The problem
A lesson takes a text, a punch card and a spreadsheet.
The member texts the coach. The coach checks a calendar. Someone has to remember to block a bay. The punch card sits in a wallet, and the coach's pay gets worked out when the month closes. Each handoff is a chance to double-book a bay or pay a coach the wrong amount.
How it works
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The purple block is a lesson. It sits on the same bay calendar as every member booking, so it can't overlap one.
Book a lesson and the bay and coach are both reserved.
One booking reserves the coach and the bay together. Neither can be booked twice, even when two people try at the same moment.
Coaches set their weekly availability and their time off. Members only see slots that are free.
What if two people try to book the same lesson at the same time?
One gets it. The lesson reserves the coach and the bay together, so the other person can't book either.
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12 packs of 5 lessons sold at $390: $4,680 collected before the first lesson is taught.
The punch card becomes a lesson pack.
A lesson pack is a number of lessons, a price and an expiry, 180 days by default. Each pack belongs to one coach. Using a lesson from a pack doesn't charge the member again, and the holder can share the pack with one friend.
Multi-week programs work the same way. Members book a seat, a waitlist opens when a program fills, and attendance is tracked for each member.
How many lessons does a member have left?
The remaining count sits on the member's record, next to the pack.
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Three coaches, $723.25 owed, and the oldest unpaid lesson is 9 days old. Nothing to calculate.
Coach pay works itself out.
Each coach is paid either a flat fee per lesson or a percentage of it. When a lesson is completed, what the coach earned is recorded at their rate that day. Change a rate in March and February's earnings stay as they were.
Marking a coach paid asks for a payment reference and posts the expense to your books in the same step.
How much is each coach owed at month end?
Each coach's pending earnings and their oldest unpaid lesson, on one screen. Nothing to calculate at month end.
What goes away
Five things you stop doing by hand.
- Calls and texts to book a lesson members book from the coach's availability
- A paper punch card lesson packs with an expiry
- A clinic schedule on a whiteboard programs with a waitlist
- A handwritten note about a missed lesson refund, credit or fee, on the record
- A commission spreadsheet and month-end pay maths earnings recorded as each lesson completes
Straight answer
Where coaching stops.
Payouts are recorded, not sent. Marking a coach paid records a payment you already made by e-Transfer, EFT or cheque. HawthornHQ does not move the money to the coach.
Lesson templates and plans have no per-person permissions. Anyone with coaching access can create lesson templates and custom plans for members. You can't limit that to specific people today.
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