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How to Book a Session as an Instructor

Book in-person & online tutoring sessions as an Instructor. 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 Instructors

Prerequisites:  You have activated your Instructor account 

Feature Overview: Book sessions with your student(s) 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. Click “Booking” in the left navigation bar on the Instructor Dashboard.

2. Fill out the “Book a Session” form on the Session Booking page.

 

Form field details:

  • Student or Group. You may select one or more students or groups for a session. If the student(s) you want to book with is not yet a user on the platform, you may invite them as a new student (who is not yet a user in the system) from the booking page by clicking “click here to invite the student by email” and following the steps. If you’ve selected more than one student, your session type options will be reduced to either “in-person” or “online” via “URL Link”. The Pearl Online Classroom is limited to one student and one instructor only.
  • Session type. You have three options for session type: 1. In-person 2. Online with the 1:1 Pearl Online Classroom, or 3. Online with a URL Link. First select “online” or “in-person”. If you select “online” you will be able to choose between two “Online Session Type” options: the Pearl “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 are set by the organization’s Admin via Admin controls (Configuration>Booking & Sessions). 
  • Date. Select a 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. Admins have control to set the overall Organization’s timezone in their configuration settings. 
  • Available start times. Select a start time for this session. If the Student is in a different Timezone than you (and the Student’s user profile is correctly set for their student user profile) you and your Student will see the session start time listed in your unique Timezone so that you 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 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.
    • 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.
    • Note: If you are not sure how to mark your session(s), please reach out to your organization’s Admin and ask how they would like you to proceed.
  • Program. This is a required field. Select the related Program for this session. Program setup is an Admin level feature. 
  • 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 on their respective Dashboards and Dashboard Calendars. 

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