What do you need to do?
I want to… | What to do |
Understand a lesson status | See the list of statuses and what each one means for your pay. |
Cancel a lesson myself | Choose the right type and reason in the Set as cancelled window. |
Understand a student status | See the list of student statuses. |
Know what to do when my student doesn’t join | Message them and stay in the classroom until the scheduled end. |
Handle a student who cancels less than 12 h before | Nothing to do: you are paid in full. If they ask you to cancel, they do it in their own panel. |
Close a lesson and mark attendance | Mark who is present, then set the lesson to Finished. |
Help a student who has no lessons left or stopped coming | Student: [email protected]. Inactive student on your list: write to us in the chat. |
Understand a lesson status
Status | What it means |
Scheduled | The lesson is booked and will take place. |
Pending | The student booked the lesson but hasn’t paid yet. |
Finished | The lesson took place and was closed. A lesson the student cancelled less than 12 hours before also counts as finished for you, and you are paid for it. |
Cancelled | The lesson won’t take place. What it means for you depends on who cancelled and when (see below). |
❗ A Pending lesson that isn’t paid by 24 hours before the start is cancelled automatically. You can’t cancel or move a Pending lesson yourself: write to us in the chat.
Cancelled lessons: what it means for you
Cancellation | What it means for you |
Canceled by Teacher, 12h or more before | No payment, no deduction. |
Canceled by Teacher, less than 12h before | Deduction. See Cancellation and Replacement Policy. |
Canceled by Student, 12h or more before | No payment. The slot is free again. |
Canceled by Student, less than 12h before | You are paid in full. You don’t need to log in. |
Canceled (no show) | You didn’t start the lesson and didn’t cancel it. Deduction. |
Canceled (by us or the system) | For example after a platform outage. No deduction. If the lesson couldn’t take place because of us, you get an extra payment. |
Not paid on time | The student didn’t pay for a Pending lesson. No payment. |
Recurring lessons cancelled by the system after you changed your availability also show as Canceled. There is no deduction, but it still affects your students and your experience at Fluentbe. Always agree schedule changes with your students first.
Want to cancel or move a lesson? See Cancellation and Replacement Policy.
Cancel a lesson myself
When you cancel an individual lesson, the Set as cancelled window opens. Fill in two fields:
Type: choose Canceled by Teacher if you can’t teach. Choose Canceled by Student only if the student asked you to cancel, 12 hours or more before the lesson.
Reason: choose the one that fits: Health reasons, Personal matters, Technical issues, Scheduling conflict, Time off, or Student’s request.
❗ The student asked you to cancel less than 12 hours before? Don’t cancel it yourself. Ask the student to cancel it in their own panel (see “Handle a student who cancels less than 12 h before”).
❗ Public holidays: group lessons on Polish public holidays, at Christmas and at Easter are cancelled automatically in advance. Individual lessons stay scheduled: if you won’t teach that day, cancel them yourself at least 12 hours before.
Understand a student status
Status | What it means |
Onboarding | A new student who has bought lessons but hasn’t had their first lesson yet. Only we can cancel or move the first lesson. |
Student | Has had at least one lesson with a teacher (or uses Smart or Kaia). |
Freeze | The student is on a planned break agreed with our office. |
Alumni | The student’s package ended more than 14 days ago. Their courses are archived and any future lessons are cancelled automatically. If they buy a new package, they become Student again straight away. |
Lost | The student never started learning, for example they cancelled their package before the first lesson. |
Know what to do when my student doesn’t join
Individual lesson
Check the date and time, and start the lesson from your teacher dashboard.
After 5–10 minutes, send the student a message in Messages.
Stay in the classroom until the scheduled end of the lesson.
The student comes late? Teach the rest of the lesson and finish on time. You don’t need to extend it.
The student doesn’t come at all? Keep the planned topic for the next lesson.
Group lesson
Stay in the classroom until the scheduled end, even if nobody joins.
Students come late? Finish on time.
Nobody comes? Move the planned topic to the next lesson.
❗ Leave before the scheduled end and you won’t be paid. The system can’t confirm you were there. This applies to individual and group lessons.
Had to leave because of a technical problem? See Technical issues in the lesson.
Handle a student who cancels less than 12 h before
The student cancels in their panel less than 12 hours before: the lesson shows cancelled by the student in less than 12 h. You are paid in full. You can ignore the lesson reminder and don’t need to log in.
The student asks you in the chat to cancel or move the lesson less than 12 hours before: ask them to cancel it in their own panel. Then the system records it correctly as the student’s late cancellation and you are paid.
❗ Don’t cancel it from your panel. Less than 12 hours before, a cancellation from your side counts as yours.
You think the lesson should be free for the student (for example a technical problem on our side)? Write to us in the chat and we will decide.
Close a lesson and mark attendance
During the lesson, mark which students are present in the Students tab.
At the end, set the lesson to Finished.
Check that the lesson now shows Finished.
Finishing the lesson in the classroom:
Finishing the lesson outside the classroom:
Forgot to close it? The system closes open lessons overnight. Don’t rely on it: close the lesson yourself and check attendance before you do.
Problem | What to do |
The close button is grey or you get an error | Refresh the page and try again. Still not working? Write to us in the chat with a screenshot and the lesson date. |
Your connection dropped and you couldn’t close the lesson | Sign in again, open the lesson, check attendance and set it to Finished. |
You closed the lesson by mistake, or a student is marked absent but was there | You can’t change attendance after closing. Write to us in the chat with the student’s name and the lesson date and time, and we’ll correct it. |
Help a student who has no lessons left or stopped coming
No lessons left or wants to continue: ask the student to write to [email protected] to renew their package.
Stopped coming and should be removed from your list: write to us in the chat with the link to the course. We archive it for you.
Student taking a planned break? See Course management.