Sessions

Sessions are the fundamental unit of service delivery in Matchpal, representing time spent between a student and provider.

What is a Session?

A session records a meeting or interaction where services were delivered:

  • A tutoring call where content was reviewed
  • An advising meeting where guidance was provided
  • Any scheduled interaction between student and provider

Session Properties

Each session includes:

PropertyDescription
RelationshipWhich student-provider pairing
DateWhen the session occurred
DurationLength in hours (or minutes)
TypeTutoring, advising, or other
StatusScheduled, completed, cancelled, no-show
NotesSummary of what was covered

Session Lifecycle

Scheduled

Session is planned but hasn't occurred:

  • Date and time set
  • Reminder notifications may be sent
  • Can be rescheduled or cancelled

Completed

Session occurred as planned:

  • Provider logs completion
  • Duration recorded
  • Grant hours deducted
  • Notes added for record

Cancelled

Session was called off:

  • Cancellation reason noted
  • No grant consumption (typically)
  • May trigger rescheduling

No-Show

One party didn't attend:

  • Marked by attending party
  • Policy determines grant impact
  • May require follow-up

Logging Sessions

Sessions are typically logged by providers after completion.

Provider Workflow

  1. Conduct the session with student
  2. Navigate to relationship in Matchpal
  3. Click "Log Session"
  4. Enter details:
    • Date and time
    • Duration
    • Notes about content covered
  5. Submit
  6. System deducts hours from grant

What to Include in Notes

Good session notes include:

  • Topics covered
  • Progress made
  • Areas for follow-up
  • Any concerns or observations

Notes help with:

  • Continuity between sessions
  • Demonstrating value delivered
  • Addressing any disputes

Grant Impact

Sessions directly affect grant balances:

Consumption

When a session is logged:

  1. Duration checked against remaining hours
  2. Hours deducted from relationship allocation
  3. Student's overall "used" increases
  4. Available balance decreases

Insufficient Hours

If not enough hours remain:

  • Session cannot be logged (or partial)
  • Admin notified
  • Student may need to purchase more
  • Or admin adjusts grant

Viewing Sessions

For Students

Students can see:

  • Their session history across all relationships
  • Hours logged per session
  • Running total of hours used
  • Remaining balance

For Providers

Providers can see:

  • Sessions for their assigned students
  • Their own session history
  • Total hours delivered

For Admins

Admins can see:

  • All sessions platform-wide
  • Filter by student, provider, date, status
  • Edit or adjust session records
  • Generate session reports

Session Management

Editing Sessions

If session details need correction:

  1. Find the session record
  2. Click "Edit"
  3. Adjust date, duration, or notes
  4. Save changes
  5. Grant recalculated if duration changed

Editing sessions affects grant calculations. Verify changes don't create negative balances.

Cancelling Sessions

For sessions that didn't happen:

  1. Find the session
  2. Change status to "Cancelled"
  3. Select reason
  4. Grant restored (if previously deducted)

Handling No-Shows

When someone doesn't attend:

  1. Find the session
  2. Change status to "No-Show"
  3. Indicate which party
  4. Add explanation
  5. Policy determines grant treatment

Session Patterns

Healthy Patterns

  • Regular weekly sessions
  • Consistent duration
  • Progressive content
  • Good attendance

Warning Signs

  • Irregular scheduling
  • Very short sessions
  • Long gaps without activity
  • Repeated cancellations

Reporting

Session Reports

Generate reports showing:

  • Sessions per time period
  • Hours delivered per provider
  • Hours consumed per student
  • Completion vs. cancellation rates

Usage Analysis

Analyze patterns:

  • Average session duration
  • Sessions per relationship
  • Popular days/times
  • No-show frequency

Best Practices

For Providers

  • Log sessions promptly after completion
  • Include meaningful notes
  • Be accurate with duration
  • Report issues immediately

For Admins

  • Monitor session activity regularly
  • Follow up on inactive relationships
  • Verify unusual session patterns
  • Keep session records accurate

For Students

  • Attend scheduled sessions
  • Communicate schedule changes early
  • Review session notes
  • Report any concerns

Troubleshooting

Session Won't Log

  • Check grant balance
  • Verify relationship is active
  • Confirm date is valid
  • Review for duplicate entries

Grant Not Deducted

  • Session may be in draft/pending status
  • Check for processing errors
  • Verify status is "Completed"

Incorrect Balance

  • Review session history
  • Check for edited sessions
  • Verify grant allocations
  • Contact admin for reconciliation

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