Getting Started with Guidroo

Welcome to Guidroo! This guide will walk you through setting up your account, creating your first course, and starting to teach students online.

Table of Contents

1. Account Setup and Onboarding
2. Creating Your Organization
3. Inviting Team Members
4. Setting Up Your First Course
5. Creating Live Sessions
6. Starting Your First Video Call
7. Next Steps

Account Setup and Onboarding

Step 1: Sign Up for Guidroo

1. Visit the Guidroo website and click "Get Started"
2. Enter your email address and create a secure password
3. Verify your email address by clicking the link in your inbox
4. Complete your profile information

Step 2: Complete Your Profile

During onboarding, you'll be asked to provide:

• Full Name: Your display name for students
• Profile Picture: Upload a professional photo
• Bio: Brief description of your teaching experience
• Subjects: What you teach (Math, Science, Languages, etc.)
• Time Zone: For scheduling purposes

Step 3: Choose Your Theme

Select your preferred interface theme:

• Light Mode: Clean, bright interface
• Dark Mode: Easy on the eyes for evening teaching
• Auto: Automatically switches based on your system settings

Understanding Organizations in Guidroo

What is an Organization?

An Organization in Guidroo is your teaching workspace - think of it as your virtual school or tutoring center. It's where you:

• Manage all your courses and teaching content
• Invite team members (other tutors, administrators)
• Track students and their progress
• Handle billing and payments
• Organize everything in one place

Why Organizations Matter:

• Professional Structure: Organize your teaching business like a real school
• Team Collaboration: Work with other tutors and staff
• Student Management: Keep all your students organized
• Scalability: Grow from individual tutoring to a full teaching business

Organization vs. Personal Account

Personal Account:

• Just you teaching individual students
• Limited features and students
• Good for starting out

Organization Account:

• Multiple tutors and team members
• Unlimited students and courses
• Advanced features and analytics
• Professional business structure

Creating Your Organization

Step 1: Organization Details

Create your teaching organization with these details:

• Organization Name: Your school, tutoring center, or personal brand
• Description: What your organization offers
• Website: Your organization's website (optional)
• Logo: Upload your organization's logo

Step 2: Business Information

Provide your business details:

• Address: Your organization's location
• Phone Number: Contact number for students
• Business Hours: When you're available for support
• Currency: Your preferred payment currency

Inviting Team Members

Step 1: Invite Team Members

Add tutors, administrators, and support staff to your organization:

1. Go to Settings → Team Members
2. Click "Invite Member"
3. Enter their email address
4. Select their role:
   • Admin: Full access to all features
   • Tutor: Can create and manage courses
   • Member: Basic access to view content

Step 2: Role Permissions

Understand what each role can do:

Administrator:

• Create and manage all courses
• Invite team members
• Access billing and payments
• Manage organization settings

Tutor:

• Create and manage their own courses
• Schedule live sessions
• View student progress
• Access teaching materials

Member:

• View assigned courses
• Access shared resources
• Participate in team discussions

Understanding Guidroo Subscriptions

How Guidroo Pricing Works

Guidroo offers flexible subscription plans that grow with your teaching business. Every new account starts with a free plan so you can begin teaching immediately without any financial commitment.

Free Plan - Start Teaching Today

Price: $0.00 / month

What's Included:

• Up to 5 students
• Live 1-on-1 Tutoring
• Homework & Assignments
• Progress Tracking
• Basic scheduling
• 1-hour session limit

Perfect For:

• Individual tutors getting started
• New tutors just starting out
• Individual teachers with small classes
• Testing the platform before upgrading
• Part-time tutoring businesses

Pro Plan - Grow Your Teaching Business (Recommended)

Price: $199.00 / month Free Trial: 14 days free trial

What's Included:

• Up to 60 students
• Live 1-on-1 Tutoring
• Group Classes
• Homework & Assignments
• Progress Tracking
• Advanced Analytics
• Recorded Sessions
• Multiple Organizations
• 3-hour session duration
• 1 TB storage space
• Priority support

Perfect For:

• Professional tutors and small education centers
• Established tutors with growing student base
• Small tutoring businesses
• Teachers wanting to monetize their expertise
• Anyone ready to scale their teaching

Business Plan - Professional Teaching Organizations

Price: $299.00 / month Free Trial: 14 days free trial

What's Included:

• Up to 100 students
• Live 1-on-1 Tutoring
• Group Classes
• Recorded Sessions
• Homework & Assignments
• Progress Tracking
• Advanced Analytics
• Multiple Organizations
• API Access (upcoming)
• Dedicated Support
• Bulk Enrollment
• 3-hour session duration
• 5 TB storage space
• Custom integrations

Perfect For:

• Education organizations and tutoring centers
• Tutoring centers and schools
• Online education companies
• Teams of tutors working together
• Large-scale teaching operations

Automatic Free Subscription

How It Works:

• Start Free: Every new account begins with the Free plan
• No Credit Card Required: Start teaching immediately
• Full Access: Use all Free plan features right away
• Easy Upgrade: Upgrade anytime as you grow

Why We Offer Free:

• Try Before You Buy: Test all features before committing
• Build Your Business: Start earning before paying
• Risk-Free: No financial commitment to get started
• Prove Value: See results before upgrading

When to Upgrade Your Plan

Upgrade to Pro When:

You're Ready to Scale:

• You have more than 5 students
• You want to accept payments from students
• You need advanced course features
• You want detailed analytics

Signs You Need Pro:

• Students asking to pay for your courses
• Running out of student slots
• Wanting to create more complex courses
• Need better support and features

Upgrade to Business When:

You're Building a Team:

• You want to hire other tutors
• You need multiple teaching brands
• You want advanced team management
• You need enterprise-level features

Signs You Need Business:

• Planning to hire tutors or staff
• Managing multiple teaching businesses
• Need advanced analytics and reporting
• Want dedicated support and account management

How to Upgrade Your Subscription

Step 1: Access Billing Settings

1. Go to Settings → Billing & Subscription
2. View your current plan and usage
3. Click "Upgrade Plan" button
4. Choose your new plan

Step 2: Choose Your New Plan

Compare Plans:

• See all features side by side
• Calculate costs based on your needs
• Preview benefits of each plan
• Choose the right fit for your business

Step 3: Complete Payment

Billing Frequency:

• Billed Monthly: Pay monthly with automatic renewal
• Billed Yearly: Annual billing option (may include discounts)

Payment Options:

• Credit Card: Visa, MasterCard, American Express
• Stripe Integration: Secure payment processing through Stripe
• All payments are processed securely through our payment provider

Subscription Benefits Explained

Why Subscriptions Matter

Consistent Access:

• Reliable Platform: Always-available teaching tools
• Regular Updates: New features and improvements
• Technical Support: Help when you need it
• Data Security: Your content and student data protected

Business Growth:

• Scalable Pricing: Pay only for what you use
• Professional Features: Tools that help you succeed
• Student Trust: Professional platform builds confidence
• Competitive Advantage: Advanced features over competitors

Free vs. Paid Features Comparison

Free Plan Limitations:

• Limited to 5 students
• 1-hour session limit
• Basic scheduling only
• Community support only
• Basic analytics

Pro Plan Benefits ($199/month):

• Up to 60 students
• 3-hour session duration
• Group Classes
• Recorded Sessions
• Advanced Analytics
• Multiple Organizations
• 1 TB storage space
• Priority support
• 14 days free trial

Business Plan Benefits ($299/month):

• Up to 100 students
• 3-hour session duration
• All Pro features plus:
• API Access (upcoming)
• Dedicated Support
• Bulk Enrollment
• 5 TB storage space
• Custom integrations
• 14 days free trial

Setting Up Your First Course (Batch)

Step 1: Create a New Batch

A "Batch" in Guidroo is a course or class that students can enroll in. Only administrators can create batches:

1. Navigate to Batches in your dashboard
2. Click "Create New Batch" button
3. Fill in the batch details:
   • Batch Name: e.g., "Advanced Mathematics - Grade 10"
   • Subject: Enter the subject (required)
   • Description: What students will learn (optional, max 1000 characters)
   • Start Date: When the batch begins (cannot be in the past)
   • End Date: When the batch ends (optional, must be after start date)
   • Max Students: Maximum number of students (optional, 1-1000)

Step 2: Set Pricing and Payment

Configure how students will pay for your batch:

• Free Batch: Set paymentRequired to false (no price needed)
• Paid Batch: Set paymentRequired to true and provide:
  • Price: Amount (must be > 0 if payment is required)
  • Currency: Default is USD
• The system automatically generates a unique batch code for identification

Step 3: Assign Tutors

After creating the batch, you can assign tutors:

• Primary Tutors: Main instructors for the batch
• Co-tutors: Additional instructors who can help
• Only users with ADMIN or TUTOR roles can be assigned as tutors
• Tutors must be team members of your organization

Creating Live Sessions

Step 1: Schedule a Session

Only administrators can create sessions. Create individual sessions within your batch:

1. Go to your batch details page or navigate to Sessions in your dashboard
2. Click "Add Session" or "Create Session"
3. Fill in session details:
   • Session Title: e.g., "Introduction to Algebra" (required)
   • Batch: Select the batch this session belongs to
   • Tutor: Select the tutor who will teach (must be assigned to the batch or be an admin)
   • Start Time: When the session will begin
   • End Time: When the session will end (must be after start time)
   • Type: Choose LIVE or OFFLINE (defaults to LIVE)
   • Description: What will be covered (optional)

Note: The system enforces subscription limits for session duration. Free plan allows up to 60 minutes, Pro and Business allow up to 180 minutes (3 hours).

Step 2: Add Session Content

Prepare materials for your session (optional):

• Overview: Brief description of the session content
• Materials: Array of materials/resources needed
• Notes: Teaching notes and reminders (array)
• Template: Optional session template ID for reusable content
• Metadata: Additional session metadata (JSON)

Step 3: Session Enrollment

Students enrolled in the batch automatically have access to sessions:

• Students don't need separate invitations for sessions
• Only students enrolled in the batch can join sessions
• Session status starts as SCHEDULED and changes to LIVE when started, then COMPLETED or CANCELLED

Starting Your First Video Call (Go-Live Feature)

Step 1: Start the Live Session

When it's time for your session, only the session creator or assigned tutor can start it:

1. Go to the Sessions page
2. Find your scheduled session (status should be SCHEDULED)
3. Click "Start Live Session" button
4. The system will:
   • Verify you have permission (must be session creator or assigned tutor)
   • Check session status (must not already be LIVE)
   • Generate a unique room ID (format: ROOM-{timestamp}-{sequence})
   • Create a secure room token for authentication
   • Create a VideoRoom record with status WAITING
   • Add you as the first participant with HOST role
   • Update session status to LIVE
5. You'll receive a join URL: /live/{roomId} (where {roomId} is the generated room ID)

Note: The system supports third-party video providers. You can specify a provider (e.g., 'zoom', 'default') and room settings in the start request.

Step 2: Join the Video Call

Once the session is started:

1. Click the "Join Session" button or use the join URL
2. The system verifies:
   • You are enrolled in the batch (for students)
   • You are the tutor or admin (for hosts)
   • Session is in LIVE status
3. Allow camera and microphone permissions when prompted
4. You'll be added as a VideoParticipant with appropriate role:
   • HOST: Session creator or assigned tutor
   • MODERATOR: Can be assigned by host
   • PARTICIPANT: Students enrolled in the batch

Step 3: Manage the Session

During the live session:

• Participant Management: As HOST, you can manage participants
• Room Status: Monitored automatically (WAITING → LIVE → ENDED)
• Recording: Recording URL can be stored after session ends
• Third-Party Integration: The system stores room tokens and metadata for integration with video providers

Note: The actual video controls (screen sharing, whiteboard, chat) are handled by your third-party video provider (Zoom, Google Meet, etc.). Guidroo manages the session lifecycle and participant access.

Step 4: End the Session

When the session is complete:

1. The session status can be updated to COMPLETED or CANCELLED
2. The VideoRoom status changes to ENDED
3. Recording URLs can be stored in the VideoRoom record
4. Session analytics are tracked (attendance, duration, engagement)

Next Steps

Explore Advanced Features

Once you're comfortable with the basics, explore these features:

• Student Management: Track progress and attendance
• Payment Processing: Set up automated billing
• Content Library: Organize teaching materials
• Analytics: View engagement and performance data
• Mobile App: Teach on the go with our mobile app

Get Help and Support

• Help Center: Browse our comprehensive documentation
• Video Tutorials: Watch step-by-step guides
• Community Forum: Connect with other educators
• Support Team: Contact us for personalized help

Best Practices

• Test Your Setup: Always test your equipment before sessions
• Prepare Materials: Have your content ready in advance
• Engage Students: Use interactive features to keep students engaged
• Follow Up: Send session recordings and follow-up materials
• Gather Feedback: Ask students for feedback to improve

Troubleshooting

Common Issues

Video/Audio Problems:

• Check your internet connection
• Ensure camera and microphone are not blocked
• Try refreshing the page
• Use a different browser if needed
• Check browser pop-up is not blocked

Student Can't Join:

• Verify the session is started
• Check the join link is correct
• Ensure students have the right permissions
• Try sending a new invitation

Session Won't Start:

• Check your internet connection
• Verify you have the correct permissions
• Ensure the session is scheduled for the right time
• Contact support if the issue persists

Getting Help

If you encounter issues:

1. Check our Help Center for common solutions
2. Search our Knowledge Base for specific topics
3. Contact Support for personalized assistance
4. Join our Community Forum to ask other users

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Congratulations! You're now ready to start teaching with Guidroo. Remember, our support team is always here to help you succeed. Happy teaching!