Use this guide when you are adding a tutor, updating an employee profile, checking readiness for teaching, or cleaning up staff records. In TuitionFlow, tutors and employees are managed from the Employees area.

Collect the tutor’s name, email, subjects, lesson rate, status, location modes, profile details, and any compliance information you are ready to record. Decide whether the person needs portal access now or whether you are creating the profile first.

Start by creating one clear record for the person. Use the email address they will use for portal access. Add their subjects, teaching modes, notes, and status. Keep inactive, pending, or prospective tutors marked clearly so coordinators do not schedule them by mistake.

Tutor records are most useful when they include subjects, rates, availability, location preferences, and teaching notes. These details help admins schedule accurately, match students to tutors, and understand why a tutor is suitable for a particular learner.

If tutor onboarding is enabled, use the record to track profile completion, right-to-work evidence, DBS details, references, documents, and agency approval. Compliance requirements vary by organisation, so treat TuitionFlow as your operational tracker and keep your internal safeguarding policy as the source of truth for decisions.

A tutor profile can exist before the tutor signs in. Invite the tutor when you are ready for them to use the portal for schedule, lesson reports, documents, expenses, earnings, messages, or safeguarding workflows. After inviting, confirm that their user account is linked to the correct tutor record.

Once a tutor is active, link them to students and sessions. Tutor-student assignments give the app useful context for scheduling, messages, reports, and portal visibility. If a tutor leaves, update their status and future sessions rather than deleting history.

Use tutor records alongside lesson reports, attendance, payouts, expenses, reviews, and compliance records to understand the tutor’s current workload and operational status. Avoid making decisions from one data point; use the record as a starting place for a rounded review.

If a tutor cannot sign in, check the invite email and linked user. If they cannot see sessions, check that sessions are assigned to their tutor record. If a tutor should not appear in scheduling, check their status and future assignments.

A well-maintained tutor record should show who the tutor is, what they teach, whether they are ready to work, which students they support, and what operational actions still need attention.