Term enrolment without a spreadsheet
Most learning centres enrol a child for the term in a spreadsheet, then book them into each lesson by hand, or not at all. The spreadsheet knows who is enrolled, the diary knows who is coming, and nobody notices when the two disagree.
The fix is to make the enrolment the booking. Give the group a timetable, enrol the child once between two days, and let the diary hold their seat in every lesson.
A timetable for each group
A group is a class with a number of places, a teacher, a room, a weekday and an hour. Its lessons open about four months ahead and are topped up as the weeks pass, so the diary always shows the term. A parent can still book a single trial lesson from your link, like any other session.
Enrol once, seated every week
An enrolment asks for the group, the child and the first day, and the last day if there is one. Every lesson in between gets the child’s seat. A lesson that is already full is skipped and listed, never squeezed in, and the email that confirms the place names those dates.
The enrolment is the booking. Nothing is copied from a spreadsheet into the diary, because there is no spreadsheet.
When the term does not go to plan
A child away for two weeks has the place paused: their seats in those lessons go back to the group, and the place carries on afterwards. A child who moves up a level is transferred: the new group starts on the day you choose, the old one ends the day before, and whatever pays for the place moves with it. A child who leaves has the place ended, and the seats after that day are given back.
- A timetable per group, opened months ahead.
- One enrolment per child, with a seat in every lesson.
- Pause, transfer or end — one action each.
Paid per place
Each place is paid on its own: by a pack of lessons that counts down in the register, or by a monthly fee whose invoice is emailed to the parent each month with a link to pay through your own gateway. One email and one text confirm the place.
One thing to know: a group that meets twice a week is two timetables, and the child is enrolled in both. One pack of lessons can pay for both places; a monthly fee goes on one of them.