This documentation refers to an old version of Accudemia 6.2 and has been replaced by Accudemia 7.0:
Accudemia 7.0 - Tutors Schedule

Tutor Schedule

Purpose: To edit Tutor's availability.

How to Access: Center Attendance > Tutor Schedule

This page allows you to edit all tutor's availability/schedule. You can choose the Calendar Edit Mode using the drop-down list in the filtering options. Type the Tutors name in the field provided to search and select the correct Tutor you want to create a schedule for in Accudemia. Use Center drop-down list to choose the specific Center where this Tutor is going to be working.

Modifying the Tutor's 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.
Tutors edit their schedule by clicking on the top menu bar option that is labeled “My Schedule”.

Tutors cannot edit their own schedule by default. If you wish to have them create their own schedule go to the Control Panel > User Accounts and ensure that there is a check next to “Tutors can edit their own Schedule.” in the list of options. If you changed this settings then go ahead and click the Save Changes button at the top of this screen to apply the settings.

Scheduling a Tutor

  1. Go to Tutors Schedule in the left-side navigation menu under Center Attendance to select the Center, enter the Tutor Name, and select the Mode and options as shown below:
    • Term/Semester Mode - allows you to set their normal work hours regardless of dates for the semester selected.
    • Exceptions Only Mode - allows you to set specific dates of a week for exceptions to their normal schedule. Optionally you can display appointments for the week selected.
    • Merged Mode - allows you to set specific dates of a week for exceptions to their normal schedule. And it show you the normal work hours too. Optionally you can display appointments for the week selected.
  2. Then click the Apply button
  3. Next click and drag the mouse to create a block in the calendar:
  4. Select the information for the selected time:
    • Schedule As: This is the “availability” or “status” of the tutor for the selected time-slot:
      • Available      - This means they can be selected for walk-ins or appointments if desired during that time period selected.
      • Not Available      - This means they cannot be selected for anything during that time period selected.
      • Not Working      - This means they cannot be selected for anything during that time period selected and is typically used to clear the schedule.
    • 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.
      • Warning! Tutors must first be assigned the Subject Areas before setting their schedule in order for these Subject Areas to even populate.
    • Services: Select only what you want the Tutor to be able to help with during the time block.
  5. And finally click the Save button.
When you've already assigned a schedule to a Tutor you may see other Availability Statuses such as:
Available   Not Available   Not Working Off-time   Working in Another Center   Cleared

Copy the Tutor's Schedule to Other Tutors

  1. Load the schedule you want to be the source of the copy. To do so, fill in the tutor search box (and change the center, edit mode, or any other filter) and click “Apply”.
  2. When the schedule has loaded, click on the “Copy” button.
  3. If you're in the Term/Semester Mode, you'll get the pop-up shown in the image below:

    • As you’re in the semesters edit mode, only the events defined for this semester will be copied excepting the events declared as exceptions.
  4. If you’re in the Exceptions Only Mode or Merged Mode, you’ll get the pop-up shown in the image below:

    • As you’re in the exceptions only edit mode, only the events defined as exceptions will be copied to the destinations. You can select to copy the exceptions in the entire semester, or only the ones in the specified period.
  5. If you’re in the merged edit mode, you’ll get the same pop-up shown right above, but in this case all events that match the copy criteria will be copied to the destinations, no matter if they’re defined in the semesters mode or they’re exceptions.

As you can see, you can also decide if you want to automatically assign to the destinations, the subject areas used in the source schedule. You’ll have to check that option if you want all your destinations to have the same subject areas than the source schedule has associated.


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