Use this when…
Use this guide when you need to schedule a lesson, review upcoming sessions, understand session statuses, or work out why a lesson has not moved into reports or billing as expected.
Before you start…
You need the student, tutor, subject, date, time, lesson length, delivery mode, and price or billing arrangement. Check that the tutor and student records exist and are active. If the lesson repeats, decide whether you need a recurring series instead of one individual session.
Understand the session lifecycle
A session begins as scheduled. After the lesson, an admin or tutor records the outcome: attended, no-show, late cancel, excused, tutor-cancelled, or another status your organisation uses. That outcome affects lesson reports, billing, parent communication, analytics, and sometimes tutor payment.
Create the session
Open Scheduling and choose the relevant date or session view. Add the student, tutor, subject, start time, duration, location or online provider, and notes. If your organisation uses branches or services, make sure those fields are correct before saving.
Use recurring series for repeated lessons
For weekly or repeating tuition, create a recurring series rather than manually duplicating sessions. Series make it easier to manage future lessons consistently. If the pattern changes later, update future sessions carefully and preserve historical records.
Review the session drawer
The session drawer or detail view is where admins review participants, timing, attendance, reporting, billing, and messages linked to the lesson. Use this view when a parent asks about a specific lesson or when the team needs to understand what happened.
Record attendance promptly
Attendance is more than a label. It tells TuitionFlow whether the lesson happened and how downstream workflows should treat it. Record attendance as soon as possible after the lesson. If billing depends on attendance, do not issue final invoices until attendance has been saved and rechecked.
Common mistakes
Creating one-off sessions for a long-running weekly student instead of a recurring series.
Leaving completed lessons as scheduled, which can block reports, invoices, and analytics.
Changing old sessions instead of editing only future occurrences.
Using notes for important billing or safeguarding decisions that should be tracked in the proper workflow.
Troubleshooting
If a session does not appear, check date range, tutor filter, student status, and branch context. If the tutor cannot see a session, confirm the session is assigned to their tutor record. If billing does not pick up a lesson, confirm the attendance outcome, billing settings, and invoice filters.
Expected outcome
Each session should clearly show who is teaching, who is learning, when it happens, what happened afterwards, and whether follow-up work such as reports or billing is needed.