Private lessons

A private lesson is a booking on a staff resource, a coach. Activity Messenger has no separate private lesson system. Clients and staff book lessons with booking packages, and the lessons then appear on the coach's calendar. The Private lessons page is the coach's day list: who is coming, at what time, who has arrived, and who still has a form to fill.

Before you start

Bookings must be on. Classes › Private lessons appears when your organization has the Bookings module. If you do not see it, ask support to enable Bookings.
Create a staff resource for each coach. Coaches appear on the page only when their resource is a staff resource linked to a user who has access to your organization. See Resources (locations and staff).
Create a booking package. The package sets what the lesson is called, how long it lasts, which coaches can be booked and what it costs. See Set up resources and booking packages.

How lessons are booked and priced

A client books a package on your Microsite and picks a time with a coach.
Staff book on behalf of a client from Today › Availability, or from the + menu of the Private lessons page. See Manage daily bookings and availability.

The price comes from the booking package, in its Pricing/schedule tab. The Private lessons page itself shows no prices. The invoice is a normal booking invoice. You can open it by clicking the row.

Open the day list

Open Classes › Private lessons. The page shows the lessons of one day.

Date. Use the arrows to move one day, or click the date to pick another day. The page opens on today.
Tags. Choose a coach tag to select all the coaches that carry it.
Staff. The coaches shown. It reads, for example, "3 coaches". All coaches are selected at the start.
Search opens the booking search window.
Availability opens the Availability window, where staff can make a booking for a client. It is shown to people who can own bookings.
+ creates a Booking, an Invoice or a Closure. Invoice and Closure are for owners, administrators and attendants. See Close resources with a booking closure.

Each row of the table is one lesson, sorted by time. The columns are:

Staff, when more than one coach is selected.
Time.
Participant: the name, followed by the package and the booking type. Below it, the attendance note.
Account owner, with email and mobile for people who can see client contact information.
A status button.
Form filled, when the form filter is on.

Click a row to open its invoice. People who cannot own bookings see You do not have the proper permission. When a lesson has no invoice, the booking opens instead.

Mark who has arrived

The status button on the right of each row shows ? until you set a status. Press it to change: Present, then Absent, then back to ?. Its tooltip reads Press to change. If the package or your organization defines its own tracking statuses, the button cycles through those instead.

Add an attendance note

Click the edit icon below the participant's name to open Attendance note. Write the note and save. The note shows on the page and on printouts.

Message the participants

Click Message all (N) to write to everyone listed. Tick rows first to write to only those participants. The button then reads Message (N). Staff with the no-messaging permission do not see it.

Print or use full screen

Refresh reloads the list. Print prints the page in landscape, and Full screen shows the list full screen, for example on a front desk display. Both are shown on larger screens only.

Track a form per lesson

Use this when each participant must have filled a form, such as a waiver.

Click ⋮ and choose Allow tracking who has or has not filled a form.
In the Form field, choose the form. Links to Respondents, Form and QR code appear.
A Form filled column is added. It shows Yes with the date when a matching response exists, No when none exists, and ? when responses exist but none matches the participant's name or email closely enough.
Click the action in the cell: Modify a response, Fill the form in another tab for this client, or Details to review the possible responses.

Choose a default coach tag

When you filter by a coach tag, click ⋮ › Use the current coach tag by default so the page always opens on that group. Clear the default coach tag removes it. The form filter and the default tag are saved for the whole organization.

Where private lessons appear

Today and the Bookings calendar. A lesson is a reservation on the coach's resource. It takes the colour of its booking type. See Calendar colours and views.
Staff calendar. Bookings on a staff resource linked to a user appear with classes and events. See Staff calendar.
Reports. Open E-Commerce › Reports and choose Private lessons under Classes to review booked lessons, scheduled hours and billed totals by coach. The report counts scheduled time, not the status set on this page. See Classes reports.

Private lessons for player bookings

Some organizations also use the Allow private lesson option in the Players tab of a booking package that asks for players. It lets a client choose a coach from a coach list and has its own billing settings. It is a separate module that support enables. Contact support if you need it.

Settings reference

Setting	Where	Default	Effect
Bookings module	Classes menu	Off	Shows Classes › Private lessons. Support enables it.
Staff resource	E-Commerce › Resources	None	A staff resource linked to a user is a coach on this page.
Tags	Private lessons page	None	Selects all coaches that carry the tag.
Staff	Private lessons page	All coaches	The coaches whose lessons are listed.
Allow tracking who has or has not filled a form	Private lessons page › ⋮	Off	Shows the Form filled column. Saved for the organization.
Form	Private lessons page, shown when tracking is on	None	The form whose responses are matched to participants.
Use the current coach tag by default	Private lessons page › ⋮	None	Opens the page on that coach tag.
Attendance note	Private lessons page, edit icon	Empty	A note on the lesson.
Status button	Private lessons page	?	Cycles through Present, Absent and no status.

Common questions

Why does a coach not appear in Staff? The coach's resource must be a staff resource linked to a user with access to your organization. See Resources (locations and staff).

Where do I set the price of a lesson? In the booking package, under Pricing/schedule. The Private lessons page shows no prices.

Does the status button change what the report shows? No. The Private lessons report counts booked and scheduled time, not Present or Absent.

Why do I not see Invoice or Closure in the + menu? Only owners, administrators and attendants see them. People who can own bookings see Booking.

Why does clicking a row say I do not have the proper permission? Opening the invoice needs the permission to own bookings.

Can I show several coaches at once? Yes. Choose a coach tag, or pick several coaches under Staff. The Staff column then names the coach on each row.

Can I print the day list? Yes, with Print on a larger screen. It prints in landscape.