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Frequently Asked Questions about Licensing Trilogy's Software

Get the answers to all of your questions about the platform, the online classroom, billing, and marketing here!

PLATFORM

Is the user data (especially data associated with my students) stored on the platform safe and secure? 
Is there a way to send all of my students, parents, or instructors a file?
How do I share lesson plans, course materials, homework assignments, etc with students ("advance document management")?
Can I communicate in your system via SMS?
If messages start in the messaging system and move over to email - are they still tracked?
Can students or parents see when their instructor is available to book a session?
Do you have a way to help match students with instructors?
Can I customize the platform with my own branding?
Can the platform integrate with my website so students can see instructors' classes/availability and book directly themselves? 
Can I customize what my end-users see in the interface?
What is the parent experience like during onboarding?
How do programs work? What is the point?
What does it look like in the admin calendar if you have 100 sessions happening at the same time?
What is the meaning of different colors in the admin calendar?
How do post-session reports work for group sessions?
Can my users customize their reminders?
Can post-session reports be customized? 

CLASSROOM

Do you have a 1:multiple classroom? 
Can a single instructor have more than one teaching session happening at the same time?
How well does your classroom work for little kids?
Do you have annotations for screen share?
Do you have any STEM tools in the classroom?
How can I connect my LMS to the classroom?
Can I drop a game or media onto the whiteboard?
What types of files are supported in the portfolio and is there a file size limit?
What types of files work on the whiteboard?
Does the text edit board autosave?  
Is there a way to undo something in the classroom?
Is there a way to prep the classroom before a session starts?

BILLING

Can I track packages in your system, if not when will that be available?
If I wanted to use Trilogy for payroll, how does that work? 
Is there a way to remove the billing card from the student experience? 

MARKETING

Can Trilogy Mentors help me find students?
Do you have a public-facing way for new students to register or sign up for tutoring?

 


Is the user data (especially data associated with my students) stored on the platform safe and secure? 

Having a safe and secure online learning environment for students is a priority. Our virtual classroom is accessed only by the instructor and student. All data (i.e. contact information, recorded sessions, invoices, messages, feedback, etc) is kept private and complies with the federal Children's Online Privacy Protection law.  law. We hold ourselves to a high standard of safety, security, and data responsibility. Unlike other platforms, our users' data will never be used for ad targeting.

Is there a way to send all of my students, parents, or instructors a file?

Yes. The best way to send a message and/or file is to create a Group and include all of the users you want to send it to. Under Groups, select a group and click “Send a Group Message” and attach the file you’d like to send that group. Files can also be sent to individual users via the platform messaging tool as needed.
Check out these Help Center articles:
How to Send and Reply to Messages
How to create and edit Student Groups in your online platform 

How do I share lesson plans, course materials, homework assignments, etc with students ("advance document management")?

There are several ways to share materials with students. You can:

  1. Navigate to the Student Details page and upload documents to the student’s portfolio
    User Management - Updating User Details 
  2. Send an individual message to the student or group and attach the files to be shared
    How to Send and Reply to Messages
    How to create and edit Student Groups in your online platform 
  3. For web-based materials that are general for all students, admin level users can put links on the students’ dashboard (i.e. frequently used learning websites like Clever, IXL, Khan Academy, etc)
    How to use the Links feature in the Admin Portal
  4. The built-in online classroom also has file-sharing capabilities. All files that are shared during the session are stored as part of the session record and can be accessed after the session is completed
    How to upload and share files in the Online Classroom
    Reviewing Completed Online Sessions 

Can I communicate in your system via SMS?

No. In-platform messages are forwarded to the email address associated with a user’s account so that users receive the communications even if they aren’t logged into their dashboard. These communications are not received via SMS.

If a user has a phone number associated with their account, the system does send SMS (text message) reminders about upcoming sessions.
Check out this Help Center article: Managing Session Notifications - SMS Notifications 

If messages start in the messaging system and move over to email - are they still tracked?

Communications sent through the platform messaging system are forwarded to the email address associated with a user’s account. If a user replies to a message from their personal email, that message is forwarded back to the platform. As long as the user replies to the same thread within their personal email, all messages will be tracked in both the platform and their personal email inbox.
Check out this Help Center article: How to Send and Reply to Messages

Can students or parents see when their instructor is available to book a session?

Students and parents can request to book sessions with their instructors. If the instructor is unavailable for a specific date/time, the student or parent will receive instant feedback that they cannot request a session at that time. Students and parents do not have full transparency into the instructor’s calendar or availability at this time.

Do you have a way to help match students with instructors?

Not yet, but this is something we are actively working on! 

Can I customize the platform with my own branding?

Yes! When you license our software you will have a personalized URL for your organization. Your logo or organization name will appear on each page of the platform providing your users with a branded experience. We will be working on more branding capabilities in 2021.

Can the platform integrate with my website so students can see instructors' classes/availability and book directly themselves? 

No, this is integration is currently not available.

Can I customize what my end-users see in the interface?

The platform isn’t fully customizable, however, there are many features that can be configured to suit your organization’s specific needs (i.e. Programs, Links, Instructor Availability, Operating Hours, Instant Sessions, Session Recordings, Timezone, Groups, etc). Check out this Help Center article: Organization-Level Settings For Admins.

What is the parent experience like during onboarding?

Parents will receive an activation email from your organization with a link prompting them to get started. When they click that link they will create a password for their account, and set up their student’s email or username and password. Check out this Help Center article: How to activate your Parent and Student accounts.

How do programs work? What is the point?

The Programs features allows you to distinguish your offerings and their unique fee schedule. Programs could be based on subject matter, price, location, and/or seasonality. Every session conducted on the platform is connected to a program. By differentiating your offerings through Programs, you can run payroll at the end of each billing cycle and/or monitor session attendance based on programs. Check out this Help Center article: Structuring and setting your Programs 

What does it look like in the admin calendar if you have 100 sessions happening at the same time?

The admin calendar has various views (Month, Week, Day, and List) that you can select to filter how sessions and events are displayed. For a large number of sessions that are taking place simultaneously, we recommend the List view. Each view will display sessions in a different way and allow you to expand the selection if there are too many for the space provided. Check out this Help Center article: Admin Calendar Overview - How to View and Manage your Organization’s Sessions

What is the meaning of different colors in the admin calendar?

The color indicates the session status as follows: 

  • Completed (light green)
  • Pending Confirmation (yellow)
  • Rescheduled (dark blue) 
  • Missed (red) 
  • Canceled (red) 
  • Non-Session Events (black and gray) 

How do post-session reports work for group sessions?

Group sessions can be booked by adding a link to the video conferencing tool of your choice. Although group sessions are conducted outside of the platform, platform users can access their session from the automated session email reminders and have a direct link to their session from their personal dashboard. Once the session is marked as completed (action taken by the instructor), the session reports can be completed by the instructor and student attendees.

Instructors are prompted to complete a report for the group and also have the ability to complete an individual report for each student that attended the session. Students are prompted to complete an individual report as well.

Can my users customize their reminders?

Not yet, but we are working on this! 

Can post-session reports be customized? 

The 10-point scale questions (engagement, confidence, and overall experience) are built into the report. Admin users have the ability to specify one or more questions/prompts to encourage feedback in the open text comment section of the post-session report. 

Check out this Help Center article: Organization-Level Settings For Admins - General Settings

Do you have a 1:multiple classroom? 

The Trilogy platform has a built-in virtual classroom that enables one-to-one tutoring only. The online classroom is included in all subscription plans. The Trilogy platform allows for scheduling lessons with multiple students (“groups” support up to 250 students). To be able to do this you need to use our platform in conjunction with an external video conferencing tool (such as Zoom or Google Meet). 

Can a single instructor have more than one teaching session happening at the same time?

This is possible, but not recommended.

How well does your classroom work for little kids?

Licensees use our platform to work with kids as young as age 3. It is suitable for Pre-K and elementary students who will require the help of a parent or guardian to help them get logged in and start their lesson with the tutor. 

Do you have annotations for screen share?

While our classroom does include screen sharing for both the instructor and the student, it does not allow for annotation while screen sharing. 

Check out this Help Center article: How to Share Your Screen During an Online Session 

Do you have any STEM tools in the classroom?

The online classroom is interactive because both students and instructors can upload files (PDF, JPEG, PNG, SVG) on which they can directly annotate. This gives session participants the ability to upload STEM materials during a session. However, there are no STEM specific tools built into the online classroom. Check out these videos: How to Teach Chemistry in the Online Classroom and How to Teach Math in the Online Classroom

How can I connect my LMS to the classroom?

Using our links feature from the admin dashboard, you can customize links that will appear on the dashboards of the different users on your platform (instructors, students, and parents).  Adding a link to your LMS to the dashboard is one way for those users to easily access it from the platform. You may also choose to direct students from the LMS to the platform website  (yourorganization.placetoteach.com) by posting a link within the LMS. 

Can I drop a game or media onto the whiteboard?

Media such as videos, audio, apps, or games cannot be dropped onto the whiteboard in the online classroom but can be presented through the screen sharing tool. File types supported for sharing on the whiteboard include PNG, JPEG, SVG, or PDF files.

What types of files are supported in the portfolio and is there a file size limit?

Any type of document file can be uploaded and stored in the portfolio. However, it is important to note that the only file types that can be shared to the (drawing) whiteboard include PNG, JPEG, SVG, or PDF files. The file size limit is 10Mb.

Check out these Help Center articles:

How to upload files to your personal portfolio 
How to upload and share files in the Online Classroom  

What types of files work on the whiteboard?

File types supported in the online classroom include PNG, JPEG, or PDF files which can be shared to the drawing board (not the writing board).
Check out this Help Center article: How to upload and share files in the Online Classroom

Does the text edit board autosave?  

The text (writing) board does not autosave. In order to save work completed during the session, copy and paste the text into an external document and/or take a screenshot of the work. This screenshot can be uploaded to the Classroom Files so both student and instructor can review this work in the Post-Session Feedback Report.
Note: If your account has session recordings, all activity on the drawing board and text board can be viewed and copied from the video recording of the session as well. In case you forgot to save, this feature can be a lifesaver!

Is there a way to undo something in the classroom?

There is no undo button in the online classroom. You can use the eraser to delete individual words or drawings one-at-a-time. To delete the entire contents on the drawing board, click the trash can icon and then click “clear” to confirm the action.  Note: It’s important to set expectations and communicate with your students in advance of the lesson that there is no “undo button so deleted content cannot be recovered and thus must be recreated. 

Is there a way to prep the classroom before a session starts?

The best way to prep prior to a session is to upload the files you plan to use during the session into your portfolio. This way the files will be readily available in the classroom to drag and drop on the drawing board. The instructor may only enter the classroom once the student enters the waiting room, so the student joins the instructor just afterward which leaves little time to “prep the classroom.”

Check out these Help Center articles:
How to upload files to your personal portfolio 
How to upload and share files in the Online Classroom  

Can I track packages in your system, if not when will that be available?

No, we do not track packages at this time. However, this is our development team’s top priority right now! We are currently working on a new and improved billing system that allows you to offer packages, paid upfront by your clients, which you can track through the platform.

If I wanted to use Trilogy for payroll, how does that work? 

We currently do not have a way for you to manage payroll through the platform. 

Is there a way to remove the billing card from the student experience? 

The billing card on the student and/or parent dashboards is only visible if the user has been sent at least one invoice on the system. If a student has an associated parent, then the billing card will not appear on the student’s account but instead will be visible on the student’s associated parent account(s). For independent students (student users without an associate parent) the billing card will appear if the student has at least one invoice.

Can Trilogy Mentors help me find students?

While building an exceptional platform is our main focus, we definitely want to help your business thrive! Therefore, we have built a tutor directory for our licensees which we hope to promote and market in the future. In addition to the directory, we are currently developing a Tutor Bootcamp which includes a marketing component, providing you with strategies for finding students and growing your clientele base. For more ideas, check out our blog post

Do you have a public-facing way for new students to register or sign up for tutoring?

Not yet. Admins and/or instructors must have the student’s or parents’ email address to add them as a user to the platform.