Use this when... a lead or prospective family is ready to book a trial lesson and you need to connect the enquiry, student, tutor, schedule, and follow-up process.

Before you start... check the lead details, student subject and level, parent availability, tutor suitability, trial price, location, and any safeguarding or learning information already provided.

Start from Leads so the trial stays connected to the original enquiry.

A trial lesson is both an operational session and a sales milestone. It should be scheduled clearly enough for the tutor to deliver it, and tracked clearly enough for the admin team to follow up afterwards.

If you treat a trial as an informal note, conversion reporting becomes unreliable. If you treat it as a normal recurring lesson too early, the family may be billed or scheduled incorrectly. Keep the trial distinct until the family confirms they want to continue.

Open the lead and check subject, level, availability, preferred format, parent contact details, and any message history. Confirm whether the family has already spoken to someone on your team.

Review tutor subject fit, availability, location, compliance status, and workload. If the trial is for a student with specific support needs, check whether the tutor is appropriate before offering the slot.

Check tutor suitability before confirming a trial with the parent.

Open Scheduling and create the session with the correct student or lead context, tutor, date, time, duration, location or online link, and trial status if available. Add any delivery notes the tutor needs without over-sharing sensitive information.

Create the trial as a scheduled session so attendance and follow-up are visible.

Send the parent the date, time, format, tutor name if appropriate, price, cancellation expectation, and what happens after the trial. Send the tutor the learner context they need to teach the session well.

After the trial, record attendance, lesson outcome, parent feedback, tutor feedback, and next step. If the family converts, create the normal student, assignment, and recurring lesson process. If they do not convert, record the reason where useful.

The trial does not appear in the schedule: check filters, date, branch, tutor, and whether it was created as a lead activity instead of a session.

The parent wants to reschedule: update the session and lead notes, then notify the tutor.

The trial converted but no regular lessons exist: create the student assignment and recurring schedule as the next step.

Follow up quickly after the trial, ideally while the parent still remembers the lesson clearly. Ask for feedback, explain the recommended next step, and confirm whether they want to continue. If the tutor has feedback, collect it before contacting the parent where possible.

When the family says yes, convert the lead into the right ongoing records. Check that the student, parent, tutor, billing arrangement, schedule, and reporting expectations are all set up. Do not leave the converted family only in the leads pipeline.

If the family decides not to continue, record the reason if known. Useful reasons include price, timing, tutor fit, subject fit, no response, or chose another provider. This helps future growth reporting and campaign decisions.

Review trial outcomes periodically. Look at how many trials convert, which tutors convert well, which subjects create the most enquiries, and where families drop out. Use this to improve enquiry forms, tutor matching, response times, and trial follow-up wording.

Before closing the trial task, check that the parent has received a follow-up, the tutor has recorded their view, the lead stage is current, and the next action has an owner.

After a successful trial, move the lead to the right stage, confirm the regular tutor assignment, and set up recurring lessons, billing, and reporting expectations.