Bookings for coaches and tutors, done properly.
One-to-one and small-group sessions, sold singly or as a block, with the balance tracked as it is used.
A coach or tutor sells their own hours. A maths student comes one-to-one on Tuesday and a revision group of six meets on Thursday. An exam block of eight sessions is bought in one go and used across the term. The whole business turns on late cancellations: an empty hour is an hour of income gone, and the rule has to be applied without an awkward conversation. Parents book on behalf of students, want a reminder the day before, and expect the block balance to be right. Every one of those hours has a price, a seat and a rule of its own. account42 tracks the block, applies the window, and sends the reminder.
A week at Fieldnote Coaching.
This is the booking widget, not a picture of it. Take a seat and watch the count move and the confirmation text arrive.
Every session carries its own price, seat count and rules, so a course, a drop-in and a free session sit in the same timetable.
Book a session
This week
Tue 4:00 pm
Maths, one to one
60 min · $60 · drop-in or credits
4 seats leftThu 6:00 pm
Small group revision
90 min · $35 · credits
1 seat leftSat 10:00 am
Exam block, 8 sessions
Starts Sat · $420 · package
FullSun 3:00 pm
Open office hour
60 min · free for clients
9 seats left
How a coaching practice uses account42.
- Set up the schedule
- Add your one-to-one hours as a weekly pattern with one seat each, and the revision group on Thursday with six. An open office hour on Sunday is free for enrolled students. The exam block is one entry with eight sessions inside it, bought once and booked session by session across the term.
- Take bookings and payments
- A parent books from your website, or from the assistant, and pays on your own Stripe or PayPal account. A single session is paid on the spot, a block spends one session from its balance, and the group is a seat against six. The booking carries the contact details you ask for, and the confirmation goes to those.
- Handle changes and waitlists
- A cancellation inside your window returns the session to the block balance; one outside it does not, exactly as you set. A freed one-to-one hour is offered to the waitlist with a time limit. If you are ill, cancel the day's sessions and every student is told on the channels their family gave you.
The parts that are hard to get right.
A block of eight is one purchase
Sell eight sessions once and let them be booked over the term.
Under the hood
Credits are spent inside the same transaction that takes the seat, and returned to the balance when a booking is canceled inside your window.
Late cancellations are the whole problem
You decide how late is too late, and what a late cancellation costs.
Under the hood
The window and its refund behavior are applied at cancellation time, so the rule runs whether or not you are watching.
One to one and small group are the same system
A session for one and a session for six are set up the same way.
Under the hood
Capacity is a number on the session, so there is no separate product for group work.
Works where you are : your currency, timezone and language, on your own Stripe or PayPal account.
Questions people ask about booking for coaches and tutors
- Can clients buy a block and book as they go?
- Yes. Sell a pack and the balance is spent as sessions are booked, and returned when one is canceled in time.
- Can parents book on behalf of a student?
- Yes. The booking carries whichever contact details you require, and confirmations go to those.
- Do you handle online sessions?
- Yes. A session is a time, a price and a capacity. Where it happens is yours to put in the details.
- Can I set different cancellation windows for groups and one-to-one?
- Yes. The window belongs to the session, so a one-to-one hour can require 24 hours' notice while the revision group requires two. Each rule runs at cancellation time without you watching.
- How do I see which sessions a block has left?
- The dashboard shows each block, what it has been spent on and what remains, so nothing needs reconciling at the end of term. With the customer app add-on, parents see the same balance.
- Can I teach from two locations?
- Yes. A session carries its own address in the details, so a Tuesday at the library and a Thursday at home sit in one timetable. Separate locations with their own timetables are on the Multi plan. Each session still carries its own price and cancellation window.
Related
- Music schoolsOne-to-one lessons and ensembles in one timetable, sold singly or as a block of ten, with the balance tracked as lessons are booked.
- Language schoolsTerm courses sold once, conversation clubs by the seat, exam prep as one-offs, and a booking page that reads in twelve languages.
- Kids campsDay camps sold by the day or the week, a seat count for every day, siblings booked in one go, and details collected at booking.
Every feature above is on every plan. See what account42 does and how it works, from install to the first booking.
Take bookings for your coaching practice this week.
Fourteen days free. No card, no call, no implementation project.