Who can invite tutors
Org Owners and Org Admins can invite tutors. Tutors cannot invite other tutors.Steps
1. Go to Users
From the sidebar, click Users. This opens the user management page with two tabs: Tutors and Learners. Make sure you’re on the Tutors tab.2. Open the Tutors tab and click “Add”
Invites are sent from the Tutors tab specifically — that’s what makes the role choice in the next step available. Click Add in the top-right, then Invite one….3. Enter their email address and choose a role
Students are added from the Learners tab instead — see Add students.
4. Send it
Click Send invite. ClassQuill emails them a link to create their account.The invite link works once, is tied to that exact email address, and expires after 7 days. Accepting it joins them to your organisation directly, with no separate approval step — share the tutor join link instead if you’d rather approve each person first.If it never arrives, you don’t have to wait: find their row on the Tutors tab and click Copy link to send them the exact same link yourself.
5. Tutor accepts and completes onboarding
When the tutor clicks the link, they create a password and land on their onboarding checklist. Alongside the two always-on setup steps (selecting subjects and setting weekly availability), the checklist shows whichever requirements your org has turned on:- Profile photo and bio
- Identity verification
- Working with Children Check (WWCC)
- ABN and bank details (for payroll)
- Required training
- Signing your org’s tutor contract
Tracking invites you’ve sent
Every invite you send stays visible in the Tutors roster itself — as a row with the email address instead of a name — until it’s accepted, with a status you can act on:
Once a tutor accepts, the row becomes a normal roster row with their name and profile.
If a tutor declines
Tutors can decline an invite from the invite page. When they do, the invite shows as Declined in your list with the date, and their link stops working permanently — declining is final for that link, so nobody can accept it later by mistake. You can still invite them again. Click Invite again on the declined row and ClassQuill sends a brand-new invite with a fresh link. (Their old declined link stays dead — the new one is what they’ll use.)Resending and revoking
- Copy link hands you the exact link that was emailed, so you can send it through any channel that actually reaches them. This is the fix for “the email never arrived”. It’s hidden once an invite is expired or declined, because those links are permanently dead — use Resend instead.
- Resend issues a new invite link and emails it again. The previous link stops working, so always tell the tutor to use the newest email.
- Revoke cancels an invite you sent by mistake. The link stops working and the row disappears from the roster. You can invite the same person again at any time.
Choosing your onboarding requirements
In Settings → Tutor onboarding, you decide what each requirement means for your org:
By default nothing blocks a new tutor — you opt in to the gates you want. WWCC is the exception: it’s either off or a hard requirement (it’s a legal obligation, so it can’t be waived for individual tutors).
Reviewing submissions
As tutors complete requirements, submissions appear in the Approvals tab on your onboarding page. Approve, reject with a reason, or revoke a previous approval — the tutor is notified each time and sees your reason on their checklist. You can also waive a requirement for an individual tutor from their profile (except WWCC). If a tutor is blocked, anyone who tries to book them sees which requirement is outstanding and where to fix it — never a silent failure.What’s next
Add students
Enrol students into your org.
Set tutor availability
Tutors set the hours they’re available to be booked.