> For the complete documentation index, see [llms.txt](https://tutearnio.gitbook.io/tutearn-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://tutearnio.gitbook.io/tutearn-docs/user-manual-academic.md).

# User Manual Academic

> Real-world guide for tutoring center admins.\
> All examples use **Bright English Academy** demo data.

***

## Getting Started — First-time Setup Flow

When a new organization is created, admins are automatically taken to the **Setup Guide** (`/getting-started`). This page walks through 9 setup steps in order and tracks progress with a progress bar.

### The 9 Setup Steps

| Step                     | What to do                                              | Where                                  |
| ------------------------ | ------------------------------------------------------- | -------------------------------------- |
| 1. Organization Profile  | Upload your logo and set your timezone                  | Organization → Edit                    |
| 2. Default Currency      | Set the currency used for fees and invoices             | Organization → Edit                    |
| 3. Organization Settings | Configure makeup, notification, and visibility policies | Settings                               |
| 4. First Course          | Create at least one course                              | Academic → Courses → New               |
| 5. First Classroom       | Set up a class with a tutor and schedule                | Academic → Classrooms → New            |
| 6. First Tutor           | Register your first staff member                        | People → Tutors → New                  |
| 7. First Student         | Register your first student                             | People → Students → New                |
| 8. First Enrollment      | Link a student to a classroom                           | Academic → Enrollments → New           |
| 9. Automation Rules      | Set up at least one automation rule                     | Configuration → Automation Rules → New |

### Returning to the Setup Guide

{% hint style="info" %}
The Setup Guide is always accessible at `/getting-started`. After navigating away, a compact progress banner appears at the top of the dashboard with a **Continue Setup** button — until all 9 steps are complete.
{% endhint %}

{% hint style="info" %}
To permanently hide the dashboard banner before completing all steps, click the **✕** on the banner. The setup guide page itself remains accessible via the URL at any time.
{% endhint %}

***

## The Big Picture — How Everything Connects

Before touching any screen, understand the hierarchy:

```
Course          "What is taught"
  └─ Classroom  "Who teaches it, when, to which group"
       └─ Enrollment   "Which student joined this class"
            └─ Booking "Each individual session / lesson"
                 └─ Attendance  "Did the student show up?"
                 └─ Invoice     "Payment for the enrollment"
```

**Rule of thumb:** Set up in order — Course → Classroom → Enrollment → Bookings.

***

## Part 1 — One-time Setup (do this first)

Before creating courses and classes, configure these once:

### 1.1 Organization Settings

**Settings → Organization**

| Field            | What to set                              | Example     |
| ---------------- | ---------------------------------------- | ----------- |
| Default Currency | The currency your invoices are issued in | MMK         |
| Default Timezone | Your center's local timezone             | Asia/Yangon |

{% hint style="info" %}
**Why it matters:** Default currency pre-fills every course price field. Timezone controls how booking times are displayed and sent in reminders.
{% endhint %}

### 1.2 Catalog (Category, Subject, Level)

**Academic → Categories / Subjects / Levels**

These are tags that describe your courses. Set them up once, reuse forever.

| Item     | Example                                            |
| -------- | -------------------------------------------------- |
| Category | English, Mathematics, Music                        |
| Subject  | IELTS Preparation, Business English, Grade 9 Maths |
| Level    | CEFR B1, CEFR B2, Beginner, Advanced               |

**Bright English Academy example:**

* Category: English Language
* Subjects: General English, Business English, IELTS Prep, Conversation
* Levels: A1 Beginner, A2 Elementary, B1 Intermediate, B2 Upper-Intermediate, C1 Advanced

### 1.3 Rooms

**Academic → Rooms**

Add your physical classrooms and virtual meeting links.

| Field        | Example                           |
| ------------ | --------------------------------- |
| Name         | Room 101, Zoom — Sarah Chen       |
| Type         | Physical Classroom / Virtual Zoom |
| Capacity     | 12                                |
| Meeting Link | <https://zoom.us/j/123456789>     |

### 1.4 Tutors

**People → Tutors → Invite Tutor**

Invite each tutor. The system auto-assigns them the **Tutor** role so they can log in and see only their own classes.

### 1.5 Students

**People → Students → Invite Student**

Invite each student. They get the **Student** role and can view their schedule, assignments, and invoices.

***

## Part 2 — Creating a Course

**Academic → Courses → New Course**

A Course is the **syllabus template** — it describes *what* is taught, not *when* or *who*. You create a course once and run it multiple times as different classrooms.

{% stepper %}
{% step %}

## Basic Info

| Field         | Guidance                                                      | Example                                                   |
| ------------- | ------------------------------------------------------------- | --------------------------------------------------------- |
| Course Name   | Full descriptive name                                         | General English B2                                        |
| Course Code   | Short unique code, auto-uppercased                            | ENG-B2                                                    |
| Description   | What students will learn                                      | Improve fluency, grammar, reading and writing at B2 level |
| Cover Image   | Upload a thumbnail (optional but good for the student portal) | —                                                         |
| {% endstep %} |                                                               |                                                           |

{% step %}

## Classification

| Field         | Guidance                                | Example                  |
| ------------- | --------------------------------------- | ------------------------ |
| Category      | Pick from your catalog                  | English Language         |
| Subjects      | One or more subjects this course covers | General English, Grammar |
| Level         | The proficiency level                   | CEFR B2                  |
| Tags          | Keywords for search                     | english, b2, cefr, adult |
| {% endstep %} |                                         |                          |

{% step %}

## Pricing & Settings

| Field         | Guidance                                                    | Example  |
| ------------- | ----------------------------------------------------------- | -------- |
| Price         | Standard list price per enrollment                          | 500,000  |
| Currency      | Pre-filled from org default                                 | MMK      |
| Duration      | Total learning hours                                        | 60 hours |
| Status        | **Draft** = internal only, **Active** = visible to students | Active   |
| Syllabus      | Upload the course syllabus PDF (optional)                   | —        |
| {% endstep %} |                                                             |          |

{% step %}

## Review & Create

Check everything, then click **Create Course**.

> **Real example:** Bright English Academy has 3 courses:
>
> * GEN-ENG-B1 · General English B1 · 500,000 MMK · 40 hours
> * GEN-ENG-B2 · General English B2 · 600,000 MMK · 60 hours
> * IELTS-PREP · IELTS Preparation · 800,000 MMK · 80 hours
>   {% endstep %}
>   {% endstepper %}

***

## Part 3 — Creating a Classroom (Class)

**Academic → Classes → New Class**

A Classroom is a **running instance of a course** — it has a specific tutor, schedule, group of students, and dates. One Course can have many Classrooms running simultaneously (e.g., morning batch and evening batch of the same course).

{% stepper %}
{% step %}

## Course & Basics

| Field         | Guidance                                        | Example                             |
| ------------- | ----------------------------------------------- | ----------------------------------- |
| Course        | Select the course this class is based on        | General English B2                  |
| Class Name    | Auto-suggested from course name, edit if needed | English B2 — Morning Batch Jan 2026 |
| Class Code    | Auto-suggested, edit if needed                  | ENG-B2-001                          |
| Description   | Any specific notes about this cohort            | Small group, max 8 students         |
| {% endstep %} |                                                 |                                     |

{% step %}

## Schedule

| Field        | Guidance                                            | Example     |
| ------------ | --------------------------------------------------- | ----------- |
| Start Date   | First day of class                                  | 2026-01-06  |
| End Date     | Last day of class                                   | 2026-03-31  |
| Term         | Link to an academic term (optional but recommended) | Spring 2026 |
| Days of Week | Click the day buttons                               | M · W · F   |
| Timezone     | Pre-filled from org default or class timezone       | Asia/Yangon |

{% hint style="info" %}
**Tip:** Setting the Term auto-links this class to your academic calendar, making reports easier to run.
{% endhint %}
{% endstep %}

{% step %}

## Delivery

| Field         | Guidance                                               | Example   |
| ------------- | ------------------------------------------------------ | --------- |
| Mode          | Online / In-Person / Hybrid                            | In-Person |
| Room          | Select a room (auto-filled if classroom has a default) | Room 101  |
| Max Students  | Cap enrollment at this number                          | 10        |
| Fee           | Per-enrollment price (often same as course price)      | 600,000   |
| {% endstep %} |                                                        |           |

{% step %}

## Team & Status

| Field           | Guidance                                                  | Example    |
| --------------- | --------------------------------------------------------- | ---------- |
| Assigned Tutors | One or more tutors for this class                         | Sarah Chen |
| Status          | **Scheduled** for future classes, **Active** once running | Scheduled  |
| {% endstep %}   |                                                           |            |

{% step %}

## Review & Create

Click **Create Class**. The class is now ready to accept enrollments.

> **Real example:** Bright English Academy runs 4 active cohorts:
>
> * B1 Morning (Mon/Wed/Fri 9–10am) — James Wilson — Room 101 — 6 students
> * B2 Evening (Mon/Thu 7–9pm) — Sarah Chen — Room 102 — 5 students
> * B2 Zoom (Tue/Thu 10am–12pm) — Maria Garcia — Zoom — 4 students
> * IELTS Intensive (Mon–Fri 2–4pm) — Sarah Chen — Room 101 — 4 students
>   {% endstep %}
>   {% endstepper %}

***

## Part 4 — Enrolling a Student

**Academic → Enrollments → New Enrollment**

An Enrollment is the **contract** between a student and a class. It tracks which student is in which class, what they agreed to pay, and their payment status.

{% stepper %}
{% step %}

## Student & Class

| Field            | Guidance                                 | Example                    |
| ---------------- | ---------------------------------------- | -------------------------- |
| Class            | Select the classroom                     | English B2 — Morning Batch |
| Student          | Select the student                       | Aiko Tanaka                |
| Enrollment Date  | Date they registered (defaults to today) | 2026-01-03                 |
| Term             | Auto-filled from the class               | Spring 2026                |
| Start / End Date | Leave blank to inherit from the class    | —                          |

{% hint style="info" %}
**Smart auto-fill:** Selecting a class automatically fills in the Term and the Agreed Fee from the class fee.
{% endhint %}
{% endstep %}

{% step %}

## Fees & Status

| Field           | Guidance                                                  | Example  |
| --------------- | --------------------------------------------------------- | -------- |
| Status          | **Pending** until confirmed, **Active** once paid         | Active   |
| Payment Status  | **Unpaid** / **Partially Paid** / **Paid** / **Refunded** | Paid     |
| Agreed Fee      | Negotiated fee (may differ from list price for discounts) | 600,000  |
| Discount Amount | Manual discount in currency value                         | 60,000   |
| Discount        | Link to a discount code if applicable                     | Spring10 |

**Status combinations in practice:**

| Scenario                            | Status    | Payment Status |
| ----------------------------------- | --------- | -------------- |
| Student enquired, not confirmed yet | Pending   | Unpaid         |
| Confirmed, waiting for payment      | Active    | Unpaid         |
| Paid and attending                  | Active    | Paid           |
| Paid partial deposit                | Active    | Partially Paid |
| Dropped out, refund issued          | Withdrawn | Refunded       |
| Suspended for non-payment           | Suspended | Unpaid         |
| {% endstep %}                       |           |                |

{% step %}

## Review & Confirm

The **Enrollment Number** is auto-generated (e.g., `ENR-20260103-4821`). You can edit it before saving if you prefer your own numbering format.

Add any notes (e.g., "Student requested Friday makeup if absent") then click **New Enrollment**.

> **Real example:** Bright English Academy has 16 enrollments:
>
> * 8 fully paid and active
> * 4 partially paid
> * 3 pending payment
> * 1 withdrawn (student moved abroad)
>   {% endstep %}
>   {% endstepper %}

***

## Part 5 — Creating Bookings (Sessions)

**Academic → Bookings → New Booking**

When you click **New Booking** you first choose how to create:

***

### Option A — Generate from Class ✅ Recommended

Use this when setting up a new term. Creates all sessions for a class at once in seconds.

{% stepper %}
{% step %}

## Class & People

Select the class. The system auto-fills:

* Tutor (if the class has one assigned tutor)
* Timezone
* Mode (online/in-person)
* Default room
* Days of week

Add students if needed (or leave blank — students are linked via enrollments).
{% endstep %}

{% step %}

## Session Time

| Field         | Example     |
| ------------- | ----------- |
| Start time    | 09:00       |
| End time      | 10:00       |
| Timezone      | Asia/Yangon |
| Mode          | In-Person   |
| {% endstep %} |             |

{% step %}

## Date Range & Preview

Select the **Term** (auto-fills the from/to dates from the term's start and end) or set dates manually.

The system generates a preview grid of every session date based on the days-of-week. **Click any date to exclude it** — use this to remove public holidays, school breaks, or any date the tutor is unavailable.

> **Example:** English B2 Morning runs Mon/Wed/Fri from 6 Jan → 31 Mar 2026. The system generates 39 session dates. You click to exclude:
>
> * 13 Jan (public holiday)
> * 3 Feb (tutor training day) = 37 sessions created

You can also use **Select all** / **Clear all** buttons.
{% endstep %}

{% step %}

## Confirm

Choose the initial status (usually **Scheduled**), add any notes that apply to all sessions, then click **Create 37 Sessions**. The system creates them one by one and shows a success count.
{% endstep %}
{% endstepper %}

***

### Option B — Single Session

Use for:

* Trial / demo lesson for a prospective student
* Makeup session (student missed a class)
* One-off private tutoring
* Rescheduled session

**Step 1 — People:** Select class, title, tutor, students.

**Step 2 — Time & Place:** Select exact date and time, room, mode.

**Step 3 — Review:** Set status, add notes, attach materials, confirm.

***

## Part 6 — Marking Attendance

**Tutor Portal → Attendance** *(tutor login)*\
or\
**Academic → Bookings → View Booking → Attendance tab** *(admin login)*

### Tutor flow (most common):

1. Log in as tutor → go to **Attendance** in the sidebar
2. Pick the booking (session) from the list
3. For each student, click: **Present** · **Absent** · **Late** · **Excused**
4. Click **Save Attendance**

{% hint style="info" %}
**Colour guide:** Green = Present, Red = Absent, Amber = Late, Blue = Excused
{% endhint %}

***

## Part 7 — Common Workflows

### Starting a new term

```
1. Create/confirm Term record (e.g., "Spring 2026", 6 Jan – 31 Mar)
2. For each class:
   a. Create Classroom linked to the term
   b. Enroll students
   c. Generate bookings from class (New Booking → Generate from Class → select term)
3. Done — tutors see their schedule, students see their timetable
```

### Enrolling a new student mid-term

```
1. Invite student (People → Students → Invite)
2. Create Enrollment (Enrollments → New → pick the class)
3. Create makeup booking if student missed sessions:
   New Booking → Single Session → pick the tutor/student/time
4. Generate an invoice from the enrollment view
```

### Rescheduling a cancelled session

```
1. Open the cancelled Booking → change status to "Cancelled"
2. New Booking → Single Session
3. Set the same class/tutor/students, new date/time
4. Status: "Scheduled" (or "Rescheduled" for clarity)
```

### Checking who hasn't paid

```
Academic → Enrollments
→ Filter: Payment Status = "Unpaid" or "Partially Paid"
→ Select all → bulk export or send reminder
```

***

## Part 8 — Portal Access by Role

| Role                  | What they can see                                                           |
| --------------------- | --------------------------------------------------------------------------- |
| **Admin / Member**    | Everything — full back-office                                               |
| **Tutor**             | Their own classes, schedule, students, attendance marking, progress reports |
| **Student**           | Their own schedule, assignments, progress, invoices                         |
| **Parent / Guardian** | Their child's schedule, progress reports, invoices                          |

Each role logs in at the same URL. The app automatically shows the right portal based on their role.

***

## Quick Reference — Field Descriptions

| Term                  | Meaning                                                                 |
| --------------------- | ----------------------------------------------------------------------- |
| **Course**            | The syllabus / curriculum (what is taught)                              |
| **Classroom**         | A running cohort of a course (who, when, where)                         |
| **Enrollment**        | A student's registration in a specific classroom                        |
| **Booking**           | A single session / lesson occurrence                                    |
| **Term**              | An academic period (e.g., Spring 2026)                                  |
| **Agreed Fee**        | The actual fee negotiated with the student (may differ from list price) |
| **Attendance Status** | Present / Absent / Late / Excused per student per booking               |
| **Enrollment Status** | Pending → Active → Completed (or Withdrawn / Suspended)                 |
| **Booking Status**    | Scheduled → In Progress → Completed (or Cancelled / No Show)            |


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