Reporting Absences in Individual Lessons

Participants in individual courses can report absences through the Client Panel in two ways — depending on your school's settings and the course billing type.

Reschedule request

The participant reports their absence and simultaneously submits a request for the school to find a new lesson slot. You can then move the lesson in the Calendar or decline the request.

How to enable

Before enabling this option, make sure you have the Reporting Absences and Making Up Lessons feature active — you can find it in Settings → General → Additional features.

Go to Settings → Making up for absences. Enable Self-reporting absences in individual lessons and check Report absence with a request for reschedule.

Settings screen showing the options for individual lesson absence reporting

For participants to see available time slots, the instructor must have their availability configured. See the Setting Instructor Availability article for details.

Handling requests

When a participant reports an absence, they see available time slots for their instructor. The system shows slots where the instructor has no other lessons, is marked as available, and there is no break scheduled for that day. The participant selects a specific slot and submits the request.

When a request comes in, you receive a notification and it appears under Pending sign-ups → Reschedule class requests.

Reschedule class requests tab showing a pending request

You can see which lesson the request refers to, the time slot proposed by the participant, and any comment they added. Each request has an Actions button with two options:

• Confirm the time — approves the proposed slot. You can change the room if needed.

• Cancel with refund — declines the request and cancels the payment for that lesson. Available only when the course uses price-per-class billing. The participant is notified by email.

You can also reschedule the lesson manually in the Calendar — the system will show a note about the participant's request, and once you save the change it will automatically close the request.

Lesson shown in grey with a special icon in the calendar indicating it is awaiting rescheduling

Lessons awaiting rescheduling are shown in grey with a special icon in the Calendar.

Limits

To configure the default time limit for a valid reschedule request and the default number of allowed requests in individual courses, go to Settings → Making up for absences.

In the Individual lesson absence reporting rules section you can set the time window within which a request must be submitted to be considered valid.

If the participant submits within that window, the request is sent to the school. Otherwise, the participant is informed they missed the deadline and can only report their absence for that lesson without a reschedule request.

The default number of requests is used when creating new individual courses — each new course will allow the number of requests defined in Settings. Once a participant uses up all their requests for a course, they will be notified when attempting to submit another one and will only be able to report their absence going forward.

The request limit can be edited for each individual course during creation or at any later point.

Individual course settings showing the field for editing the reschedule request limit

Letting instructors handle requests

Instructors can also manage reschedule requests — if you give them permission. Go to Settings → Users → Instructor account settings and toggle the switch to Yes.

Instructor account settings with the toggle for managing reschedule requests enabled

Once enabled, instructors gain access to a new Reschedule class requests tab in their panel. They receive a notification for every new request and can accept it by moving the lesson to a new slot in the Calendar.

Instructor panel with the Reschedule class requests tab showing pending student requests

After the instructor makes a decision, the participant receives an email and a notification in their Client Panel, and you receive a notification in the manager panel.

Manager panel notification about the instructor's decision on a reschedule request

Billing cancellation

The participant reports their absence through the Client Panel — if they do so within the time limit and have not exceeded their allowance, the system automatically cancels the payment for that lesson.

This option only works when the course uses price-per-class billing. With other billing types, the payment will not be cancelled.

How to enable

Go to Settings → Making up for absences. Enable Self-reporting absences in individual lessons and select Billing cancellation.

Time and count limits are configured in the same section — Individual lesson absence reporting rules.