“Learners” and “Reports”: who books with you, what they have left, and what the numbers say
Everyone who books with you or buys a pack becomes a row in “Learners”: their sessions, the last and the next, their credit, their attendance. The row opens their profile: what they were told in each session, their homework, and their credit in a ledger where nothing is erased, every move with its reason. When you need to make up a session or fix a mistake, you grant or adjust credit by hand — always with a written reason. Then “Reports”: numbers to act on, not decoration. In this lesson, Amina from Ouargla and her 4-session pack with Salim, Manal who runs his calendar, and Nesrine, a marketing coach, reading her reports. Both pages work the same for a fitness coach, a photographer or a language teacher.
- About 7 minutes
- 7 steps
Who can do it: Both pages open with “Own bookings” (the learners of your calendar and of the teacher you assist) or “All teachers' bookings”. Money (the “Paid” column and “Session revenue”) is shown to whoever gives the sessions, whoever manages the academy's bookings, and whoever has “View payments” — not to an assistant who only runs a calendar.
In 7 steps
- 1“Learners”: everyone who booked with you, with ready segments (credit ending soon, often absent, intro call with no booking…), search and sorting.
- 2The profile: call, WhatsApp or “Book a session”, their figures, the next session, and sessions and notes as they received them.
- 3“Credit”: each credit with its squares (used · booked · available) and its “Credit ledger”: every move with its reason, the balance being their sum.
- 4“Grant credit”: a service, a number of sessions, an optional expiry and a required reason, written under your name and sent to the learner.
Show all
- 5“Adjust credit”: add or take off with a reason, never below zero; expired credit is written off on its own by an “Expired” move.
- 6“Reports”: four numbers with their comparison, and “When your hours fill” with your best hours and an empty hour worth closing.
- 7Below: revenue by service, why they cancel, where bookings come from, and unused credit counted as owed, not earned.
Before you start
- Some first bookings: both pages fill with what happens in your calendar.
- A pack or a paid session, to watch credit at work (the “Packs and subscriptions” lesson).
- Open hours in “Your hours”: that's what your booked time is measured against.
- Step 1 of 7
“Learners”: everyone who booked with you, in one list
One row per learner, with what you need to act: the last and next session, credit, attendance, tags.
- Ready segments“Credit ending soon” (within 14 days), “Often absent”, “Intro call, no booking”, “Abroad”, “New”.
- Two clocks for abroadTheir city and time difference, and their next session in your time then “… their time”.
- Money for those allowedThe “Paid” column and the “Paid the most” sort only show for whoever gives the sessions or manages money.
TipThe “Intro call, no booking” segment is this week's call list: people who came to an intro call with Nesrine and didn't book a paid session afterwards.
All the details
“Learners” is in the People and numbers group. Its header counts: “38 learners · 9 with a session this week · 3 outside Algeria”, and the “Add a learner with a booking” button opens a manual booking in the “Calendar”. Below are the segments with their counts: “All”, “Session coming up”, “Credit ending soon” (credit expiring within 14 days), “Often absent” (attendance under 70% over at least 5 finished sessions), “Intro call, no booking” (an intro call, then no paid session), “Abroad” and “New” (no paid session yet). Then the search “Search by name, phone or email…”, “All services” and the sort list: “Most recent activity”, “Next session first”, “By name”, “Most sessions”, “Most credit”, “Paid the most”. The desktop columns: “Learner” (their wilaya, or their city and time difference when abroad), “Sessions”, “Last · next” (“waiting for your answer” for a request), “Credit” in sessions (orange when it ends soon), “Attendance” and “Tags”: “Course student”, “Abroad”, “Often absent”, “New” — computed, never typed. On a phone each row becomes a name with the next session under it. Someone who booked without an account shows as “Guest”, known by their phone number.
On screenLearnersAdd a learner with a bookingAllSession coming upCredit ending soonOften absentIntro call, no bookingAbroadNewAll servicesMost recent activityAttendanceTagsHeads-upIn a school that hides students' contacts from its teachers, the teacher reads “Phone and email are hidden by the school's rules.” and searches by name only.
- Step 2 of 7
The learner's profile: how to reach them, and what reached them from you
The row opens the profile beside the list on a computer, and as a bottom sheet on a phone.
- Reach them first“Call”, “WhatsApp message” and “Book a session”, which opens a manual booking in their name.
- As they received itEach session with its state, the summary they got and “Homework: 2 of 3”.
- Your own notes“Your private notes” in a locked box: “The learner doesn't see them.”
TipThe profile opens from the address (?p=…), so you can keep a link to the profile of a learner you follow every week.
All the details
Manal opens Amina's row and her profile shows: her name, and under it “Ouargla · Course student · With you since 2 September”. Then the buttons a profile is opened for on a phone: “Call”, “WhatsApp message” and “Book a session”. Four figures: “Sessions attended”, “Attendance” (attended ÷ (attended + absent) over finished sessions, with “1 absence” under it if any), “Credit”, and “Paid” for whoever may see money — Manal doesn't. Then “Next session” with its time and kind, which opens the booking card. Next, “Sessions and notes as they received them”: each session with its state (“Attended”, “No-show” or “Over, attendance not marked”), which credit paid for it, the summary published for it, “Homework: 2 of 3”, the cancel reason if any, and “100% returned as credit by the policy”. Then “Your private notes” (“The learner doesn't see them.”) and “Also”: their weekly slot if they have one, their waitlists and what they bought (“Bought 4-session pack · 23 September” with the amount).
On screenCallWhatsApp messageBook a sessionSessions attendedAttendanceNext sessionSessions and notes as they received themYour private notesAlso - Step 3 of 7
“Credit”: each pack with its squares, and a ledger where nothing is erased
Credit isn't a number someone types: it's the sum of moves, each with its date, its reason and who made it.
- Used · booked · availableA square per session: what was given, what is booked but not given yet, and what is left to book.
- Seven movesPurchase, session, returned as credit, granted by hand, manual adjustment, expired, withdrawn.
- Nothing is erasedA mistake is fixed by a new move with its reason; the ledger stays whole.
TipA booked session is taken off the credit when it is booked, not on the day of the session. If Amina cancels it 24 hours before, a whole session comes back with a “Returned as credit” move; 6 hours before, half comes back, under the default policy.
All the details
In the “Credit” part of the profile there's a card for each live credit. Amina's pack: “4-session pack”, under it “Salim · Valid until 23 October · Purchase”, and at the end “2 sessions”. Then the squares: “Used 1 · booked 1 · available 2”. Under it, “Credit ledger (5)” opens on the moves in order, each with its sessions (+4, −1…), its name, its reason if one was written, its date and who made it: “Purchase” when she paid for the pack, “Session 8 October (#B-1012)” for each session she booked, “Returned as credit” when she cancelled within the notice, “Granted by hand” and “Manual adjustment” with their reasons, “Expired” on the day what's left runs out, and “Withdrawn”. At the very bottom, “Balance now”: the sum of all of it — never typed by hand, never below zero. Where the credit came from is written on the card: “Purchase”, “Granted”, “Back after a cancel”, “Gift”, “Subscription” or “Old system”. Finished credits are folded at the bottom under their count (“1 past credit”).
On screenCreditCredit ledger (5)PurchaseReturned as creditGranted by handManual adjustmentExpiredWithdrawnBalance nowBack after a cancel - Step 4 of 7
“Grant credit”: a make-up or a gift, with a written reason
A session where the call dropped, or a gift for a hard-working student: grant it from the profile in seconds, and the reason stays.
- The reason is requiredIt's written in the ledger under your name, and the learner sees it next to their credit.
- Optional expiryWith no date the credit never expires; with a date, two years at most.
- They're notified“Credit added”, with the minutes and the service.
TipSelling sessions for cash to a learner who pays you in hand? Grant them the credit with a clear reason (“Paid 9,000 DZD in cash on 13 October”), so the trace stays in their ledger.
All the details
Amina's session on 11 October lost a quarter of an hour to a dropped call, and Salim wants to make it up. Manal opens her profile and, under “Credit”, clicks “Grant credit”, which opens “Grant credit by hand”: “For the service” (the timed services on calendars you work: “Private review session”), “With” when the service has several teachers, “Sessions” (from half a session to 20, in “session × 60 min”), “Valid until (optional)” and “Reason”: “Required. Written in the ledger under your name; the learner sees it next to their credit.”. She writes “Making up for the dropped call on 11 October”, then “Grant 1”. She reads “Credit added and written in the ledger”, a new credit card appears with the origin “Granted”, and Amina gets “Credit added”. She books with it just as with her pack, and the grant is also written in the academy's audit log.
On screenGrant creditGrant credit by handFor the serviceWithSessionsValid until (optional)ReasonGrant 1Credit added and written in the ledgerHeads-upCredit needs an account: the profile of someone who booked without one says “Booked without an account: credit needs an account with the academy.”. And no credit is granted for a “Work review”, which has no time.
- Step 5 of 7
“Adjust credit”, expiry, and credit not used yet
A correction is a new move with its reason, and expired credit is written off on its own when the day comes.
- Add or take offBy half a session or more, with a reason written in the ledger; credit never goes below zero.
- On the expiry dayWhat's still available is written off with an “Expired” move; sessions already booked with it stay.
- Owed, not earnedCredit sold and not used is money you received for time you haven't given yet.
TipA pack added twice by mistake? Don't look for a delete button: “Take off” its number of sessions with the reason “Added twice by mistake”, and the ledger stays honest.
All the details
Under each live credit there's an “Adjust credit” button: “Direction” (“Add” or “Take off”), “Sessions”, “Reason (written in the ledger)”, then “Record the adjustment”. You can't take off more than is left: “Credit can't go below zero.”. Every adjustment reads in the ledger as “Manual adjustment — “the reason”” under its author's name; an addition is sent to the learner. As for expiry: every credit has an expiry date or “No expiry”. A pack takes its validity from its settings; credit returned after a cancel, or made from a payment that arrived too late, is valid for 180 days. On the day it expires, what's still available is written off with an “Expired” move, and sessions already booked with it keep their times. Hence the “Credit ending soon” segment: Amina has two sessions expiring in 10 days, and a reminder from you now beats two lost sessions. And what's sold but not used isn't revenue: “Home” shows the paid sessions not yet used, and “Reports” has a line saying it's owed, becoming revenue the day the session is given.
On screenAdjust creditDirectionAddTake offReason (written in the ledger)Record the adjustmentCredit can't go below zero.No expiryCredit ending soonHeads-upIf a pack is refunded from its order in the store, its unused minutes go, and the sessions already booked with it stay.
- Step 6 of 7
“Reports”: four numbers, and when your hours fill
A month, 3 months or a year so far, each number compared with the same length just before.
- Your open time bookedBooked hours out of your open hours in “Your hours”, and the change in points.
- Intro → paidHow many intro calls became a paid session or a pack.
- The week's mapSeven days × the hours from 09:00 to 23:00, Algiers time.
TipNo numbers before bookings start: you read “No numbers yet” and an “Open your hours” button. Booked time is measured against your open hours, so with none open you read “No open hours in this period”.
All the details
“Reports” is in “People and numbers”. Its header gives the chosen period (“October so far · compared with the same length just before”) and the “Month” / “3 months” / “Year” switch; whoever manages more than one calendar also sees “All calendars” to pick one teacher's. Four numbers: “Session revenue” with “↑ 12% vs the previous period” (whoever can't see money sees “Sessions given” instead); “Your open time booked”: “31 h of 48 h open” and the change in points; “Intro → paid session”: 33% for Nesrine, with “12 calls · 10 came · 4 paid”; and “No-shows · late cancels” with both rates, “2 no-shows and 1 late cancels over 41 sessions” and a small six-month line. Then “When your hours fill”: seven days across the hours from 09:00 to 23:00, each cell darker the fuller it is (“Empty”, “Full”, “Closed” for what isn't in your hours). Beside it, “Your best hours” (“Tuesday 19:00–20:00 · Full 4 of 4 weeks”) and an almost empty hour: “Sunday 09:00 stays almost empty: 10% over 4 weeks. Close it, or move the hour to a time that fills.”, with the “Open “Your hours”” button.
On screenReportsMonth3 monthsYearAll calendarsSession revenueSessions givenYour open time bookedIntro → paid sessionNo-shows · late cancelsWhen your hours fillYour best hours - Step 7 of 7
Revenue by service, cancels, where bookings come from, and what's owed
Three small charts drawn to scale, then a line that separates what you collected from what you earned.
- Revenue as collectedSessions and packs paid through the store and in cash, less refunds; a pack on the day it's bought.
- In their words“Why they cancel”: the reasons learners wrote when they cancelled.
- Where they came fromBooking page, student portal, course page, landing page, by hand…
TipNesrine read that half her bookings come from “Course page”: the card on her course page sells her sessions better than her ads, so she added its link to every lesson.
All the details
Under the map there are three columns. “Revenue by service”: each service with its amount and share, a pack under its own name (“Pack · 4-session pack”), and under it “A pack counts the day it is bought, not the day its sessions are used.”. Revenue is what was paid through the store (card, receipt, paying from abroad) and collected in cash, less what was given back. “Why they cancel”: the number of cancels and their reasons as learners wrote them, “No reason given” for those who wrote none, and under it “5 of them before the cut-off, returned in full as credit.”. “Where bookings come from”: “Booking page”, “Student portal”, “By hand”, “Landing page”, “Store”, “Weekly slot”, “Waitlist”, “Course page”… with each one's count and share. Finally, the line on what's owed: “Credit sold and not used yet: 27,000 DZD (≈ 12 sessions), and paid sessions to come: 6 (14,500 DZD). This is owed, not earned: it becomes revenue the day the session is given.”, with “4,500 DZD of it expires within 30 days.”.
On screenRevenue by serviceWhy they cancelNo reason givenWhere bookings come fromBooking pageStudent portalCourse pageHeads-up“Session revenue” is money collected, not what a teacher in a school is owed: each teacher's share and the school's commission are under “Money” in the school's bookings and in their statement.
After this lesson
- Sell a packSession packs, the monthly plan and how long they're valid: the “Packs and subscriptions” lesson.
- Fill your empty hoursClose what doesn't fill and open what's asked for: the “Your hours” lesson.
- Money you pay backCancels, where the money goes, and “Refunds”: the “Requests” lesson.
- In a schoolA session counts for whoever gave it, the school's commission, credit as owed: the “Bookings in the school” lesson.
Questions
Why can't I grant credit to this learner?
For one of two reasons: a booking without an account (“Booked without an account: credit needs an account with the academy.”), or no timed service on a calendar you work (“No timed service on a calendar you work to grant credit for.”). A “Work review” can't carry credit because it has no time.
Can I delete a wrong move from the ledger?
No. Nothing is erased from the ledger. Fix it with “Adjust credit”: “Add” or “Take off” the sessions, with a reason written under your name. The balance now is the sum of every move.
What happens when credit expires?
What's still available is written off with an “Expired” move, and sessions already booked with it keep their times. Fourteen days before, its holder shows in the “Credit ending soon” segment.
Why doesn't my assistant see the “Paid” column or “Session revenue”?
Because money is shown only to whoever gives the sessions, whoever manages the academy's bookings, and whoever has “View payments”. An assistant who runs a teacher's calendar sees learners, credit and attendance without the money, and sees “Sessions given” instead of revenue.
How is “Attendance” worked out?
Over finished sessions: attended ÷ (attended + no-show). The “Often absent” tag is added on its own when attendance falls below 70% over at least 5 finished sessions.
When does a pack count in “Session revenue”?
On the day it's bought, not the day its sessions are used — that's the day you collected the money. What isn't used yet shows in the line on what's owed at the bottom of the reports: it becomes real revenue the day the session is given.
Do packs sold in the store and on landing pages land in this ledger?
Yes. Any credit, whether sold on the booking page, in the store or on a landing page, becomes a credit card in the learner's profile, with the origin “Purchase” and its own ledger.