Wise: Settings Guide and Administrator Walkthrough

Settings Guide

🔒 Only visible to the owner and managers in the organization.

Institute Settings

1. Details & Assets (Branding & Localization)

This section defines the visual identity and basic regional settings for your platform.

Institute Name: The public-facing name of your academy (e.g., “Smart Classes”).
Institute Logo & Cover: Customizes the visual theme. The logo (108x108px) and a high-resolution cover photo (1500x500px) provide a professional, branded experience for students logging in.
Regional Settings: Controls the default Language (English, Spanish, Arabic, Portuguese (Br), Hebrew, Lithuanian) and Time Format (12hr vs 24hr) for all users within the institution, ensuring consistency across your scheduling.

2. Keywords (Custom Terminology)

This is a powerful “White Label” feature that allows you to rename standard platform terms to fit your specific business model.

Learner Roles: Rename “Learner” to “Student” or “Instructor” to “Tutor” to match your region’s preference.
Academic Terms: Rename “Assessment” to “Homework” or “Classroom Title/Subtitle” to “Name/Subject.”
Course Types: Customize how different modules appear, such as defining “Recorded Course” or “1:1 Course” according to your internal catalog naming.

3. Institute Coupons (Marketing & Sales)

This section manages the financial incentives for course purchases.

Global Toggle: Easily enable or disable the coupon system for the entire institute.
Coupon Management: Create specific discount codes to drive enrollment.
- Percentage-based: Codes like SPRING26 for a 20% discount.
- Flat Discounts: Fixed amount deductions (e.g., DEMO for USD 200 off).
- Full Waivers: Codes like FULLDISCOUNT for 100% off, often used for scholarships or internal testing.

Sessions Settings

The Sessions settings controls the behavior of your virtual classrooms, recording automation, scheduling logic, and post-session workflows. Use these settings to ensure a professional and automated experience for both instructors and students.

1. Recording Settings

Automate your content library by managing how sessions are captured and shared.

Automatic Recording: When enabled, all sessions start recording immediately. You can allow or prevent tutors from manually stopping recording sessions.
Sharing Automation: Automatically shares a recording link within the course portal once the session ends.
View Options: Choose between “Gallery View” or the standard “Active Speaker” view for saved recordings.

2. Session Management

Customize the entry and visibility rules for your live classes.

Waiting Room: Applies to Zoom sessions.
Adhoc Sessions: Allows instructors to start sessions even if not scheduled.
Session start buffer: Determines how many minutes before the session start time can the tutor actually start the session.
AI Summary Visibility: Determines which roles (Admins, Instructors, or Students) can view AI-generated session summaries.
Automate session titles: Uses AI to change Live session titles based on what was actually discussed in the session. Happens once the session is over.
Keep original session host: When turned on, the scheduled instructor remains the session host even if a different admin or instructor starts the session. When turned off, whoever starts the session becomes the host. This also affects the analytics and Instructor payouts.
Cancellation Rules: Toggle whether students are empowered to cancel their own sessions.

3. Credit Settings

Manage the “Currency” of your institute if you use a prepaid credit system.

Credits for Group course: Enables deduction of credits when students attend group sessions.
Session credits history edit permission: Who can change credits.
How should credits be deducted:
- Automatically on Scheduling: Credit is automatically deducted as soon as the session is scheduled. This prevents scheduling more sessions than what the student has paid for.
- Automatically at Session time: Credit is automatically deducted immediately after session’s scheduled end time.
- Manually: Credit is deducted by teacher or admin by filling the post session feedback form.
Credit deduction for “Missed” Session: Decide if credits should be automatically deducted if a student fails to show up. This setting is irrelevant if Manually was selected in How Credits should be deducted.
Calculation Rule: Credits can be deducted based on “Session Count” (1 credit per class) or “Duration Based” (1 credit per hour, 1.5 credit per 1hr 30 minutes, etc).

4. Scheduling Settings

Set the boundaries for how your calendar functions.

Prevent scheduling conflicts: Ensures that no one is able to schedule sessions outside of tutors’ working hours or at a time when a tutor already has a session.
Show only scheduling timings to students: Only refers to past sessions: if a session was scheduled from 4 p.m. to 5 p.m. but was actually started at 4:05 and ended at 4:45, students will continue to see the past session as 4 p.m. to 5 p.m.
Session not started: If a live session is not started on the platform, the admins get an alert. This setting determines when they get that alert. Having this at 5 min means that if the session is not started for 5 min from the scheduled start time, the admin will get an alert.
Minimum notice for session booking: Only applies when students book sessions with their tutors.
Minimum notice for cancellation: Organization cancellation policy whenever a student or a client tries to cancel sessions from their end.
Buffer time between session bookings: Applies when students book sessions with their tutors, the minimum time between two back-to-back bookings.
Restrict bookings to adjacent slots: Session is booked at 9 a.m. to 10 a.m. This setting ensures that only the adjacent slots, the slot after 10 a.m. and the slot before 9 a.m., are shown to the student so that tutor sessions are very close to each other.
Booking time slot intervals: Determines how the calendar is visible to the student booking a session. Selecting 30 minutes means the slots available would be 9:00am, 9:30am, 10:00am. Selecting 15 minutes would mean that the slots available are 9:00am, 9:15, 9:30, 9:45, and so on.
Limit future bookings: Puts a limit on how far in the future the sessions can be booked by the students.

5. Post-Session Feedback

Automate the quality control process after every class.

Instructor Forms: Automatically requests a session report from the tutor after the class ends.
Student Forms: Gathers feedback from the student about their learning experience.
Visibility Controls: Define who can see the feedback (e.g., “Admins Only”) to maintain privacy.

6. In-Person & Providers

In-Person Sessions: Allows you to schedule physical classes alongside online ones. You can save specific office or classroom locations here for easy selection.
In-Person Sessions Locations: These locations can be your offices where in-person sessions occur. The advantage of doing that is you also see a location-based calendar when scheduling an in-person session and would always be aware of if a room is available or not.

7. Providers

Session Provider: Connects your preferred platform (e.g., Zoom (default), Lessonspace or Pencil Spaces) for seamless virtual meeting generation.

Leaderboard & Gamification

The Leaderboard settings allow you to incentivize student participation through a points-based system. By rewarding specific behaviors and academic achievements, you can increase retention and course completion rates across your institute.

1. Enable Leaderboard

Enable Leaderboard for all courses: This global toggle activates the competitive ranking system across every group course in your institute, allowing students to see their standing relative to their peers. It shows past 7 days and all time leaderboard.

2. Points Criteria for LMS Activities

This section defines how students earn points. You can set specific values for the following activities:

Attending a Live session: Rewards attendance at real-time classes.
For attending 20 mins in Live session: Incentivizes students to stay engaged for a minimum duration.
Watching a video: Awards points for consuming recorded lesson content.
Voting on Polls & Quizzes: Rewards interactive participation during sessions.
Submitting Homework: Incentivizes the timely completion of assignments.
Attempting a Test: Rewards students for taking assessments, regardless of the final score.
Commenting on a Discussion: Encourages community interaction and peer-to-peer learning.
Include marks in tests/homework: When enabled, this adds the actual academic performance (marks) to the student’s total leaderboard points.

3. Levels & Badges

Students progress through various Levels based on the total points they have accumulated. Title and criteria for each of the 10 levels can be customized.

Student Settings

The Student Settings page allows you to configure core features, security restrictions, and live session behaviors for all learners across your institute.

1. Features

Manage core communication, login, and billing structures for your students.

Chats: Enable chat feature for students, instructors and admins in the institute
Login PIN: Students can login with a system-generated, unique 4-digit PIN. Admins can view each Student’s PIN on their profile to assist when needed. This removes dependency on email/phone for one time code.
Enable Parent Accounts: Let one parent account manage multiple students and their fees

2. Student Restrictions

Control how students access and interact with your institution’s content and platform.

Allow Content Download: Students will be able to download documents and other files, but not videos or sessions recordings
Disable Screen Recording: Students will not be able to screen record or take screenshots on the mobile applications – Android & iOS. This is valid for the owner and all the admins/instructors of this institute
Device Restriction: Number of devices a student can log in from. Students will not be allowed to access the institute from more than permissible number of devices

3. Live Sessions Restrictions

Configure specific permissions for students joining your virtual classrooms.

Join Live Sessions from Zoom App: Students who join through web would be able to join through Zoom App and will be able to see Zoom Meeting ID/password of the session. If disabled students join through Zoom’s web (SDK)
Hide Participants Tab: Enabling this setting will remove the Participants tab for meeting participants. This only works when participants join from the web browser

Instructor Settings

The Instructor Settings page provides granular control over your teaching staff. From managing payroll automation to setting strict boundaries on what content tutors can edit, these settings allow you to professionalize and standardize your operations.

1. Instructor Payouts

Automate how you compensate your tutors based on session completion.

Enable instructor payouts: When enabled, you can set per-session payout amounts on each course. Amounts are recorded when the hosting instructor completes the session feedback form; admins review and approve them in payout review.
Auto approve instructor payouts: When enabled, payouts recorded after feedback are approved automatically instead of waiting for an admin to approve each one in payout review.

2. Instructor Restrictions

Restrict instructor from editing sessions: When enabled, instructors cannot create, edit, or manage sessions or change scheduling and configuration.
Restrict instructor from editing content: When enabled, instructors cannot add or change course content, agendas, assessments, or related materials.
Allow instructors to manage credits: When enabled, instructors can add or adjust credits for learners where your setup supports it.
Limit instructors to their own sessions: (Multi-instructor courses only) Instructors can only start, view, and manage sessions where they are designated host.
Allow Instructors to see Students Registration Form data: When enabled, instructors can view registration form responses for students they work with.
Allow Instructors to see Students Private Note: When enabled, instructors can view the private note stored for each student.

3. Working Hours & Leaves

Manage when tutors are available to be booked by students.

Enable instructor working hours & leaves: When enabled, instructors can maintain availability and request time off, and scheduling can respect those rules.
Allow instructors to edit working hours: When enabled, instructors can update their weekly hours and time slots from their own profile.
Allow instructors to add leaves: When enabled, instructors can log holidays or leave so students are not booked on those dates.
Enable default working hours: When enabled, you set standard weekly slots at the institute level as the baseline before instructors customize their own hours.

4. Institute Holidays

Institute Holiday: You can add your own custom holiday. Students won’t be able to schedule sessions on those added holidays. For example, adding dates for holidays (such as Christmas, Easter, Eid, etc) ensures the calendar is strictly blocked across the entire institute.

Registration Form Settings

The Registration Form page manages the initial data collection and legal agreements required when new users join your institute. This ensures you capture vital contact information and secure necessary signatures right at the point of entry.

1. Enable Registration

The master switch for your onboarding flow.

Enable Registration Form: Toggling this on activates the custom registration process for new signups.

2. Setup Registration Form

Customize the specific data fields you require from different user types.

Parent Registration Form: Collect parent details and allow them to add one or more students. This can be used as a public link on your website.
Student Registration Form: Collect student details during signup. This can be used as a public link on your website.
Make it compulsory for students: When enabled, students are forced to complete their profile before accessing their courses or dashboard.
Don’t allow students to update the details once filled: Locks the profile data, preventing students from altering their information after initial submission.

3. Setup Student Contract

Manage the legal and institute policy agreements.

Contract for Parents / Students: Add contracts that you would like parents or students to sign (e.g., terms and conditions, refund policies, or behavioral agreements).
Allow only parents to sign contract: If enabled, contract can only be signed by parents, ensuring a legally binding agreement for minors.

Manage Notifications

The Manage Notifications page is your central hub for configuring how the platform communicates with your students, parents, and instructors. Establishing consistent, automated messaging is crucial for drastically reducing manual administrative work.

1. Enable Email/WhatsApp

These global toggles allow you to quickly turn communication channels on or off for your entire academy.

WhatsApp Notifications: Enable WhatsApp notifications for all users
Email Notifications: Enable Email notifications for all users

2. User Notifications

Granular control over who receives what messages.

Configure Notifications (Email/WhatsApp): Configure notification preferences for different user groups

3. Additional Email Options

Personalize the automated emails sent by the system to maintain your brand voice and enforce institute policies.

Welcome Email Note: This message will be included in the onboarding email to new students and parents
Cancellation Policy Message: Inform students and parents about your cancellation terms in reminder emails

Payments

The Payments page manages the financial infrastructure of your institute. By integrating a payment gateway and configuring your invoice settings, you can completely automate fee collection and eliminate manual accounting errors.

1. Default Currency

Set default currency: Choose the primary currency (e.g., USD) for all course pricing and revenue tracking.

2. Payment Gateway

Payment Gateway Connection: Link your payment gateway to receive learner payments directly with zero transaction fees. All payments are processed securely and settled straight into your account. Use the Select your Payment Gateway option to integrate platforms like Stripe, Paypal, Mollie, Razorpay, 2C2P, Centz, PhonePe, CardCom, etc.

3. Student Fees

Control the visibility of the billing infrastructure.

Enable Student Fees: Control whether fee information and payment options are visible to students, parents, and admins.
Show Fees to Parent Only: Enable this setting to show fees section in Parent view only. This is highly recommended for K-12 tutoring where the parent manages the finances.

4. Invoice Settings

Customize the professional documents automatically generated for your clients.

Institute Details: These details will appear below the institute name on all invoice PDFs. Enter your institute’s address, contact details, or registration information to display on the invoice.
Invoice Additional Notes: These notes will appear under the Additional Notes section on the invoice. Add any additional terms, tax notes, or disclaimers you’d like to appear on the invoice.

Developer Settings

1. API Credentials

This section provides the authentication details required for developers to programmatically access your platform data.

Access to APIs: Use APIs to access all the features in your institute. Enabling this securely opens your data to authorized external requests.
Detailed Documentation: To get you started, we have created a detailed documentation for API access. View Docs
User ID: A unique identifier for your specific user account.
API Key: The secure token required to authenticate external requests. Treat this like a password.
Institute ID: The unique identifier for your overarching academy or business.

2. Webhooks

Webhooks allow external systems to be instantly notified when specific events happen within your institute.

Webhook: Use webhooks to receive notifications whenever data is created or updated. This allows you to build integrations on top of Wise. Use the + Add Webhook button to configure the endpoint URL and select specific event triggers (e.g., when a student enrolls or a payment succeeds).
Documentation: You can access detailed guides via the View webhooks documentation link to assist your development team. View Docs

Platform Walkthroughs & Features

1. Sign Up and Institute Creation

Registration: Users can sign up using either a phone number or email and verify their account via a one-time password (OTP).
Domain Setup: Each institute is assigned a unique domain address, which can be linked to a custom business domain later.
Reference: https://youtu.be/agf_e0Adel0?si=IskredrM7XrLDk3d

2. Tutor Walkthrough

Session Management: Tutors can manage all their sessions directly from the dashboard, including viewing upcoming schedules and past records.
Logging Availability: Tutors can set their specific working hours to ensure they are only booked when they are free.
Zoom Integration: The platform features a native Zoom integration, allowing tutors to launch classes directly without sharing external links.
Reference: How Tutors Can Use WISE | Complete Walkthrough & Guide

3. Student Walkthrough

Joining Classes: Students can join their scheduled live classes with a single click from their student portal.
Booking Sessions: If enabled by the admin, students have the flexibility to book individual sessions based on tutor availability.
Accessing Materials: Students can access all course materials, including videos, documents, and recorded sessions, in one organized place.
Reference: How Students Can Use Wise

4. 1:1 or Private Tutoring Setup

Course Customization: Admins can name courses, assign specific subjects, and provide detailed descriptions for clarity.
Instructor Assignment: Specific tutors are assigned to courses to ensure students are paired with the right expertise.
Live sessions: Session can be scheduled, students are notified. After the session, AI summary and recording is available. Attendance is automated.
Content: A dedicated content tab where instructors or admins can upload any PDFs, files, assign homework, tests in a very organized manner for each student.
Payment Models: Supports various models including Subscriptions, Pay-as-you-go, and Custom payment plans.
Reference: https://youtu.be/IIORSw47NQ4?si=hIdpnhzRObBcRJCN

5. Direct Booking by students

Credit System: Students use pre-purchased credits to book time slots directly from a tutor’s calendar.
Scheduling Flexibility: Students can view real-time availability and choose the slots that work best for their schedule.
Cancellations: The system allows students to cancel sessions based on the institute’s predefined cancellation policy.
Reference: https://www.youtube.com/watch?v=gJbz7jXjNT4&list=PLAQGQuYckn9xADsLxB8x4TdsBuXz5sd2V&index=4

6. Group Tutoring Walkthrough

Enrollment: Supports adding single student or multiple students in bulk via email or WhatsApp.
Live sessions: Session can be scheduled, all students inside the cohort are notified. After the session, AI summary and recording is available even to students that were absent. Attendance is automated.
Content: A dedicated content tab where instructors or admins can upload any PDFs, files, assign homework, tests in a very organized manner for each cohort.
Engagement Tools: Includes a leaderboard where students earn points for attendance and participation.
Certificates: Admins can create and share certificates using templates or custom designs.
Reference: Best Online Group Tutoring Platform | Full Walkthrough

7. Parent Portal

Student Management: Parents can manage multiple students under a single account and toggle between their profiles.
Billing & Payments: Parents can view fee status, due dates, and payment history, and pay dues directly via the portal.
Booking on Behalf: Parents have the authority to log into their child’s profile and book sessions for them based on tutor availability.
Reference: How Parents Can Use WISE | Complete Walkthrough & Guide

8. Communication

Secure Built-in Chat: The platform includes a secure chat feature for student-to-tutor and student-to-admin communication.
Privacy: All communication stays within the platform, ensuring privacy and keeping a record of interactions.
Reference: How to use Chats on Wise

9. Google Calendar Sync

Two-Way Sync: Tutors can connect their Google Calendar to ensure their Wise availability reflects their personal commitments.
Conflict Prevention: The system automatically blocks off time in Wise if an event is added to the tutor’s personal Google Calendar, preventing double bookings.
Reference: How to Sync Two-Way Google Calendar on Wise

10. Adding Learners

Invitation Process: Admins can invite individual learners by simply entering their name and email address.
Onboarding: Once added, students receive an automated invitation to join the platform and access their assigned courses.
Reference: How to add a Learner on Wise?

11. Auto-Graded Online Tests

Typed Tests: Similar to Google Forms but with advanced features like specific timing and duration controls.
Upload Tests: Admins can digitize existing PDF or Word tests by uploading them; the system then guides the creation of a digital answer sheet.
Automated Grading: By marking correct answers during setup, the platform automatically generates results once students finish the test.
Analytics: Detailed performance analytics are available for every test to track student progress.
Reference: https://youtu.be/PrA78mIVXgE

12. Self-Paced Courses

Content Organization: Tutors can upload videos, files, and assessments, organizing them into modules or sections.
Drip Settings: Allows control over when course material becomes available to learners to craft an intentional experience.
Sequential Learning: This setting ensures learners follow the content in order without skipping sections.
Landing Page: Admins can configure a public page for course sales, setting the price and validity period.
Reference: How to create and sell Self paced courses on Wise

13. Consultation Setup

Booking Links: Admins can create links for consultations by setting titles, durations, and host assignments (including round-robin).
Intake Questions: Custom questions can be added to the booking flow to collect specific information from parents.
Notification Rules: Automated confirmation and reminder emails can be scheduled for 10 minutes, 60 minutes, or 24 hours before the session.
Reference: https://youtu.be/q7CyPtf4YrM

14. Store Page & 1-1 Course Sales

Public Storefront: A professional page where courses can be listed for direct purchase.
Tutor Branding: Profiles can include expertise, performance metrics, student reviews, and even embedded YouTube intro videos.
Checkout Flow: Admins can choose to have clients book their first session during checkout or have sessions assigned after purchase.
Reference: https://youtu.be/FasnV-KQmU4

15. Student Homework Submissions

Notifications: Students receive push and email alerts when homework is assigned.
Submission Portal: Students can upload files and add notes directly under the “Content” tab of their course.
Evaluation Feedback: Students are notified once the tutor grades the work, allowing them to see scores and feedback instantly.
Reference: How Students Can Submit Homework on Wise

16. Adding Instructors

Team Expansion: Instructors are added via name and email in the instructor section.
Permissions: Admins can choose to grant new instructors “admin privileges” for broader operational control.
Reference: https://youtu.be/8O9EGvveWTI?si=wgQTCUIWR8c6hrLx

17. Tutor Availability Management

Smart Matching: The system finds available tutors automatically based on desired session slots.
Filters: Admins can filter tutors by subject tags to ensure the right pedagogical match.
Source Sync: Availability is maintained through working hours, time-off logs, and Google Calendar integration.
Reference: https://youtu.be/ulmHSjxE6_I?si=yhtKoqZYJAxLUabW

18. Zoom Recording Automation

Automatic Sharing: Recordings are automatically pulled from Zoom and shared to the course timeline once the session ends.
No-Manual Work: Eliminates the need for tutors to manually record or upload lesson videos.
Reference: https://youtu.be/Tg4Hc1EhjAE

19. Lifecycle of a Session

Reminders: Automated alerts go out to learners, tutors, and parents before a session to prevent no-shows.
Feedback & Billing: After a session, tutors mark the session status and consumed credits, which triggers real-time billing updates.
AI Summaries: Wise generates an AI-powered summary for every session, detailing key takeaways for students.
Reference: https://youtu.be/tcjXmh22d2E

20. Recurring Session Scheduling

Frequency Controls: Sessions can be set to repeat weekly or monthly on specific days.
Automated Count: The system calculates the total session count based on an end date or a specific number of occurrences.
Reference: https://youtu.be/SP7Xq2vXoMM

21. Client Registration Forms

Lead Capture: Public forms allow parents to submit information that automatically creates student profiles in the system.
Custom Fields: Admins can enable or disable specific fields and mark them as mandatory.
Reference: https://youtu.be/LL6d6-ijW_s

22. Editing & Canceling Sessions

Permission Controls: Admins determine if students or tutors have the right to cancel or edit sessions.
Bulk Edits: Changes can be applied to a single session or all future occurrences in a course.
Cancellation Policies: Custom notes and credit charges can be applied during the cancellation process.
Reference: https://youtu.be/qGCVQ-J6rGw

23. Student Feedback Collection

Post-Session Forms: Once enabled, students are prompted to rate and comment on a session immediately after it ends.
Improvement Insights: Tutors use this data to identify student struggles and improve future classes.
Reference: https://youtu.be/UUmlmZc6ZLk

24. Billing & Payment Plans

Flexible Options: Includes Subscription (fixed recurring), Pay-as-you-go (prepaid or post-paid), and Packages.
Prepaid Logic: Invoices are generated in advance for scheduled sessions; canceled session credits automatically roll over.
Suspension: Students are automatically suspended from the portal if their invoice becomes overdue.
Reference: https://youtu.be/DQKmplwtKHc

25. Tutor Payouts

Rate Setting: Admins can set default rates per credit or specific rates for individual courses.
Approval Flow: Payouts are calculated from tutor feedback forms and reviewed by admins in the finance section.
Bulk Approval: Multiple tutor payments can be approved in a single click.
Reference: https://youtu.be/-i91Ay3-kqU

26. Scheduling Preferences

Buffer Times: Admins can add mandatory buffers between sessions to prevent back-to-back scheduling issues.
Notice Requirements: Minimum notice periods can be set for both bookings and cancellations.
In-Person Locations: Allows for the saving and management of physical addresses for offline tutoring.
Reference: How to Manage Tutoring Schedules Online & In-Person

27. Learner-Centric Credit System

Shared Pool: Credits are managed per student rather than per course, merging all balances into one total.
Cross-Subject Use: Allows students to use their credit balance for any 1:1 session across different subjects.
Reference: https://youtu.be/27bc0nAkqAA

28. Learning Materials

Content Types: Supports file uploads, website links, embedded URLs, and native YouTube video playback.
Curriculum Structure: Users can create sections to organize materials logically within the course portal.
Reference: https://youtu.be/2h14y_hNLRQ

29. Homework Creation & Evaluation

Structured Assessment: Tutors can set titles, descriptions, marks, and dividing criteria for detailed evaluation.
Evaluation Criteria: Marks can be assigned per section with individual feedback for each criterion.
Best Solution: Tutors can highlight exemplary student submissions as a reference for others.
Reference: https://youtu.be/TM8qraIHBKg