Scheduling & Calendar Management
Scheduling & Calendar Management 📅
tutorkamun's scheduling system connects tutors, students, and parents with an intuitive calendar, credit-backed booking, automated rescheduling approvals, and clear cancellation policies.
Interactive Calendar Views
Users can toggle between two primary calendar formats:
- Monthly Grid View: High-level view showing all upcoming and past sessions across the month. Ideal for long-term planning.
- Weekly Time-Grid View: Hourly timeline view showing exact session start/end times, tutor availability windows, and schedule gaps.
External Calendar Integration
Credit-Based Session Booking
Sessions on tutorkamun require session credits:
- Credit Verification: When scheduling a session, the system verifies that the student (or parent balance) has sufficient credits.
- Session Reservation: Upon booking, 1 credit is reserved for the scheduled time slot.
- Credit Deduction: When the live session completes successfully, the credit is officially applied.
Setting Educator Availability (Tutors)
Tutors control when booking requests can be made:
Configurable Availability Rules
- Weekly Schedule: Set active teaching windows for each day of the week (e.g., Monday 15:00–19:00).
- Buffer Slots: Define mandatory break intervals between sessions (e.g., 15-minute buffers) to prepare for your next student.
- Time Off Blocking: Block out specific dates or hours for holidays, exams, or personal time.
Recurring Sessions
Tutors can schedule recurring weekly tutoring sessions for regular students:
- Weekly Sessions: Set a fixed day and time each week (e.g., Every Tuesday at 4:00 PM).
- Each session instance appears on your calendar and can be managed or rescheduled independently if needed.
Rescheduling Workflows & Approvals
When plans change, tutorkamun provides automated reschedule handling:
- Initiate Request: Click an existing scheduled session on the Calendar and select Reschedule.
- Propose Time: Select a new time slot from the tutor's active availability grid.
- Approval Prompt:
- If proposed by tutor -> Parent or student receives an approval prompt.
- If proposed by parent -> Tutor receives an approval prompt.
- Calendar Update: Once approved, both calendars and notifications update instantly.
Cancellation Policy & Cutoff Window
To protect both tutors' time and families' credits, cancellations follow a standard cutoff policy:
| Cancellation Timing | Credit Refund Outcome | Policy Details |
|---|---|---|
| Outside Cutoff Window (>24 Hours Prior) | 🟢 100% Credit Refunded | Credit returned immediately to parent/student balance. |
| Inside Cutoff Window (<24 Hours Prior) | 🔴 Credit Forfeited | Session credit is used to compensate the tutor's reserved time. |
| Cancelled by Tutor | 🟢 100% Credit Refunded | Full credit returned regardless of timing. |
PDF Invoices
Persona Breakdown
🎓 Student Perspective
- View personal upcoming sessions on monthly and weekly calendars.
- Receive countdown alerts before live sessions start.
- View available credit balances for booking future sessions.
👨👩👧 Parent Oversight
- View calendar schedules for all linked children in one place.
- Approve session bookings and reschedule requests.
- Manage session credit allocations and issue payment authorizations.
👨🏫 Tutor Control
- Set weekly teaching hours, buffer times, and block time off.
- Schedule credit-based single or recurring weekly sessions directly.
- Approve or suggest session reschedules.
Related Features
Task Management
Learn how tutorkamun's task system enables tutors to assign homework, track student progress, grade work with 0-100% scores, and send real-time alerts to parents.
Student Management & Roster Tools
Learn how tutors manage student rosters, send invitations, connect with parent accounts, track engagement, and archive inactive profiles on tutorkamun.