Skip to content

Role Workflows

This page explains how the four user roles interact with Toodle and complete their main tasks.

Toodle provides role-specific interfaces for Administrators, Lecturers, Tutors, and Students. Each role has access to the functionality relevant to its responsibilities, while protected operations are enforced through backend authorisation.

For an overview of the functionality available in Toodle, see Basic Features, Intermediate Features, and Advanced Features.

Administrator Workflows

Administrators manage platform-wide operations, including users, courses, academic settings, and tutor management.

Managing Users and Roles

  1. Sign in with an administrator account.
  2. Open Users.
  3. Search for or select the relevant user.
  4. Review the user's profile and current role.
  5. Update their role where appropriate.
  6. Save the changes.

Toodle supports the ADMIN, LECTURER, TUTOR, and STUDENT roles.

Administrators can manage role assignments and assign lecturers to coordinate courses.

Managing Courses

  1. Open Courses.
  2. Create a course or select an existing one.
  3. Enter or update the course details and tutor requirements.
  4. Add the relevant tutorial, laboratory, or teaching sessions.
  5. Manage course coordinators where required.
  6. Open or close tutor applications.

Administrators can also manage academic terms and holidays used by the scheduling system.

Managing Tutor Allocations

  1. Open the Allocation Board.
  2. Review course staffing requirements and existing allocations.
  3. Select a tutor for the relevant course.
  4. Review academic eligibility, availability, timetable conflicts, and weekly-hour checks.
  5. Confirm the allocation according to the applicable validation rules.
  6. Review the updated staffing information and allocation status.

Staff can also manage pending allocations and protect selected assignments using allocation locks.

Monitoring Academic Workflows

Administrators can access relevant platform-wide workflows to:

  • Review tutor applications.
  • Verify submitted course marks.
  • Review timesheets.
  • Approve or decline excusal requests.
  • Manage overflow opportunities and claims.
  • Review session swap requests.
  • View staffing and workload reports.

These workflows are also available to lecturers where they have the appropriate course permissions.

Lecturer Workflows

Lecturers manage academic activities for courses they are assigned to coordinate.

Course coordination is managed separately from the LECTURER application role.

Accessing Coordinated Courses

  1. Sign in with a lecturer account.
  2. Open My Courses.
  3. Select a course you coordinate.
  4. Review its sessions, tutor requirements, allocations, and applications.

The Courses view allows users to browse the wider course catalogue, while My Courses focuses on their assigned courses.

Managing Course Sessions

  1. Open a coordinated course.
  2. Navigate to Sessions.
  3. Add a new session or select an existing one.
  4. Edit its day, starting time, ending time, venue, or session type.
  5. Save the changes.

When a timetable change affects existing tutor allocations, Toodle identifies assignments that may require review.

To remove a session, use the delete option and review the confirmation information before proceeding.

Reviewing Tutor Applications

  1. Open the relevant course.
  2. Navigate to its tutor applications.
  3. Review the applicant's marks, requested hours, motivation, and eligibility information.
  4. Approve a suitable application or reject it with a reason.
  5. Review the resulting allocation information.

Lecturers can also verify or reject submitted course marks and use CSV imports where authorised.

Reviewing Timesheets

  1. Open Timesheets.
  2. Select a submitted timesheet for a course you coordinate.
  3. Review the recorded dates, hours, activities, and course details.
  4. Approve the timesheet if the information is correct.
  5. Dispute the submission if corrections or clarification are required.
  6. Provide feedback where necessary.

Timesheet submissions and reviews follow the application's monthly deadline policy.

Reviewing Excusals and Volunteer Claims

Lecturers can manage requests relating to their coordinated courses.

For excusals:

  1. Open the pending excusal requests.
  2. Review the tutor, scheduled session, date, and reason.
  3. Approve or decline the request.
  4. Provide a review note where appropriate.

Approving an excusal can create an opportunity for another tutor or student to cover the affected session.

For volunteering:

  1. Open the relevant overflow opportunity.
  2. Review the submitted claims.
  3. Evaluate the applicant's suitability.
  4. Approve or reject the claim.

The resulting work assignment or dated coverage is handled by the relevant allocation workflow.

Tutor Workflows

Tutors use Toodle to manage assigned teaching responsibilities, availability, timesheets, excusals, and session swaps.

Viewing Allocated Courses

  1. Sign in with a tutor account.
  2. Open the tutor dashboard or My Courses.
  3. Review active and pending course allocations.
  4. Select a course to view its details and scheduled sessions.

Tutors can also browse other courses through Courses.

Managing Availability

  1. Open the availability section of your profile.
  2. Add or update the days and times you are available.
  3. Save the changes.
  4. Add dated availability exceptions when your availability differs from your normal weekly schedule.

Toodle uses this information when checking tutor eligibility and scheduling conflicts.

Recording and Submitting Timesheets

  1. Open Timesheets.
  2. Create or select the relevant weekly timesheet.
  3. Record the course, work date, hours, and activity description.
  4. Review your entries.
  5. Submit the timesheet for staff review.
  6. Check its status and respond to any dispute or correction request.

Timesheets follow monthly submission cycles with a deadline on the 27th.

The interface displays due dates and relevant reminders for outstanding work.

Requesting an Excusal

  1. Open Excusals.
  2. Choose Request Excusal.
  3. Select the course allocation.
  4. Select the scheduled session you cannot attend.
  5. Choose the relevant upcoming occurrence date.
  6. Enter the reason for your absence.
  7. Submit the request.

The application identifies the selected session and its duration.

After staff review, the tutor can view the decision and any associated reviewer feedback.

An approved excusal affects the selected session occurrence rather than every recurring session.

Requesting a Session Swap

  1. Open Session Swaps.
  2. Select one of your future scheduled sessions.
  3. Select another tutor's session for the proposed exchange.
  4. Review the suitability information for both tutors.
  5. Provide a reason if necessary.
  6. Submit the request.
  7. Wait for the other tutor's consent and subsequent staff review.

The other tutor can accept or decline the proposal.

An approved swap changes responsibility for the selected dated sessions without transferring the original course allocations.

Tutors can view swap status, relevant history, and approved incoming responsibilities.

Student Workflows

Students can complete their academic profiles, browse courses, apply for tutoring opportunities, and volunteer for available work.

Completing Onboarding

  1. Sign in through Auth0.
  2. Complete the required onboarding information.
  3. Enter your academic details and year of study.
  4. Provide course marks.
  5. Add the relevant availability information.
  6. Complete any remaining required profile information.

This information supports tutoring applications and eligibility checks.

Applying to Tutor a Course

  1. Open Courses.
  2. Browse the available courses.
  3. Select a course accepting applications.
  4. Review its requirements.
  5. Submit the relevant course mark if required.
  6. Enter your requested weekly hours and motivation.
  7. Submit the application.
  8. Track the application status.

Applications are reviewed by authorised academic staff.

An approved application can result in a tutor allocation and promotion to the TUTOR role.

Volunteering for Additional Work

  1. Open Volunteers.
  2. Browse available overflow opportunities.
  3. Select an opportunity.
  4. Review the course or session information.
  5. Submit a volunteer claim.
  6. Wait for staff review.

Approved claims are reflected in the relevant tutoring or session-coverage workflow.

Shared Workflows

Some functionality is available across multiple roles.

Calendar

The calendar displays scheduled teaching responsibilities relevant to the signed-in user.

To use it:

  1. Open Calendar.
  2. Switch between week, month, and list views.
  3. Navigate to the relevant date.
  4. Select an event to view associated information.

Calendar entries reflect applicable excusals, session swaps, and other dated responsibility changes.

Calendar Subscriptions

Users can subscribe to their calendar using an iCalendar feed.

  1. Open Calendar.
  2. Select Subscribe.
  3. Generate or connect a subscription feed.
  4. Copy the private calendar URL.
  5. Add the URL to a compatible calendar application.

The feed can be used with Google Calendar, Outlook, and Apple Calendar.

Users can rotate or revoke their subscription tokens when required.

Notifications

Toodle provides notifications for events such as allocations, application decisions, timesheet reviews, excusals, session swaps, and reminders.

Users can:

  1. Open the notification bell.
  2. Review recent notifications.
  3. Select a notification to open the relevant application page.
  4. Mark notifications as read.

Where applicable, notifications also indicate when an accompanying email could not be sent.

Reporting a Problem

Authenticated users can report application issues directly from Toodle.

  1. Open the in-app problem reporting option.
  2. Identify the affected page.
  3. Describe the issue.
  4. Indicate whether it prevents you from completing your task.
  5. Submit the report.

When email submission is unavailable, the application preserves the entered information and provides an alternative email option.

Further Information

For explanations of the underlying functionality, see:

For endpoint-level technical details, see the API Reference.