For Educators
Managing Students

Managing Students

Tools and strategies for managing student enrollment and engagement in TutorQ.

Student Roster

Access your roster: Course Dashboard → Students

View Options

List View (default):

  • Student names
  • Email addresses
  • Enrollment date
  • Last activity
  • Overall engagement score

Grid View:

  • Profile cards with photos
  • Quick stats per student
  • Visual mastery indicators

Analytics View:

  • Sortable table
  • Filter by engagement, mastery, activity
  • Export options

Adding Students

Method 1: Course Code

The simplest method:

  1. Share your course code with students
  2. Students enroll themselves
  3. You receive notification of new enrollments
  4. Optionally enable approval requirement

Method 2: Manual Addition

Add students one-by-one:

  1. Click Add Student
  2. Enter student email
  3. Optionally add first/last name, student ID
  4. Click Send Invitation

Student receives email with enrollment link.

Method 3: LMS Integration

If your institution uses Canvas, Blackboard, or Moodle:

  1. Go to Course Settings → Integrations
  2. Connect to your LMS
  3. Select course to sync with
  4. Enable auto-sync

Students enrolled in your LMS course automatically appear in TutorQ.

Managing Enrollments

Approval Workflows

For restricted courses:

  1. Enable Require Approval: Course Settings → Enrollment → Check "Require Approval"
  2. Students who enroll appear in Pending Approvals
  3. Review and approve/deny each request

Waitlist Management

For capacity-limited courses:

  1. Set enrollment cap: Course Settings → Max Enrollment
  2. When full, students added to waitlist
  3. When slots open, automatically offer to waitlist students

Dropping Students

Remove a student from your course:

  1. Find student in roster
  2. Click ⋯ → Remove from Course
  3. Choose action:
    • Unenroll - Removes access, keeps data
    • Unenroll and Archive - Removes but allows re-enrollment
    • Delete Completely - Removes all data (irreversible)

Student Groups

Organize students into groups for:

  • Lab sections
  • Study groups
  • Project teams
  • Discussion sections

Creating Groups

  1. Go to Students → Groups → Create Group
  2. Name the group (e.g., "Lab Section A")
  3. Add students (drag and drop or select)
  4. Optionally assign group-specific materials or settings

Group-Specific Settings

Configure per group:

  • Different usage limits
  • Access to specific materials
  • Separate discussion boards
  • Group-only announcements

Monitoring Student Activity

Engagement Dashboard

View engagement metrics:

  • Active Users: Students who used TutorQ this week
  • Engagement Score: Composite measure of quality participation
  • At-Risk Students: Those falling behind or disengaged

Individual Student View

Click any student to see:

  • Mastery levels across concepts
  • Recent chat sessions (summary, not transcripts)
  • Study time and patterns
  • Concepts struggling with
  • Last login date

Activity Timeline

Visual timeline showing:

  • When each student is active
  • Peak usage times for whole class
  • Patterns before exams/deadlines

Communication

Announcements

Send course-wide or targeted announcements:

  1. Click Announcements → New Announcement
  2. Write your message (Markdown supported)
  3. Choose recipients:
    • All students
    • Specific groups
    • Students matching criteria (e.g., low engagement)
  4. Schedule or send immediately

Students receive via:

  • In-app notification
  • Email (if enabled in their settings)

Direct Messages

Message individual students:

  1. Go to student's profile
  2. Click Send Message
  3. Write message
  4. Send

Note: For privacy, students can disable direct messages in their settings.

Office Hours

Set up virtual office hours:

  1. Course Dashboard → Office Hours
  2. Add your availability
  3. Students can book time slots
  4. Integrates with your calendar

Identifying Students Who Need Help

Auto-Generated Alerts

TutorQ notifies you when:

  • Student hasn't logged in for 7+ days
  • Mastery levels drop significantly
  • Student struggles repeatedly with same concept
  • Usage patterns suggest disengagement

Manual Review

Weekly, review:

  • Students with low engagement scores
  • Concepts with low class-wide mastery
  • Students with declining progress

Intervention Strategies

When a student struggles:

  1. Review their analytics
  2. Identify specific concepts they're stuck on
  3. Send targeted resources or encouragement
  4. Offer to meet during office hours
  5. Consider peer tutoring or study groups

Privacy and Access

What You Can See

As an instructor, you have access to:

  • Student names and email addresses
  • Overall engagement and mastery metrics
  • Concepts studied (but not specific questions)
  • Study time and patterns

What You Cannot See

You cannot see:

  • Exact questions students ask the AI (unless shared)
  • Full chat transcripts (unless student grants access)
  • Student's questions in other courses
  • Personal notes students take

FERPA Compliance

TutorQ is FERPA compliant:

  • Student data is protected
  • Only authorized instructors can access their students' data
  • Students can request data deletion
  • Audit logs track all data access

Exporting Data

Student Roster Export

Export your roster:

  1. Students → Export
  2. Choose format: CSV, Excel, or PDF
  3. Select fields to include
  4. Download

Analytics Export

Export class analytics:

  • Overall engagement metrics
  • Per-student mastery levels
  • Usage statistics
  • Assessment data (if using TutorQ assessments)

Use for:

  • Grade calculations
  • Progress reports
  • Research or analysis

Advanced Features

Enrollment Rules

Set up automatic enrollment based on criteria:

  • Students in specific majors
  • Students who completed prerequisite courses
  • Students from specific sections/cohorts

Guest Access

Allow guests (observers, TAs) to view course:

  1. Course Settings → Access Control
  2. Add Guest → Enter email
  3. Set permissions (view-only, can post, etc.)

Teaching Assistants

Grant TA access:

  1. Course Settings → Teaching Staff
  2. Add TA → Enter email
  3. Choose permissions:
    • View all student data
    • Respond to student questions
    • Manage course materials
    • Grade assessments (if applicable)

Best Practices

✅ Do This

  • Check engagement dashboard weekly
  • Reach out to at-risk students early
  • Use groups for large classes
  • Send regular announcements
  • Export data for your records

❌ Avoid This

  • Ignoring low-engagement warnings
  • Removing students without communication
  • Over-messaging (limit announcements)
  • Sharing student data outside TutorQ
  • Assuming all students see your emails

Troubleshooting

"Student says they're enrolled but I don't see them"

  • Check Pending Approvals if you have approval enabled
  • Verify they're in the correct course (check course code)
  • Ask student to send screenshot of their enrollment

"Student can't access course materials"

  • Verify student is enrolled (not just auditing)
  • Check if materials are marked "Hidden"
  • Ensure student's account is activated

Next Steps

Need help? Email support@q3learners.com

Uploading Course MaterialsStudent Analytics