Teaching
Book it, teach it, bill it.
Scheduling that refuses to double-book a teacher, attendance that becomes an invoice line, and make-up credits that expire on their own.
Bookings are checked as you make them.
Each booking is checked against the teacher, the student and the room at the moment you make it.
The last row in the picture shows it. Quillon can’t teach Tamsin online and Corvale in Studio 1 at the same time, and the schedule says so when the second booking is attempted, not at four fifty-five on the day.
Rooms work the same way, with one exception: a room marked online can hold as many lessons at once as you like, because it isn’t a physical room. Those lessons get a standing Teams room per student, and the family waits in the lobby until a member of staff lets them in.
The row above it shows the other half. A lesson that happened but was never written up is money you can’t invoice, so it is flagged on the schedule and collected into a queue.
What a late cancellation should cost is a separate question from enforcing it. We wrote up how to word a cancellation policy, with a template.
The month, as staff see it.
Click a lesson to open it, or drag it to another day. The time stays the same.
More on lessons.
Clashes are caught as you book
A teacher in two places, a room double-booked, a student against their own lesson: the conflict is raised while you are still booking, not discovered on the day. Online rooms are exempt, because two people can be in one of those.
Attendance drives the invoice
Mark who came. Which statuses are chargeable is a policy you set, not a rule built into the code. Turning a month of attendance into invoices is one action instead of an evening of retyping.
Make-up credits that expire
A lesson canceled inside the notice period becomes a credit with an expiration date. The scheduler expires credits when they lapse, so they don’t sit on an account forever as a debt nobody remembers agreeing to.
Rooms
Lessons are scheduled against rooms, and double-booking is prevented. The schedule shows time, student, teacher, room and status for today, the next seven days or the next thirty.
Lessons nobody wrote up
Every lesson taught but not logged goes into one queue, with a flag on the schedule. That is how you know a lesson happened and can bill for it.
A teaching library
Books, sheet music, audio, video and exercises: files the studio owns, plus references to published method books, filtered by instrument, level and kind.
Mirrored into teachers’ calendars
Lessons appear in each teacher’s Microsoft 365 calendar, one way. The schedule here is the source. An edit made in Outlook is overwritten on the next change, because dragging an event in a calendar should never change what a family is charged.
Reminders counted in days
The teacher gets tomorrow’s list in the evening, and the family gets a note before their lesson. Both are worked out in calendar days on the studio’s own clock, not in elapsed hours. “Now plus 24 hours” silently drops the last lesson of the day.
Families can ask to move a lesson
A reschedule request arrives as something staff accept or decline, not as a voicemail. Nothing moves on the schedule until someone agrees.
A Tuesday at four stays a Tuesday at four
A series is booked once, and every occurrence is its own lesson, because an invoice line, a make-up credit, a reminder, materials and a payout line all have to point at something. It is stored as a weekday and a time instead of a list of exact moments, so four o’clock is still four o’clock in November.
Move lessons from the calendar
Change a lesson’s time, teacher or room by working on the week in front of you, with two months loaded. Open pages are told when they have gone stale instead of showing yesterday’s schedule.
Teachers say when they will teach
Not only when they are busy. A calendar of declared availability, with time off on top, turns “find us something on a Tuesday” into a list of slots a family can pick from.
Who teaches, and who fixes things
Whether someone takes lessons or works on instruments comes from their role, not from a setting changed person by person. A new teacher is never one forgotten checkbox away from being invisible to the scheduler.
Not open to new studios yet.
B♭ Studio runs a working music studio today. If you run one too, join the waitlist and we’ll be in touch when there is something to show you.
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