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  3. Scheduling & Managing Sessions

How to Book a Session as an Admin

Book in-person & online tutoring sessions for your organization as an Admin. Online sessions can be facilitated in the 1:1 Pearl Online Classroom or using the URL Link tool to meet via a video conference tool (Google Meet, Zoom, etc.)

Users: This article is for Admin-only and Admin+Instructor users

Prerequisites:  Your Organization has been set up | Your organization has Instructor(s) & Student(s) users

Feature Overview:

Book sessions for your students and instructors to be held in one of the following ways:

Session Options

1 Instructor &

1 Student (1:1)

1 Instructor &

Multiple Students (1:Many)

Video Recording

In-person

Yes

Yes

No

Pearl Online Classroom

Yes

No

Yes

URL Link Online Session (Google Meet, Zoom, etc.)

Yes

Yes

No

The booking form additionally enables you to book recurring sessions, select a program for the session, and mark the session as billable or non-billable.

How to complete the Booking form

  1. To book a session from the Admin+Instructor or Admin-only Dashboard page, click “Booking” in the left navigation bar. Or if you’re an Admin-only user you can also find the “Booking” link on your Admin-only Dashboard under the "Classroom" header.
  2. Fill out the Session Booking form.

Booking Form field details:

  • Instructor. You may only select one Instructor for a session.
  • Student or Group. You may select one or more students or groups for a session. If the student you want to book with is not yet a user in the platform, you can invite them as a new student (who is not yet a user in the system) from the booking page. If you’ve selected more than one student, your session type options will be in-person or online via URL Link. The Pearl Online Classroom is limited to one student and one instructor.
  • Session type. You have three options for session type: In-person, Online with the 1:1 Pearl Online Classroom or Online with a URL Link. Select “online” or “in-person”. If you select “online” you will be able to choose between two “Online Session Types” the “Built-in 1-1 Classroom” or “URL Link”. If you select “URL Link” you will need to paste in the entire URL for the video conference tool that you will use (example: https://example.zoom.us/)
  • Duration. Select the total length of time for the session. Duration options can be customized by an Admin via Configuration>Booking & Sessions. 
  • Date. Select the date for the session. The date field header additionally indicates the timezone for your user profile. To edit your user profile’s timezone go to Profile>Details and update your timezone. You may set the overall Organization’s timezone by going to Configuration>Organization Settings and selecting and saving a Timezone. 
  • Available start times. Select a start time for this session. If the Student is in a different Timezone than the Instructor (and the Student’s user profile is correctly set for their student user profile) each user will see the session start time listed in their unique Timezone so that they both arrive at the session at the correct time. 
  • Is this a recurring session? Repeat for another __ sessions. If you’re scheduling a weekly session that will take place on the same date at the same time each week, you may use this feature to schedule this session as a recurring session. Please enter the number of additional sessions you want to schedule.
  • Is this a billable session?
    • If you mark a session as “billable”, then…
      • If credits are being used by the organization: It will automatically deduct a session credit from the participating student(s) existing credits.
      • If invoicing is being used by the organization: It will make this session available in the Invoice Wizard for an Admin to reference for invoicing.
      • If neither credits or invoicing is being used by the organization, then it is simply a tag that can be used for record-keeping or external bookkeeping purposes.
    • If you mark a session as "non-billable", then...
      • If credits are being used by the organization: It will not deduct a session credit from the participating student(s) existing credits.
      • If invoicing is being used by the organization: The Admin will be able to see that this session has been marked non-billable so that they know not to invoice for it.
      • If neither credits nor invoicing is being used by the organization, then it is simply a tag that can be used for record-keeping or external bookkeeping purposes.
  • Program. This is a required field. Select the related Program for this session. You may add and edit Programs on the Programs page accessed by clicking “Programs” in the left navigation bar. 
  • Subject. Add a session subject title here. 
  • Description. Add a session description here.
  • Click the button “Book Session” to save and confirm the session. Session participants, including the Instructor, Student(s), and Parent(s), will receive a booking confirmation notification with the relevant session details, and this session information will now show up for them on their Dashboard and in their Dashboard Calendar. 

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