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Booking requests from your public schedule
Booking requests let parents ask for a free slot on your public schedule. Nothing reaches your calendar on its own: every request waits for you to confirm it.
Turning it on
Booking requests are off until you switch them on, so sharing a schedule link never means accepting bookings by itself.
Open Settings, turn on the public schedule link, then switch on “Allow booking requests” underneath it. Organizations set this once for the whole team; solo practitioners have the same switch on their own settings page.
Switching it back off hides the booking form right away. Requests already under way keep working, so no parent is left holding a dead link.
How a request travels
Four steps: two on the parent's side, two on yours.
Parent picks a slot
They click free time on your schedule, choose a teacher and enter their email.
Parent confirms the email
We send a confirmation link. The request only moves once they open it.
You confirm
The request appears above your calendar. The time stays free until you accept.
Lesson is booked
The session lands on the calendar and the parent gets a confirmation email.
The teacher whose time was requested is emailed as soon as the parent confirms their address, so nothing depends on someone watching the dashboard.
Who can request a lesson
Only families you already have on file. When the address a parent enters matches a client's own email or their billing contact, we send the confirmation link. Any other address gets nothing.
The page never says which of the two happened
Whether the email matched or not, the parent sees the same message. That way the form cannot be used to test who is registered with you.
A client with no email on file cannot book
The match is exact: the parent has to enter the address you hold on the client record, either the client's own email or the billing contact. An empty email field, an old address, or a parent writing from a different mailbox all end the same way, with the same reassuring message on screen and no link in the inbox. Nothing on your side records the attempt, so if a family says the email never arrived, check the client's details first.
If one address covers several children (siblings sharing a parent's email), the confirmation link asks who the lesson is for. The parent can pick more than one child, and the booked lesson then carries each of them as an attendee.
Which times can be requested
Only free white space on the schedule: time inside the teacher's working hours with no lesson in it yet. Everything greyed out sits outside working hours and cannot be requested.
The lesson uses your default session length, and the start times offered follow it: with 40 minute lessons and a day starting at 09:00, a parent is offered 09:00, 09:40, 10:20 and so on, so requests land back to back instead of on odd half hours. Date and time stay editable in the form, and the list only offers starts where someone is actually free, so a parent who tapped the wrong row can fix it without hunting the grid again.
- Slots can be requested up to 120 days ahead.
- A requested slot is not held. It stays open to you and to other parents until someone confirms it.
- If the time passes before anyone acts, the request expires on its own.
Confirming and declining
Pending requests appear in a strip above the calendar, and the teacher gets an email as soon as the parent confirms their address.
Two people can answer a request: the teacher the slot was asked for, and an owner of the organization. Nobody else sees it, not even the other teachers on the team. Whichever of the two acts first settles it, so there is no second approval to wait for. Working on your own, every request is yours to answer.
Confirm
The lesson is created on the calendar and the parent is emailed. If the slot was taken in the meantime, the confirm is refused so you never double book.
Decline
The request is closed and the parent gets an email with a link back to your schedule to pick another time.
An owner answering on a teacher's behalf does not take the lesson over. It lands on the calendar assigned to the teacher who was asked for.
Nothing is ever accepted automatically. A request nobody answers simply expires once its time passes.
How the lesson is billed
A confirmed request becomes an ordinary session, so it follows your normal pricing. No fixed price is stored on it, which means it bills at the client's current default rate. If the child is on an active package, the lesson attaches to it and uses a credit like any other.
Good to know
- Confirmation links are valid for 48 hours. After that the parent can request the slot again.
- Requesting the same slot twice resends the same link instead of creating a second request.
- Each email address can have at most five requests waiting at once, so nobody's inbox can be flooded from your schedule page.
- Teachers' email addresses are never shown on the public page. Parents only ever see names.
- A booked request is a normal session: edit, move, cancel or delete it exactly as you would any other.
- Booking runs on the emails in your client list. Fill in a client's email or billing contact before you point that family at the schedule link.