Scheduling
Move a lesson.See everythingit changes.Then save.
One moved lesson can mean a clash, a wrong charge and a confused family. Drag a lesson on the centre calendar and a card shows the new time, the tutor's pay, the family's charge and every clash before anything is saved. Repeating lessons, a tutor's day on the phone and one calendar for the whole family come with it.
Week of 19 Oct
3pm
4pm
5pm
6pm
Ava Ellis
1:1 tutoring
Year 5 group
Small group
Ben Santos
1:1 tutoring
Year 9 maths
Small group
Mia Madeup
1:1 tutoring
Leo Invented
Online classroom
Zoe Nguyen
1:1 tutoring
Selective prep
Small group
Cleo Nguyen
1:1 tutoring
Change Cleo Nguyen's lesson?
Wed 21 Oct, 4:00pm to 5:00pm (1 h)
- When
- Was Tue 20 Oct, 5:30pm to 6:30pm.
- Tutor pay
- When taught: $30.00 to Alex Ellis ($30.00 an hour), unchanged.
- Family charge
- When taught: $80.00, unchanged (per lesson).
No clashes.
Email the family about the new time
Before anything saves
- steps when you drag
- 15 min
- lessons in one booking
- 60
- colours, one per child
- 8
- to undo a move
- 10 s
The change card
Know what a move costs before you make it.
Admins move a lesson, then learn on payday or invoice day what it really changed. Every way of changing a lesson on the calendar goes through one card and one save that reads the same rules as payroll, billing and the booking checks, so what it says is what happens.
Nothing saves on the drop
Drag a lesson to a new time, drag its bottom edge to change its length, or in day view drop it on another tutor. The card opens first and the lesson stays where it was until you press Save.
The tutor's pay, worked out
The card prices the move with the pay run's own rules, at the tutor's own rates, so what it says is what payroll will pay.
No surprises on the invoice
The charge comes from the billing engine's own price for that lesson, so nobody finds out on the invoice.
Every clash, in plain words
The tutor already teaching, a room in use, the centre closed, the tutor on leave, a working with children check, a home visit rule. A clash stops the save. Leave and closures warn and let you go ahead, and so does a missing check unless your centre chooses to block.
Change Cleo Nguyen's lesson?
Wed 21 Oct, 4:00pm to 5:00pm (1 h)
- When
- Was Tue 20 Oct, 5:30pm to 6:30pm.
- Tutor pay
- When taught: $30.00 to Alex Ellis ($30.00 an hour), unchanged.
- Family charge
- When taught: $80.00, unchanged (per lesson).
- Family
- The family is not told unless you tick Email the family below.
No clashes.
Email the family about the new time
Clashes and cover
Double bookings are found before a family finds them. A clash stops the save, and a new tutor asks a question.
Cover, or change the tutor
Drop a lesson on another tutor and the card asks each time: cover this lesson, so the tutor keeps the student, or change tutor, so the new tutor takes it over.
One lesson or the rest of the series
For a repeating lesson, choose just this lesson or this and later lessons.
A slip is fixed in one tap
Saved, with Undo beside it for ten seconds. Moved the wrong one? Put it straight back.
Prefer not to drag? Pick from a list
Change time or tutor on the lesson's sheet does the same without dragging, for anyone who would rather pick from a list.
Change Cleo Nguyen's lesson?
Wed 21 Oct, 4:00pm to 5:00pm (1 h)
- When
- Was Tue 20 Oct, 5:30pm to 6:30pm.
- Tutor pay
- When taught: $30.00 to Alex Ellis ($30.00 an hour), unchanged.
- Family charge
- When taught: $80.00, unchanged (per lesson).
- Family
- The family is not told unless you tick Email the family below.
Tutor: Alex Ellis already has a lesson then (Ben Santos).
Email the family about the new time
Telling the family
One tick, and only if you want it.
A parent emailed about a move that was undone a moment later loses trust. A move never sends anything by itself: when the time changes, the card offers to email the family, and that email waits until Undo has passed.
The family hears only if you say so
When the time or length moves, the card offers one tick: Email the family about the new time. Leave it and the family is not told.
Sent after the undo, not before
The email waits until Undo has gone, and is sent only for a lesson still at its new time, so a mistake put right never reaches a parent.
One email to each parent
From the centre's own email, first names only, with the new day and time on the centre's clock.
Saved. Cleo Nguyen's lesson is changed.
UndoYour Centre
Inbox
From Your Centre
Lesson moved: Cleo, now Wednesday 21 October, 4:00 pm to 5:00 pm
A lesson has moved
Hi Rosa, Cleo's lesson on Tuesday 20 October, 5:30 pm to 6:30 pm has moved to Wednesday 21 October, 4:00 pm to 5:00 pm.
If the new time does not suit, please reply to this email or contact us.
Open lessons
Repeating lessons
Book the weeks ahead. See every date first.
Booking a term of lessons one at a time is slow, and a clash in week three turns up on the day. Book weekly, fortnightly or on chosen days, and each date is checked and listed before anything is booked, so that clash is a choice, not a surprise.
Student
Zoe Nguyen
Tutor
Alex Ellis
Service
1:1 tutoring
First lesson
Thu 22 Oct, 4:00 pm
Repeat
Weekly on Thursday 4:00 pm, 10 lessons, ends 24 Dec
Check the dates
- Thu 22 OctFree
- Thu 29 OctFree
- Thu 5 NovSkipRoom 2 is booked (Year 9 maths).
- Thu 12 NovFree
- Thu 19 NovFree
- Thu 26 NovWarningAlex Ellis is on leave.
- Thu 3 DecFree
- Thu 10 DecFree
- Thu 17 DecFree
- Thu 24 DecFree
Book 9 lessons, skip 1
- 01
Choose how it repeats
Weekly, fortnightly or on chosen weekdays, ending after a number of lessons, on a date, or until the break.
- 02
See every date before booking
Each date is listed with anything wrong with it: the tutor or the room already taken, a closure, the tutor's leave, a check that is due.
- 03
Skip the clashes, book the rest
A clashing date is never booked by accident. Skip it and the series books every other week.
Until the break
The platform reads the centre's own closures: a run of at least 5 closed days is a break, and the series ends the day before it.
Four o'clock stays four o'clock
Every date is booked on the centre's own clock, so a weekly lesson keeps its time across both daylight saving changes.
A sentence you can read
A summary line says what you are booking: the pattern, the day, the time, how many lessons and when it ends.
Staff who teach, too
An owner or anyone else on staff with a current pay rate can be booked like a tutor, and is checked like one.
The tutor's calendar
A tutor's day, in their pocket.
Tutors message the office to ask where they are teaching and when. They see their own lessons on the phone, by day or week, with the exam dates of the students they teach, and moving one opens the same card the front desk sees.
The day, on the phone
A tutor sees their own lessons by day or week, the ones they cover included, and the exam dates of the students they teach.
The same card, the same rules
Tap a lesson, then Move. The tutor gets the same change card, the same clash checks and the same email tick as the front desk.
Your Centre
My calendar
Thursday 22 October
Exam: Zoe Nguyen
Year 10 maths half yearly, Monday
3:30pm✓ Marked
Ava Ellis
1:1 tutoring, Room 1
4:30pmOn now
Leo Invented
Online classroom
5:30pm
Cleo Nguyen
1:1 tutoring, Room 2
6:30pm
Zoe Nguyen
1:1 tutoring, Room 2
Cleo Nguyen
5:30pm to 6:30pm, Room 2
The family calendar
Every child, in their own colour.
Parents with three children keep three calendars in their heads. They see each child's lessons, homework and exams on one calendar, and can pick a child to see only theirs.
Every child, in their own colour
One calendar for the family, by day, week, month or as a list, each child's lessons, homework and exams in a colour of their own.
Look at one child
Pick a child to see only theirs, or Everyone to see the week the family actually has.
Add to a child's calendar
A parent can put things on a child's calendar and change what the family added. What the centre added stays as the centre set it.
Your Centre
Family calendar
Week of 19 Oct
Tue 20
Ben: Reading group
3:30pm
Wed 21
Ava: Due: Algebra worksheet
All day
Ben: Spelling, 1:1
4:30pm
Thu 22
Ava: Maths, 1:1
4:00pm
Ben: Exam: NAPLAN practice
All day
Fri 23
Ava: Exam: Science test
9:00am
Ben: Writing club
5:00pm
Exam dates
Tutors no longer hear about the exam the day after. Add it once and everyone who needs it sees it.
Student
Ava's calendar
Exam: Science test
Friday 23 Oct, 9:00am
Parent
The family calendar
Exam: Science test
Friday 23 Oct, 9:00am
Tutor who teaches Ava
Alex's calendar
Exam: Science test
Friday 23 Oct, 9:00am
One list of exam dates
An exam a parent or student adds is on the student's calendar, the parent's calendar and the calendar of every tutor who teaches them.
The right people can change it
The student, a parent, a tutor who teaches them or centre staff can add and change an exam; a tutor deletes only what they added.
Coming up, on the lesson
The lesson page shows the tutor each child's exams in the next eight weeks, with the family's notes and a photo or PDF of the school's notice.
Moving across
Keep Teachworks for now. Use everything else today.
Owners worry that changing systems mid-term will break the timetable. A centre still booking in Teachworks can switch its lessons to read only: the timetable comes across on each sync, and the rest of the portal works around it until the day you move.
- 01
Keep Teachworks as the timetable
Switch lessons to read only and Teachworks stays the place lessons are booked and moved. The portal shows them after each sync.
- 02
No handles, one clear sentence
The calendars show no drag handles, empty slots do not book, and anyone who tries is told where to make the change.
- 03
Everything else works
Lesson notes, the wrap-up and its update for the family, homework and the online classroom carry on while lessons are read only.
- 04
Switch it off when you move across
When the centre is ready, switch read only off and the calendar takes bookings, drags and repeats.
Mon 19
Ava Ellis
1:1 tutoring
Year 5 group
Small group
Tue 20
Ben Santos
1:1 tutoring
Year 9 maths
Small group
Wed 21
Mia Madeup
1:1 tutoring
Thu 22
Leo Invented
Online classroom
Zoe Nguyen
1:1 tutoring
Fri 23
Selective prep
Small group
Synced from TeachworksNotes, homework and the online classroom still work here.
The calendar is one part of running the centre. See how lessons turn into invoices and pay, and how rooms are shared.
More ways to book
Families book the extra lesson. You fill the empty hour.
Parents ring for an extra lesson while a tutor sits with an empty hour. Every booking a family makes runs the same checks as one made at the front desk.
Families book an extra lesson
Parents pick an open time inside the rules you set: services, notice, days ahead, which tutors and how many a week. They see the price and your cancellation terms before they confirm.
Last-minute openings
XTutio finds a tutor's free times this week and suggests families, their own students first. You choose who is offered what, and the first to book gets it.
More than one tutor on a lesson
Add up to four co-tutors or assistants to a lesson. Each sees it on their day, is checked like the lead tutor and is paid once for it.
Lessons in their own calendar
Tutors connect their own calendar: their lessons go into it with the child's first name only, and their busy times come back so nobody is booked over them.
Your Centre
Book a lesson
For Ava · Year 8 Maths
Thursday 23 October
Before you confirm
With Liam
1 hour at the centre
Free to cancel with more than 24 hours' notice. After that, our cancellation policy applies.
In short
Scheduling
XTutio's centre calendar shows the new time, the tutor's pay, the family's charge and every clash before a moved lesson is saved, with ten seconds to undo. It books repeating lessons with every date checked first, and gives families one calendar for every child. A moved lesson's charge follows Billing and payroll, its room follows Rooms and seating, and families see it in the parent app. Centres still on Teachworks can switch over gradually.
Questions centres ask
Does moving a lesson tell the family?
Only if you tick Email the family. The email waits until the undo has passed and goes only if the lesson is still at its new time.
Can we book repeating lessons?
Yes: weekly, fortnightly or on chosen weekdays, ending after a number of lessons, on a date or at the break, with every date checked for clashes before anything is booked.
Can we keep Teachworks as our timetable?
Yes. Turn on read only and lessons are managed in Teachworks, while everything else works in XTutio.
Teachworks is a trade mark of its owner. XTutio names it to describe what it does and is not affiliated with or endorsed by it.
