Recording Lesson Cancellations

This page highlights the differences in behaviour when the log adapts to the option chosen in the 'Nature' drop down.

Log

The log adapts to the option chosen in the 'Nature' drop down.

For 'Lesson Cancellation' requests the fields will be shown and behave as follows:

Record Contact Log - Lesson Cancellation - Desktop

Record Contact Log - Lesson Cancellation - Desktop

  1. Nature - in this case 'Lesson Cancellation'.
  2. Who - a selector allowing you find and choose an existing pupil.
  3. Contacting Party Email Address (optional) - automatically populated when you select a pupil in the 'Who' section above. Will be used by the 'Messages' tab to automatically populate some fields. 
  4. Contacting Party Mobile Number (optional) - automatically populated when you select a pupil in the 'Who' section above.  

Messages

When you set a log's nature to 'Lesson Cancellation', switch to the 'Messages' tab and choose to enter a confirmation message, a body for the message will be automatically inserted.

Contact Log - Confirmation Message Toggle - Desktop

Contact Log - Confirmation Message Toggle - Desktop

You can also manually insert this template using the 'Use A Pre-defined Template' link below the body text editor. See Pre-defined Template Popup for more details.

This message will automatically populate some replacement tokens from...

Information entered on the 'Log' tab (if present):

  • {customername} - populated from the Who field, if entered.

Information from your school's profile:

  • {schoolname} - populated with your school's name.
  • {schooltelephone} - populated with your school's phone number.
  • {schoolemail} - populated with your school's email address.

Information from your profile:

  • {adminname} - your name.

Information from cancellations to lesson bookings made after saving the log, upon return to the log:

  • {bookingdetails} - a simple summary of lesson booking cancellations made as part of handling this contact. See Save Log & Cancel Lessons for more details.

View the current system default message template to see how the replacement tokens are used in the context of the message.

If you are a School Admin user you can override this template, see Changing Email & Text Message Templates for details. You should select the category 'Contact Log Message Templates' to find these templates easily.

Save Log & Cancel Lessons

When you set a log's nature to 'Lesson Booking', you will be presented with multiple 'Save' options:

Record Contact Log - Lesson Cancellation - Save Buttons - Desktop

Record Contact Log - Lesson Cancellation - Save Buttons - Desktop

  • 'Save & Cancel Lesson' - this will save the log and take you to the diary view as detailed below. No confirmation message will be sent at this point.
  • 'Save' or 'Save & Send Confirmation' - Saves the log as normal. You will lose your chance to associate lesson cancellations with this log.

If you choose the 'Save & Cancel Lesson' option you will be taken to the diary. The view will be pre-loaded to show the diary for the pupil's instructor.

Record Contact Log - Lesson Cancellation - Diary - Desktop

Record Contact Log - Lesson Cancellation - Diary - Desktop

Any cancellations made for the pupil from this view whilst the log is still 'In Progress' will be added to the 'Change History' of the contact log.

Use the 'return to contact log' link to open the log, allowing you to send a confirmation message and change the status of the log to 'Complete'. You will be able to use the message template functionality to automatically insert lesson booking cancellation details into the confirmation message. See Messages for more details.