Skip to main content
All CollectionsTeachersManaging Your Programme
Top tips for filling out your Pupil Details Form
Top tips for filling out your Pupil Details Form

I'm a Teacher article. We have put together some top tips for filling out your Pupil Details Form.

Updated this week

Before your MyTutor lessons can get started, you'll need to complete our Pupil Details Form. We have put together some top tips for filling it out.


​

How to fill out your pupil details form

Please complete Steps 1-5 as below to set up your tutoring programme. Review your spreadsheet for any errors using the ‘Check for errors’ column. If you get stuck check out our fixing common issues FAQ below

Step 1: Pupil data import

Copy & paste pupil data from your MIS into the tab called "Step 1: Pupil data".

If you would like us to keep parents informed of pupil progress and attendance make sure to fill in the columns N & O.

Step 2: Subjects

Subject & Level: Please select the subject from the drop-down menu. If a subject does not appear in the drop-down, but it has been agreed with your Education Partnership Manager, then you can double click the cell and free type the subject name, or you can write the subject name in the ‘What does this pupil need support with?’ section in the ‘Step 4 Lesson details 1-1’.

Step 3: Timings

Two-week timetables: If your school does not have a 2-week timetable, please fill out Week A only.

One-week Super boost programmes: You can select the 1-week option from the 'Type of programme' dropdown.

Step 4: Lesson details

Without this information, tutors will be unable to plan their lessons. The more detailed you can be, the more your pupils will get out of their tutoring.

Step 5: (Recommended) Reserves

Copy & paste pupil data from your MIS if you'd like to have a list of reserve pupils. This will allow you to easily swap the pupils in your programme with pupils on the reserve list.

Review Errors

Please fix any errors in the order of the steps (Step 1, Step 2, Step 3 etc). There will be a message that will indicate if there are any outstanding errors once you've filled in the information, if not you will see:

✅ There are no Errors and the file is ready to upload

Once you've completed the spreadsheet

  • Download the file as a Microsoft Excel spreadsheet. (Click “File” at the top of the window, then “Download”, then select the Microsoft Excel .xlsx option)

  • Go to your programme set-up page by logging in here

  • Complete steps 1-4

  • When you get to the pupil information tab, upload your spreadsheet

  • If the upload button is greyed out, click on the "Download" and "Validate" buttons to activate the upload button.

Note: you do not need to use the spreadsheet that you download or use the validation step

We'll do the rest!

Having issues with filling out your form? Check out these common issues and fixes

Have you deleted any rows in the form?

This causes issues with our formulas in the form and can be the cause of issues. If you have deleted any rows in the form, please undo (Ctrl Z) this action, or re-download the form and copy the data back in to fix this.

Is information not pulling through to other tabs?

This is a common issue seen where formulas in the form have been altered in some way (for example if rows have been deleted). The best action here is to download a new copy of the form and re-copy your pupil information into this using copy ‘values only’. A new copy of the form can be downloaded from your teacher account, under the new programme tab, in the section for ‘pupil information’

Subjects not appearing in the drop-down?

If a subject is not appearing in the drop-down, but it has been agreed with your Education Partnership Manager, then you can double click the cell and free type the subject name, or alternatively you can write the subject name in the ‘What does this pupil need support with?’ section in the ‘Step 4 Lesson details 1-1’.

How do I input exception days and weeks?

You fill this out separately from the pupil details form. When you go through your set-up steps you can let us know of any exception days/weeks there.

If you have certain students who can't attend specific lessons then we can change that once the programme has been set up and add the lesson to the end of the programme

Does the form layout not support the lesson intensity you want?

We have multiple form layouts available to support different programme intensities. Such as:

  • Core: One lesson per subject per week

  • Boost: Two lessons per subject per week

  • Superboost: Up to ten lessons per subject per week

We will have linked you to the form we thought was relevant to your upcoming programme, but if you think another form type is better suited to your programme please just reach out to us via live chat or get in touch.

If you get stuck or have any questions, speak to us via live chat or get in touch via the following link

Did this answer your question?