Private Lessons

Overview

Any Customer can book a private lesson (Reservation) with a Coach directly through the App.

Customers will see a unique tab at the bottom of the app called Lesson (can be renamed) and can book a Coach through this tab.

When a Customer is on the Lesson tab, they will see the different Club locations. If your Club only has one location, they will not see a location selection. After selecting a location, the Customer will see each Coach who is available to teach a Lesson at that location.

When the Customer selects a Coach they would like to a Lesson from, the Coach’s Profile remains at the top of the page, and their availability by date is below. Customers can click on the Coach’s Profile and read more about the Coach.

After the Coach is booked, the Reservation holder can split the cost of the Coach with other players (bill splitting with a Coach). Once a Customer completes the Reservation booking, the Coach will receive an email request from the system, stating a Customer has request to receive a lesson

If the Coach does not accept the invite for a private Lesson, the Customer will keep the booking and they will not be charged for the Coach.

The ability for a Coach to be booked by a Customer depends on the Coach’s Availability. If a Coach has set their Availability, any Customer can reserve time with the Coach.

Coaches Must Accept Invites

The Coach is responsible for accepting or declining the email invitation. If the Coach wants to accept the Lesson invitation, they can click on the link in the system email and accept. If the Coach wants to decline the Lesson invitation, they can click on the link in the system email and decline.

It’s important for the Coaches to accept or decline Customer invitations for Lessons because when a Coach does not interact with the email, the Customer will still have the Reservation booked and does not know the Coach has declined the invite.

When a Coach declines the Lesson invitation, the Customer receives an email saying the Coach did not accept.

If the invite is not accepted, the Coach's Status in the Reservation will remain as Pending.

Coach Payments for Lessons

A Customer reserves a court and adds a Coach to the Reservation. The flow of money is:

• Customer booking payment split between Coach and Club

For a Coach to be paid through the system:

• The Coach Payments must be enabled
• The Coach must complete their Payment Onboarding
• The Payouts and Splits must be set

Multiple Customers Booking a Coach

If a Customer would like to book a Coach and include others in the Lesson, the booking flow is the same as when a Customer books a Coach for themselves, except this time, they will need to select a number of participants. During the booking flow, there is an option to select the number of participants. Depending on how many Customers the Coach is willing to teach during a Reservation, the Customer will be able to choose how many other people can be included in this Reservation with a Coach.

If the Coach wants to include more people, they can edit their Coach Profile in the rates section (rates section of the Coach Profile).

Adding more Customers to a Lesson after it is booked

A Reservation Holder books a Lesson for two people, the Coach accepts, and the Reservation Holder later wants to bring two more people. When an Admin adds attendees to an existing Lesson from the Dashboard, the system does not add a charge to the Reservation. If the Coach charges a per-player rate, the Coach's payout stays at the amount from the original booking.

To add the attendees and pay the Coach for them, an Admin can:

1. Open the Reservation on the Overview page of the Dashboard and add the new attendees.
2. Charge the Reservation Holder the difference between the original Coach rate and the rate for the new participant count.
3. Open the Purchase tab of the Reservation and click + Transfer to send an ad-hoc transfer to the Coach for the added amount.

The + Transfer button only appears on the Purchase tab of a Reservation or Event that has a Coach attached.

Lessons from the Dashboard

The best way for a Coaching Lesson to be booked is by a Customer through the App.

If an Admin is trying to help a Customer, they can:

1. Create a Reservation on the Overview page on the desired day and time
2. Book the Reservation as Regular/Coaching
3. Select the Customer
4. Select the Coach
5. Go to the checkout
6. Ensure the Lesson is NOT Free
7. Complete the booking
8. Accept on the Coach's behalf

If payments from the Customer has already settled, meaning the Customer paid in Cash, or it is past the Reservation and the system has already captured a payment, adding a Coach to this Reservation will not lead to the Coach receiving any money from the Customer. The Reservation needs to be Pending in the Purchase tab of the side panel.

Booking with Credits

Customers can book a private Reservation lesson with a Coach using Credits ONLY IF an Owner has turned ON the toggle to Allow Credits for Coaching on the Venue page of the Dashboard.

For a Customer to book a Lesson with Credits, they can go through the normal booking flow, and the system will automatically apply the Credits in their Profile to the Coach’s rate. When a Customer books a Lesson with a Coach using Credits, they may want to split the bill with their friends if the private Lesson is for 2 or 3 people. The system can accommodate three different scenarios:

1. Reservation holder pays for the Coach with Credits and invites a friend to the Reservation who pays with a credit card (CC)
2. Reservation holder pays for Coach with Credits and invites a friend to the Reservation who pays with Credits
3. Reservation holder pays for a Coach using a CC and invites a friend to the Reservation who pays with Credits

If an Admin is booking a Lesson with a Coach on behalf of a Customer, they can book the Lesson and apply the Customer’s Credits to the cost of the Reservation (only available if the Customer has Credits in their Profile)

Discounts for Members

A unique perk your Club can provide to Members is the ability to discount the Coach rate for Memberships. When a Membership is given a Coach Rate Discount, all Customers who buy this Membership will receive the same discount when booking any Coach.

In an example:

• The rate for a Coach is $100 / hour

  • When a Non-member books a Coach, they pay $100 / hour for a Coach
• Membership A receives 10% discount on Coaching

  • Any Customer with "A Membership" will pay $90 / hour for a Coach
• Membership B receives 20% discount

  • All Customers with "B Membership" will pay $80 / hour for a Coach

If you would like to provide a discount to your Club’s Memberships for private lessons with a Coach, add it into the Membership's settings on the Membership page of the Dashboard.

The Membership page of the Dashboard is a feature in development.

FAQs

What happens when a Customer cancels a private Lesson?

• When a Customer cancels a Reservation with a Coach, the Coach will be notified of the cancellation through email.
• The availability that the Coach had during this time does not become open again, so the Coach will need to re-add this time to their Coach Profile if they want other Customers to have the option of booking them during this canceled time.

  • To learn more, read about Coach availability here.

Can a Customer use Credits for private Lessons?

• Not entirely, Credits cannot be used when booking a Reservation with a Coach.
• When a Customer tries to use Credits during the booking flow, the Credits will be applied to the Reservation and not the Coach.

Coach doesn't see the invite. Where is it?

If your Coach is having trouble accepting Reservation bookings, there are a few things to check:

Has the Coach opened their Weekly Availability to allow Customers to book a Lesson with them during the days and times when the Coach is having trouble?

• The Coach will set their Availability inside their Coach profile. If a Customer tries to book a Coach during a day or time when the Coach did not set free availability, the Customer will not be able to book the Coach.

Is the Coach on an Event at the same day and time?

• In the same way that the system will not allow Customers to book courts/tables at the same time as another Event or Reservation they are attending, the system also monitors the Reservations and Events the Coach is attending. If the Coach are attending another Reservation or Event, the PodPlay system will believe they are unavailable.

At which Location is the Customer booking their Reservation?

• For Customers, they will only be able to select this new Coach when booking their Reservation if they are booking a Reservation at the Location the Coach has specified in their Coach settings