Tutor: students and invitations

Who this is for. A tutor who adds students, either by hand or through an invitation link. Parents and the archive are here too.

Two ways to add a student

The "Students" block sits in "Home", under the schedule. Its header has two buttons: "Add student" and "Invite student".

The difference is simple:

"Add student" creates a card right now, without the student taking part. You can schedule lessons, set homework and track payments immediately. But the student has no sign-in of their own: they see nothing and receive nothing.
"Invite student" gives you a link. Whoever follows it gets a real account: sign-in, schedule, chat and notifications.

The second can be done later for the first: card now, invitation afterwards.

Way one: create the card yourself

Press "Add student". The dialog explains: no invitation needed, you can schedule lessons right away, and phone and subject can come later.

Fields:

first and last name are required;
phone (optional);
subject (optional) and the hourly rate.

On a phone the "Pick from contacts" button may be available, filling in the name and number from your address book. That depends on the browser: if it cannot do it, the button is not there.

What matters about the phone:

it can be left out entirely, the card will still be created;
if you enter one and that number already belongs to someone in the system, the workspace refuses: a student with that number already exists;
numbers are normalised automatically, so "8707…" and "+7 707…" are the same number.

It is worth entering the number: later it is what connects the card to the student's real account when they follow an invitation.

Way two: an invitation link

The "Invite student" button in the block header creates a shared link. It appears right under the buttons with "Copy link" next to it, which changes to "Copied!" after you press it.

Send the link in any messenger. The recipient has nothing to type in advance: they fill everything in on the invitation page.

How long the link lives. Seven days by default. An expired link shows a page saying the invitation was not found and may have expired or already been used. In that case simply create a new one.

One link, one acceptance. An invitation is single use: once accepted, it closes. If the same person opens it again, they see a "Done!" screen, because for them it already worked. Another person cannot pass through a used link and is told that it has been used.

What happens when an invitation is accepted

Opening the link, a person sees the heading "Invitation from a tutor" and first picks who they are:

"I study on my own and pay for the lessons myself" (student);
"I am a parent and will follow the lessons and the payments".

Then they sign in any way they like (Google, Telegram, phone) and accept the terms of use.

If a parent came, they fill in the student's details: first name, last name, phone, plus the optional class and school. They press "Accept invitation". At the end they see "Done!" and a line saying the child now studies with you and that lessons and payments can be followed in the workspace.

If the student came, there is nothing to fill in: the name is already in their account. They see a note that they are accepting as a student and will pay for lessons themselves, and press "Accept invitation".

You get a notification that the invitation was accepted, and the student appears in your list.

If a person signed in with the wrong role (as a tutor, for example), they are told that only a parent or a student can accept the invitation, with buttons to switch role or sign out.

Inviting a specific student: the card comes alive

Every student added by hand has an "Invite" button in their row. That is a separate invitation, tied to that card.

The difference from the shared link matters: when such an invitation is accepted, the card is not duplicated, it turns into a real account. All the history (lessons, homework, payments) stays where it is, and the student simply gains a way in.

The "Invite" button is only visible on cards without a sign-in. As soon as the student has an account, its place is taken by "Message" (or "Student" and "Parent" if there is a parent).

If the number matches an existing one

This is the most common source of confusion, so step by step.

When adding by hand. If the number you entered already belongs to someone in the system, the card is not created: a student with that number already exists. That is protection against duplicates.

When a parent accepts an invitation. The parent enters the student's phone, and the system looks the number up:

the number is not found: a new student is created from the name given;
the number is found and belongs to a card without a sign-in: that card comes alive, the parent is attached to it, the history is kept;
the number is found and belongs to a full account: a link with you (and with the parent) is simply added, and no new account appears.

When the student accepts it themselves. If you invited a specific card and the student has already created an account with the same number, the card and the account are merged: lessons, assignments and payments move into the account, and no duplicate is left behind.

The conclusion is simple: enter the student's phone when you create the card. Then everything connects by itself.

A parent for a student

A parent appears for a student in one way: by accepting an invitation and filling in the child's details. After that:

the student's row gets two message buttons: "Student" and "Parent";
the parent sees that child's lessons, homework and payments in their own workspace;
the parent counts as the payer.

If there is no parent, the student pays for themselves and their row has a single "Message" button.

One parent can have several children with you and with other tutors. One student can study with several tutors: a link is always a pair, a tutor and a student, and you never see anyone else's links.

The student list and the student file

In the "Students" block every row is a student: initials, name, phone. Pressing the row opens the file: lessons, homework, notes and a quick form for scheduling a lesson. Pressing again collapses it.

If there are no students yet, the list says so instead.

Notes about a student

At the very bottom of the file there is a "Notes about the student" block. It is your private notebook for that student.

To add one: type the text into the field marked "Add a note..." and press "Add". The note appears at the top of the list, newest first, each with a date.

An empty note cannot be added: the button simply does nothing. If there are no notes yet, the block says so.

Who sees them. Only you. Not the student, not the parent, not another tutor of the same student: notes belong to the pair of you and this student.

What usually goes there. What you need to remember between lessons and what does not belong in the lesson topic: where the student struggles, which exam you are preparing for, what the parents asked, when they tend to be late, which problems you have already worked through.

How to fix one. Every note has "Edit": the text opens in a field with "Save" and "Cancel" below. An empty note cannot be saved.

How to delete one. The "Delete" button in the same row. Nothing is deleted straight away: a confirmation appears asking whether to delete the note. Once confirmed, the note is gone for good.

You can only edit and delete your own notes. Other people's notes are not even shown in this list: if a student has several tutors, each sees only their own.

Do not confuse them with two neighbours:

"Notes" in the lesson card is a note about one lesson, marked as private notes about the lesson: it lives inside the lesson and is visible only to you;
"Lesson topic" in the same place is the opposite: the student and the parent do see it. More in the chapter on lessons.

Archiving a student

The "Archive" button in the student's row. Before archiving, the workspace asks for confirmation and explains that the student leaves the list, no new lessons can be created for them, scheduled lessons stay on the calendar, and they can be brought back at any time.

What happens:

the student leaves the main list and moves into the collapsed "Archived (N)" block;
they cannot be picked in the lesson form;
lessons already scheduled stay on the calendar and are not cancelled. If there are any, the workspace says so right after archiving;
the "Restore" button in the archive block brings them back.

Archiving is neither deletion nor breaking the link: it is a state of the link, shared by both sides. What the student sees at that moment, and why one screen says "paused", is explained once in "Basics".

The archive does not affect your pricing tier directly: the tier counts students with at least one lesson this month. An archived student without lessons this month does not count, and a student who had a lesson does count even if they were archived afterwards. More in the chapter on money.