Icon for Tutor request taskflow solution

Tutor request

The 'Tutor request' taskflow helps you to assign tutors to (and schedule appointments for) the students who need help.

A step-by-step guide to Tutor request

This guide will explain the 'Tutor request' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Request and assign a tutor

In this section, a parent completes a form requesting a tutor for their child, and the school assigns a tutor to the student.

Tutor request

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

The taskflow starts when a parent fills in this form with their and their child's details, and indicates what type of tutoring they need.

This is a 'published task' - any parent/guardian can view and complete this form, they do not have to be a logged-in user.
Tutor request

Notify school

The school administrator is notified of the new tutor request. A link at the bottom of the email leads them to the next task.

Kotive creates the content of the email by pulling in the details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the school administrator, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous form and put the information from that form into this email.
Notify school

Direct request to chosen tutor

This form task has one condition:

Activate this task when...
'Role' IS 'School administrator'

This form task can only be viewed and compelted by the school administrator.

The school administrator reviews the student's details, and assigns a tutor to the student.
Direct request to chosen tutor

Notify tutor

The tutor receives an email with all of the details, instructing them to arrange an appointment with the student. They are prompted to move onto the next task so as to indicate possible appointment times.
Notify tutor


Section 2: Making an appointment

The tutor indicates appointment options, and the parent chooses from the provided options.

Appointment date/time

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'

This form can only be viewed and completed by the tutor selected by the school administrator in the 'Direct request to chosen tutor' form task. (The form is specifically only displayed if the person who is logged in has the same email address as the tutor who was chosen by the school administrator.)

The tutor indicates two possible appointment times for the parent to choose from.
Appointment date/time

Notify parent

The parent receives an email with the possible appointment times. They're instructed to choose an appointment by following the link at the bottom of the email, which leads them to the next task.
Notify parent

Choose appointment

The parent indicates which appointment they'd like to choose, if any, and saves the form.

Depending on which selection the parent makes in this form, one of two tasks can be activated next. If the parent chooses one of the appointment times, then the 'Notify tutor confirmed' email is sent next. However, if the parent indicates that neither of the appointment times are suitable, then the 'Date conflict' sub-taskflow will be activated instead.

This is possible because of conditions.
Choose appointment

Notify tutor confirmed

This email task has two conditions:

Activate this task when...
'Chosen date and time' IS 'Date and time (1)'
OR
'Chosen date and time' IS 'Date and time (2)'

This email will only be sent if the parent chose the first or second appointment option in the previous form task, as opposed to choosing neither of the options.

The tutor receives an email confirming which appointment the parent has booked.

If the parent chose one of the appointment options in the 'Choose appointment' form task, then the 'Tutor request' taskflow is over as soon as this email has been sent.
Notify tutor confirmed


Section 3: Choosing a different date

The tutor suggests one more appointment option, and the parent accepts or declines the appointment.

Date conflict

This sub-taskflow has one condition:

Activate this task when...
'Chosen date and time' IS 'Neither of the above'

This sub-taskflow will only be activated if the parent didn't accept either of the appointment options in the 'Choose appointment' form task.
Date conflict

Troubleshoot date conflicts

The tutor receives an email informing them that the parent didn't accept either of the appointment options. They're instructed to propose another alternative date in the next task.
Troubleshoot date conflicts

Final date and time option

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'

This form can only be viewed and completed by the tutor selected by the school administrator in the 'Direct request to chosen tutor' form task. (The form is specifically only displayed if the person who is logged in has the same email address as the tutor who was chosen by the school administrator.)

The tutor indicates a final appointment option, and leaves notes for the parent if necessary.
Final date and time option

Notify parent ~ final option

The parent receives an email with the alternative appointment option. They're instructed to confirm the suitability of the appointment in the next task.
Notify parent ~ final option

Accept final option

The parent accepts or declines the final appointment option, and saves the form.

If the parent accepts the appointment, then the 'Parent's final confirmation' and 'Tutor's final confirmation' emails are sent next. However, if the parent declines the appointment, then the 'Liaise with parent to agree tutoring date' and 'Liaise with tutor to agree tutoring date' emails are sent next.
Accept final option


Section 4: Confirming the appointment

The tutor and parent receive notification emails, and the tutor confirms once an appointment has been finalized.

Parent's final confirmation

This email task has one condition:

Activate this task when...
'YES/NO' IS 'YES, this date is acceptable.'

This email will only be sent if the parent accepted the appointment option in the 'Accept final option' form task.

The parent receives an email confirming that the tutoring appointment has been secured.
Parent's final confirmation

Tutor's final confirmation

This email task has one condition:

Activate this task when...
'YES/NO' IS 'YES, this date is acceptable.'

This email will only be sent if the parent accepted the appointment option in the 'Accept final option' form task.

The tutor receives an email confirming that the tutoring appointment has been secured.

If the parent accepted the appointment option in the 'Accept final option' form task, then the taskflow is over as soon as this and the previous email has been sent.
Tutor's final confirmation

Liaise with tutor to agree tutoring date

This email task has one condition:

Activate this task when...
'YES/NO' IS 'NO, let us talk.'

This email will only be sent if the parent didn't accept the appointment option in the 'Accept final option' form task.

The parent receives an email instructing them to contact the tutor directly to arrange an appointment.
Liaise with tutor to agree tutoring date

Liaise with parent to agree tutoring date

This email task has one condition:

Activate this task when...
'YES/NO' IS 'NO, let us talk.'

This email will only be sent if the parent didn't accept the appointment option in the previous form task.

The tutor receives an email instructing them to contact the parent to arrange an appointment outside of the taskflow, and to move onto the next task once the appointment has been confirmed.
Liaise with parent to agree tutoring date

Have you finalized an appointment?

This form task has two conditions:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'
AND
'YES/NO' IS 'NO, let us talk.'

This form can only be viewed by the tutor chosen in the 'Direct request to chosen tutor' form task, IF the parent didn't accept the appointment option in the 'Accept final option' form task.

The tutor indicates that the appointment has been secured, as soon as they've confirmed a date and time.
Have you finalized an appointment?

After the last form task has been saved, the 'Tutor request' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Tutor request taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!