Prepare for a New Teaching Term

Getting ready for a new term involves a few key steps: creating the term, marking holidays, reviewing your student list, scheduling lessons, and generating invoices. This guide walks you through each one so everything is in place before the first lesson.

Before you start

Make sure you have:

• A Clefora teacher account with at least one student enrolled
• Your term dates and any planned holidays
• Billing set up (see Set up billing)

Create the term and schedule lessons

1. Create a new term

   Go to Hub → Terms & Holidays and select New Term. Enter the term name (e.g. “Spring 2026”), start date, and end date.

2. Add holidays and breaks

   On the term detail page, select Add Holiday. Enter the date or date range and a label (e.g. “Half-term break”). Lessons that fall on holidays are automatically excluded from scheduling and billing.

   Tip

   Add all known holidays now — you can always add more later, but it’s easier to set them up before generating invoices.

3. Review your student list

   Go to Hub → Students and check that all active students are listed. Archive any students who are no longer taking lessons, and confirm instruments and lesson durations are correct.

4. Set up recurring lessons

   For each student, go to their profile and select Schedule → Recurring Lesson. Choose the day of the week, time, and duration. Clefora generates individual lesson entries for every week in the term, skipping any holidays you added in step 2.

   Note

   If a student’s lesson day or time has changed, update the recurring lesson before generating invoices.

5. Generate term invoices

   If you use termly billing, go to Hub → Invoices and select Generate Term Invoices. Choose the term you just created. Clefora calculates the total based on the number of lessons (excluding holidays) and each student’s rate.

   Termly billing

   One invoice is created per student covering all lessons in the term. Parents receive a notification to pay.

   Per-lesson billing

   Invoices are generated after each lesson is marked complete. No action is needed at term setup.

6. Review and send

   Check the generated invoices for accuracy, then select Send All. Parents receive an email and in-app notification with a link to pay.

What to check before the term starts

• All students have the correct lesson day, time, and duration
• Holidays are entered so lessons aren’t scheduled on break days
• Invoices are generated and sent (for termly billing)
• Any new students have been onboarded (see Onboard your first student)

Tip

Start this process one to two weeks before the term begins. This gives parents time to review invoices and ask questions.