TutorCruncher August Newsletter

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 Sam Jenkins
Edtech Newsletter SaaS Small Business

Here we are at the end of August, a time for many to get back to business after summer vacation. The academic year 2017/18 beckons! In the Northern Hemisphere, students and teachers alike will be preparing to go back to school — some will have already. A successful start to the new year for you and your company is desirable and achievable. Reviewing the previous year, setting short and long term goals, and prioritising your workflow is essential to hitting the ground running. Here, TutorCruncher is as able as ever to maximise your time and provide you with the means to achieve your company’s aims.

To that end, we have been very busy this month with an abundance of new changes, be they fixes, optimisations, new features, or things that just make your TC look great. Many of these you might have seen and enjoyed already, such as the new admin dashboard, but there is plenty more we have done. As always, this newsletter serves as a means to illustrate what you can do to get even more out of your TutorCruncher experience to help you manage and grow your company, particularly as we enter the new academic year. Full steam ahead!

Top Tip of the month

Given the time of year, you are likely to be expanding your network of both tutors and clients. For that reason, let’s talk a little bit about creating new users in terms of how they are added to your database and how you can tailor this process to your needs.

Whenever you add a new user to the system, they will receive a Welcome Email. If you look at your Communications > Email Definitions, you will see that there are distinct Welcome Emails for your tutors, clients, students, and admins. The relevant email will be sent out to a user that you create as long as they have an email address in their profile when they are added. Customising this email is done by editing the email definition and allows you to make sure that you encourage your users to log in and engage with your company’s account in the way that you want them to. For example, you might want to make clear that they can access documents stored on your cloud or that they can add their lesson calendar to their personal device. If a user does not receive a welcome email then you can now resend it to them by going onto their profile and clicking the ‘Resend Welcome Email’ button.

Get your users logging in to get the most out of TutorCruncher.
Get your users logging in to get the most out of TutorCruncher.

With your users added and logging in, it is also worth looking at the information that you store in your database and customising these user profiles. By going into System > Customisation > Custom fields, you can create custom fields to be filled in on your user’s profiles. This allows you to store data that is relevant to your company’s operations. Take an example of your tutor profiles. In addition to logging their subjects, institutions, and qualifications, you can use custom fields to capture more qualitative skills. I can create an custom field as a checkbox to indicate that my tutors work with the Orton-Gillingham Approach. Or, I could create a dropdown to appear on my client’s profiles to indicate how they heard about my company. What’s more, you can filter this information to then easily access those users with this information filled in on their profiles.

Make your TC experience about your company, by your company, for your company.

Accounting items detail

We have transformed the way you now look at your draft invoices to provide you with more information and clarity on the invoices which you are going to send out. When you regenerate your invoices, some of them will have tags on them based on what will happen when the invoice is confirmed and then sent.

Smart labels for smart invoices.
Smart labels for smart invoices.

These labels are automatically applied and mean the following upon sending:

  • Auto Charged — The invoice will be charged to the card or direct debit set up on the client’s profile. This means you won’t have to worry about chasing the invoice up for payment and TutorCruncher will send you an email to let you know when a client has been successfully auto charged.

  • Fully Paid — The invoice will be marked as paid as the client has sufficient credit to pay for the invoice. This is very useful for those who bill their clients upfront using Credit Requests, as it is clear that the client will not have to pay for the lessons on this invoice as their prepayment covers the cost.

  • Part Paid — The invoice will be part paid from the client’s balance as there is some credit, though not enough to fully pay the invoice. Again, if you are charging upfront and see this label when you reconcile your accounts at the end of the billing period, this shows that the client does not have enough credit to cover the cost of their lessons and thus needs to pay the remainder on the invoice. You can have an invoice with two labels if it will be Part Paid with the remaining amount to be Auto Charged.

In the event that none of these labels are applied, the invoice will simply be sent as normal for the client to pay.

But wait, there’s more!

In addition to the new labels, if you click on an individual invoice you will now have a Payment Summary. This contains a detailed breakdown in addition to the labels, such as: the amount to be part paid, the card that will be billed, the email that the client will receive. Managing your client payments really has never been easier with TutorCruncher!

A detailed summary on each invoice.
A detailed summary on each invoice.

Calendar extra details

With the new calendar details view, you can access lesson-specific information without having to leave the page. If you wanted to get a snapshot of which users were on the lesson and where it was taking place, then simply click on the lesson for a summary. You can then click on ‘More Details’ in order to get the full lesson screen if you need to upload any resources or log student attendance.

Get a snapshot of your lesson information from the calendar.
Get a snapshot of your lesson information from the calendar.

Improved workflows

We are constantly striving to make it as easy and streamlined as possible for you and your users to access information that is useful to them. With that in mind, you can now filter your Ad Hoc Charges by when they were added or by what they relate to, in terms of the user or the job. Additionally, we have improved your ability to share your clients’ and students’ contact details with the tutor they are working with. If you enable the ‘Tutors View Students’ option in your System > Configuration > Jobs and Reports, your tutors will be able to view the contact details of the student they are working with on a job. In the event that the student’s contact details are blank, TutorCruncher will now automatically pull through the contact details for the student’s paying client. That way, your tutors will easily be able to get in touch with the relevant user once you have set them up on a job.

To be continued

There’s plenty for you to get your teeth into now in terms of new ways that TutorCruncher can help you manage your time and your company with ease. Join in our social media conversation on Facebook and Twitter and stay tuned for more exciting news as we go forward. Here’s to a successful 2017/18 for all!

Thanks for reading,

Team TC -* Grow your tutoring business*

We build business management software for tutoring companies. Whether you are a small team or an established company, we can help you give your clients a 5-star service while spending less time on administration.

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