Weekly lessons, the student area and cancellation rules

The calendar

• The calendar shows a week from Sunday: lessons (weekly, make-up, planned, cancelled, late cancellation - charged) and open times.
• Tapping a free hour opens lesson registration at that hour. Tapping a lesson opens its details: you can cancel it or make it a weekly lesson.
• A lesson registered for a future date is "planned": it becomes a debt only when its time comes. Registering a lesson that already took place makes a debt at once.

The student card

Tapping a student's name opens the card, with four parts: "Lessons" (next, past, and the weekly lesson), "Money" (lessons to pay, total to pay, credit), "Student area" (the personal link) and "Timeline". From the card you can also edit details, set a fixed lesson price for the student and start collecting.

Weekly lessons

• On the student's card, in "Fixed weekly lessons", tap "Assign to a slot" and choose a day, a time and a length. Lessons are created for the next 12 weeks, and more are added every night.
• A weekly lesson becomes a debt only after it took place.
• Several students in the same slot are one group lesson. You can assign a whole class at once from the "Students" page: select several students (press and hold) and then "Assign a weekly lesson".
• On the "Students" page you can group by class, subject, level or day of the week, and open a "New group" for a subject, a level or a tag.

Students joining by themselves

• In "Join link" you make one link and send it (for example on WhatsApp). Whoever fills it in goes to the "Waiting to be placed" list.
• In "Approve and place" you choose a class, whether to add a weekly lesson, and whether to send a personal link. Until you approve, the request is not a student: it does not count in the student limit and has no debt.
• "Decline" closes the request without sending a message. "New link" stops the old link at once.

Cancellation and booking rules

In Settings, in the "Rules for students" section, you choose a ready mode: "Flexible", "Standard" (24 hours) or "Strict", and the rest sits under "Advanced". The defaults of "Standard": free cancellation up to 24 hours before the lesson, an on-time cancellation gives a make-up credit, a credit is valid for 30 days, up to 2 open credits per student, booking up to 4 weeks ahead, a make-up lesson of 45 minutes. You can also write a free message to students (up to 2000 characters). The student reads the rules in plain words, in the language they chose.

Notice before booking a lesson

In Settings, "Notice before booking a lesson" sets how many hours before a lesson starts it can still be booked. Example with 24 hours and a lesson tomorrow at 16:00: booking at 15:00 today (25 hours before) is allowed, and booking at 17:00 today (23 hours before) is refused. If you ticked "No notice needed when the lesson is right next to an existing one", a slot right next to a lesson you already have stays open even without the notice.

The student's personal link

• On the student's card, in "Student area", tap "Send on WhatsApp": a new link is made and sent to the parent. If there is no phone, you can send it by email or copy the link.
• The link is shown once only. If it is lost, make a new link and the old one stops working.
• "Disable every link" (in the rules for students) blocks entry for all students at once.
• Whoever has the link has the access: send it only to the student or the parent.

What the student sees

Four parts: their lessons (with "Cancel lesson", which says in advance whether the cancellation is on time or late), booking a lesson in the open times, information and rules (the rules, the credits and the balance due) and the terms to sign, plus a "Payment" tab.

Money: late cancellations, credits and lesson packages

• On-time cancellation: no charge, and under the rule the student gets a make-up credit.
• Late cancellation: the lesson stays and is charged like a lesson that took place. To waive the charge, cancel the lesson yourself in the calendar. A cancellation by the tutor never charges the student.
• A lesson package: a number of lessons paid in advance for one price. A package marked "Paid" covers the student's lessons from the day it was created. Future lessons are not a debt.
• A price per student: on the card or in editing the student you can set a fixed lesson price. It wins over the general rate (a manual price on a lesson wins over it).

Payment: Bit and partial payment

• In Settings, "Payment details for students", you save a Bit number or a PayBox link. The money goes straight from the student to you, not through the system.
• The student sees what they owe, taps "Open Bit" (the amount is copied), pays and taps "I paid". An "Awaiting confirmation" notice is made, and you confirm with one tap. A lesson is not marked paid before you confirm.
• In collection, "Amount received" applies the amount to the lessons, oldest first. A partial amount leaves a lesson "Partly paid", and whatever is beyond the debt stays as credit. "Void the payment" puts the lessons back in the debt.

Terms of participation

In the rules for students you upload a PDF file (up to 5 MB). The student downloads it and signs with a full name. You choose whether signing is only a reminder, blocks the whole area, or blocks booking only.

Sample student

"View as a student" in the rules for students opens the area as a student sees it, with a "Sample student". It is not counted in debts, the export, messages or the plan's student limit.

When something does not work

• The student sees "The link is not active": make a new link on the student's card and send it.
• Someone who opened a join link sees "This link is not active": make a new link.
• "No open times": no open time was added within the booking range, all of them are full, or the notice rule blocks the time.
• "The tutor's account is read-only": the subscription is locked or cancelled, and must be renewed in "My subscription".