:7:tutor:manual:sign-in#how-to-connect-to-my-meetings-using-zoom-integration|How to connect to my meetings using Zoom integration]]
 +      * [[accudemia:7:tutor:manual:sign-in#troubleshooting-zoom-integration|Toubleshooting Zoom Integration]]
   * **[[accudemia:7:tutor:manual:home|Homepage]]**   * **[[accudemia:7:tutor:manual:home|Homepage]]**
 +    * [[accudemia:7:tutor:manual:home:my-schedule|My Schedule]]
   * **[[accudemia:7:tutor:manual:quick|Quick]]**   * **[[accudemia:7:tutor:manual:quick|Quick]]**
     * [[accudemia:7:tutor:manual:quick#new-appointment|New Appointments]]     * [[accudemia:7:tutor:manual:quick#new-appointment|New Appointments]]
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       * [[accudemia:7:tutor:manual:c-a:appointments:new|Create New Appointment]]       * [[accudemia:7:tutor:manual:c-a:appointments:new|Create New Appointment]]
       * [[accudemia:7:tutor:manual:c-a:appointments:all|View all]]       * [[accudemia:7:tutor:manual:c-a:appointments:all|View all]]
-    * [[accudemia:7:tutor:manual:c-a:communities|Communities]]+    * [[accudemia:7:tutor:manual:c-a:virtualsignin|Virtual Sign-in]]
  
- +  * **[[accudemia:7:tutor:manual:socialwall|Engagement Board]]** {{:conferencetracker:en:new_feature_white.jpg?nolink&20|}}
-  * **[[accudemia:7:tutor:manual:personal-settings|Manage My Personal Settings]]** +
-    * [[accudemia:7:tutor:manual:|My Homepage]] +
-    * [[accudemia:7:tutor:manual:|My Profile]] +
-    * [[accudemia:7:tutor:manual:|My Settings]] +
-    * [[accudemia:7:tutor:manual:|My Schedule]] +
-    * [[accudemia:7:tutor:manual:|Pending Surveys]]+
  
   * **[[accudemia:7:tutor:manual:reports|Reports]]**   * **[[accudemia:7:tutor:manual:reports|Reports]]**
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   * **[[accudemia:7:tutor:manual:contact|Who do I contact for support?]]**   * **[[accudemia:7:tutor:manual:contact|Who do I contact for support?]]**
  
- +  * **Mobile Apps:** 
- +    * [[accudemia:7:administrator:manual:accudemia-app|Accudemia (Student & Tutor App)]] {{:conferencetracker:en:new_feature_white.jpg?nolink&20|}}
- +
- +
- +
-==== 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. +
-  -Use the filter to select the option to display canceled appointments. +
-  -Select the canceled appointment. +
-  -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**. +
- +
-  -Select your no show appointment. +
-  -Click the **Edit Presence** button. A pop up window will display the appointment information and his current status. +
-  -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 == +
- +
-  - Go to **Appointments** > **View All** +
-  - Select the student with the No-Show. \\ {{:accudemia:7:manual:accudemia-appointments-viewall-correctnoshow-00.jpg?direct&600|}} +
-  - Click the button above that says “Edit Presence.” \\ {{:accudemia:7:manual:accudemia-appointments-viewall-correctnoshow-01.jpg?direct&400|}} +
-  - From here click the “Mark as Show” link. \\ {{:accudemia:7:manual:accudemia-appointments-viewall-correctnoshow-02.jpg?direct&400|}} +
-  - 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. \\ {{:accudemia:7:manual:accudemia-appointments-viewall-correctnoshow-03.jpg?direct&600|}} +
-  - Confirm by clicking “Yes.” \\ {{:accudemia:7:manual:accudemia-appointments-viewall-correctnoshow-04.jpg?direct&600|}} +
-  - 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.  +
-  -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. +
-  -Click **Next** to be able to select the day(s) to schedule the appointment(s). +
-  -Click **Next** to select the Subject Area(s). +
-  -Click **Next** to select the Service(s). +
-  -Click **Next** to select the Tutor(s). +
-  -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.  +
-  -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. +
- +
-<note important> **Merged Mode** - You cannot edit dates in the past while using this //calendar edit mode.//</note> +
- +
-  * **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. +
- +
-<note important> **Exceptions Only** - You cannot edit dates in the past while using this //calendar edit mode.//</note> +
- +
-=== To add your Tutoring Schedule === +
- +
-  - Go to **My Schedule** on the top navigation bar. +
-  - Next click and drag the mouse to create a block in the calendar: +
-    * {{:accudemia:7:manual:schedule:accudemia-tutorschedule-selecttimesavailable.jpg?direct|}} +
-  - Select the information for the selected time: +
-    * {{:accudemia:7:manual:schedule:accudemia-tutorschedule-setoptions.jpg?direct|}} +
-    * **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. +
-  - And click the **Save** button. +
-    * {{:accudemia:7:manual:schedule:accudemia-tutorschedule-availabletimesselected.jpg?direct|}} +
-<note> +
-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).  +
-</note> +
- +
-<note warning>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.  [[accudemia:7:tutor:manual#how-to-contact-your-system-admin|Click here]] to learn how to contact your **System Admin**</note>+