Flexibility to your schedule
Dojo Tutor provides tools to support a flexible tutoring experience. This guide explains how you can adjust your availability and add OOO (Out of Office) hours to ensure tutoring works for you.
Our goal is for students to make great progress and for families to feel confident in their experience—and tutor reliability is key to that. Tutors with consistent attendance and low cancellation rates gain access to more trial sessions and opportunities, while less reliable tutors may see fewer opportunities. These FAQs address common questions about how we manage this.
Adding OOO hours
Taking breaks—whether for a birthday celebration or a trip—is important! Here’s how to set OOO hours smoothly for your learners:
- When you add OOO hours, affected students’ classes will either be covered by a substitute or canceled, and no new classes will be scheduled during blocked hours.
- You can enter OOO hours anytime on your dashboard.
- Adding OOO hours less than 48 hours in advance counts as a last-minute schedule change, and you’ll see a message confirming this when you complete the entry.
- If you add OOO hours less than five minutes before a class is set to start, please alert Customer Support so they can notify the affected family and student. Cancellations within five minutes of the start time will be considered a no-show.
Note:
- Canceling classes less than 48 hours before they’re scheduled can lead to subscription cancellations, which may affect your eligibility for trial classes and other opportunities.
- Classes impacted by your out-of-office (OOO) status are typically assigned a substitute automatically. However, if you still see these classes on your dashboard, please remain patient. Our system will wait until 12 hours before the scheduled session to cancel it if a substitute cannot be secured
Changing your availability
When you change your availability, your affected students will be prompted to adjust their class schedules to fit 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.
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All availability changes will go into effect immediately after the date you request them.
- 💡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.
Please note that classes that are canceled and have to be rescheduled as a result of availability changes are also counted as cancellations!
Missing classes or being late
Tutors missing scheduled classes
Unexpected situations, like a power outage, may prevent you from attending a class. In such cases:
- If you miss a scheduled class, we’ll assume something went wrong, and all your classes for the day will be canceled unless you contact us promptly. This helps minimize the impact on students while you handle the situation.
- If you miss more than two classes in 30 consecutive days, you’ll be paused from further classes pending individual review.
Tutors being late to a class
- Log in at the scheduled start time. Even a one-second delay counts as a late class.
- If your student joins late and you have a class immediately after, wrap up at the 25-minute mark. If you don’t have a class following, you may extend it to 30 minutes.
Students missing scheduled classes
Students have a 12-minute window to join. If they don’t log in within 12 minutes, turn off your camera and mic and use the remaining time to prepare for future classes. Always stay on Zoom until the scheduled end time.
If a family or kid joins after 12 minutes, follow these steps:
- Help them reach Customer Support for further assistance (but don’t contact CS on their behalf).
- If they had technical issues, assist with troubleshooting to prevent future problems.
- After the family leaves, you may turn off your camera and mic and prepare for other classes.
Note: No written assessment is required for trial classes where students do not attend, but you’ll still receive payment for the session.
Additional details
Hours of Operation
Dojo Tutor is open seven days a week all year round. We facilitate classes from 8:00 am to 11:00 pm ET.
Holidays
Dojo Tutor does not offer tutoring sessions on the following major holidays:
- New Year’s Day
- Fourth of July
- Thanksgiving, and the Friday after Thanksgiving
- Christmas Day
If you need additional time off for holidays, you’re welcome to add OOO hours by our Dojo Tutor Policies.
Student 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 will keep this class for you. If not, we will reassign the class to another tutor.
If families reach out to us less than 24 hours before the class:
- Our Support Team will reach out to you to give notice.
- You will still be paid for this class.
More questions? Email our team at: tutoring-support@classdojo.com