During the course, your student may ask you to schedule a single or recurring lesson, with the same schedule each time. You can accommodate both options. If the student opts for a recurring lesson, they will be scheduled weekly until you change your availability or the student cancels the lessons. Remember, to add a lesson, you must have an availability set for the chosen time slot and no other conflicting appointments scheduled.
Types of courses where you can add lessons yourself:
IND courses (adult ones)
YA, TEEN, KID courses (children's ones)
Types of courses where you can't add lessons yourself:
Group course
Shared courses
Only Fluentbe can make changes to the schedule in group courses.
Individual, YoungAdult, Teen, and Kid course
Add a single lesson
❗ Book a lesson only we discussed with the student ❗
Locate the 'Courses' Tab:
On the left side of the screen, you'll find various tabs.
Look for the 'Courses' tab (number 1 in the screenshot below).
Navigate to the List of Courses:
After clicking on the 'Courses' tab, you can choose to display 10, 25, 50, or 100 courses in one list (number 2 in the screenshot below).
If you have many active courses, you can search by the student's name (number 3 in the screenshot below).
If the course is not on the first page and you don't know the student's name, move to the second page (number 4 in the screenshot below).
There are many more filters available for you to explore.
Booking a Singular Lesson:
Once the proper course is selected and displayed, find and click on the 'New Lesson' button (number 5 in the screenshot below).
'Add New Lesson' Window:
A new small window will pop up where you need to select the date (number 6 in the screenshot below), time (number 7 in the screenshot), and type of lesson 'Do not repeat' (number 8 in the screenshot).
Once everything is filled, press the 'Save' button to confirm.
The Booked Lesson - Display:
Once everything is done, the system will display the lesson in green color with the status of 'scheduled' (number 9 in the screenshot below).
Add a recurring lesson
❗ Book a lesson only we discussed with the student ❗
Locating the 'Courses' Tab:
On the left side of the screen, various tabs are available. Look for the 'Courses' tab (number 1 in the screenshot below).
Navigating the List of Courses:
In the courses section, you can choose to display 10, 25, 50, or 100 courses in one list (number 2 in the screenshot below).
If you have many active courses, you can search by the student's name (number 3 in the screenshot below).
If the course is not on the first page and you don't know the student's name, move to the second page (number 4 in the screenshot below).
There are additional filters available for further exploration.
Booking Recurring Lessons:
Click on the 'New Lesson' button once the appropriate course is selected and displayed (number 5 in the screenshot below).
'Add New Lesson' Window:
A new window will appear where the teacher needs to select the date (number 6 in the screenshot below), time (number 7 in the screenshot), and type of lesson 'weekly' (number 8 in the screenshot).
Once all details are filled, press the 'Save' button to confirm.
The Booked recurring lessons - display
After confirming, the system will display the lessons in green with the status 'scheduled' and the icon 🔁 indicating recurrence (number 9 in the screenshot below).
Additionally, in the 'schedule' tab, the number of current recurrences will be displayed (number 10 in the screenshot below).
The 'Schedules' Tab - View:
In the 'schedules' tab, the system shows the date (number 11 in the screenshot below), time (number 12 in the screenshot), and the day it was created (number 13 in the screenshot below).
Changing the schedule
Choosing the lesson
Navigate to your lesson dashboard and select the specific lesson you wish to manage. Click on it to access the detailed options for that particular session. (screenshot below)
Canceling a Lesson
Change the status of the lesson accordingly. This action can be done by selecting the appropriate option and guiding you through the cancellation process effortlessly. (screenshot below)
Canceling all future lessons
For scenarios where multiple lessons need to be canceled simultaneously, utilize the 'cancel all future lessons' feature. With just one click, you can effectively remove all upcoming sessions from the schedule, streamlining the cancellation process. (screenshot below)
Confirming Cancellations
Upon successful cancellation, verify the status by checking the 'schedule' tab. A zero value in parentheses '(0)' indicates that the schedule has been updated accordingly, reflecting the changes made. (screenshot below)
Setting Up Recurring Lessons
To establish a series of recurring lessons, initiate the process by clicking the 'new lesson' button. Configure the booking settings to 'weekly' and proceed to input the desired parameters for the recurring sessions. (screenshot below)
Group course
At Fluentbe, group classes are conducted at fixed times and schedules, which are strictly adhered to. It is imperative to conduct these sessions within the designated time frame.
The procedures vary depending on two main types of group courses - business group course (marked with 💼 in the name) and regular group course (without any icon in the name).
Regular Group Course
❗ The schedule is fixed, and classes always take place at the same time.
It can not be changed in any way. Regardless of any communication attempts, it is not possible. ❗
However, if you cannot attend a lesson, you can request a substitute teacher up to 6 hours before the lesson starts. If a substitute cannot be found and the lesson is canceled in less than 24 hours, deductions may be applied to such a lesson.
Additionally, if substitutes become a regular occurrence in the course, the course may be transferred to another instructor. We aim for group courses to be conducted as frequently as possible by the same teacher.
Business Group Course (With 💼 in the Name)
While lessons adhere to a fixed schedule, unforeseen circumstances may necessitate changes. Here's a breakdown of the steps to navigate modifications in business group courses, divided into scenarios based on time constraints:
❗ The schedule is fixed, and classes always take place at the same time.
However, if students/teachers agree for some reason with each other to change the fixed schedule of a certain business group, both sides should reach out to us - a teacher should write on the chat with a confirmation and students should email us at [email protected]. If we get confirmation from both sides and a teacher is available at that time, we'll change the schedule.❗
Changes with more than 24 hours until the lesson
Teacher-initiated
If you find yourself unable to attend a lesson with more than 24 hours until its commencement, consider arranging for a substitute.
If substitutes become a regular occurrence in the course, the course may be transferred to another instructor. We aim for group courses to be conducted as frequently as possible by the same teacher.
Student-initiated
In instances where students request rescheduling more than 24 hours before the lesson, direct them to send a group email to [email protected].
Our staff will provide them with your calendar to select an alternative lesson time.
Changes with less than 24 hours until the lesson
Teacher-initiated
❗a request to reschedule lessons in less than 24 hours = a cancellation in less than 24h❗
If you are not able to conduct the lesson and:
There are less than 6 hours -reach out to the office to cancel the lesson - it'll be a late cancellation from a teacher's side
There are more than 6 hours-request a substitution (If the system won't find a substitute teacher 2 hours before a class starts, the lesson will be canceled in less than 24 hours)
Lessons canceled in less than 24 hours equals deduction.
If substitutes become a regular occurrence in the course, the course may be transferred to another instructor. We aim for group courses to be conducted as frequently as possible by the same teacher.
Student-initiated
❗a request to reschedule lessons in less than 24 hours = a cancellation in less than 24h❗
If students are not able to join the lesson:
Students have to inform the office via mail at [email protected] with the request to cancel the lesson.
If they don't do it the lesson remains in the system and you have to be ready to conduct it in case students appear in the class - that way you'll avoid the 'no-show' status and deduction.
Troubles encountered during lesson reservations
You tried to book a lesson for the student but encountered issues? Click the button below to find out potential reasons and how to overcome them.
What should I do when a student doesn't join my class?
You started the lesson but the student didn't join the class? Click the button below to find out what can you do in such situation.