Teachworks 3.0 Lesson Notes Setup
SOP: Completing Lesson Notes in Teachworks 3.0 from Calendar View
Objective
This SOP explains how tutors should complete lesson notes in Teachworks 3.0 from the calendar view, including attendance status, cancellation handling, internal notes, and family-facing lesson notes. The goal is to ensure accurate records, clear communication with families, and prompt escalation of any concerns.
Key Steps
1. Open the lesson from the calendar view 0:00
Go to Teachworks 3.0 Calendar View.
Locate the lesson you need to update.
Click directly on the lesson entry to open the available options.
Select Complete to begin entering lesson notes.
2. Mark the lesson attendance status correctly 0:24
On the lesson completion page, confirm the correct attendance status.
If the student attended, mark the lesson as Attended.
If the lesson was cancelled:
1. Mark it as Cancelled when the cancellation notice was more than 12 hours in advance.
2. Mark it as a Missed Lesson when the cancellation notice was less than 12 hours in advance.
Make sure the status matches what actually happened in the session.
3. Contact the student and parent when the student does not attend 0:50
If you are waiting in the lesson and the student has not joined:
1. Contact the student by text message.
2. Contact the parent by text message or phone call.
Do this before completing the lesson so you can confirm they did not simply forget.
If you were unable to attend the lesson yourself, still notify the family independently so they do not miss the update.
4. Add internal notes for any cancellation or lesson issue 1:21
If there was any cancellation or issue, complete the internal notes section.
Include a clear summary of what happened in the lesson.
These notes are for the admin team and should help them understand the situation quickly.
If the lesson involved a cancellation, missed session, or tutor absence, document the reason clearly.
5. Flag urgent or concerning lessons 1:33
If anything in the lesson is concerning or urgent, flag the lesson.
Add a clear explanation in the comments field.
Use this when the issue needs quick visibility on the dashboard.
Ensure the concern is described clearly enough for the team to act on it promptly.
6. Write family-facing shared lesson notes 1:47
Enter the lesson notes in the shared space so they are visible to the family.
Include:
1. What the student was intended to learn.
2. Brief feedback on what went well.
3. What the student needs to work on.
4. Why the learning is important.
Keep the tone simple and easy for a parent and student to understand.
Keep this section concise and complete it in no more than five minutes.
7. Add homework and supporting materials 2:04
Always include a small amount of homework in the shared notes.
If needed, attach a file for homework or supporting materials.
For online lessons, add the recording link in the appropriate field.
Make sure any attachments are relevant and accessible to the student and family.
8. Send the notes to the family and save 2:26
Before saving, confirm the following options are selected:
1. Email
2. Shared notes
3. Attachments
Click Save to finalize the lesson notes.
Saving will send the notes directly to the family immediately.
Double-check everything before saving, since this is the final step.
Cautionary Notes
Do not confuse cancelled and missed lesson statuses; the difference depends on whether notice was more or less than 12 hours.
If the student does not attend, always contact both the student and parent before closing the lesson.
Internal notes are for the admin team; shared notes go to the family, so keep the content appropriate for each audience.
If there is anything concerning, flag it right away and explain it clearly in comments.
Do not spend too long on shared notes; they should be concise and completed efficiently.
Make sure email, shared notes, and attachments are selected before saving, or the family may not receive the full update.
Tips for Efficiency
Open the lesson directly from the calendar and use Complete to reduce navigation time.
Use a simple note structure for shared notes: goal, progress, next steps, homework.
Keep a reusable template for lesson notes to help finish them within five minutes.
Add homework while writing the shared notes so you do not forget it later.
If the lesson was online, prepare the recording link in advance for quick entry.
Review the attendance status, internal notes, and shared notes once before saving to avoid corrections later.
If the lesson was cancelled please select the options indicated on this policy:
You can select either submit or submit and next to complete the next student lesson:
And here are some great examples of lesson notes, from some of our wonderful tutors:
Adding Video Recordings to Lesson Notes
SOP: Add a Lesson Recording Link to Lesson Notes
Objective
This SOP explains how teachers can locate a completed lesson recording link in Teacher Assistant and paste it into the corresponding lesson notes. Following these steps ensures the recording is easy to access and properly attached to the lesson record.
Key Steps
1. Open Teacher Assistant in Two Windows 0:00
Open Teacher Assistant in two windows or tabs before completing the lesson notes.
Keep one window available for the current lesson notes and the other for the completed lesson record.
This setup makes it easier to move between the lesson and the recording link without losing your place.
2. Locate the Completed Lesson Record 0:16
In the second window, click to view the lesson that has already happened.
Confirm that the lesson record includes the recording link.
Use this view to access the recording associated with the lesson.
3. Open the Recording Link and Copy the URL 0:26
Click the recording link on the completed lesson record.
A new page will open with the recording.
Copy the URL from the top of the browser.
Return to the lesson notes and paste the copied link into the appropriate section.
Cautionary Notes
Make sure you are copying the correct recording link for the lesson you are documenting.
Do not paste the link into the wrong lesson notes, as this can cause confusion for anyone reviewing the record.
Verify that the copied URL is complete before saving the lesson notes.
Tips for Efficiency
Keep both windows open throughout the process to reduce switching time.
Use keyboard shortcuts for copying and pasting when possible.
After pasting, quickly check that the link appears correctly in the lesson notes before finishing.