Setting up the Instructor Portal App
Now that we are using the Portal more, we have created an app version so it is more convenient for you to accept and decline pupils, manage your calendar and communicate with us in the office better.
We’ve written some tips to help you get started using the App.
Download the App
It doesn’t matter if you use an iPhone or an Android phone, we’ve written the app to work on both.
If you use an iOS device (iPhone or iPad), a message will pop up asking if you would like to receive notifications. You don’t have to, but we strongly advise that you allow this. These notifications are sent when we send you a message, booking or update.
If you’ve been using the online version of the Portal, your sign in details will be the same. If you are new to the Portal, your email address will be the one we have on file for you and your password will be your ADI number.
Once you have signed in, you will be shown your dashboard. Your dashboard contains links to the most important parts of the app and shows you how many unconfirmed pupils you have.
Set up your working hours
If you have already been using the Portal and you have already set up your working hours, you can skip this step. Setting your working hours on the Portal lets us know the general times you want to receive pupils between and which days of the week you always want to have off. For example, you don’t want to work on Sundays. We won’t send you bookings outside of these times.
If you haven’t set your working hours, there will be a link in the profile completion box on your dashboard. If not, you can press the “Settings” link, scroll to the bottom of the page and tap the “Change Working Hours” button.
Updating is easy, just tap on the time you want to change and adjust it. Once you have set all of your times, tap “Save” in the top right hand corner.
If you want to have a day off, swipe the day to the left – it will turn grey. If you change your mind, swipe it to the right again.
Accepting and declining pupils
You will be notified when you have received a new pupil from us. If you tap the notification, you will be taken straight to the details for that booking. Otherwise, visit the “Unconfirmed Pupils” section and you can select the booking from there.
Once you are in the booking, there are three buttons – “Accept”, “Other” and “Decline”.
If you want to accept the pupil, click “Accept” and that’s all you have to do – they will be marked as accepted on our system and will appear in your “Accepted Pupils” section.
If you choose to decline the pupil, a box will appear asking you for a reason. If you supply us with a reason, it will help us send you better pupils in the future.
If you choose the “Other” option, you will be provided with a number of options to let us know why this pupil’s lesson didn’t or can’t go ahead.
There may be times where your calendar is too full or you have something else going on. During this time you can turn off your supply of pupils so we don’t book anyone else for that time.
On the other hand, there may be times where your calendar is getting a bit emptier as a result of pupil passes etc. In this case, you can increase the number of pupils you need.
Adding events to your calendar
Pupils we send you will automatically appear on your calendar. If you have accepted them they will appear in purple, otherwise they will be red. However, not every pupil in your diary will be one that we have sent and we only send the first lesson across. There will be times where you need to add pupils into your calendar yourself.
To do this, tap on a free spot on the calendar. The default date and time of the event will depend on where you tap on the calendar. A form will appear.
The title field (labelled as 1 in the screenshot) is where you should enter the title of the event or the pupil’s name.
As you start typing in that field, previous pupil names will show beneath. If the pupil is already in that list, tap their name and it will select them for you. Once you have finished writing the title. Click the “Done” button and the pupil box will close.
The fields marked as 2 and 3 are where you can enter the start and end dates and times for the event.
If you mark the event as private using the checkbox labelled as 4, we will not see the title or details of the event on our system, but we will see that you are unavailable.
Once you are happy with the details, tap the “Save” button in the top right to add the event to your calendar.
Updating events on the calendar is just as simple, just tap on the event you want to change, adjust the details and tap save.
Syncing your Google Calendar
We have built the Portal calendar so it meets the requirements of driving instructors – you can attach pupils to lessons and view their details, set specific durations, change the type of lesson (driving test, motorway etc.) and more.
Unfortunately, Google Calendar was built as a personal/business calendar, meaning none of that specific information can be added to events. If you want to sync your Google Calendar to the App, you can, but some of the functionality available in the driveJohnson’s App Calendar won’t work on Google events.
You will need to login to the Portal through a web browser (Chrome, Safari, Edge) if you wish to sync your Google Calendar.
To login to the Portal, visit https://instructors.drivejohnsons.co.uk/calendar/settings/.
If you are already logged in, the above link will take you straight to your calendar settings. If not, you will be directed there after you have logged in.
Once you are on that page, you will need to select the Google Calendar option from the list. When you select it, a button will appear asking you to link your Google Account. Click the button and you will be sent to Google’s website to login to your Google Account.
Once you have chosen an account and logged in, a box will appear stating that “driveJohnson’s wants to manage your calendars”. Click allow, and you will be redirected back to the Portal. The events on your primary Google calendar will show on the Calendar in orange/amber.
That’s all there really is to it. The better and more detailed your diary, the easier it is for us to place pupils and give an all round better experience.