The schedule: cancelling, make-ups, moving lessons and holidays

Cancelling a lesson

Whether a lesson cancelled late counts as taught is something you set once under Settings › Rates and billing. If that is switched off, a late cancellation costs nothing either. An absence a parent reports through the portal cancels nothing by itself: you choose on the schedule whether it was in time.

1. Click the lesson on the Schedule or on Today and choose “Cancel”.
2. Choose “Cancelled in time — no charge” or “Cancelled late — counts as taught”. The schedule tells you what that means for this family's invoice.
3. Made a mistake? Open the cancelled lesson and change the reason, or choose “Not cancelled after all — put it back on” and the lesson is scheduled again.

Making up or moving a lesson

1. Open the cancelled lesson and choose “Book a make-up”. Choose a date and time. The make-up belongs to the lesson it replaces and does not appear on the invoice as an extra lesson.
2. Want a planned lesson on another day or at another time, just this once? Open it and choose “Move”. The standing lesson time stays as it is.
3. A lesson that should never have been there you remove with “Delete lesson”. No message goes to the parent and nothing is invoiced. A lesson that has already been written up or invoiced cannot be deleted; you cancel or credit that one instead.

An extra lesson or a trial lesson

With “Plan a lesson” you put a one-off lesson on the schedule: a student, a subject, a date and a time, separate from any standing pattern. Tick “This is a trial lesson” for a first meeting. If a parent asks for an extra lesson through the portal, the request appears on Messages and you plan it from there.

School holidays

1. On the Schedule, go to School holidays and click “Add a holiday”. Give it a name and the dates.
2. Click “See what it removes”. You see which lessons will come off your schedule, and which stay because they have already been taught, written up, invoiced or moved.
3. Confirm. The standing lesson times skip those weeks. If you remove the holiday later, the lessons are back on your schedule.

Changing or stopping a standing lesson time

If a student's regular time changes, open the standing lesson time and choose what happens to the lessons already planned: leave them as they are, or reschedule them at the new time. Lessons that have already been taught, written up or invoiced always stay put. If a student stops, you stop the lesson time or give it an end date; with “Show stopped slots” you can see them again.

A student who is taking a break you pause until a date on the student's page. The standing lesson time stays; no lessons are scheduled until that day.

Frequently asked questions