Understanding Session Events
Sessions are core to a tutoring business - learn how to manage them on Evallo's Calendar.
Session Events in Evallo’s Calendar are the foundation of your scheduling workflow. They represent the tutoring sessions you schedule with students and include all the necessary details for smooth coordination, such as participants, topics, pricing, and notes.
This article will walk you through how to schedule, edit, and manage Session Events while ensuring they’re optimized for both clarity and accuracy.
Understanding Session Events
What Are Session Events?
A Session Event is a scheduled tutoring session between a tutor and one or more students. It’s the most common event type in Evallo’s Calendar, designed to offer flexibility and control for your scheduling needs. With features like customizable notes, session tags, and invoicing integration, Session Events make it easy to plan, track, and manage your tutoring business.
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 dropdown in the top-left corner.
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 preselected. 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.
Hourly Price
This is the amount the family is paying you for the tutoring service your business is providing. 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).Tutor Cost
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.
Editing and Managing Session Events
To edit an existing session:
Click on the session card in the Calendar to open the Event Details page.
Update any details, such as time, participants, or notes, and click on "Update" to save changes.
For recurring events, you can click on "Update Current and Future" if you want to save the changes for future events within this chain of events. Note that only the following items can be updated across future sessions:
Date and Time
Time ZoneAttendees (students/groups and tutors)
Service and Topic
Reminder settings
Invoicing and Payroll
Best Practices for Managing Session Events
Use Notes and Tags Effectively
Detailed notes and relevant tags make it easier to track session progress and manage schedules.Double-Check Invoicing Details
Ensure hourly rates and tutor costs are accurate for each session.
Review Recurring Sessions Regularly
Confirm that recurring sessions align with current schedules to avoid conflicts.
Next Steps
Mastering Session Events is essential for managing your tutoring business effectively. With features like invoicing, tags, and customizable notes, Evallo ensures every session is documented and organized.
Ready to explore more? Check out guides on other event types, like Consultations, or advanced tools like Schedule Mapper to optimize your scheduling workflow.
For any questions, contact our Support Team—we’re here to help!
