What do you need to do?
I want to… | Individual lesson | Group lesson |
Cancel a lesson I can't teach | Cancel it yourself. Less than 12 h before = deduction. | Request a substitute (Find a Replacement), at least 6 h before. |
Move a lesson to another time | Cancel it and add a new one, at least 12 h before. | Regular group: not possible. Company group 💼: ask your students, then write to us. |
Change the weekly schedule | Cancel the old weekly lessons and set up new ones. | Write to us in the chat. |
Cancel or move the first lesson with a new student | Not possible in the system. Write to us in the chat. | – |
Cancel a lesson in Pending status | Write to us in the chat. | – |
Handle a student who wants to cancel or move | 12+ h before: agree a new time. Less than 12 h: the student cancels, you are paid. | Regular group: students can't cancel. Company group 💼: students cancel themselves. |
Understand late cancellations, no-shows and deductions | See the last section. | See the last section. |
Cancel a lesson I can't teach
Individual lesson
Open the lesson: click its date and time on the list.
Change the status on the right to Cancelled.
Fill in the cancellation type, reason, comment and a message to the student.
Always let your student know, especially if you left the message box empty.
❗ 12+ hours before: no deduction. Less than 12 hours before: late cancellation. The student loses the lesson and a deduction is applied to you. Individual lessons have no substitutes.
Group lesson
Open the course view.
Click Find a Replacement and choose the lessons you can't teach.
You get an email when a substitute accepts your request.
Only the main teacher of the group can request a substitute. Don't see the option? Write to us in the chat.
❗ You can request a substitute up to 6 hours before the lesson. If nobody accepts it, the system cancels the lesson 2 hours before it starts:
requested 12+ hours before: no deduction;
requested less than 12 hours before: deduction.
If a substitute accepts it, there is no deduction.
Less than 6 hours before? Write to us in the chat immediately and we will cancel the lesson. This is a late cancellation and a deduction is applied. Regularly asking for substitutes may lead to the course being reassigned to another teacher.
Need to give up the whole course? See Course management.
Move a lesson to another time
Individual lesson
There is no “reschedule” button. Agree on a new time with your student, then:
Cancel the old lesson:
Schedule the new lesson:
❗ Moving is only possible 12+ hours before the lesson. With less than 12 hours left you can only cancel, and the deduction stays.
Group lesson
Regular group (no icon after the name): the schedule is fixed by Fluentbe. Lessons can't be moved by you or by the students. Please don't agree on a new time with the group.
Company group (💼 after the name), 12+ hours before:
Ask your students in Messages if they agree to a new time. Send them a screenshot of your calendar, because they can't see it.
They agree: write to us in the chat with the new date and we will move the lesson.
They don't agree: request a substitute.
Less than 12 hours before, a company group lesson can't be moved. See “Cancel a lesson I can't teach”.
Change the weekly schedule
Individual lesson
Cancel the old weekly lessons:
Set up the new weekly lessons:
Before you change anything, check your availability and make sure the new slots aren't blocked or taken by other students. Read the error message carefully: it tells you why a slot can't be booked.
Group lesson
The group asks for a permanent change (new day or time, different level)? Write to us in the chat. Changes to regular groups are decided by Fluentbe, not agreed directly with the students.
Changing your availability can cancel recurring lessons. See Availability, Google Calendar & Time Off.
Cancel or move the first lesson with a new student
❗ You can't cancel or move the first lesson in the system. Cancelling or moving a first lesson spoils the student's first experience and can affect your retention rate, performance reviews and new course assignments.
Recommended: teach the first lesson as planned and agree on any future changes with the student during the lesson.
If you really can't: message the student right away to suggest a new time, then write to us in the chat once you have agreed.
Cancel a lesson in Pending status
A Pending lesson is waiting for the student's payment. You can't cancel it yourself. Need it removed (for example, the student has left)? Write to us in the chat.
Handle a student who wants to cancel or move
Individual lesson
When | What happens |
12+ hours before | Agree on a new time. Ask the student to cancel in their Student Space or app, then add the new lesson. You can also cancel it yourself, but only once the student has agreed. |
Less than 12 hours before | Moving is not possible. The student cancels the lesson themselves. It is a late cancellation: the student loses the lesson and you are paid in full. |
You think the lesson should be free for the student? Write to us in the chat and we will decide.
❗ The lesson is still on your dashboard? Then it hasn't been cancelled. Start it and wait for the student, otherwise it counts as your no-show. Got a no-show notification, but the status says “cancelled by the student in less than 12h”? You can ignore it.
Lesson view:
Course view:
Group lesson
Regular group: students can't cancel or move a lesson. It takes place for the students who join. Nobody joins? Stay in the room for the full scheduled time.
Company group 💼: students who want to cancel do it themselves in their Student Space. Until they do, the lesson stays active and you teach it.
Student asks how many lessons are left in their package? Ask them to write to [email protected].
Understand late cancellations, no-shows and deductions
Term | What it means | What follows |
Late cancellation | You cancel a lesson less than 12 hours before it starts. | Always a deduction. |
No-show | You don't start a scheduled lesson. 10 minutes after the start time, it is marked as a no-show. | Deduction and automatic suspension: no new offers, your current schedule stays. |
❗ Never leave a scheduled lesson unstarted. If a lesson is on your dashboard, start it or cancel it in advance. A late cancellation is always better than a no-show.
We expect zero no-shows: they are the most common reason students leave or ask for a new teacher. After a no-show we will contact you. Please reply within 48 business hours with the reason and, if possible, proof of force majeure. Repeated no-shows or frequent late cancellations affect course assignments and performance reviews.
Where to check:
Where | What you see |
Salary tab | Your deductions |
Dashboard → Finished in [month] → Penalties | Your deductions for the month |
Stats tab | Your no-shows |
How to avoid deductions
Keep your Calendar of availability up to date: switching time, advance notice and working hours.
Check that your Google Calendar is still connected and block days off in advance.
Check your Dashboard every day and tell us about anything unusual.
Keep your Profile preferences current, so you only get offers that fit you.
Ill, an emergency or an outage? See Deductions – illness, outages & emergencies.