Session scheduling and booking

Pencil Spaces holds tutoring sessions with a time, a tutor, a student, and a shared room. A Beam agent reads booking requests from your systems, checks them against tutor availability and the rule your team set, and writes confirmed sessions back with the room and participants attached. Students and tutors are notified once a booking is set. Requests that clash with an existing session, name a tutor who is unavailable, or lack the details the agent needs are handed to a person, who resolves the conflict before the session is confirmed.

Attendance and progress notes

Every session in Pencil Spaces can record who attended and what was covered. A Beam agent reads attendance and session notes after each meeting, applies your team's rule, and writes the outcome onto the student's record so progress stays visible. Coordinators are notified when a student misses sessions repeatedly. Notes that are missing, contradict the booking, or flag a concern about a student are routed to a person, who reads the detail and decides on any follow-up before the record is finalized and shared with parents or staff.

Tutor and student matching

Matching a student to a suitable tutor depends on subject, level, and availability held in Pencil Spaces. A Beam agent reads a new student's needs, applies the matching rule your team approved, and proposes or assigns a tutor while writing the pairing to the record. The coordinator is notified when a match is made. Cases with no available tutor, a subject the platform does not cover, or a student profile the agent cannot read clearly are escalated to a person, who arranges the match before any session is booked.