When a Teacher Is Away or the Studio Is Closed

Use these steps for a sick day, a vacation, a holiday or a snow day. Do them for each teacher who is away, or for each teacher who teaches on a day the studio is closed. This guide gives the steps in order. For the detail of an override, see Setting Availability; for one cancel, see Managing Lessons. To stop lessons for a whole season, see Taking a Summer Break.

Steps

Block booking. Open the teacher's availability and click Add Override. For one day, choose One date and leave Available on this day off. For several days, choose Repeating, set the Start Date and End Date, and select the weekdays under Repeat On. Add a Reason if you want.

Families cannot book the teacher on those days. Booked lessons stay: the Repeating summary tells you how many booked lessons the dates affect, and "Saving will not cancel or move them." Owners and admins open another teacher's availability from Studio Settings, Team, the pencil in the Availability column. See Setting Availability.
Cancel the booked lessons. On the Calendar, click each lesson on those days and choose Cancel Lesson. For a recurring lesson, choose This lesson only. The other choice, This and all future lessons, cancels the rest of the series. To clear a whole day, cancel each lesson on that day.

For a teacher's absence or a studio closure, choose the reason Teacher cancellation. The family then gets a makeup credit by default, and on a package plan the family keeps the prepaid lesson. Every other reason, Weather and Illness too, counts as a student cancel and follows your cancellation policy: the family can lose the credit, and inside the notice period a package lesson is used up. The dialog shows the result before you confirm, and the Issue makeup credit switch lets you change the credit. Each family gets a cancellation notice. See Managing Lessons.
Use a substitute. A lesson keeps the teacher it was made with. To have another teacher cover it:
- Cancel the lesson with This lesson only and the reason Teacher cancellation, as in step 2. Turn off Issue makeup credit, because the student still gets the lesson.
- Click Schedule Lesson and make a one-time lesson for the same student, date and time, with the substitute as Teacher. Under Billing, choose the same plan as the original lesson.
The substitute can open the lesson and write its note. The family gets a cancellation notice for the original lesson, so tell them that a substitute teaches it.
Cancel group classes. On the class page, click Cancel, choose a reason and add notes if you want. For a class of a repeating series, choose This class only. The class stays in the list as Cancelled, and its page shows your reason. Enrolled families get a notice. A cancelled class is not billed and gives no makeup credits. See Group Lessons and Repeating Group Classes.
Tell families. For a studio closure, also send one group message with the dates and what happens to the lessons. See Group Messages.