Session Management

Session Management

The Session Management feature allows you to schedule, track, and analyze all classroom teaching sessions.

What is a Session?

A session represents a single teaching interaction between an educator and one or more students. Each session includes:

• Date & Time - When the session occurred
• Duration - Length of the session in minutes
• Student(s) - Who attended
• Educator - Who taught
• Status - Scheduled, in-progress, completed, cancelled
• Notes - Session content and observations
• Attendance - Actual students who attended
• Payment - Associated billing information

Creating Sessions

Schedule a Session

1. Navigate to Sessions → Schedule New
2. Select session type (one-on-one, group, class)
3. Choose date and time
4. Select student(s)
5. Set duration (in 15-minute increments)
6. Add description (optional)
7. Click Schedule

Session is now visible on calendar and sent to students.

Quick Session Log

For immediate session entry:

1. Click Log Session from dashboard
2. Select student(s)
3. Enter actual duration
4. Add notes (optional)
5. Click Log

Session recorded with current timestamp and payment calculated.

Managing Sessions

View All Sessions

Navigate to Sessions to see:

• Calendar View - Visual week/month layout
• List View - Detailed session information
• Student View - Sessions by student
• Educator View - Sessions by educator

Edit Session

1. Click on session
2. Click Edit
3. Modify details (date, time, duration, notes)
4. Click Save

Changes update instantly and affected parties are notified.

Cancel Session

1. Click on session
2. Click Cancel
3. Choose reason (optional)
4. Select notification option
5. Confirm

Cancellation logged and refund processed if applicable.

Reschedule Session

1. Click on session
2. Click Reschedule
3. Select new date/time
4. Add rescheduling reason (optional)
5. Confirm

All parties notified of new schedule.

Session Status

Sessions have distinct statuses throughout their lifecycle:

Status	Meaning	Actions Available
Scheduled	Future session booked	Edit, Cancel, Reschedule
In Progress	Currently happening	End Early, Add Note
Completed	Finished normally	View, Analyze, Repeat
Cancelled	Not happening	Reschedule, Archive
No-Show	Student didn’t attend	Mark as no-show, Follow up

Session Templates

Create templates for recurring sessions:

Create Template

1. Go to Sessions → Templates

2. Click New Template

3. Set:

   • Time of day
   • Duration
   • Recurring pattern (weekly, bi-weekly, etc.)
   • Student(s)
   • Notes

4. Click Create

Use Template

1. Click Schedule Session
2. Select From Template
3. Choose template
4. Confirm details
5. Click Schedule

Recurring sessions automatically created.

Session Notes

Add detailed information about sessions:

Types of Notes

Teaching Notes

• Topics covered
• Student performance
• Materials used
• Homework assigned

Observation Notes

• Student engagement
• Improvements needed
• Skills demonstrated
• Challenges faced

Administrative Notes

• Payment status
• Follow-up needed
• Special requests
• Contact information

Adding Notes

1. Open session
2. Click Add Note
3. Select note type
4. Type content
5. Click Save

Notes are searchable and attached to session record.

Attendance Tracking

Mark Attendance

For group sessions:

1. Open session
2. Click Mark Attendance
3. Check off students who attended
4. Note any absences
5. Click Save

Attendance automatically recorded and attendance rate updated.

Track No-Shows

1. Select session
2. Click Mark No-Show
3. Confirm student(s)
4. Choose follow-up action
5. Send notification

No-show tracked and follow-up initiated.

Session Analytics

Session Metrics

View statistics on:

• Total sessions taught
• Average session duration
• Student attendance rate
• Most frequent students
• Busiest times
• Revenue per session

Generate Reports

1. Go to Reports → Sessions
2. Select date range
3. Choose metrics to include
4. Select format (PDF, Excel, email)
5. Download or send

Session Payment

Payment is automatically tracked for each session:

Automatic Billing

• Session logged → Payment calculated
• Amount based on tier pricing
• Automatically invoiced if on monthly plan
• Pay-per-session available for some tiers

Manual Adjustments

1. Open session
2. Click Adjust Payment
3. Enter new amount (if needed)
4. Add reason for adjustment
5. Save

Adjustment logged in payment history.

Common Session Scenarios

One-on-One Session

Student: Sarah Ahmed
Date: July 23, 2024
Time: 3:00 PM - 4:00 PM
Duration: 60 minutes
Status: Completed
Payment: $50
Topics: Math - Algebra Basics

Group Class

Educator: Mr. Khan
Date: July 23, 2024
Time: 2:00 PM - 3:30 PM
Duration: 90 minutes
Students: 15 attendees
Status: Completed
Payment: $300 total ($20/student)
Topic: English - Essay Writing

Batch Session Update

Bulk Update:
- Select: All Friday sessions
- Duration: Extend to 90 minutes
- Effect: 12 sessions updated
- Notifications: Automatically sent

Best Practices

1. Log immediately - Record sessions right after completion
2. Add details - Include notes about what was taught
3. Track attendance - Keep accurate attendance records
4. Monitor patterns - Review trends to improve scheduling
5. Set templates - Use templates for recurring sessions
6. Plan ahead - Schedule sessions in advance when possible

---

Next: Learn about Student Management or Payments