Calendar and Scheduling Issues

Having trouble with your calendar or lesson scheduling? Find your issue below for steps to resolve it.

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Lessons are not appearing on the calendar

Problem: You created a lesson or set up recurring lessons, but they don’t show on the calendar.

Solutions:

1. Check the calendar view. Make sure you are viewing the correct week or month. Use the navigation arrows or press T to jump to today.
2. Check the calendar filter. If you have filters active (e.g. by student or instrument), the lesson may be hidden. Clear all filters and check again.
3. Verify the term dates. Recurring lessons are only generated within the term’s start and end dates. If the lesson falls outside the term, it won’t appear.
4. Refresh the page. New lessons sync in real time, but a refresh can resolve rare display issues.

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Recurring lessons have a conflict

Problem: You’re trying to set up a recurring lesson but Clefora warns of a scheduling conflict.

Solutions:

1. Check for overlapping lessons. Go to the calendar and view the day and time in question. Another student may already be scheduled in that slot.
2. Adjust the time. Change the start time or duration to avoid the overlap.
3. Check for one-off lessons. A conflict may be with a single lesson rather than another recurring series. You can move the one-off lesson to resolve the conflict.

Tip

When setting up a new term, review all recurring lessons before generating them. It’s easier to resolve conflicts before lessons are created than after.

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Lessons are showing at the wrong time

Problem: Lessons appear on the calendar at a different time than expected.

Solutions:

1. Check your timezone setting. Go to Hub → Settings → Profile and confirm your timezone is correct. All lesson times are displayed in your local timezone.
2. Check your device’s system time. If your computer or phone clock is set to the wrong timezone, displayed times may appear shifted.
3. Daylight saving time transitions. When clocks change, lessons stay at the same local time (e.g. “3:00 PM” remains “3:00 PM” after the clocks change). If you need to shift lesson times for the new period, update the recurring lesson schedule.

Note

Clefora stores all times in UTC and converts them to your local timezone for display. If a parent in a different timezone views the same lesson, they see it in their own local time.

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A lesson falls on a holiday but still appears

Problem: You added a holiday to the term, but a lesson on that date still shows on the calendar.

Solutions:

1. Check the holiday dates. Go to Hub → Terms & Holidays → [Term] and verify the holiday date range is correct. The holiday must include the exact date of the lesson.
2. Check when the holiday was added. If you added the holiday after generating recurring lessons, the existing lesson may not have been automatically removed. Delete the lesson manually from the calendar.
3. Regenerate recurring lessons. If multiple lessons need to be updated, it may be easier to delete the recurring series and regenerate it. The regenerated series will respect all holidays.

Tip

Add all holidays before setting up recurring lessons for the term. This ensures lessons are generated correctly from the start.

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Lessons from a previous term are still showing

Problem: Old lessons from a past term are cluttering your calendar.

Solutions:

This is expected behaviour. Past lessons remain on the calendar as a historical record. To focus on the current term:

1. Use the date navigation to jump to the current week or month.
2. Filter by term. If your calendar supports term filtering, select the current term to hide lessons from other periods.
3. Past lessons cannot be deleted, as they are part of the student’s lesson history and may be linked to billing records.

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I can’t create a lesson outside of a term

Problem: You want to schedule a one-off lesson (e.g. a make-up lesson) but there’s no active term covering that date.

Solutions:

1. Create a standalone lesson. Go to Hub → Calendar → New Lesson and schedule it directly. Standalone lessons don’t need to be part of a term.
2. Extend the current term. If the lesson is just outside the term dates, you can adjust the term end date in Calendar → Terms → [Term].

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Still stuck?

If none of the solutions above resolve your issue, contact support with:

• The student name and expected lesson date and time
• Your timezone setting
• A screenshot of your calendar showing the issue