Lessons

Lessons are instructor-led private bookings (one person per slot). Enable the Lessons module in Settings, then open Lessons under Programs in the admin nav. That one entry opens with four tabs:

• Batches — groups of lesson times families can book

• Instructors — people who teach

• Day sheet — confirmed lessons for a date (printable)

• Payouts — what each instructor is owed (managers, treasurers, and admins)

Members book from the portal. The words on those screens (activity, provider, participant) are configured in Settings — they are not hardcoded to one club. Instructors who only propose their own times land on My lessons and do not see this staff tab strip.

Slot review labels Rejection reason and Cancellation reason explicitly. Cancellation still requires a reason; rejection keeps its existing optional reason. Member bookings link directly to the invoice when payment is needed. The slot cancellation confirmation distinguishes releasing a hold from the full amount due back for a confirmed booking. A member's cancellation confirmation uses the same current refund quote as their booking row; the service checks it again when submitted. Held bookings explain how the office handles bank payments that arrive after cancellation.

A batch is one block of lessons (a week or session). Create it from the Batches tab, then set publish state and registration windows on the offering (or follow Manage slots from the offering page). Add a single slot, or a weekly pattern: tick the days of the week you want (Sun–Sat) and add one or more start times with the time picker (use Add another time for more). Manager-created slots are bookable once approved automatically; instructor-submitted slots wait in the approval queue until a manager accepts them.

A slot that could never be run is refused when it is submitted, with the reason shown: a start time in the past, a batch that has ended, an inactive instructor, or a time that instructor is already booked for. This applies whoever created it, so the approval queue only ever holds slots a manager can actually approve. A slot outside posted pool hours is a warning, not a refusal: it still goes through for a manager to decide.

Cancelling a slot releases a held booking (voids the invoice) or staff-cancels a confirmed booking with a full refund and closes that time. Cancel day on the day sheet does the same for every active slot on that civil date (pool closure).

However a booking is cancelled, by the member, by staff from the batch page, or by Cancel day, the household is emailed and any refund owed is sent back through Stripe automatically. If a refund cannot be sent, the money is never silently kept: a task is opened for the treasurer to finish it by hand.

If a member paid by bank transfer and the money is still on its way, the cancellation still goes through. Closing the pool is never blocked by a payment in transit. The household is told, and the treasurer gets a task to refund it once the payment arrives (or to close the task if it never does).

Cancel day closes every lesson it can. If one cannot be closed, the rest still are, and the message names the times it could not close so you can deal with those households yourself. A closure never half-succeeds silently.

Booking a priced slot creates an invoice and holds the time for the checkout-hold window configured in Settings. The member pays on the same invoice page used for dues and camp. Card-only is the recommended default. If they never pay, the hold expires and someone else can book. Pay-to-confirm is the only confirmation. Returning from Checkout does not book the slot.

A member still on the Stripe payment page is not swept out from under them: the hourly release skips a hold whose payment page is still open, and the payment page itself now closes within about an hour instead of a day. If a card payment does land on a lesson invoice that was already cancelled, the treasurer gets a task to refund it in full; nothing is confirmed for it.

Member cancellation after the cutoff configured in Settings refunds nothing; before the cutoff it refunds the configured share. Staff and instructor cancellations always refund in full.

The Day sheet tab lists confirmed lessons for a date: time, instructor, participant name and age, household name. It does not include phone or email. It prints with the date in the header, and every time on it is your club's local time (from the timezone configured in Settings), so it reads the same whoever printed it and from wherever.

Payouts (managers, treasurers, admins) total delivered lessons, refunds, and a facility-fee line if you set a non-zero fee in Settings. Download CSV from the same filters. The fee is a report figure, not an automatic Stripe transfer. A lesson that was cancelled and fully refunded nets to zero on the report: it never counts against the rest of an instructor's payout.

Create instructor profiles on the Instructors tab (name, bio, default duration and price). Link a user id when that person should log in as role instructor and propose slots under My lessons. An instructor can only propose times for their own profile, and those always wait for approval. They can never approve their own. Deactivating an instructor is refused while they still have future approved slots.

When you approve or reject a proposed time, the instructor is emailed automatically if their profile is linked to a login. That notice is part of the approve/reject action itself, so it goes out however the decision was made, you do not have to remember to send it, and a time that was blocked rather than approved sends nothing.