Questions
Ask us through the contact form.
General
What does ZentumTech make?
ZentumTech makes Atrium, tutoring centre software, and Aperium, teaching material for select schools. Atrium runs enquiries, trials, the timetable, rolls, billing and tutor pay; Aperium covers Kindergarten to Year 12. ZentumTech also moves your records onto Atrium.
Who makes Atrium and Aperium?
ZentumTech makes Atrium and Aperium. Atrium is tutoring centre software for Australian tutoring centres, and Aperium is teaching material written to the NSW syllabus, given by invitation to select Australian schools.
How do we get in touch?
Contact ZentumTech through the contact form, and tick Atrium, Aperium or something else. We reply by email.
Atrium
For centre owners: fit, plans and moving in first, then each part of the term.
Is Atrium for us
What is tutoring centre software?
Tutoring centre software runs the admin of a tutoring business: enquiries and trials, the timetable, rolls, invoices and tutor pay. Atrium is tutoring centre software for Australian centres, with each student on one record.
What does Atrium do for a tutoring centre?
Atrium runs a tutoring centre's term on one student record: trial enquiries, enrolments, the timetable, rolls and make-ups, term invoices sent to Xero with payment status brought back, and tutor timesheets and pay runs. Reports show how each centre is going, and ready-made automations start switched off until you switch them on.
Who is Atrium for?
Tutoring centres that run classes by term, from small groups to private lessons, at one site or several. Each centre keeps its own terms, timetable and pay rules.
Does Atrium work for centres in every state?
Atrium is for Australian tutoring centres. Each centre sets its own term dates and closures.
Does Atrium work on a phone?
Yes. Atrium runs in a browser on a computer or a phone, with nothing to install.
Can Atrium run several tutoring centres?
Yes, Atrium runs several tutoring centres as one organisation, each with its own trial form, terms, timetable and rollovers. Owners see each centre's team, students and enrolments side by side.
Is there a student portal?
No, Atrium has no student portal. It is for your owners, managers and tutors, and for families you invite.
Starting and plans
When can we start?
Atrium takes on new centres in small groups, as places open. Atrium's team helps bring your records across, and plans the move with you. You check them before you run a term in Atrium.
What plans does Atrium have?
Atrium has plans for one centre and for several. Tell us about your centre and we will say which fits.
How do we set Atrium up?
A setup checklist on your Atrium home page walks you through terms, courses, tutors, classes, students and enrolments, in order.
What if the person who set up Atrium leaves?
Nothing is lost: Atrium's settings belong to your centre, so the next owner or manager finds them as they were left.
Moving your records
Can we bring our records across?
Tell us what you use now, and we will plan how to move your records with you.
Can we keep our old system running?
Yes, run this term from your old system while your records come across to Atrium.
How long does moving our records take?
How long moving your records to Atrium takes depends on how many records you have and where they live now, so the plan comes first.
What does the student import need?
Atrium's student import needs a CSV or XLSX file with headings in the first row, and a first name, last name and email for each student; phone, year level and preferred name are optional. Check the file first. Nothing imports until you confirm. The import comes with the higher plans; otherwise our team helps bring your list across.
Can we see what an import brought in?
Yes, Atrium keeps a history of each data import, so your team can look back at what came across.
Your data
Who owns our records once they move?
Your centre owns its records once they move to Atrium. We do not sell them or use them for advertising.
What happens to our records if we leave?
If you leave Atrium, we delete your records, or remove what identifies people, apart from what the law requires us to keep. Ask for a copy through the contact page before you go.
Can we erase a family's details?
Yes, owners can erase a family's details in Atrium. Records needed to protect children are kept.
What does the audit log record, and who can read it?
Atrium's audit log records important changes, such as invoices, sessions, family records, roles, centre access, centre settings, rooms, templates and the email look, with who changed what and when. Nobody can edit an entry, and only managers and owners can read it.
Enquiries and trials
Who hears about a new trial request?
Your owners and managers hear about a new trial request on Atrium's trial list, and by email once the request alert is switched on. Tutors do not see requests.
Can families book a trial themselves?
Not directly: families send a trial request from your Atrium form, and your team books the trial from there.
Can we choose the questions on the trial form?
Yes, you choose the questions families answer on your Atrium trial form, and write your own answer lists. Where you offer call times, a family can ask for a phone call instead of a trial, and you can close the form whenever you need to.
When does a trial request show as overdue?
Atrium shows a trial request as overdue after three days untouched, by default. Each centre can change it.
Which trial emails can Atrium send?
Atrium can send four trial emails: the new request alert, the booking, a decline and the trial-day reminder. Each starts switched off until you switch it on.
What happens when a trial converts?
When a trial converts, Atrium makes the child an active student in the class they trialled, with their parent as guardian, and the term's invoices include them from then on. Without a class, they still become active, with a warning that they are not billable yet and why.
Can we see where enquiries come from?
Yes, Atrium records how each family heard about you, and campaign links carry their attribution. The marketing report on the Today page shows which sources became students.
Can Atrium score leads?
Yes, on higher plans Atrium scores leads, with lead scoring configurable for each centre. Each lead sits in a pipeline and on your team's hit list.
What can a student's status be?
A student's status in Atrium is on trial, active, waitlisted, graduated or withdrawn.
Timetable and terms
Can Atrium draft the timetable for us?
Yes, on higher plans Atrium drafts a timetable for each course from when your tutors and rooms are free and any student availability you have recorded. Your team can move students between the proposed classes, and nothing changes until someone applies the draft.
Can we see a new term before it is created?
Yes, when you plan a new term in Atrium, you see its sessions, and any clashes, before anything is created.
What happens to booked sessions when we close?
Atrium shows which booked sessions a closure touches, and makes no sessions on it. A closure can cover one centre or all of them.
Can we undo a rollover or a class change?
Yes, Atrium can reverse the latest rollover, and rolls already marked stay as they are. A class change can be undone later too.
Can a student change class mid-term?
Yes, Atrium moves a student to another class of the same course from the date you choose.
How are make-ups handled?
Atrium keeps each owed make-up on one list until it is booked into an upcoming session of the same course and delivered, or you waive it. A cancelled session owes the class one, staff can give one to a student who missed out, and a manager can mark a class not run and suggest a time.
Rolls and absences
Does Late count as attended?
Yes, Atrium counts Late as attended, and a missed class caught up in a make-up too. Unmarked students are left out of the attendance rate.
When is a roll overdue?
A roll is overdue in Atrium as soon as the class has started with a student on it still unmarked.
Are tutors reminded to mark the roll?
Yes, each tutor's Today page in Atrium lists the classes still waiting for a roll. Emailing a digest too is an automation you switch on.
Do tutors hear about a planned absence?
Yes, the tutor sees a planned absence beside the student's name on the Atrium roll. Once the planned absence automation is switched on, the tutor also gets an email ahead of time.
Are families told when a student is absent?
Atrium emails families about an absence only once you switch on the absence notice email, which starts off. Otherwise your team sends the ready message themselves, from the follow-up list.
Who works the absence follow-up list?
Your managers and owners work Atrium's absence follow-up list, from the Families area.
Invoices and Xero
Does Atrium work with Xero?
Yes, Atrium works with Xero: it sends invoices and contacts to Xero and brings payment status back. You can send approved timesheets to Xero payroll.
How is an invoice line priced?
In Atrium, each child's class is an invoice line, priced at the hours taught times the hourly rate, or at the course price, the class rate or a fee you agree for one enrolment.
Can we charge for an extra session?
Yes, Atrium puts an extra session on a line of its own on the family's invoice.
Do siblings share an invoice?
Yes, Atrium gives each family a single term invoice with every child's classes on it. The sibling discount you set applies to families with two or more children.
What happens to an invoice when enrolments change mid-term?
Atrium bills a student who joins mid-term from their first class. When a student moves class, the course is still billed once. When a student withdraws, future sessions drop off, and you credit anything already invoiced. Make-up classes are covered by the term invoice.
What if a term runs short?
When a term runs short, Atrium credits the missed sessions to many families in one step. A credit carries a reason and comes off the family's next term invoice.
Can we edit an invoice before it goes out?
Yes, you can edit an Atrium invoice while it is a draft: the due date, the notes and the lines.
Can we undo an invoice?
Yes, delete an Atrium draft invoice before it is exported and generate it again, or void a sent invoice with no payment on it, which voids it in Xero too.
When is an invoice due?
An Atrium invoice is due fourteen days after it is generated, unless you change that in billing settings or on the draft.
Does Atrium handle GST?
Yes, Atrium handles GST: set your GST rate, or none, and whether your prices include it. Each invoice shows the GST.
How do discounts work?
Atrium applies bundle, early bird, scholarship and coupon discounts, each as a percentage or a fixed amount. They do not stack: each invoice takes the largest single discount it qualifies for.
Can Atrium add late fees?
Yes, on higher plans Atrium adds late fees from rules you set, and your team reviews each late fee before it applies.
How are payments recorded?
A payment entered in Xero comes back to Atrium. Your team can also record one by hand.
What if Atrium and Xero disagree?
When Atrium and Xero disagree, your team gets a list of the differences to review.
Who follows up overdue invoices?
Your team follows up overdue invoices from the list Atrium keeps of them. You can switch on repeat reminders to your staff until they are paid, and email or ring the guardian straight from the list.
Can fees change from one term to the next?
Yes, Atrium sets fees per term, and you can change them for a coming term. When you raise a price, current students keep their rate and new students pay the new one, and you see whose fees rise, biggest rise first, before you confirm. Once fee-change emails are on, you prepare a notice for the families you choose.
Tutor pay
Do tutors have to enter their hours?
No, tutors do not enter their hours: once you switch the setting on, Atrium drafts each tutor's timesheet after the pay period ends, from the classes that ran. Students and hours come from the roll and the class length, and your pay rule sets the rate.
Who approves timesheets?
A manager approves each timesheet in Atrium, and its lines lock, ready for a pay run. Before that you can preview each tutor's lines for the period and add hours by hand; Atrium prices them from your rules, and each edit keeps its reason.
How does each centre's pay run come together?
In Atrium, each centre bundles its approved timesheets into a pay run. You look over each tutor's pay, adjust hours with a note where needed, then approve.
Are pay rules set per centre?
Yes, each centre in Atrium sets a rate for each tutor role, or one rate for any role. The pay cycle, one to four weeks from a start date you pick, is set once for the organisation.
What if a class changes after timesheets are made?
Atrium updates draft timesheets when a class changes. Approved pay stays as it was.
How do I correct pay already sent?
Start an adjustment pay run in Atrium for a one-off correction. A final pay run covers a tutor who is leaving.
What if a pay export only partly goes through?
If a pay export only partly goes through, an Atrium retry sends only the lines that failed.
Tutors and staff
Can we list tutor jobs on our own website?
Yes, each centre can show its Atrium careers list, or a single role, on your own website, and applicants apply through a public form. Keep a role as a draft, open it to take applications, and close it once it is filled.
Can someone apply without a role posted?
Yes, Atrium's general application form takes applications that are not for one role.
What carries across when an applicant becomes a tutor?
When an applicant becomes a tutor, Atrium carries across their contact details and the rate they asked for. Pick their centre and courses, and they are invited in.
What happens to applicants you do not hire?
Atrium anonymises the applications of people you do not hire after a retention period. Applicants who became tutors are kept.
What goes in a tutor's contract?
A tutor's contract in Atrium is your own contract. You send a link to it, and keep the signed copy on the application.
How are Working With Children Checks recorded?
Atrium records each tutor's Working With Children Check number and expiry date on their profile, with earlier entries kept in the tutor's history. Expired checks, and checks that expire within thirty days, are listed on your Today list. Moving a session to a tutor with no check recorded, or an expired one, still saves, with a warning.
Can tutors set their own availability?
Yes, tutors set their own availability in Atrium, and ask for leave there too.
How does tutor leave work?
Tutors ask for leave in the Atrium tutor app, or you record it for them. Once leave is confirmed, the calendar shows who is away and your team arranges cover. If the tutor cancels the leave, the sessions go back to them.
Can I change the tutor on one session myself?
Yes, in Atrium you can move one session to another tutor, with a reason, or approve a tutor's cover request. Only that session changes; the class's other sessions stay with the usual tutor.
Can we deactivate a tutor who leaves?
Yes, deactivate a leaving tutor's Atrium staff account, and they can no longer sign in.
Today and reports
Who sees the Today screen?
Managers see their centre's Today screen in Atrium, with only the work their role can open, and classes still to mark at the top. Tutors get their own Today, and owners see across centres.
Can we filter the Today list by centre or tutor?
Atrium's Today list filters by centre, but not by tutor. You see the centres you work at on one list, and you can narrow it by kind of work.
What else lands on the Today list?
Atrium's Today list also shows students still to place as their term nears, lapsed Working With Children Checks, and your own tasks. Work with no deadline waits in the full list.
Can we put off something on the Today list?
Only your own tasks can be put off on Atrium's Today list; they snooze to tomorrow or next Monday. Other work leaves the list when it is done.
Which reports does Atrium have, and can we export them?
Atrium has overview, attendance, students, tutors, finance, revenue, outstanding debt, enrolment trends, class forecast and class profitability reports, and each main report downloads as CSV for your chosen period and centre. They show churn against the period before, rolls never marked, unpaid balances by age and how full each tutor's classes are; the class forecast and students at risk come on higher plans.
Who can see the money?
In Atrium, only people whose role has the money permission see the money. Without it, finance, class profitability and tutor pay cost stay hidden.
What does class profitability leave out?
Atrium's class profitability leaves out rent and other overheads, and timesheets not yet approved. Salaried tutors count as no cost.
Roles and access
Can we choose which centres each manager sees?
Yes, Atrium lets you choose which centres each manager sees; a new manager sees every centre until you choose theirs. You can pause a manager at one centre, which takes effect at once, or end their access there for good, and their other centres carry on.
Who can invite staff and change roles?
Only owners invite staff and change roles, billing and the Xero link in Atrium. A role change applies straight away.
How do I add a second owner?
To add a second owner in Atrium, invite them as a manager, then change their role to owner.
Can we make our own roles?
No, Atrium's four roles are fixed. An owner can give a manager one extra permission at one centre.
Families and the portal
How does a family get into the portal?
Your team invites a family into Atrium's parent portal, one family or many at once. Each family needs an email on file and a child enrolled this term, and sees only its own children.
Can families see how their child is going?
Yes, by email: once you switch on check-in emails, which start off, families get each progress check-in your team releases. Tutors write the check-ins.
Does Atrium email families?
Atrium emails families only when your team sends an email, or when your centre switches on an automation that sends one. Automated emails start switched off, so applying a timetable plan or placing students in a new term sends families nothing by itself.
Can families unsubscribe?
Yes, Atrium's marketing emails carry an unsubscribe link, and later marketing sends leave that family out. Messages you mark as an essential service message still reach them.
Can we see who sent what?
Yes, each send in Atrium shows who sent it, when, and how many arrived, with each family's result and the reason an email came back.
Where do family replies go?
Family email replies go to the reply-to address you set in Atrium. Answers sent through the portal stay in Atrium, under Families.
Automations
Do automations change anything without asking?
No, Atrium's automations change nothing without asking: each one is off until your centre switches it on, and a change it proposes waits in the approval inbox until a person approves it.
Who can create or change automations?
Your owners and managers switch Atrium's automations on and off, and on higher plans they create and edit their own. Editing, switching on and deleting are each a permission in their role.
Can we build our own automations?
Yes, on higher plans you can build your own automations in Atrium. Ready-made automations come with every plan.
Can I see who an automation reaches before it runs?
Yes, Atrium tells you who an automation reaches when you switch it on, and warns you when that includes families.
Can an email go to only some families?
Yes, on higher plans an Atrium automation can email only some families: add conditions such as year level, subject or class, so news about Year Nine maths reaches those families only.
Can an automation cover one centre only?
On higher plans, Atrium's trial alerts and reminders can be narrowed to one centre. Other automations cover your whole organisation.
When do the morning digests arrive?
Atrium's morning digests arrive from seven in the morning, local time, once you switch them on. Each tutor gets their own, and the manager digest goes to owners and managers unless you choose others.
Does Atrium tell us when a family gives top marks?
Yes, Atrium's top-rated feedback email tells your team when a family gives top marks, once you switch it on.
Are emails missed while an automation is off sent later?
No, Atrium does not send emails missed while an automation is off: one you switch off stops, and moments missed are not sent later.
Why did an email not send?
Atrium's automation run log says why a send failed or was skipped, such as a missing email address.
Settings and connections
Can we use our own names and wording?
Yes, Atrium lets you name your own rooms, terms, subjects and tutor roles, and word your forms and emails yourself. Templates, test sends, and your email logo and colours are set in Customise.
Are settings per centre or for the whole organisation?
In Atrium, centre details, rooms, terms, subjects and the trial form are set for each centre. Billing defaults, the email look and feedback questions are shared.
Can emails come from our own address?
Yes, Atrium emails can come from your own address once the sending address is verified; until then they use the standard sender. You set the sender name and reply-to yourself.
What else can we set for our centre?
In Atrium you can also set your centre's name, phone, email and time zone; the schools on your forms and how families heard of you; and whether credits come off new invoices for you.
What is switched on when we start?
When you start Atrium, tutors see family feedback about their own classes. The contact note on new reports and the referral offer for families start off, and each automation starts off until you switch it on.
Can tutors put their classes in their own calendar?
Yes, tutors, and staff who take calls, can add their own Atrium classes and calls to the calendar app they use, through a private link.
Can our website show our timetable?
Yes, Atrium's public data feeds show your timetable, course prices, terms and seat counts on your own site. Each feed stays off until you switch it on for a centre.
Can our own developers connect to Atrium?
Yes, on higher plans Atrium has a developer API with personal access tokens and organisation API keys, set up separately from the data feeds for your website.
Aperium
Teaching material for select schools: what it is and who it is for.
About Aperium
What is Aperium?
Aperium is teaching material from Kindergarten to Year 12: teaching content written to the NSW syllabus by ZentumTech.
Is Aperium written to the NSW syllabus?
Yes, Aperium is written to the NSW syllabus, from Kindergarten to Year 12.
Who it is for
Who is Aperium for?
Aperium is for select schools, chosen by ZentumTech, and it is not for students. Anyone can ask about Aperium through the contact form.