Teaching
Book it, teach it, bill it.
Scheduling that refuses to double-book a teacher, attendance that becomes an invoice line, and make-up credits that expire on their own.
The schedule knows what is possible.
Bookings are checked against the teacher, the student and the room at the moment you make them.
The last row is the point. Quillon cannot teach Tamsin online and Corvale in Studio 1 at the same time, and the schedule says so at the moment the second booking is attempted rather than at four fifty-five on the day.
Rooms work the same way, with one exception written into the rule: a room marked as online can hold as many lessons at once as you like, because it is not a room. Those lessons geta standing Teams room per student, with the family held in the lobby until a member of staff lets them in.
The row above it is the other point. A lesson that happened but was never written up is money you cannot invoice, so it is flagged on the schedule and collected into a queue.
Deciding what a late cancellation should cost is a separate question from enforcing it — we wrote up how to word a cancellation policy, with a template.
What else is in here.
Clashes are caught as you book
A teacher in two places, a room double-booked, a student against their own lesson — the conflict is raised while you are still booking, not discovered on the day. Online rooms are exempt, because two people can be in one of those.
Attendance drives the invoice
Mark who came. Which statuses are chargeable is a policy you set, not a rule baked into the code, and billing a month of attendance to invoices is one action rather than an evening of retyping.
Make-up credits that expire
A canceled lesson inside the notice period becomes a credit with a life on it. The scheduler expires them when they lapse so they do not sit on an account forever as a debt nobody remembers agreeing to.
Rooms, and what is in them
Lessons are scheduled against rooms, with double-booking prevented. The schedule shows time, student, teacher, room and status for today, the next seven days or the next thirty.
The lessons nobody wrote up
Every lesson taught but not logged sits in one queue with a flag on the schedule. It is the difference between knowing a lesson happened and being able to bill for it.
A teaching library
Books, sheet music, audio, video and exercises — files the studio owns alongside references to published method books, filtered by instrument, level and kind.
Mirrored into teachers’ calendars
Lessons appear in each teacher’s Microsoft 365 calendar, one way. The schedule here stays the source: an edit made in Outlook is overwritten on the next change, because a calendar drag must never alter what a family is charged.
Reminders that think in days
The teacher gets tomorrow’s list in the evening; the family gets a note before their lesson. Both are worked out in calendar days on the studio’s own clock, not in elapsed hours — “now plus 24” silently drops the last lesson of the day.
Families can ask to move a lesson
A reschedule request arrives as something staff accept or decline, rather than as a voicemail. Nothing moves on the schedule until somebody agrees to it.
Teachers say when they will teach
Not only when they are busy. A calendar of declared availability, with time off on top of it, is what turns “find us something on a Tuesday” into a list of real slots a family can pick from.
Who teaches, and who fixes things
Whether somebody takes lessons or works on instruments comes from their role rather than being set person by person — so a new teacher is not one forgotten checkbox away from being invisible to the scheduler.
It is not generally available yet.
B♭ Studio runs a working music studio today. If you run one too, tell us about it and we will get in touch when there is something to show you.
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