Session approval and booking

How students book tutors, how tutors approve requests, and how admins schedule sessions.

Sessions & classes · All roles

Three ways sessions get created

  1. Student books a tutor — student picks a time; tutor may need to approve
  2. Tutor creates a session — tutor invites students directly
  3. Admin schedules a session — admin invites anyone (tutors, students, staff)

Student books a tutor

  1. Dashboard → Tutors → open a tutor’s profile
  2. Click Book
  3. Select Subject
  4. Pick a date and time on the availability calendar
  5. Add optional Notes (e.g. “Need help with Chapter 5”)
  6. Submit:
    • If approval is required → Request to book → you see Session requested
    • If auto-booking is on → Confirm booking → Session booked immediately
With approval: Pending Approval → (tutor Accepts) → Booked → (tutor Starts) → Live → Completed
Without approval: Booked → (tutor Starts) → Live → Completed

Tutor approves or declines

  1. Tutor opens Dashboard → Sessions → Requests tab
  2. Each pending request shows student name, time, and subject
  3. Accept — session becomes Booked; student is notified
  4. Decline — student is notified; they can pick another slot

Tutors should check Requests regularly so students aren’t left waiting.

Tutor schedules directly

  1. Dashboard → Sessions → Schedule session (or use the calendar on tutor home)
  2. Select student(s) to invite
  3. Set date, start time, end time, subject, notes
  4. Send invite — session is Booked immediately (no approval needed)

Admin schedules a session

  1. Dashboard → Sessions → Schedule session
  2. Search and add invitees — badges show Admin, Tutor, or Student
  3. Set date, time range, subject, notes
  4. Send invite

Useful for institute-wide classes, exams, or parent meetings.

Approval settings

Your institute admin controls whether bookings need approval:

Settings → Modules → Session Scheduling → approval rules

Rules can differ by who is booking whom (e.g. student→tutor requires approval, tutor→student does not).

If you’re unsure why a booking is pending, ask your institute admin — they configured the rules.

After booking — what happens next

  1. Session appears on both parties’ Sessions list and dashboard widgets
  2. At class time, the tutor starts the session
  3. Students join the live video room
  4. Tutor ends when done

Details: Joining a live session.

Example

Aisha (student) wants maths help from Mr. Khan (tutor):

  1. Aisha books Tue 4pm → Request to book
  2. Mr. Khan sees it in Requests → Accept
  3. Both see “Booked” on Tuesday
  4. At 4pm Mr. Khan clicks Start Session
  5. Aisha clicks Join Session
  6. They work on the whiteboard for 45 minutes
  7. Mr. Khan ends the session → Completed

Common questions