2026 · INTERNAL TOOLS | SCHEDULING
Math Lab Scheduler
A scheduling system for the school's peer-tutoring Math Lab program: student sign-up, tutor availability and auto-assignment, a live-session console, and its own reminder and hall-pass email automation.
Built at Immaculata-La Salle High School
Tech Stack
Overview
The Math Lab peer-tutoring program needed a system for students to sign up for a specific date, for tutors to set their availability and get assigned automatically, and for staff to run the day of it without manually juggling spreadsheets and emails. I built it in phases as the real requirements became clear through actual use, starting with basic sign-up and a staff roster, then a rotation-aware calendar engine, tutor availability and priority auto-assignment, a live-session console, and a full set of automated reminder and hall-pass emails that read directly off the same data the app already keeps current.
Impact
Who it serves: Math Lab tutees and tutors school-wide, plus the staff running the program
Before
Sign-ups, tutor availability, and day-of scheduling ran through spreadsheets and email, with reminders and hall passes sent by hand for every session.
After
Students sign up per date, tutors get auto-assigned by availability and priority, staff run the live day from one console, and reminder/hall-pass emails send themselves off the same data.
Est. Annual Cost Saved
$324/yr
Estimate, not an audited figure. Methodology and sources are disclosed above for each comparable product.
What I Built
- Per-date tutee sign-up against the student directory, plus a standing-enrollment option for recurring tutees
- Month-based tutor availability with priority auto-assignment and day-of admin overrides
- A live-session console for running a session in real time
- Staff console with a rotation-calendar sync, day cancellation, attendance reporting with Excel export, and an activity log
- Scheduled reminder and tutor-confirmation emails, plus a dedicated hall-pass email automation that respects same-day cancellations
- A reversible test-mode email redirect so the automation can be safely tested without emailing real students
Screenshots
What I Learned
Moved one specific automated email off Power Automate onto a small timer-triggered Function once real requirements (a cancelled-day check plus a per-slot time lookup) outgrew what a standard, non-premium connector could cleanly express.
Used a no-signin click-through link for tutor confirmation rather than a one-click email action, specifically so automated email security scanners that pre-fetch links can't accidentally trigger the confirmation themselves.
Rebuilt the sign-up model from a standing monthly enrollment to per-date sign-up once actual usage showed that's what the program really needed, a reminder that early data models should stay easy to revisit.