How to Make a Tutoring Appointment
Tutoring Services uses a scheduling system called WCOnline (aka, WCO) which is the online portal that allows you to make, change, or cancel an appointment with your tutor. Please read through the detailed instructions below for assistance in opening your account with us and scheduling your appointment. For those of you who have online appointments, WCO will be the page you navigate through to find the Zoom link for your tutor.
Quick Page Navigation
Step 1: Accessing our Scheduler (WCOnline)
Beginning on the main website for Tutoring Services, you will see in large font, “Schedule a 1-1 Appointment” and “Schedule a Group Appointment”. Both of these linked images will take you to the login page for Tutoring Services’ WCOnline scheduling platform.
You will then be connected to Tutoring Services’ WCOnline scheduling platform where you can register an account, and then make, modify, or cancel any in-person or online tutoring appointments. All tutoring appointments are scheduled in WCOnline, both individual sessions and group Roundtables. Clients accessing our satellite services are welcome to make an appointment in WCO for their visit to that satellite office or you may simply show up and your tutor will help you register.
New Users: Register an Account
On your first visit, you will need to go through the quick and easy process of registering a new account in the WCOnline scheduler. You must use your Vanderbilt email address to register, and you may choose any password. If you get locked out or cannot remember your password, please contact us at firstname.lastname@example.org.
In setting up your profile, you will be able to decide how you want to receive alerts from us, whether by email or by text. (You can also return to and update your profile and contact preferences at any time.)
Switching between Schedules: 1-on-1 and Group Schedules
While you must select a particular WCOnline schedule–typically our current 1-on-1 schedule or Group schedule–in order to sign into our online scheduler, switching between schedules within WCOnline is quick and easy.
To switch between schedules (for instance, from 1-on-1 to Group), simply look for the drop-down menu to the right of the date at the top of the page. Open the drop-down menu and select your desired schedule.
Step 2: Scheduling a Tutoring Appointment (1-on-1 or Group)
Once you sign in, you will arrive at a page that displays all of our appointments for the current week.
You will see that open appointments appear as white blocks on the calendar, whereas blue blocks are already claimed or otherwise unavailable.
WCONLINE COLOR LEGEND:
White blocks are open and available to be scheduled
Blue Blocks are unavailable,
Yellow Blocks are Your Scheduled Appointments
The calendar navigation links at the top of the schedule will allow you to bring a particular date to the top of the display or to skip ahead (or back) by a week. Doing so will allow you to take advantage of our policy that appointments can be made up to 7 days in advance.
(Note that the option to make appointments beyond the current week will be locked until your desired appointment is within 7 days of the current date.)
Filter the Schedule by Subject
The “Filter our tutors by course” drop-down menu at the top of the page allows you to quickly find the tutor you need for the many STEM subjects our tutors support.
Select a particular course number on the drop-down, and the schedule will display only those tutors qualified to support that particular course.
Making an Appointment
Once you have found an open appointment for your desired course at a convenient day and time, you can book your appointment.
- To schedule a new appointment, click on a white “open” block to make an appointment, which will open a new window or tab for the Appointment form.
- Complete the questions in the “Appointment Form.” Be sure to include any specific topics you’d like to discuss with your tutor, select a Course Focus at the bottom on the form, and check the box indicating that you understand Tutoring Services’ Appointment Policies.
- Select “Create Appointment.” Doing so will confirm your tutoring appointment and generate a confirmation email (or text, if you selected this option in your profile).
- Your reserved appointment time will now appear in yellow (designated for “my appointments”).
NOTE: Students also have the option of sharing a tutoring appointment with a friend. For more information, see our Pair Appointments page.
Modify or Cancel an Appointment
To modify or cancel an existing appointment, simply return to the schedule and navigate to the day and time of the appointment. Click on the yellow (or red) appointment block to open the “View Existing Appointment” window or tab. At the bottom of the form, you will find the options to “Edit Appointment” or “Cancel Appointment.”
Keep in mind that our appointment cancellation policies differ between 1-on-1 and Group appointments. Although we ask that all cancellations be made as far in advance as possible, group appointment cancellations must take place 4 hours or more prior to the start of the group session.
The Waiting List Feature
Don’t see an appointment when you need it? We encourage you to use the the Waiting List feature in our scheduler (WCOnline) to be alerted to openings on our schedule on a specific day or at a specific time.
Before signing up for the Waiting List, please note that the Waiting List only sends alerts—it does not reserve appointments for anyone. Once you receive a Waiting List notification, you must still log in and reserve the appointment yourself on a first-come basis.
To join the Waiting List:
- Click on the “Waiting List” link in the bottom right corner of the day you need an appointment and sign up.
- Note that you can specify start or end times or receive alerts for specific tutors or groups.
- Understand that the Waiting List sends everyone on the list an alert–either an email or text depending on one’s profile settings–when there is a new opening on the specific day for which they signed up.