> ## Documentation Index
> Fetch the complete documentation index at: https://docs.classquill.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Inviting tutors
> Send email invites to your tutors and assign them the right role.
## 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
| Role | When to use |
| - | - |
| **Tutor** | Standard tutor — delivers sessions, sees their own schedule and earnings |
| **Admin** | Trusted team lead — can manage other tutors, students, classrooms, and payments |
Students are added from the **Learners** tab instead — see [Add students](/guides/add-students).
Admins can manage members, scheduling, billing and settings for the whole organisation. Only invite someone you'd trust with all of it.
### 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
Each item carries a status — **To-do**, **Awaiting approval**, **Done**, or **Action needed** (with your reason if you rejected it) — so tutors always know exactly what's left.
## 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:
| Status | What it means | What to do |
| - | - | - |
| **Pending** | Sent, not yet answered | Wait, or **Resend** if they say it never arrived |
| **Declined** | The tutor opened the link and chose not to join, on the date shown | Nothing, unless you want to ask them again — see below |
| **Expired** | Seven days passed with no answer | **Resend** to issue a fresh link |
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.
Both actions are available to Org Owners and Org Admins.
## Choosing your onboarding requirements
In **Settings → Tutor onboarding**, you decide what each requirement means for your org:
| Mode | What it does |
| - | - |
| **Off** | Not part of onboarding |
| **Required to start** | The tutor can't run sessions until it's complete and approved |
| **Start now, review soon** | The tutor starts immediately; the item lands in your review queue afterwards |
| **Must complete — doesn't block** | Shows on the checklist and gets reviewed, but never blocks sessions |
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
Enrol students into your org.
Tutors set the hours they're available to be booked.
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