Handle a Cancelled Lesson

Sometimes lessons need to be cancelled — a student is ill, you have a schedule conflict, or the weather intervenes. This guide covers cancelling, notifying the parent, adjusting billing, and rescheduling.

Cancel the lesson

1. Find the lesson

   Hub

   Go to Hub → Calendar and select the lesson you need to cancel. You can also find it via Students → [Student] → Lessons.

   Mobile

   Open the Calendar tab and tap on the lesson.

2. Cancel the lesson

   Select Cancel Lesson. You are prompted to choose a reason:

   • Student unavailable
   • Teacher unavailable
   • Holiday or closure
   • Other

   Add an optional note with more detail if you like.

   Note

   Cancelled lessons are not deleted — they remain on the calendar with a “Cancelled” status so you have a complete history.

3. Notify the parent

   When you cancel, Clefora automatically sends a notification to the parent via email and push notification (if enabled). The notification includes the lesson date, time, and the reason you selected.

   If you need to add a personal message, use the Messages feature to follow up directly.

4. Handle billing

   How you handle billing depends on your billing model and cancellation policy:

   Termly billing

   If the lesson was part of a term invoice already paid, you have two options:

   • Credit: Apply a credit to the parent’s account. The credit is automatically deducted from the next term’s invoice. Open the student’s profile and add a credit in the billing section.
   • Reschedule: Schedule a make-up lesson within the same term instead (see step 5).
   Per-lesson billing

   Since invoices are generated after completion, a cancelled lesson simply does not generate an invoice. No billing action is needed.

   If the lesson was already invoiced (rare), you can issue a refund from Invoices → [Invoice] → Refund.

5. Reschedule if needed

   To schedule a make-up lesson, go to the student’s profile and select Schedule → New Lesson. Pick a new date and time. In the notes, reference the cancelled lesson so you have a clear record.

   Tip

   Link the make-up lesson to the cancelled one by mentioning the original date in the lesson notes. This helps when reviewing the term later.

Cancellation best practices

• Cancel as early as possible so parents have time to adjust their schedules
• Be consistent with your cancellation policy — communicate it clearly at the start of each term
• Use credits rather than refunds when possible to simplify accounting
• Track cancellation patterns in your lesson history to identify recurring issues