Schedule recurring lesson series
Use this when... a student or group has a regular weekly, fortnightly, or custom lesson pattern and you want TuitionFlow to create the future sessions consistently.
Before you start... confirm the student or group, assigned tutor, start date, lesson length, recurrence pattern, location or online link, price, cancellation rules, and any planned breaks such as school holidays.
Use Scheduling when creating a recurring series so future lessons are visible in one place.
Why recurring series matter
Recurring lessons reduce admin work, but they also multiply mistakes if the setup is wrong. A tutor, time, price, or student error on a recurring series can affect many future lessons. Take a moment to check the pattern before publishing or saving it.
Step 1: Start from Scheduling
Open Teaching or Scheduling and choose the option to create a lesson or session series. Select the student, family, group, or class first, then choose the assigned tutor.
Expected outcome: the draft lesson contains the right learner and tutor before you choose repetition rules.
Step 2: Set the time, duration, and format
Choose the start date, start time, end time or duration, and whether the lesson is online, in person, or another delivery format. If the lesson is in person, include the branch, room, or location details your team needs.
Step 3: Choose the recurrence pattern
Select how often the lesson repeats. Common patterns include weekly on the same day, fortnightly, or a custom selection of weekdays. Set an end date or number of occurrences if the arrangement has a known end point.
Expected outcome: TuitionFlow can generate the future lessons without needing each one to be entered manually.
Step 4: Review billing and attendance implications
Check whether the series will feed invoices, payment collection, attendance tracking, tutor pay, or reports. If your billing depends on attendance, cancellation rules, or credits, make sure the series reflects the correct policy before the first invoice is issued.
Check billing policies before relying on a recurring series for invoices or payment collection.
Step 5: Save and inspect the generated sessions
After saving, return to the schedule and inspect the next few lessons. Check the tutor, student, time, recurrence interval, status, and any holiday gaps or exceptions.
Expected outcome: the upcoming sessions match the agreement with the family and the availability agreed with the tutor.
Common mistakes
Creating a series before the tutor match is confirmed. This creates cleanup work if the tutor changes before the first lesson.
Using the wrong start date. A series that starts one week early may create billable sessions by mistake.
Forgetting school holidays. Add exceptions or review future dates if your business pauses during breaks.
Changing only one lesson when the whole pattern changed. Decide whether edits apply to a single occurrence or the future series.
Troubleshooting
Future lessons did not appear: check the recurrence end date, number of occurrences, filters, and selected branch or tutor.
A tutor is double-booked: open the conflicting date in Scheduling, confirm the overlap, and decide whether to move one occurrence or change the whole series.
The family was billed for the wrong number of lessons: compare invoice lines with the session list, then correct attendance, cancellations, credits, or invoice drafts before sending more payment requests.
Series review checklist
Before you consider the series finished, inspect at least the next three generated sessions. Check that the weekday, time, tutor, student, subject, lesson length, and location are consistent. If your organisation uses branches or rooms, confirm those are set too, because branch filters and room clashes can make a lesson look missing when it is actually filed somewhere else.
Check the first date after a planned break, holiday, or half-term. Many scheduling mistakes appear around pauses in normal teaching. If the series should skip those dates, add exceptions now rather than correcting attendance or billing later.
When to edit one lesson versus the series
Edit a single lesson when the change is temporary: a one-off time change, replacement room, cover tutor, or exceptional cancellation. Edit the series when the ongoing agreement has changed: new weekly time, permanent tutor change, different lesson length, or a new recurring location.
When changing the series, tell the tutor and parent what changed and from which date. This is especially important when the old and new patterns overlap for a short period.
Next actions
After the series is correct, notify the parent and tutor, then review the first lesson after it happens so attendance, reports, and billing are flowing as expected.