Help for staff

The setup checklist

The five stages that get a new centre ready to open, what each step needs and which steps you can leave for later.

Turning features on

See every feature your centre can use in one place, whether it is on, and turn it on yourself or ask XTutio.

Your centre's details, branding and safety contacts

Set your centre's name, ABN, time zone, logo and colours, web address, safety alert contacts and two-step sign-in rule.

Campuses and opening hours

Add your campuses, set each one's opening hours, and switch a campus off when it closes.

Rooms, shared rooms and room occupancy

Add rooms to each campus, mark a room as shared, and see who is in every room now, through the day and across the week.

Floor plans and desk seating

Draw each campus with its rooms, desks and useful places, and let the portal seat every lesson at a desk.

Wall screens and the notice board

Put a campus's rooms on a TV in the foyer, choose what students' names look like, and post notices to the screens.

Connecting your services

Connect email, video, payments, Teachworks and other services, choose between your own account and the platform's, and test each connection.

Choosing your email domain

Pick the domain your centre's email and staff mailboxes use, add a new one, and check its DNS records.

Online lesson settings

Turn on the online classroom, choose how families come in, what parents may do, and whether lessons are recorded or noted.

Roles and permissions

What each staff role can do, how to change what a role can do at your centre, and how to give one person something extra or take something away.

Using your centre's own words

Rename student, tutor, lesson, centre, campus and family so the portal uses the words your centre uses.

Your centre's own subjects

Add subjects your centre teaches that are not on the standard list, and hide standard subjects you do not teach.

Sending events to other apps with webhooks

Send events such as new enquiries, bookings and payments to Zapier, Make, Slack or a spreadsheet as they happen.

Using the API

Make an API key so your website or another system can read your centre's data and send in enquiries.

Inviting staff

Add a tutor, admin or other staff member to your centre and email them a link to set their password.

Accounts that need a review

Sort out people who signed up themselves and tutors who were never set up, from one filtered list.

Inviting families and tutors

Send the families and tutors you imported a welcome email (and a text) in waves, edit what it says, see who has signed in, and set who answers parents' messages.