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Tutor/My Account Configuration

Tutors can use the options on the top right corner next to their names to configure their account, these are the menu items:

  • You are Signed-in / Out: Use this option to sign in or out of a Center, in order to track tutor hours correctly it is highly recommended that tutors use this option or sign in/out using the Kiosks as students do.
The option automatically will change from Sign-in to Sign-out when a tutor signs-in, and the other way around
  • Account: This option provides information about the Tutor such as Name, Email, and Enrollment, some of these fields might show as view-only, if you need to change something contact your Accudemia admin.
  • Preferences: Use this option to configure some settings such as “Notifications” and “Site navigation”.
  • My Schedule:To edit your Tutoring availability.
  • Connect to Outlook 365: Use this option to access the integration with Office 365.
  • Pending Surveys: This provides access to complete System Surveys.
  • About Accudemia: This provides information about Accudemia.
  • Logout: Use this option to log out of Accudemia.
Notice that when you logout you might be redirected to your school homepage or any other page configured by your admin

You are Signed-in/ Out

Tutors use this option to Sign-in or Sign-out of a Center as needed:
If the tutor hasn't signed in yet the message would show Sign-in, otherwise, the message would say Sign-out.

Signing-in to a Center

Note that you can only Sign-in to one Center at a time, if you already signed in then the option would say Sign-out
  1. Click “You are Signed-out” menu Option:
  2. Now select the Center that you are signing in and click Sign-in:
  3. A confirmation message should appear:

Signing-out of a Center

  1. Click the option “You are Signed-in” menu Option:

  2. A message should appear confirming that you are indeed Signed-in to a Center, now you can click Sign-out:
  3. A confirmation message should appear:

Account

Tutors access this feature by clicking their names in the top right corner and then clicking on the “Accounts option”.

General Tab

  • First Name: This is the User's First name.
  • Middle Name: This is the User's Middle name.
  • Last Name: This is the User's Last name.
  • Birthdate: This is the User's Date of Birth.
  • Gender: This is the User's Gender.
  • Admin Notes: This field stores notes/comments about the User.
  • ConnectLink: This field stores the meeting link to be used for online or virtual Appointments/Sessions.
  • Emails: This is the User's email. By default, it is optional unless the administrator makes it mandatory.
  • Phone Numbers: This is an optional field to store the phone number of the user.
  • Addresses: This is the Home Address of the user.
  • User Photo: This is an optional field to store the User's email.

When viewing your account information click the Direct Appt Link - Create Link link (located under your profile photo) to get a link that students can use to book appointments with you directly. This link can then be emailed to or shared with students who want to book an appointment in Accudemia with you as the Tutor. Follow the steps to complete this setup:

  1. Click the Create Link option to start this process.
  2. Enter text in the textbox to (1) Create Link.

    Optionally click on the Preview Link Target to test this out.

    The link will now be updated here to (2) Copy and Share.
  3. Now click the Save Link button
  4. A confirmation will show and you can click the close in the top-right to exit.
  5. The link will always be here to Copy and Share later.
Note: This direct appointment link will only pre-select you as the Tutor so you'll need to let them know in the email you share which Center and Services you are available for in Accudemia.

Security Tab

  • User ID: This is the User's ID.
  • Secondary ID: This is an optional second ID that can be assigned to the user.(Typically this can be used for user authentication too)
  • Password: This is the password field.

Profile Tab(this is only for tutors who also have the student role)

This shows Profile questions (if any) configured by the System Administrators. You can update the responses or simply view them.

Tutor Assignment

  • Term: Please select the Term from the List (Accudemia typically defaults to the current term).
  • Subject Areas: View the Courses the tutor is assigned for, If the tutor is assigned to “ALL” courses then a checkbox “Assigned to All Courses” will be shown.
Typically on the tutor assignment page a tutor can only see information, and not update it, even when it might appear like they can
This information might be automatically updated by the administrator regularly, so please contact your administrator if you think something is missing/wrong!!

Preferences

Navigate here by clicking on your name in the top right corner of the screen and selecting Preferences. You will have the following sections available to choose from:

Notifications

  • Use this option to opt-in/out of email and/or text message notifications when various actions happen such as:
    1. When someone sends you a message.
    2. When someone cancels an appointment.
    3. When someone restores an appointment.
    4. When someone confirms an appointment.
    5. When someone reschedules an appointment.
    6. When a technical contact is removed.
    7. As an appointment reminder.
By default all notifications are enabled and we highly recommend keeping it this way
  • Use this option to opt in/out from Accudemia remembering selections you have made in the past.
    1. Remember the last center selected.
    2. Remember the last services selected on the appointments screen.
    3. Remember comments when making an appointment.
    4. Remember filters in the session log screen.
    5. Remember duration in manual sign-in/out screens.
    6. Remember comments in manual sign-in/out screens.
    7. Remember subject area selection in manual sign-in/out screens.
    8. Remember service selection in manual sign-in/out screens.
    9. Auto-select me as tutor(applies only to tutor).
    10. Auto-select me as an instructor(applies only to instructors).
    11. Remember report filter: Period.
    12. Remember report filter: Location.
    13. Remember report filter: Locations and Services.
    14. Remember report filter: Subject Areas.
    15. Remember report filter: Students.
    16. Remember report filter: Tutors.
    17. Remember report filter: Groups.
    18. Remember report filter: Show user ID.
    19. Remember report filter: Show Canceled Appointments.
    20. Remember report filter: Show Voided Appointments.
    21. Remember report filter: Show Rescheduled Appointments Only.
    22. Remember report filter: Show Pie Charts.

Virtual Meetings

Use this option to connect to a third-party meeting provider (Zoom, etc.) to track attendance accurately.

The ability to connect to a third-party meeting provider is linked to some previous configuration your Accudemia admin must execute, please inform your admin if you are unable to connect

By connecting directly to a meeting provider you can:

  • Use the Waiting Line to send students to the correct meeting or bypass it completely.
  • Collect the Student's exact session time since it will be directly pulled from the meeting provider when they entered and left the meeting.
  • Easily have Students join remote appointments by automatically sending them to your daily active meeting.

Connect to Zoom Integration

  1. Send Students to my meeting automatically (when the “Waiting Line” feature is not in use at the center): Use this option to send the students to your active daily session when no waiting line is in use.
  2. Select Meeting…: Click on this option to connect to a streaming service eg: Zoom. A new screen could show so you can log in to the streaming platform, as well as another screen asking for authorization to connect Accudemia with the Streaming platform, please click Authorize.
  3. After the integration has succeeded you will see the word “Session” followed by today's date. Now if you click on the drop-down box you will see the options to create a new session or disconnect your account as shown below:

Connect to Outlook 365

This option might not be enabled for your Accudemia system

In this option, if enabled, you can connect your Outlook 365 calendar with your Accudemia account, this is used so all the appointments set in Accudemia will be shown in your calendars as well as all the sessions set in your calendar will be considered by Accudemia when someone wants to book an appointment with you. If there is a session marked as “busy” in your calendar then Accudemia will not allow any user to book an appointment with you for that session time.

  1. Click on “Connect to Outlook 365”:
  2. On this screen, you need to authenticate with your Microsoft credentials:
  3. The next screen is authorizing the integration between Accudemia and the account for Microsoft. Click Accept:
  4. Now Accudemia should let you know that you are connected and you need to pick what calendar you are going to use from the list. Typically the default selection “calendar” should be the proper selection:
  5. On this screen you have several options, if you click “View Synced Events” you have access to all events that were synchronized for the next 7 days:

Additional Resources from our KB