How to Reschedule or Cancel a Lesson in TeachersFlow

Plans change. A student is sick, you have a conflict, the holiday calendar shifts. TeachersFlow makes rescheduling and cancelling straightforward — whether it's a one-off lesson or part of a recurring schedule.

Rescheduling a Lesson

One-Off Lessons

1. Click the lesson in your calendar
2. Pick a new date and time
3. Save

The lesson moves to the new slot. The student sees the updated time in their portal and receives a notification about the change.

Recurring Lessons (Single Occurrence)

For recurring lessons, rescheduling works per occurrence:

1. Click the specific planned lesson you want to move
2. Pick the new date/time
3. Save

Only this one occurrence moves. Next week, the lesson returns to the original recurring pattern. The schedule template stays unchanged.

Permanent Schedule Change

If a student needs to permanently move from Monday to Wednesday:

1. Go to the student profile → Schedule tab
2. Edit or delete the Monday slot
3. Add a new Wednesday slot
4. Save

All future planned lessons now follow the new pattern.

Cancelling a Lesson

Basic Cancellation

1. Click the lesson in your calendar
2. Click Cancel
3. Choose whether to charge the student's balance
4. Confirm

The lesson is marked as cancelled. Depending on your choice, the student's balance is either deducted (late cancellation fee) or left unchanged (timely cancellation).

When to Charge for Cancellation

Use this as a guide:

The charge amount is the student's lesson price — the same amount auto-charge would deduct for a completed lesson. For the bigger picture on cancellation policy, read Stop Losing Money on Lesson Cancellations.

Cancelling a Recurring Lesson Occurrence

Cancelling one occurrence of a recurring lesson doesn't affect the schedule:

1. Click the planned lesson
2. Cancel it (with or without charge)
3. Next week's lesson generates as usual

The recurring pattern continues uninterrupted. You're only cancelling this single occurrence.

What Students See

When you reschedule or cancel a lesson:

• The student receives a notification (in-app or email depending on their settings)
• Their portal schedule updates immediately
• If charged, the balance change appears in their payment history

Students don't need to take any action — the change is already applied.

Calendar After Changes

Your calendar reflects all changes immediately:

• Rescheduled lessons appear at the new time with the correct details
• Cancelled lessons show with a cancelled status (strikethrough and muted color)
• Recurring lessons continue generating at the original times for future weeks

In the week view, you can also drag and drop lessons to reschedule them visually.

Handling Multiple Cancellations

Holiday Week

If you need to cancel an entire week (vacation, national holiday):

1. Go to your calendar for that week
2. Cancel each planned lesson individually
3. Choose "no charge" for holiday cancellations

Next week's lessons generate normally.

Student Taking a Break

If a student is pausing for a few weeks:

1. Cancel their planned lessons for those weeks
2. The recurring schedule stays active — lessons resume when the weeks pass

For longer breaks (months), consider removing the schedule slots and re-adding them when the student returns. Or archive the student temporarily.

Conflict Detection

TeachersFlow warns you about conflicts when rescheduling:

• If the new time overlaps with another student's lesson → warning
• If the new time is outside your configured working hours → warning
• Cancelled lessons don't create conflicts

You can override warnings if needed, but they help prevent double bookings.

Tips

Use the week view for drag-and-drop rescheduling. It's faster than the dialog for simple time moves.

Always choose "charge" for true no-shows. This protects your income and reinforces your cancellation policy.

Don't delete — cancel. Deleted lessons disappear from history. Cancelled lessons stay in your records for tracking and analytics.

Get Started

Open TeachersFlow and try rescheduling a lesson. Click → Reschedule → pick a time → done.

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