ACCUTRACK TUTOR VISITS TRACKING

When you click on Tutor Visits Tracking from the Main Menu, you will see the following options:

• Who’s In: See which staff members are currently signed into AccuSQL/AccuTrack.
• Sign In: Manually sign in tutors.
• Sign Out: Manually sign out tutors.
• Edit Sign-in Logs: View and edit the tutor sign-ins that have been recorded in the system.
• Tasks: Create the categories and tasks that tutors can sign into when they sign into the center.
• Pay Rates: Used to create different pay types for tutors. You can then assign the pay rates to the different tutors to track their amount of pay based on their work hours or appointments.

Purpose: Check which tutors and students are currently signed in
Access: From System Administration > Tutor Visits Tracking, click on “Who’s In”.

The SuperTable in the screen lists signed-in users in alphabetical order by last name. For each user, you will see the date and time of the sign in and the task, tutor, etc. You can sort the list by clicking on and off the header columns. You can also right-click on the grid (as you can with any SuperTable). To filter on certain values, export the data directly to Excel, etc. Click the Tutors radio button to toggle to sign in tutors.

To see a list of users who are signed out, click on the “Show Out” button. If you have student and tutor photos loaded in, you can click the Show pictures checkbox to see a photo of the student or tutor you currently have selected in the list.

Purpose: To manually sign tutors into AccuSQL/AccuTrack.
Access: From System Administration, click Tutor Visits Tracking > Sign In.

You can use this screen to manually sign tutors in. This could be used if a tutor forgot to sign in or was for some reason unable to sign in. It is also a quick way to sign in multiple tutors at one time.

Here are the steps for manually signing in tutors:

1. Select one or more tutors using the Selection List Boxes.
2. Select the Category from the “Category” drop-down box.
3. Select the Task from the “Task” drop-down box.
4. Enter the sign-in date and time.
5. (Optional) If you want to sign the student out too, enter the length of the sign-in session.
6. Click on “Sign In”. You will see a confirmation message:

Purpose: To manually sign tutors out of AccuSQL/AccuTrack.
Access: From System Administration, click Tutor Visits Tracking > Sign Out.

The screen has two list boxes. The list box on the left is labeled “Signed in Tutors” and lists the names, sign-in date, and sign-in times of all tutors who are signed in. The list box on the right is labeled “Selected Tutors,” and lists the tutors you have selected to sign-out. This list box will be empty when you first access this screen.

Use the Selection List Boxes control to select one or more tutors. Before signing the selected tutors out, you need to assign them a sign-in period. AccuSQL/AccuTrack allows you to do this in one of two ways:

1. Enter the sign-in period to be given to each person. For example, you can give each person one hour of sign-in time. AccuSQL/AccuTrack will calculate the sign-out time automatically. To do this, first, check the “Give a sign-in period of” checkbox and enter the amount of time you want to give to each person.
2. OR enter the sign-out time for each person. AccuSQL/AccuTrack will calculate the appropriate sign-in period, taking into consideration the maximum sign-in period set in the Options screen. To do this, first check the “Sign out at” checkbox, and enter the desired sign-out time.

Click on “Sign Out”. You will see a confirmation message:

Purpose: Modify tutor sign-in records.
Access: From System Administration, click on Tutor Visits Tracking > Edit Sign-in Logs.

The procedure to edit tutor sign-in records is very similar to the one used when editing the Student's sign-in records.

The table in this screen displays the tutor, category, task, sign-in time, sign-out time, and sign-in period for each sign-in record.

You can use the filters on the right side of the screen to zoom to the record you want to change. Start by restricting the viewed records to a certain time period by entering the “From” and “To” date and time. You can also restrict the viewed records to a certain category, task, or tutor by using the drop-down boxes. Click on the “Refresh” button to apply the filter.

Use the binocular icons to search for a specific tutor, name or ID, and/or a specific category or task. After selecting the values you want, click the refresh button to update the values in the Edit Tutor Sign-in Logs display grid.

To delete a sign-in record, first select the record by clicking on it in the grid, then click on the “Delete” button. You will see a confirmation message. Click on “Yes” to delete the record, or “No” to cancel.

To edit a record, select it by clicking on it in the grid, then click on the “Edit” button. This will bring up the Edit Record box.

The first box is labeled “In” and shows the sign-in date and time. The second box is labeled “Out” and shows the sign-out date and time. If the out box is empty then the tutor has not signed out yet. The third box is labeled “Period” and shows the sign-in period in hours and fraction of an hour.

Under these boxes you will see three drop-down boxes. The first drop-down is labeled “Category” and shows the category signed into. The second drop-down is labeled “Task” and shows the task tutor signed into. The third drop-down is labeled “Tutor” and shows the name of the tutor.

To change the sign-in date or time, simply enter the corrections in the box. The same can be done with the sign-out date and time. As usual, you can right click on the date boxes to use the calendar. Note that the sign-in period is calculated every time you change the sign-in or sign-out date and leave the time box. You can also enter the period directly and it will adjust the Out time accordingly. To change the category, activity, student, or tutor, simply select the appropriate one from the drop-down window, or use the binoculars icon to search for a record. If you want to revert to the saved record without making changes, click on the “Restore” button. If you want to save your changes, click on the “Save” button. To close the Edit Record box, click on “Close”.

Purpose: Enter and modify tutor’s tasks.
Access: From System Administration, click on Tutor Visits Tracking> Tasks.

If you plan on tracking tutors’ work hours, you might also be interested in tracking what they do with their time by setting up a list of tasks for them to sign in to.

You will see two list boxes displaying the tutor’s current categories and tasks. The list box on the left shows the categories. The list box on the right shows the activities for the selected category. For new installations, both boxes will be empty.

To add a new category, click “Add” on the left and then type its name in the category entry box and then click on the “Save” button under it. The category’s name will move from the text box to the Category list box

To edit a category, highlight it in the Category list box by clicking on it, then click on the “Edit” button under the Category text box. You can also double click on the category name to edit it. The category will be copied to the entry box where you can make the changes. When you click the “Edit” button, the “Save” and “Cancel” buttons appear. If you want to keep your changes, click the “Save” button. If you want to keep the category as it appears in the Category list box, click on the “Cancel” button.

If you enter a category by mistake, and wish to remove it from the list, highlight it by clicking on it and click on the “Delete” button. AccuSQL/AccuTrack will check to make sure that the category was not used in sign-ins, and if so, it will display a message as follows:

If you answer “Yes”, the category will be deleted.

If you need to remove a category from the sign-in screens because it is no longer needed, and you are not able to delete it because it is needed for the reports, you can make the category inactive. Inactive categories do not appear in the sign-in screens, but are still available for reports. To make a category inactive, first highlight it and click on “Edit”, then uncheck the active check box by clicking on it, and then click on “Save.”

To add a task, follow these steps: 1. Select the Category under which the task will be added by clicking on the category. 2. Click Add (right-side) 3. Enter the activity's name in the Task entry box, located under the Task list box on the right. 4. Click on the “Save” button under the Task text box. The activity’s name will move from the text box to the Task list box.

To edit a task, highlight it in the Task list box by clicking on it, and then click on the “Edit” button under the Task List box. You can also double click on the activity's name to edit it. The activity will be copied to the Activity entry box where you can make the changes. If you want to keep your changes, click the “Save” button. If you want to keep the activity as it appears in the list box, click on the “Cancel” button.

If you enter a task by mistake, and wish to remove it from the list, highlight it by clicking on it and click on the “Delete” button under the activity list box. AccuSQL/AccuTrack will check to make sure that no one has signed in to this task before, and if so, you will see a confirmation message. Answer “Yes” to delete the activity.

If the task was signed in to, it will be needed for the reports, and you will not be allowed to delete it. In this case, you can make the task inactive. This means it will not appear in the sign-in screens anymore, but it will still exist in the database for use in reports.

To make an activity inactive, first, highlight it and click on “Edit”, then uncheck the active checkbox by clicking on it, and then click on “Save.”

Purpose: Enter tutor pay rates for calculating pay.
Access: From System Administration, click on Tutor Visits Tracking > Pay Rates.

Use this screen to define your center's pay grades. For each pay grade, you can define the minimum and maximum pay. You can also define bonus pay including preparation time, no-show pay, and groups of 2, groups of 3, and groups larger than 3 pay.

To add a new pay rate, click on the “Add” button, next, enter the Pay Type, the no-show rate, and preparation rates (both percentages). You can also enter the pay increment for groups of 2 students, a group of 3 students, and a group of more than 3 students (in dollars and cents). These values are calculated based on tutor group appointments and will be added to the basic pay rate of the tutors. Next, enter the minimum and maximum pay rates for this group. Click on Save to add the new pay rate.

The list box on the left side of the screen shows the current pay rates. To edit the information for one of these pay rates, click it and then click Edit. AccuSQL/AccuTrack will enable the data fields and copy the data to them. You can then make your changes. When you are done editing click on “Save” to keep the changes.

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