How to use the staff portal

Sign in with your OneTutor Google account. Home shows any announcements from the team, your next lesson, and a panel for each part of the portal, each linking to its full page. Use the menu on the left, or Menu on a phone, to open any page.

How a lesson reaches your timesheet

The timesheet is not a place you type lessons into. A lesson only appears there once it has gone through these steps:

Add it. Use Add lesson on the Lessons page (an upcoming lesson, or one you have already taught), then remind the family to pay through the client portal. Lessons cannot be added straight to the timesheet. You are not permitted to take a lesson until it shows Paid.
The family pays. Their credit covers the lesson automatically, and it then shows Paid on the Lessons page.
Teach the lesson. Only once it shows Paid. Complete it after it has actually taken place.
Complete it with Complete lesson on the Lessons page, in three parts: your lesson notes, the summary and homework (generated once only, then edited and previewed), and review and complete. Completing adds the lesson to your Timesheet.

The pages

Home

Announcements, your next lesson, and a panel for lessons, pay, your timesheet, students and availability. When a student's Learning Profile has been made in the last two weeks, New learning profiles appears under your lessons, and when one of your students has a test or assignment in the next 3 weeks, Tests coming up appears too. Reports to finish lists your draft progress reports, each with Open, and Progress reports due lists the students you've taught for 4 weeks or more with no report drafted in the last 4 weeks, each with Write a report.

Lessons

Add lessons for your students (upcoming, or ones you have already taught) and complete each one once it has taken place. A lesson stays under To complete until you complete it. Every lesson is paid from the student's credit automatically and shows Paid when covered. When you complete one, tick the student's goals this lesson worked on: each tick is saved straight away, and the family sees the lesson under each goal once it's published. When you generate the summary and homework, the AI also reads those goals (or, if you ticked none, the student's goals in that subject) and the areas their Learning Profile says are holding them back, and their tests and assignments in the next 8 weeks, so the homework can work towards them. You still read and edit everything before you publish. To cancel a lesson, open More on its row.

Office bookings

The office's three rooms (the Common room, the Office room and the Kitchen) on a calendar, a week at a time, or one day at a time on a phone. Press free time, or Book a room, to ask for a room for your students. Your bookings and their answers are listed under the calendar. For an in-person lesson, Add lesson and book a room on the Lessons page takes you straight here with the form filled in.

Timesheet

Your record of completed lessons, and where you generate, edit and publish each lesson's summary and homework with Summary and homework. Lessons show up here only after you complete them.

My students

Choose a name in the Student field to see their lesson history and the feedback you have written. Their Learning profile tab shows how they learn: their learning snapshot (for staff only), their Learning Profile as the family sees it, and their answers to the learning questions. If they haven't answered yet (the tab says Not set up), you can Start the questions and go through them with the student and a parent, at a first lesson, say. Their Goals tab shows the goals the family has set, which you can edit, add steps to and tick off, or Add a goal for them; the family sees every change, with your name. Their Planner tab lists their tests, exams and assignments, soonest first, with what each covers and any goal working towards it; the tab says when one is less than 2 weeks away. Press Add to add one you know of, or Edit to change or remove one; the family sees them straight away. Removing one leaves anything the family planned for it, such as revision or an assignment's parts, in their planner. Under it is their week: lessons, homework, goal steps, tests and what's planned, as the family sees it, with what they've ticked off. Add a task puts something in it for them; you can change or remove what OneTutor added, never what the family added, and ticking off is theirs. Anything the family keeps private never shows here. Their Progress tab shows their weekly streak (a week counts when the family ticks off school work or a goal step; one quiet week is forgiven), this week so far, and their wins, such as a goal achieved, a skill level up or a test's result, then charts the skill levels published for each subject, by you and by their other tutors, as the family sees them. Nothing the family keeps private is counted here. Their Reports tab holds their progress reports: yours, drafts too, and other tutors' once published. Write a report asks for the subject, the dates it covers (since the last progress report, the last 4 weeks, or dates you choose; they must include some of your lessons with the student) and your own notes, which the family never sees. Draft with AI fills in the summary and the points from the lessons in those dates, the goals, tests and homework, the student's streak and study time, and your notes, once for each report, and for each student at most once every 4 weeks (the tab says when you can next). As with lesson summaries, every report starts with its AI draft: nothing can be saved or published before it, and if the AI couldn't draft it, or stopped without finishing (the report says so, and after 15 minutes offers Write it yourself, even during the 4 weeks), you write it yourself. Check every word beside What the family will see, edit anything, Save draft, then Publish to the family. If you change the dates, save the draft first: the figures for the new dates show once they are saved, and you can publish then. The report shows its own figures, each lesson's rating, and for a student who uses the goals and planner, their goals, tests, streak and study time; for one who doesn't, it says it is drawn from your lessons. Once published, a report stays in the family's portal, its figures fixed, and only OneTutor can change its words.

My availability

Choose the times you can tutor, then Save availability. Clear all changes your selection; Save applies it. Keeping this current helps match you to suitable students.

Pay summaries

Your fortnightly pay and superannuation, per pay run.

Resources

Request teaching resources from the team.

Good to know

To complete a lesson you must fill in the subject, topic, what the student struggled with, what they excelled at, and a skill level (1 to 10). The family sees the subject, topic and skill level, and the summary and homework.
Completed lesson notes cannot be edited or deleted by a tutor. Ask a manager to correct them. You can still edit the summary and homework in Timesheet; saving published changes updates what the family sees.
If you complete without generating, the family receives no summary or homework yet. Generate once from Timesheet later, then save a draft or publish when ready.
Every homework is shown as OneTutor's homework sheet, the same for every student: the student, you, the lesson and the day it's due; the lesson summary; what the lesson worked towards (the goals you ticked and their next test in this subject); the questions, each with room to write; three study tips written for the student (how to tackle it, how to make it stick, and their goal or next test); and a closing note. You can edit the summary, the questions and the tips; keep the first heading (the sheet's title) and the "Study tips" heading so they show in their places. The preview shows the sheet exactly as the family sees it and prints it.
Each lesson is sent to the AI only once. If the summary service is busy, nothing is used up: try again in a moment. If the AI can't write a usable summary, it says so; close the lesson, open it again, and write the summary and homework yourself.
You may attach one PDF, image or Word document up to 10 MB. It is shared exactly as uploaded and is never sent to the AI. Adding or removing a file keeps the text you've typed, but doesn't save it.
If publishing fails after you complete a lesson, try again in the same window, or publish it from Timesheet.
The learning questions are answered by the family in their portal, or by you with the family. The moment they're sent, the student's Learning Profile is made from them, by fixed rules and OneTutor's research library (no AI): strengths, what's holding the student back, and what to do. The family sees it straight away, and a manager can edit it. The answers can be redone for a day, and answered again at a check-in every 10 weeks. The family never sees the learning snapshot.
A room request holds the room for you until a manager approves or declines it. Other tutors see only that the room is booked, never who it is for. You can cancel your own booking until it starts.
You can be signed in on one device at a time. Signing in somewhere else signs the other out.
Check the announcements at the top of Home for updates from the team.

Something not covered here? Message a manager and we will help.