How to Log Other Hours
How to Log Practice Service Activities in TutorBird
At InclusiveEDU, accurately logging your time is essential to ensure that our clients receive the best support and that you are fairly compensated for your time and expertise. Each session or activity is categorized into one of three categories: Lesson, Client Services, or Practice Support.
Lesson: This category is for scheduled sessions where you work directly with the client on academic, behavioral, or therapeutic goals.
Client Services: This applies to activities involving direct interaction with or work on behalf of the client outside of the lesson itself, such as parent consultations, school meetings, collaborative sessions with other professionals, and documentation related to the client’s progress. See details below. This is billed to the client.
Practice Support: This covers tasks that support InclusiveEDU's overall functioning, such as team meetings, extended preparation time, and administrative duties. InclusiveEDU pays for this and does not bill the client. Please refer back to your offer of employment for detailed rates.
Understanding these distinctions is key to maintaining transparency and fairness in our compensation and billing processes. Please refer to your official offer letter for the specific pay rates for each category. This guide will walk you through the different types of sessions, clarifying which activities are billed at the Client Services Rate and which are covered internally by InclusiveEDU at the Practice Support Rate.
Client Services:
1. Extended Parent Consultations: Meetings or calls with the client’s parents to discuss progress, concerns, or strategies
2. IEP/504 Meetings: Attendance at school meetings where you advocate for or provide input about the client’s needs.
3. Progress Reports and Documentation (Outside the Session): Time spent preparing detailed reports or documentation at the request of the parents or school, which is completed outside of the direct therapy session.
4. Collaborative Sessions: When collaborating with other professionals (e.g., speech therapists, occupational therapists, psychologists, doctors) to address the client’s needs, at the request of or with prior approval from the parents.
How to Log Client Service Activities in TutorBird
Click on the Day: Navigate to the calendar and select the day when the client service activity occurred.
Click “+ New Event”: This will open the form to log the activity.
Select Attendees: Choose the client that the activity is related to by clicking the Attendees field.
Select “Client Services”: In the event type drop-down, select Client Services to categorize the activity (e.g., IEP meeting, parent consultation, progress report).
Set the Duration: Input the time spent on the client service activity, ensuring it reflects the actual duration of the task.
Enter a Public Description: In the Public Description field, briefly describe the nature of the client service activity (e.g., “IEP Meeting,” “Parent Consultation,” “Progress Report Preparation”). Click the checkmark to display directly on the calendar.
Save the Event: Once all details are filled in, click Save to log the client service activity.
Click on the Date: Navigate to the calendar and select the day when the practice support activity occurred.
Click “+ New Non-Tutoring Event”: This will open the form to log the activity.
Select “Practice Support”: In the category field, choose Practice Support to categorize the activity (e.g., team meetings, extended preparation).
Set the Duration: Input the time spent on the practice support activity, ensuring it reflects the actual time taken.
Enter a Public Description: In the Public Description field, briefly describe what you were doing (e.g., “Meeting with Kristina & Allyson,” “Extended Prep for Chemistry Lesson”). Click the checkmark to display directly on the calendar.
Save the Event: Once all details are filled in, click Save to log the practice support activity.
Practice Support Activities:
1. Initial Phone Call with Parents: Conversations with parents during the initial matching process to understand their needs and ensure the right fit for their child.
2. Team Planning and Strategy Sessions: Meetings with other InclusiveEDU team members to discuss client strategies, program development, or general business operations.
3. Extended Preparation: If you need extra time to prepare for a session—such as reviewing materials, planning strategies, or refreshing on a subject—this is considered extended preparation. We aim to match specialists with students and content they are already comfortable with, so extensive prep shouldn’t be necessary. However, if additional prep time is required, please log the exact time spent. If significant prep time is logged, we may follow up to ensure the match between you and the client is optimal.
4. Professional Development: Time spent on internal training, workshops, or conferences that benefit the overall practice but are not tied to a specific client.
5. Internal Documentation/Activities: Completing non-client-specific paperwork, onboarding, internal audits, or administrative tasks within InclusiveEDU.