1on1: Negotiation Times with Students

If a student requests a 1on1 through our system and you accept it, you don't need to send a message.
However, if a student requests a 1on1 through our system and you don't accept it, we have a messaging system called Messages, to let them know you can’t take it, and to offer an alternative time or date.

This means the students have a better chance of getting a 1on1 with you.


How to message students to arrange alternative times

If the time requested doesn't work for you, use the Messages system to contact the student directly and suggest an alternative date/time.

The messages system can be found on the bottom left of all ZEnglish site pages.
For example, if a student wants a class with you on Tuesday the 19 th of March at 20.00 but you’re unavailable at that time, open Messages and start a new message with the student. Type their name, and choose the right student. (Make sure you pick the right one, with the right capitalisation, for example ‘Shun’ and ‘SHUN’ are two different students, so keep an eye on capitals).
Always check if you mean 'Shun' or 'SHUN', 'alex' or 'Alex'.
Send the student a message saying ‘I can’t do the 1on1 at that time, but how about 22.00 on the same day’ or ‘How about 20.00 on the 22 nd of March’. The student can reply to the message you send. Once you agree on a time/date, contact OnCall and let them know the time has been agreed to make a class. (Again, be careful to give them the right uppercase/lowercase version of the name).

You can either contact OnCall on Slack, or (more efficiently) you can add them to the chat, as shown in the below images:
This is how to add an extra participant to the chat
In the chat with the student, click 'add new participant' and you can add the OnCall account so they can see what shift you would like them to create.

We will use this method from the start of February 2024. Please get in touch with OnCall by slack or email if you have any queries about this.


If you do not want to receive other messages from your student, you can click "Delete Conversation".


A brief summary of the above:

If you’re declining a 1on1 request, use Messages to suggest an alternative date or time, then tell OnCall what you agreed with the student. OnCall will make the class.


A little more detail, if you're talking to a new student:

In general, all communication between teachers and students is carried out in English.

However, if you’re talking to a new student or a beginner student, there are particular phrases you can use which will be automatically translated into Japanese. You're not obliged to use these unless you think they'll be useful. The site will translate the phrases below to Japanese so long as you use the precise phrasing, including line breaks


These five phrases will be automatically translated if you use this precise phrasing:

  • Regarding the following 1on1 request:

    [xx/xx - xx:xx]

    This is the first message to send. Please be sure to send this in two separate lines (with the date/time on the second line, or the translation won't occur).In this case, [xx/xx - xx:xx] would be [01/31 - 21:00] if you meant 9pm on the 31st of January.

  • Thanks for your request. Unfortunately, I can't accept your request.

  • How about this?

    [xx/xx - xx:xx]

    Please be sure to send this in two separate lines.

  • That's fine.
  • See you then.

Example:

Regarding the following 1on1 request:

[01/31 - 21:00]

Thanks for your request. Unfortunately, I can't accept your request.

How about this?

[02/04 - 21:00]



I'll be talking to you individually in the coming couple of weeks to make sure you know the workings of the new messaging system. Don't be afraid to ask questions.

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