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Session Scheduling Best Practices 💯
Work with the parent to set recurring sessions. Be bold here — recurring sessions protect your time & ensure that you & your mentee will be consistent enough to reach their goals.
From here on out, schedule every tentatively agreed-upon session on the platform to protect that time so that neither of you forgets about it and you get paid (i.e., sessions have to be scheduled from our platform for us to best protect you from missed and late canceled sessions).
Schedule early! Parents and students will get 48-hour and 1-hour reminders for their sessions. Be sure to schedule ahead to take advantage of these reminders.
If you need help starting the conversation, reach out to help in your support channel!
💡 Hear from Caroline, a Curious Cardinals mom & admin, why it's important to schedule regular sessions ahead of time:
Schedule sessions - easy scheduling with automated integrations!
Video Walkthrough
Step 1: Select the engagement you want to schedule.
Two ways to schedule a particular engagement:
Use the "Schedule More Sessions" button from your Dashboard, and select the engagement from there.
Or, you can use the "Schedule" button from the "Your Engagements" section to schedule directly for that engagement.
Step 2: Fill out the scheduling form.
Tips:
💡 You can adjust the session duration on the post-lesson form if needed.
💡 The time zone you see here is the time zone that will be used for scheduling. You can change your time zone in your settings!
To change the date and time, you can either type or click on the calendar or time icon, as shown below, to pick a date or time.
Step 3: Repeat this session?
If you wish to schedule recurring sessions, fill out this section, and we will generate a list of sessions based on this schedule for you. Don't worry if you need to skip a week or two. You can remove sessions from the generated list in the next step!
To schedule a single session, you can simply turn this button off.
Step 4: Review and confirm!
Last but not least, review everything before hitting the "Schedule" button -- all sessions listed on the page (unless removed) will get scheduled!
You can use the (x) button to remove any sessions that you don't want to schedule:
Tips:
💡 If you accidentally removed a session, you can go back to the last step and review again to re-generate the list.
What happens after sessions are scheduled?
1. Once scheduled, you, your mentee, and their guardian should see the new sessions added to the "Upcoming sessions" section:
2. ✉️ Your mentee and the guardian will automatically receive a session confirmation email from us with session information. The time listed in the email will be converted to your mentee's time zone:
They will also receive 48-hour and one-hour session reminders from us. You are cc'ed in these emails in case the family needs to reach you.
💡 Always schedule ahead to take advantage of these reminders!
3. 📆 We will automatically create and send a Calendar Invite to you and the family. You don't need to send them additional calendar invites :)
🚧. Reschedule lessons - we're working on it!
We also can not support rescheduling just yet. If you need to reschedule a lesson, you will have to cancel the old one and schedule a new lesson.
Join a lesson
To join a lesson, simply find the session from your dashboard and use the "Start Session" button to start your session:
Note that:
The “Start Session” button will become active 15 minutes before the lesson's scheduled start time.
Using the "Start Session" button will launch the Zoom meeting. You will always be joining as a host. Your students will be in the waiting room until you launch the Zoom meeting.
Copy Student Link 🔗
If you wish to copy the Zoom link and send it to the student directly, you can do that directly in the app. You can find the "Copy Student Link" option after clicking on the 3-dot overflow button from your upcoming session:
