Accudemia: How do I give tutors permission to edit appointments and set students as "Show" or "No Show?"

Introduction

In Accudemia, users can have different roles so that they only have access to certain modules and features they need. There are four main roles: Students, Tutors, Instructors, and System Users. Tutors don't start with the ability to edit appointments, however, administrators can give them the permissions to do so. This is especially helpful for online sessions, as these tutors will also be able to match appointments to session logs. This article will explain how to give tutors the ability to mark students as "show" or "no show" for their appointments.

NOTE: Using option 1, these changes will be made for every tutor in the center the ability to edit the presence of their assigned appointments.

Important! As an alternative, using option 2, you can give specific tutors the permission to "edit appointments" which will grant them full administrative power over all appointments, meaning they will be able to access and edit every appointment made.

Step-by-Step

Option #1: Assigning tutors the permission to "edit presence" in your center

1. Navigate to Administration > Control Panel on the main menu.
   
   
   
2. Once there, click on the Appointments section.
   
   And if prompted, make sure to select the center you want tutors to have this permission.
   
   
   
3. Now scroll down to the Restrictions section and the heading labeled Tutors.
   
   
   
4. In this section, you can see they have 2 permissions that can be given. Check the checkbox next to "Allow tutors to edit the student's presence for their assigned appointments."
   
   
5. Scroll back to the top to click the Save Changes button.
   
   

Option #2: Assigning tutors the permission to "edit appointments" as an Admin

1. Navigate to Administration > User Management > Users on the main menu.

2. Select a tutor by clicking on their name.

TIP: Use the filters on the left to narrow down a search for a specific tutor.

3. Click the Security tab, then under the Roles section check the "System User" box.

4. Scroll down to the permissions section at the bottom, which appears after making them a "System user", and check the "Appointments Administrator" checkbox.

5. Scroll back up to the top and click the Save Changes button.

Recommended: Have the Tutors test the New Access to Edit Presence on Appointment

Give these permissions to a tutoring test account and follow these steps to make sure it works as intended.

1.  Navigate to Centers > Appointments > View all, then select one from the list and click the Edit Presence button.

TIP: Use the left-side filter section to find specific appointments faster.

2. Do the following to Edit the Presence of a student:

1. Select either the Mark as Show or Mark as No Show button (depending on the label.
2. Then either:
   
1. Choose a corresponding session log in the list (if there is one) for this appointment
   OR
2. Click the create new link above this list to generate a new session log for the exact times of the appointment
3. And finally click the Save button at the bottom of this screen.
   

NOTE: Session logs mark when a student logged into the system. Typically, there will only be a log if the student showed for the appointment, but was outside of the sign-in window (how early or late they can be for the appointment). If the student is a "no show" and never attempted to sign-in then there won't be a login attempt to choose from in the list.

Conclusion

By following the steps outlined in this guide you should now allow your Tutor role or specific tutors the ability to update the "No-show" or "Show" statuses on an appointment in Accudemia.

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