Sessions & Revisions

Sessions and revisions are the work products delivered through Matchpal relationships. This guide covers how to track and manage both.

Sessions Overview

Sessions represent time spent between a student and provider—typically tutoring meetings or advising consultations.

What Sessions Track

  • Date and Time - When the session occurred
  • Duration - Length in hours or minutes
  • Type - Tutoring, advising, or other
  • Notes - Summary of what was covered
  • Status - Scheduled, completed, cancelled, no-show

Session Logging

Sessions are typically logged by providers after completion:

  1. Provider opens the relationship
  2. Clicks "Log Session"
  3. Enters date, duration, and notes
  4. Submits for recording
  5. Grant balance automatically updated

Viewing Sessions

From the Sessions List:

  • Navigate to Sessions in main menu
  • View all sessions across relationships
  • Filter by date, status, provider, or student

From a Relationship:

  • Open specific relationship
  • Navigate to "Sessions" tab
  • See sessions for that pairing only

Session Management

Editing a Session

If session details need correction:

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

Editing sessions may affect grant usage calculations. Review impact before saving changes.

Cancelling a Session

For sessions that didn't happen:

  1. Find the session
  2. Click "Cancel" or change status
  3. Select cancellation reason
  4. Confirm cancellation
  5. Grant balance restored

Marking No-Shows

When a party doesn't attend:

  1. Find the session
  2. Change status to "No-Show"
  3. Indicate which party
  4. Add notes
  5. Policy determines if grant is consumed

Grant Consumption

Sessions consume grant hours:

Automatic Deduction

  • When session is logged as complete
  • Hours deducted from relationship allocation
  • Student's overall balance updated

Tracking Usage

  • Relationship shows hours used vs. allocated
  • Student profile shows total grant balance
  • Dashboard shows platform-wide consumption

Low Balance Alerts

  • System alerts when relationship runs low
  • Students notified of remaining hours
  • Admins can adjust allocations

Revisions Overview

Revisions represent document review work—typically for advising services like application essay reviews.

What Revisions Track

  • Document - What was submitted for review
  • Submitted Date - When student sent the document
  • Completed Date - When provider returned feedback
  • Status - Submitted, in review, completed
  • Feedback - Provider's comments and suggestions

Revision Workflow

  1. Student submits document to provider
  2. Revision created with "Submitted" status
  3. Provider reviews and provides feedback
  4. Provider marks as "Completed"
  5. Grant consumed based on revision type

Revision Management

Viewing Revisions

From the Revisions List:

  • Navigate to Revisions if available
  • View all revisions across relationships
  • Filter by status, date, or provider

From a Relationship:

  • Open specific relationship
  • Navigate to "Revisions" tab
  • See revisions for that pairing

Tracking Progress

Monitor revision turnaround:

  • Time from submission to completion
  • Number of pending revisions per provider
  • Average turnaround times

Managing Delays

If revisions are taking too long:

  1. Contact provider
  2. Review workload
  3. Reassign if necessary
  4. Communicate timeline to student

Reporting

Session Reports

Generate reports on session activity:

  • Sessions per period (weekly, monthly)
  • Hours delivered by provider
  • Hours consumed by student
  • Cancellation and no-show rates

Usage Reports

Track overall service delivery:

  • Total hours delivered
  • Grant consumption rates
  • Average sessions per relationship
  • Provider utilization

Exporting Data

  1. Navigate to Sessions or Revisions
  2. Apply desired filters
  3. Click "Export"
  4. Choose format and fields
  5. Download report

Best Practices

For Session Accuracy

  • Encourage prompt session logging
  • Verify unusual durations
  • Review cancelled sessions regularly
  • Keep notes meaningful but concise

For Revision Tracking

  • Set clear turnaround expectations
  • Monitor pending revision queues
  • Follow up on delayed reviews
  • Archive completed revisions

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