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Username: admin@thenationallearninggroup.co.uk

Password: Mathsandenglish458!

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Scroll down, click on "Zoom Plugin for Microsoft Outlook", and follow the setup instructions.

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Download Center for Zoom Apps and Plugins | Zoom

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Download Zoom apps, plugins, and add-ons for mobile devices, desktop, web browsers, and operating systems. Available for Mac, PC, Android, Chrome, and Firefox.

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The templates for these are on Hubspot, and will automatically fill in the tutor's details, but I have added them here just in case. The main things to check are that you are sending the NLG email address email to their personal email; you are deleting off any software they don't have access to from the tutoring software email; and if they don't have MyMaths, that the references to not changing the MyMaths password are deleted from the rest of the software email.

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1. Change the training stage for the tutor to "Setting Up"

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1. Change the training stage for the tutor to "Setting Up"

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2. Open the Onboarding: Setting Up view in Hubspot

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2. Open the Onboarding: Setting Up view in Hubspot

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1. Go to the Admin centre in Outlook, "Active Users", then click on “Add User”

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1. Go to the Admin centre in Outlook, "Active Users", then click on “Add User”

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Ask the IT co-ordinator for access if you do not have it.

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2. Enter their details into the “Basics” page.

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2. Enter their details into the “Basics” page.

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Enter their details into the “Basics” page – the display name should be their full name, followed by “Tutor” (e.g. John Smith Tutor), and the username should be their full name with a dot between the names (e.g. john.smith). The password should be “NationalLearningGroup” followed by 3 random numbers. Also, make sure the box saying “Require this user to change their password when they first sign in” is ticked, and the “Automatically create a password” box is unticked. Copy and paste it into Hubspot.

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If there is a "Microsoft 365 Business License" available, then use that - if not, use an "Office 365 E1" license if available. If neither are available, then buy an E1 license.

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Go to "Your products" in the admin portal, then "Office 365 E1 (Month to Month)" and click "Buy licenses" - then increase the number of E1 licenses by the number that you need.

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5. Copy and paste the tutors email into Hubspot, and click "Finish adding"

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5. Copy and paste the tutors email into Hubspot, and click "Finish adding"

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Click on "Virtual PBX" then "PBX extensions" and change "Active" to "Expired" to the left of the page. Click "Renew" next to a number, keeping track of which number you have renewed. Then, refresh the page, and when the shopping basket pop-up appears, click “Next” then “Pay Now”.

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Change the name of the number to “30213085*EXT Tutor Name” (e.g. for the extension 123, the name should be “30213085*123 John Smith”), change the notification email to the tutors NLG email, and change the key to 6 randomised numbers.

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The tickbox next to the number under "Group" should be unticked, and the "VM", "Rec" and "DD" boxes should all be ticked (this only applies to tutors, not office staff).

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The save button is at the bottom of the page, and you need to wait for the save button to change from green to grey - this confirms it has saved.

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Go to "Caller ID" and make sure "Forced Voice CLI" is set to 01434239069, and "Forced Fax CLI" is set to "Withheld", and save if needed.

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1. Change the OneDrive folder share settings

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1. Change the OneDrive folder share settings

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Go into the National Learning Group folder, and then click "Share" at the top, and click the cog icon next to the "Copy Link" button to go into the settings. Change the permissions so that the link works for “People in the National Learning Group” and change from “Can edit” to “Can view” under more settings, then click “Apply”.

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Add the tutor's NLG email address, and send it to each tutor separately (if you share it for multiple tutors at the same time, they will all be able to see each other’s emails and names).

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1. Add the tutors details to the LMS registration form

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1. Add the tutors details to the LMS registration form

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Go to the LMS registration page (https://nationallearninggroup.co.uk/lms/wp-login.php?action=register). Use their full name as their username, enter their NLG email address as their email, then click register.

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Go to "Tutors and Staff" on Tutorbird, then click "Add New" on the top left, and click "New Tutor". If a pop-up appears saying "Cannot Add Tutor", purchase licences for this.

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Add the tutors first and last name, their NLG email address, and tick "Enable login access". Then, change the preferred location to "NLG Virtual Classroom", set the payroll to "Percentage of tutor's revenue", change the pay rate to 100%, and change the Make-Up Credits to "Pay when a make up credit is used" and click "Next".

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If a pop-up appears saying that there are not enough licenses, click on the “Business Settings” button, and under the “Membership” tab, click “Update Subscription” in the Subscription Status box. Then, increase the number of “Tutors & Staff” to include the tutors you are adding on, and click “Update Subscription” at the bottom of the page.

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The only boxes that need to be ticked are "Edit own lessons and events" and all the "Manage all students and parents" options, then click save.

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Search for the tutors profile in the "Tutors and Staff" page, then on their profile, edit their default settings so that the default lesson length is 20 minutes, the default billing is "Student pays an hourly rate" and the price is the tutors pay rate (if they have multiple, set it as their lowest - unless any of the rates are £15, in which case always set it as the other rate).

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Under the preferences tab, change their email notification preferences for emailing the daily agenda to “Same Day” at 8am, and untick the option for “Send daily agenda even when no events are scheduled”.

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Double check that all the default settings have carried through correctly.

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1. Log onto the Zoom web page, then go to User Management, then Users

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1. Log onto the Zoom web page, then go to User Management, then Users

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Sign in to your Zoom account to join a meeting, update your profile, change your settings, and more!

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Click "Add Users" in the top right, add the tutors email, make sure the license is “Zoom Workplace Enterprise Essentials”, set the department as “Tutors” and the job title as “Tutor”. Finally, click "Add", which will add the tutor to the "Pending" section, and they will be sent an activation email to set up their account.

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Reading Eggs & Maths Seeds:

Username: admin@thenationallearninggroup.co.uk

Password: Mathsandenglish189

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Click on either the "Reading" or "Maths" tab in the top left, depending on what subjects the tutor teaches. If they need both Reading Eggs and Maths Seeds, then set up Reading Eggs first. If they are only using one of the two, the process is the same for each, and just follow the steps below. If they need both, then follow the steps for Reading Eggs, then follow the "Second Software" step for Maths Seeds.

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Go to "Management" in the menu, then "Manage Teachers", enter the tutor's name and email into "Add a new Teacher", and click "Go"

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Under "Management", click "Manage Pupils" and click "Add existing pupils into your class". Search for Tess Testing, click the tick box next to her name, and click "Add to class". Then, select the tutor's reading/maths class (whichever is relevant), and click "Add".

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Only do this if the tutor needs both Reading Eggs and Maths Seeds - once they have been added to Reading Eggs, go on to the "Maths" tab, and go to "Management" then "Manage Teachers". Then, click "Add Existing Teachers", search for the tutor you want to add, select the tick box next to their name, and click "Add with School Subscription". Then, follow the same steps as above to add Tess into their maths class - however, this time the class will be named with their first initial and last name, rather than their full name.

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School user: national3

School pass: square140

Teacher dashboard user: boostnational3

Teacher dashboard pass: fraction220

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You are viewing this site in an unsupported browser. See our browser support page for more information.

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Click "Admin" in the top right, and then click "Create new class" - title the class "[Tutor full name]'s Maths Class". For example, if a tutor is called Jane Smith, their class would be "Jane Smith's Maths Class".

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If you do not have access, ask the IT coordinator to set this up for you.

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Go to the "Admin" tab in the top right, then click "Register single teacher" down the left hand side.

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Add the tutor's name and email address, then click "Next". Leave the username as the tutor's NLG email address, and use the same password for this as for their Outlook (remember to add the password into Hubspot under "ActiveLearn Temp Pass"). Untick the "Give access to student and teacher details" box.

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Click on "Manage groups" and then find the "Test Group" - this will probably be in "Other groups" at the top. Click "Edit group", search for the tutor, click "Add to group" and then click "Save group".

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EYS-KS2 English = Reading Eggs

EYS-KS1 Maths = Maths Seeds

KS2 Maths = MyMaths

KS3-4 Maths/English = ActiveLearn

TEFL = Off2Class (see more details below)

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For each software, remember to mark it either as "Yes" or "Not Needed" (except for Off2Class). For ActiveLearn, remember to enter the password.

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Off2Class is only set up after the tutor is assigned their first TEFL student - at the moment, we just send over a test account. I have included the steps to set them up on here anyway, but do not do it until they are assigned a TEFL student - rather than say they have been set up, mark them as "Not yet" on Hubspot.

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Enter the tutor's extension and VoipFone key into Hubspot, and mark it as "Created".

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7. Mark that it has been created on Hubspot

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7. Mark that it has been created on Hubspot

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3. Mark that it has been created on Hubspot

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3. Mark that it has been created on Hubspot

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Ask the IT coordinator for access if you do not have it.

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From "Home", click on "Teachers" then "Add Teacher", and enter the tutor's name, NLG email address, and a password. Use "NationalLearningGroup" followed by three random numbers. Leave the "Max Students" as "Unlimited" and copy and paste their password into Hubspot, under "Off2Class Temp Pass".

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From "Home", click on "Students", then search for "Tess Testing". Click the tick box next to Tess, then at the bottom under "Bulk Actions", select "Add Tutor" and click submit. Select the tutor, and click "Apply".

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In Outlook, schedule a meeting for the time agreed in the Welcome session, title it "Run Through: Tutor Full Name (Subjects)", invite the tutor through their NLG email address, add the Run Through instructions (below) to the description, and set the category as "NLG Training: Run Through". To add a Zoom meeting, click the Zoom extension at the top, then click settings, and log in to your account. Change the link settings to use your personal meeting ID, then click "Add meeting".

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As we now have your final Run Through booked in, it's essential that you have logged into all of the systems and downloaded the relevant apps. It's important that you have attempted the following tasks before the Run Through, so that you can let us know what issues you run into/what you would like more explanation of:

1.Finish the LMS - this can be found at the link below if you have not already completed it:

NLG Training Tutor LMS - LMS Module - National Learning Group

2. Look through the resources available - under the Resources tab on the LMS website, there is information about the software provided to you (i.e. MyMaths, ActiveLearn, Off2Class, ReadingEggs/MathsSeeds depending on your subject); please watch these videos and read the information about the sites that are relevant to you.

3. Add a phone call log to TutorBird - ensure you leave a clear description, including the student's name.

4. Book sessions into TutorBird calendar - ensure you know how to use the daily repeat and weekly repeat function, and can add varying lengths of lessons.

5. TutorBird - Attendance feedback (lesson notes) - mark lessons as attended and not attended, setting lesson notes and assigning make up credits as appropriate.

6. Practice filling out the Weekly Report form  - there is information about this on page 27 in the Handbook. Please do not click submit when filling it out, as it will start being processed by our Finance team.

7. Download and sign into the VoipFone app – we will be checking this all works in the Run Through and explaining all the functions.

After the Run Through, as long as you are comfortable with this process, I will send an email over to allocations letting them know you are ready to take on some students. If you need more support and guidance, then we can book in another training session to make sure you feel confident in using the systems.

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Hi {{ contact.preferred_name }},

Please see below some key information on safeguarding and our policies.

As a tutor, it is your responsibility to keep up to date with current safeguarding practices. The KCSIE and the Working Together to Safeguard Children Document provide guidance for schools and tutors on safeguarding children. We have included the information on which parts are specifically relevant to your role for you to pay particular attention to, however the whole document has useful information.

Keeping children safe in education - GOV.UK (www.gov.uk) [Summary, Parts 1, 2 and 5]

Working Together to Safeguard Children - GOV.UK (www.gov.uk) [Introduction, Chapters 1 and 3]

If you could please read through and familiarise yourself with the policy documents found here:

SafeguardingPolicy + Guides

Additionally, to let us know anything, you are welcome to call us or email at safeguarding@thenationallearninggroup.co.uk. We also have this reporting form if you would like to ensure all important information is included:

NLG Safeguarding Report Form

We would also highly recommend that you complete the following safeguarding training if you do not already have a valid safeguarding certificate in place, we suggest this is renewed every 2 years:

https://mylearning.nspcc.org.uk/ProductDetails.aspx?ProductID=285

Please reach out if you have any questions or concerns regarding the safeguarding policy.

Best wishes,

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Hi {{ contact.preferred_name }},

Welcome to the National Learning Group!

To support your tutoring, we have several additional tools available to you that will ensure that you have access to the best assets out there.

We're constantly working to improve and develop the availability of these. I've included below a list of your logins, all passwords are temporary and you should reset these as soon as possible (with the exception of MyMaths). We recommend using a password manager or browser password wallet to ensure these are all stored safely.

When you get time, please also have a look through the OneDrive folder - it has the handbook, some useful resources, and is all-around really helpful!

🟢LMS

This is our Learning Management System which will guide you through some of our systems and processes. It is made up of some videos and quizzes - please make sure you complete this module to go ahead with training.

Username: Your NLG Email

Password: Use the "[LMS Module - National Learning Group] Login Details" email to set your own password

🟢Tutorbird

This is our admin site, where we arrange lessons and store student details. You will cover this during your independent learning with the LMS system, and go over it during your Run Through.

Username: Your NLG Email

Password: Use the 'Reset your Password' email from Tutorbird to set your own unique password

🔵ActiveLearn

KS3-4 Maths and English

This is Edexcel's online secondary-learning platform that gives you access to their English and Mathematics Foundation and Higher workbooks. Make sure you type the password in, as it does not work if you copy and paste.

Username: Your NLG Email

Password: {{ contact.activelearn_password }}​

🔵MyMaths

KS2 Maths

MyMaths is a website where you can carry out Maths lessons and set homework for your students. Please click "Teacher Dashboard" after logging in using the "School" information to access your resources.

School Username: national3

School Password: square140

Teacher Username: boostnational3

Teacher Password: fraction220

🔵ReadingEggs/MathSeeds

EYS-KS2 English, EYS-KS1 Maths

These are primary materials for English and Maths respectively. You can access them from the P3 Learning emails you would have received, or "ReadingEggs"/"MathSeeds" branded emails.

Username: Your NLG Email

Password: Use the "P3 Learning" or "P3 Technologies" email you have received to set your own.

🔵Off2Class

TEFL

We set up this software once tutors are allocated their first student. In the meantime, you are welcome to use the test account below. This contains our resources for TEFL tutors and has amazing learning assets for all of the following language methods: CEFR, WIDA, TELPAS, CA ELD, ELPA21, NY and AZ ELPS.

Username: test.tutor@thenationallearninggroup.co.uk

Password: ​​NationalLearningGroup375​​

🟢VoipFone Softphone

This is our Softphone system you must use whenever you call a student/parent. Please download the Voipfone Softphone app, as the website unfortunately doesn't work for calls. Our business number is 01434 239069, call this if you need to get in contact with us.

Account Number (please include the asterisk): 30213085*{{ contact.voipfone_account__ }}​

Password: {{ contact.voipfone_key }}​

🟢Zoom

Please use the Zoom email you would have received to set up your account. Zoom is where we conduct all of our tutoring sessions, and you must use your work account to do so. Please ensure you sign out of any Zoom applications or websites with your personal email before you begin tutoring and double-check you are signed in with your work email.

Please note that there will be additional training on these in our LMS and our training sessions, so if you'd like to have a poke around in the meantime, make sure you bookmark any important links and, as before, make sure you reset your passwords (with the exception of MyMaths) as soon as possible.

If you have any questions, please get in touch and I'll get back to you as soon as possible! 🙂

Best wishes,

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Hi {{ contact.preferred_name }},

It was great to meet you in your Welcome Session!

I have set up your Outlook email account for your NLG tutoring work.

To log in, please click on this link.

You may need to log out of your personal outlook account or create a browser profile to ensure you have separate environments to save your personal and work passwords. There is a great article on explaining what a browser profile is and how to create one in your web browser here (please reach out to me if you need assistance with this).

Username:   {{ contact.nlg_email }}​

Password:   {{ contact.outlook_temp_pass }}​

There should be a few emails waiting for you regarding about how to log in to the different resources we provide, including VoipFone (our Softphone) and TutorBird (our admin and calendar website). More information about these services will be covered during your training.

We look forward to working with you! 🙂

Best wishes,

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Hi {{ contact.preferred_name }},

I hope you are doing well!

As you now have a TEFL student, I have set up your Off2Class account. This is a really great resource for TEFL teaching, and I hope you will find it helpful! I have also attached our training video for you to have a look through. I have assigned Tess Testing as your student on Off2Class so you can practice using the website, with her as your student.

Off2Class

Username: {{ contact.nlg_email }}​

Password: ​​{{ contact.off2class_temp_pass }}​​

If you have any questions, please let me know!

Best wishes,

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3. If the tutor doesn't have a preferred name, enter their first name in the preferred name field

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3. If the tutor doesn't have a preferred name, enter their first name in the preferred name field

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4. Copy the tutors first name, then last name, separately - you will be able to access them each through the clipboard (Windows + v)

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4. Copy the tutors first name, then last name, separately - you will be able to access them each through the clipboard (Windows + v)

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The process is the same, except that we do not set up Zoom or any subject software for the tutors. Additionally, for Tutorbird, don't set the classroom as "NLG Virtual Classroom" but instead as "In-person tuition".