How to Book a Session as an Admin

Your organization is set up and you’re ready to schedule upcoming sessions. This article explains how to book sessions from your Admin Dashboard.

Users: This article is for Administrators

Prerequisites:  You have set up your Organization | You’ve added instructor(s) and student(s) to your Organization | Dual Admin/Instructor users have switched from their instructor view to the admin view

 

Built-In 1:1 Classroom Sessions

 

Note: The platform’s built-in online classroom only enables 1 to 1 sessions; to book “1 to Many” and/or In-Person sessions please skip ahead to that section. 

Follow the step-by-step instructions outlined below or skip ahead:

Once the session is booked, the instructor and student can Enter the Online Classroom 15 minutes prior to the scheduled start time.

Book a session in advance

 

Schedule a session for a student and instructor:

1. Schedule a session from the Admin Dashboard page by clicking the “Session Booking” link on your Admin Dashboard.

   

 or from the left navigation panel, click “Session Booking.”  

   

2. Follow the prompts to complete the Session Booking form.

 

Note: You can search from a list of your students or use the “Invite a student by email” link to schedule a session with a new student. This link will assign an existing user to the instructor, or create a new student user if they are not already on the platform. To invite a new student, you'll need their email address and their first and last name. Click Confirm to save the details and return to the form.




Select the “online” radio bubble and then select “Built-in 1-on-1 Classroom” from the dropdown menu if you are scheduling a session for the online platform.

      3. Once you’ve filled in all of the required fields, the “Book session” button will turn orange allowing you to complete the booking. 
    4. Upon clicking “Book Session”, the student, or their parent, and instructor will receive an email and platform notification alerting them of the booked session.

    URL Link and In-Person Sessions

    Note: You can schedule multi-student URL Link and In-Person sessions. These sessions can be scheduled with one student, multiple students, or a group of students.

    URL Link Session

    Watch Video: 

    Follow these steps to schedule a “1 to 1” or “1 to Many” URL Link session in advance from the Admin Dashboard.

    1. Schedule a session from the Admin Dashboard page by clicking the “Session Booking” link on your Admin Dashboard.

       

     or from the left navigation panel, click “Session Booking.”  

       

    2. Select the “Online Session” radio button
    3. Open the “Online Session Type” dropdown menu and choose “URL Link” 
    4. You can select multiple students from here, and/or select a group of students. The “Invite a Student by Email” function works here as well.

    Note: If you select more than one student or a group for an online session, the session type will automatically change to “URL Link”

    5. Once you’ve selected the instructor, students and/or group, paste the external video conference URL (web address) that will be used for this online session in the “URL” box. 

    Important Note: this web address link will have been provided by the external source of your choice (for example, Zoom or Google Meet). Make sure you copy/paste the full URL address beginning with HTTP to ensure you are using the complete/correct URL link.

    6. Complete the form to book the duration, date(s), time, and to add any additional details about the session. 
    7. Click "Book Session" located at the bottom of the booking form.
    8. It's official! Your instructor and student(s) are booked for their online session.

    Notifications:  Your student(s) and instructor will receive all standard notifications regarding this session, and the “Join” button (located on the student/instructor dashboard) for this session will take them to the external URL link that was provided in the session booking form. The “Join” button appears on the student and instructor dashboards 15-minutes prior to the session’s scheduled start time.

    Troubleshooting: If your instructor or student(s) experience any issues accessing an external video conferencing tool for an online session, we recommend that you first review the booked session information to review the URL web address to see if it was complete/correct. While we enable you to use 3rd party links for your online sessions, we are not able to provide troubleshooting and/or support for any issues you encounter using a 3rd party/external video conference tool for an online session.

     

    In-Person Session

    Follow these steps to schedule a “1 to 1” or “1 to Many” In-Person session in advance from the Admin Dashboard

    1. Schedule a session from the Admin Dashboard page by clicking the “Session Booking” link on your Admin Dashboard.

       

     or from the left navigation panel, click “Session Booking.”  

       

    2. Select the “In-Person” radio button
    3. You can select multiple students from here, and/or select a group of students. The “Invite a Student by Email” function works here as well.
    4. Once you’ve selected the instructor, students and/or group, paste the location of the In-Person session. 
    5. Complete the form to book the duration, date(s), time, and to add any additional details about the session. 
    6. Click "Book Session" located at the bottom of the booking form.
    7. It's official! Your instructor and student(s) are booked for their In-Person session.

    Notifications:  Your student(s) and instructor will receive all standard notifications regarding this session.