For Tutors: Tutor Schedule Management

Tutor Schedule Management

Hours of Operation

Dojo Tutor is open seven days a week all year round. We facilitate classes from 8:00am to 10:30pm ET.

Changing your availability
  • When you change your availability, all of your affected subscribers will be asked to change their class schedules to a time that meets your new availability.
    • The best practice for when you change your availability is to let your families know a change will be coming. You can chat with them and select a new day and time that works for both of you together. 
    • Check out this video to learn how to assist families with rescheduling classes. 
  • You can change your availability once a month. This ensures minimal disruption to families’ schedules and any negative impact on your kids’ journey while giving you flexibility in case unexpected commitments pop up. 
    • Example: If you submitted an availability change on September 4, you won’t be able to submit other availability changes until October 1. 
    • 💡Pro tip: Make sure your availability is set in stone. If there’s a chance you get appointed to an afterschool activity, or need to pick up your kid from soccer practice, please don’t include those times as available.
  • All availability changes will go into effect 7 days after the date you request them. During this time, you won’t be able to change your availability again. This gives affected families time to adjust their schedules. 
    • Example: If you change your availability on Monday, August 28, your new availability will go into effect on Tuesday, September 5. You will not be able to change your availability again until September 5. 
    • 💡Pro tip: Please make sure you share this change of availability with learners and families during their first session after your availability changes. That way, they can change their schedule before their next class.
Adding days off
  • Whether you’re celebrating a birthday or taking a trip, we know you need a break once in a while! The following guidelines have been designed so you can take the breaks you need without negatively impacting your learners.
  • When you block days from your schedule, classes will be canceled for your affected subscribers for each day that is blocked and no classes will be added during those days.
  • You can block days from your schedule at least 7 full days in advance. This lets you give families a heads-up before you leave.
    • Example: If you want to take September 12 to September 20 off, you can do so on September 4 at the latest. 
  • You can block days for the next 180 days.
    • Example: If you want to block November 1, you will be able to do so starting May 5 of that year.
  • You’ll be able to block up to 30 complete days each calendar year. This ensures minimal disruption to kids’ tutoring schedules while giving you plenty of flexibility.
    • If you have a special circumstance in which you think you will exceed this number of days in a year, please reach out to CS, we will review these cases individually
  • If you have requested a day off, and still see classes scheduled for that day, there is no need to contact our CS Team, they will clear those classes the night before they are set to take place. 
    • 💡Pro Tip: Remember to loop your kids and families in about days you’ll be out so they can schedule accordingly. 
Holidays

Dojo Tutor does not offer tutoring sessions on the following major holidays:

  • New Year’s Day
  • July 4
  • Thanksgiving, and the Friday after Thanksgiving
  • Christmas Day

You’re welcome to request additional days off in accordance with our Tutor Policies. Be sure to request time off in the Tutor Portal at least 7 days in advance of your time off.

Canceling subscriber classes with short notice

Even when you plan ahead, life happens. The following guidelines apply to last-minute cancellations:

  • When you cancel a subscriber class with less than 7 days’ notice, families won’t be able to reschedule the missed class. Your schedule will resume as normal for the next classes. 
  • If you need to cancel a class with less than 7 days' notice, you’ll need to do so at least 10 minutes before the scheduled start time. This lets us notify the family before the class begins.
  • You can cancel up to 5 classes each month with less than 7 days' notice. Please limit these cancellations to emergencies or other unforeseen circumstances. 
      • Example: If you’re asked to stay after school for 2 additional hours, and you have to cancel 2 classes you had scheduled for that time, that would count as 2 classes canceled out of the 5 available each month.
      • 💡Pro tip: Make sure your availability is set for times when there’s little chance of disruption. So, if you know there’s a chance you could be assigned after-school duty on the first Wednesday of each month, don’t include those hours in your weekly availability. 
      • 💡Pro tip: If you know that your schedule may be disrupted a specific day, add it as a Day Off at least 7 days in advance.
Missing a scheduled class

Sometimes, circumstances beyond your control might prevent you from teaching a class (e.g. a sudden power outage). In those situations, please consider the following guidelines:

  • If you don’t attend a scheduled class, we’ll assume that something went wrong. The rest of your classes will be canceled for that day unless you reach out to us promptly. This reduces the number of kids impacted while you focus on getting things sorted out.
  • If you miss more than 2 classes in a given month, you won’t be able to teach further classes. Each case will be reviewed on an individual basis.
  • We understand that certain circumstances, like health issues or family emergencies, may require you to take more than 30 days off per year, or cancel more than 5 classes last-minute in a month. If something like this comes up, please contact Customer Support. We’ll do our best to support you.
Lateness
  • For tutors, you should log into class at the indicated start time. Our system counts even 1 second last as a late class.
  • If your kid joins late and you have another class back-to-back, kindly wrap up the class at the 25-minute mark. We don’t want to delay the other classes.
  • In case you don’t have a class next, you can extend it to the 30-minute mark.
No-shows
  • We give 12-minute tolerance for kids to show up.
  • If they don’t log in at the 12-minute mark, you can turn off your camera and mic and use the remaining time to prep for future classes. 
    • You should always stay in your Zoom link until the scheduled end of your class
  • If the family or learner shows up after 12 minutes you may admit them and complete the following steps:
    • Help them contact CS for their next steps, please do not contact CS on their behalf
    • If they had difficulty joining due to tech related issues, please help them troubleshoot so they are able to join successfully in the future
    • After the family leaves, you may turn off your camera and mic and use the remaining time to prep for future classes
  • You don’t need to advise our Support Team; we take attendance daily from Zoom reports.
  • If this class is a trial class, you do not need to complete a written assessment for this class
  • You will still be paid for this class.
Class cancellation

If families reach out to us in advance:

  • If this happens for a recurrent class, we will try to find a day and time that works for you both (tutor and kid) to reschedule.
  • If this happens for a trial class, we will ask the family for another day and time they would like to have the class. If that works for you, we would keep this class for you. If not, we would reassign the class to another tutor.

If families reach out to us less than 30 minutes before the class:

  • Our Support Team will reach out to you to give notice.
  • You will still be paid for this class.
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