Riders, no-shows, and completing a lesson
Open a lesson to manage its roster, then mark it complete and decide rider by rider who is billed, who spends a credit, and who rides free.
Opening a lesson - from the Lessons tab or the Calendar - shows its roster: who is riding, what each will be charged, and what has already been paid.
Managing the roster
- Add rider (Add riders in the app) puts clients, or the riders on their profiles, into the lesson while there is room and it hasn’t been completed. You can’t add someone twice, and you can’t go past the lesson’s capacity. On a repeating lesson, turn on Every week to book them into every week from this one until you end it.
- No-show marks a rider who didn’t turn up. They stay on the roster reading “Didn’t show”, and your barn’s no-show policy decides what happens to their money. Charge them uses a lesson credit if they have one, and otherwise puts the lesson on their next invoice. Don’t charge them gives back any credit they booked with. With Ask each time, you choose when you mark them. A card payment taken at booking is kept either way, and the rider is left out of the billing when you complete the lesson.
- Remove takes a rider off the lesson and frees their spot. They’re emailed, a lesson credit they booked with comes back, and a card payment is settled by your cancellation policy, as a lesson credit or a refund. Where they were given a credit, Refund to card on their row refunds the card instead. Before the lesson starts, remove a rider who can’t come; No-show appears once it has started.
- Where the barn supplies the horse (the lesson type is set to “The barn provides a horse” or “Either”), select Assign horse on a rider, or Change horse to swap. Each horse shows how many lessons it already has that day. A horse that’s marked off, or already in another lesson at that time, can’t be picked, and one at its daily limit asks first: Add anyway or Pick another horse. You can also pick each rider’s horse as you add them.
- Move sends one rider to another time of the same lesson type, for someone who can’t make this one but can make another. Full times are shown but can’t be picked. Their booking moves and what they paid goes with it, so there’s no new charge and no refund, and they’re emailed the new time.
- A rider who asked to move to another time of this lesson shows “Reschedule request” on the roster when the lesson type needs your approval. Approve move moves them - and what they paid - to the new time, if it still has room; Decline move keeps them here and lets them know. A lesson type that doesn’t need approval moves them straight away, and you get a “Lesson rescheduled” notification.
- A rider booked every week has an Every week badge. End weekly stops it, Starting with this lesson or After this lesson, and the weeks after are cancelled with no charge.
- Each rider’s line shows whether they’ve said they’re coming: “Confirmed” or “Not confirmed yet”. If they told you another way, by text or at the barn, select Mark confirmed; Undo takes it off.
- Once the lesson has started, Feedback on a rider (Add feedback in the app) lets you write what went well and what to work on next time. With the send switch on, they get it by email the first time you save it; later edits update what they see in Stables without another email. Feedback also shows on the client’s Lessons & Credits tab.
Completing the lesson
Select Mark Complete (Mark Complete & Bill in the app). The Complete lesson dialog lists every rider still in the lesson who hasn’t already paid, and offers each one a choice:
- Use credit - offered only when that rider holds lesson credits at your barn. It spends one and shows how many are left.
- Bill (Pending charge in the app) - the rider’s price goes to Pending Charges, ready for their next invoice.
- No charge - completed, nothing billed.
The confirm button summarizes what will happen, like “Use credit for 2 · Bill 1 rider · 1 no charge”, and the message afterwards says how many credits were used, how many pending charges were added, and which invoice they’ll go on.
Riders who already paid aren’t listed
Someone who paid by card when booking, or whose lesson was already covered by a credit, is left off the completion dialog. There is nothing left to decide for them.
Cancelling a lesson
To call off a lesson, open it and choose Cancel lesson from its ⋯ menu, then confirm. In the app, select Cancel Event on the lesson; for a repeating lesson, choose Just this one, This and all future or The whole series. Every rider’s booking is cancelled with it: each rider is emailed, lesson credits come back, and card payments are settled by your cancellation policy. Restoring the lesson later won’t rebook anyone.
A lesson nobody is booked into can’t be marked complete, so cancel it instead. To drop just one person, Remove that rider.
Charges raised here behave like any other pending charge - see Creating and sending invoices.