Step 3: Taking Attendance
Wow, you’re looking like a TutorBird pro already! We’re now going to master Attendance. Taking attendance is completely optional but recommended. A few key benefits of taking attendance:
- Tied to billing (if charging per lesson)
- Leave individual lesson notes for the student, parent and yourself
- Record payments made at the lesson and send a receipt (automatically entered into the family account)
- Assign and manage repertoire
- Issue and use make-up credits (make-up credits are completely optional)
- Accountability (absenteeism and tardiness will stunt progress)
- From the "Calendar", click on the lesson you would like to take attendance for and choose “Attendance“ from the pop-up.
- When the attendance pop-up appears, choose the appropriate attendance option from the "Status".
- If you would like to include lesson notes that can be emailed to the student and/or parent(s) select “Add Notes“.
- Click the blue “Save” button.
Your attendance can also be taken from your Home Agenda.
Click Here for Step 4: Create an Invoice
What do the different attendance options mean?
TutorBird features a variety of different attendance options to cover all possible situations. To make it easier to remember, we added “($)” to any attendance options that will charge the student. If you choose an option that doesn’t have “($)”, the event isn’t considered billable. (If you have students who pay the same amount each month, one billable event will trigger their monthly charge.)
- Unrecorded: This is the default attendance setting, and it means that TutorBird doesn’t know if this student showed up or not. 99% of the time you’ll be changing the attendance status from Unrecorded to something else.
- Present ($): Choose this option if the student was present for their lesson. The ($) indicates that the student will be billed for this lesson. (If you charge a flat monthly rate, your student won’t be billed extra)
- Present, Late ($): This option is identical to “Present ($)”, but can be used to keep track of late/tardy student arrivals.
- Present, Use Make-Up Credit: Choose this option if the student was present and you want to use a make-up credit (rather than bill the student). This option will NOT be shown if the student doesn’t have any make-up credits.
- Absent, Give Make-Up Credit ($): Choose this option if the student did not attend the lesson, but you’d like to issue a make-up credit. Just like with “Present ($)”, the “($)” means that the student will be billed for this lesson.
- Absent, Use Make-Up Credit: Choose this option if the student was scheduled for a make-up lesson but was absent. This option will deduct a make-up credit because the student was a “no-show”.
- Absent, No Make-Up ($): Choose this option if the student did not attend and you won’t be making up the lesson. The student will be billed for this missed lesson. Most tutors use this option if the student was a no-show.
- Absent, Notice Given: Choose this option if the student was not present but gave you advance notice. For example, if the student let you know a few days before the lesson you would use this option. No billing charge is assigned to the student (and no make-up credit is issued).
- Tutor Absent, Make-Up ($): Choose this option if you were absent and wish to make-up the lesson. The student will be billed, and a make-up credit will be issued.
- Tutor Absent, No Make-Up: Choose this option if you were absent and do not wish to make up the lesson. The student will not be billed.
Tip: If you see a ($) beside the attendance option, that means the family is paying for that lesson. (If you’re using fixed monthly billing it means this lesson will trigger the monthly charge if applicable.)