Scheduling a Session Event

1. Opening the Event Details Page

Start by navigating to the Weekly View of your Calendar. When you find the desired date and time for your session (e.g., January 22nd at 5:00 PM):

• Click on the blank space on the calendar area corresponding to that time slot.

• The Event Details page will open, where you can input all the information for your session.

By default, the event type is set to Session, but you can switch to other event types, such as Consultation or Internal Meeting, using the tab menu in the top-left.

2. Adding Key Details

On the Event Details page, the first step is to define the session’s basic details:

• Date and Time
  ​Set the start date, end date, start time, and end time. Ensure that the correct time zone is selected for all attendees.

• Recurring Sessions
  If the session repeats, check the Recurring box. You can set the session to repeat:

  • Daily: Every day until a specified end date. Weekly or Bi-weekly:
  • Select specific days of the week (e.g., Monday, Wednesday).
  • Monthly: Choose one date per month.

  You must also add an end date for recurring sessions.

3. Adding Participants

Next, specify who will attend the session:

• Student or Group
  Use the dropdown to select a student or a pre-created student group. If the student isn’t in the system yet, create their profile and invite them on the Users page.

• Tutor
  By default, the logged-in user is assigned as the tutor. If another tutor is leading the session, use the dropdown to select their name.

4. Setting Location and Platform

• Location
  The location from your account settings will be pre-selected. Choose between saved locations or select Online if it’s a virtual session.

• Meeting Platform
  If you’re hosting the session virtually, select the meeting platform (e.g., Google Meet, Zoom). You can also add a custom meeting link.

5. Defining the Service and Topic

• Service
  Select the service being provided, such as Math Tutoring or SAT Prep.

• Topic
  After selecting a service, you’ll see a list of related topics to choose from, like Algebra or Grammar.

6. Adding Notes and Tags

• Session Tags
  Tags are quick labels that help you categorize sessions. For example, you might use tags like "Test Prep" or "Student Feedback." Tags must first be created in the Session Tags and Reconciliation section of Calendar Settings. Learn more about tags here.

• Session Notes
  Evallo offers three types of notes to track session details:

  • Internal Notes: Visible only to your team .
  • Shared Notes: Share with all attendees by selecting "Everyone" or select specific users to customize notes for them. These notes are visible only to the individual they’re assigned to, making them ideal for tailored feedback.

7. Invoicing and Payroll Details

At the bottom of the Event Details page, you’ll find the Invoicing and Payroll section. This helps you manage session pricing and tutor payments.

• Billing Rate
  This is the amount the family is paying you for the tutoring service provided by your business . The default value for this field is automatically pulled from the tutor’s profile based on the selected service and location combination. You can manually edit this if needed (unless an invoice is already sent for this event).

• Pay Rate
  Represents the payment to the tutor for this session, also auto-filled but adjustable.

Note: If you’re unfamiliar with invoicing or payroll details, refer to the Invoicing Guide for further guidance.

8. Saving and Scheduling the Session

Once all fields are complete, click Schedule. The session will be added to the Calendar of all participants, and notifications (if configured) will be sent automatically.