Lessons Section Overview

The Lessons section in the sidebar is the central calendar of the equestrian center. From here you can schedule lessons, manage weekly recurrences, view the agenda in list, week, or month mode, and configure each individual lesson.

List View

The List view is the default screen of the Lessons section. It displays all scheduled lessons in chronological order:

• Lesson calendar: the counter at the top shows how many lessons are listed — only future ones, or past ones too when the «Show past» toggle is on.
• "Show past" toggle: enables or disables the display of past lessons.
• View selector: the three buttons List, Week and Month let you switch the view.
• "+ New Lesson" button: opens the new lesson creation form.

Each single-lesson row shows:

• Lesson title: the date (e.g. "Friday 01/08/2026").
• Time and instructor: the time slot and the assigned instructor's name.
• Level: the level badge (e.g. "Advanced", "Beginner", "Intermediate").
• Horses badge: the badge with the horse icon and the number of horses assigned to the lesson.
• Students badge: the badge with the participants icon and the number of enrolled students.

Recurring lessons do not appear one by one: the whole series takes a single row, headed by the recurrence name (e.g. "Every Saturday"), the time, the instructor, the level badge, the label with the number of future lessons and a chevron. That row has no horse/student badges and no ⚙️ icon: clicking it opens the list of occurrences, and those behave like single lessons.

Clicking the ⚙️ icon on the right of a single lesson — or of an occurrence inside an expanded series — opens a context menu with three options:

• View profile — opens the full lesson card.
• Edit — opens the edit form for that one lesson, even when it belongs to a series.
• Delete — deletes that one lesson, with confirmation. Careful: from here the occurrence is genuinely removed, not cancelled, and if it falls within the 14 days the system keeps filled it will be recreated on the next run. To act on the series, use the lesson card (see «Editing an existing lesson»).

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Creating a new lesson

To schedule a new lesson:

1. Click + New Lesson at the top right.
2. Fill in the required fields:
   • Date — select a date from the calendar.
   • Start Time and End Time — set the time slot.
   • Level — choose one of the levels configured for your centre in Settings (e.g. Beginner, Intermediate, Advanced).
   • Instructor — select the instructor from the dropdown. Only active staff members allowed to teach lessons are listed; anyone unavailable on the chosen day is greyed out and cannot be picked, and changing the date clears an instructor who has become unavailable.
   • Arena — choose the arena or riding area (e.g. Round Pen, Main Arena).
   • Max Participants — the maximum number of students allowed. Choosing an arena that has a capacity set overwrites this value with the arena's capacity.
   • Lesson price (€) — required: it is what members without an active lesson plan pay. Enter 0 for a free lesson. Leaving it empty is not allowed, and a lesson with no price cannot take anyone who has no plan.
3. Configure the advanced options:
   • Self-enrollment — if enabled, members can self-enroll from the Member Portal.
   • Repeat weekly — if enabled, activates weekly recurrence and displays the required Repeat until field (to select the end date). The series stays valid until that date, but the calendar is not filled in straight away: saving creates the first two occurrences, and the system adds the following ones as they get closer (see «Recurring Lessons and Fixed Participants»).
4. Click Save.

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Recurring Lessons and Fixed Participants

Recurring lessons (created with the Repeat weekly toggle) support a fixed participant roster:

• Fixed participants are automatically enrolled in each new occurrence generated by the system.
• Each fixed participant can have a preferred horse assigned, which is automatically set for the lesson.
• The system generates future lessons with a 14-day horizon, maintaining a maximum of 2 future occurrences per recurrence.

Single (non-recurring) lessons do not support fixed participants: participants are added manually by the admin or self-enroll from the Member Portal if auto-enrollment is enabled.

Note: the enrollment mode is driven by a single control, the Self-enrollment switch in the lesson form: off, only the administrator manages the roster; on, students can enroll from the portal.

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Editing an existing lesson

To edit a scheduled lesson:

1. From the list, click the ⚙️ icon on the desired lesson.
2. Select Edit.
3. In the edit form you can update all fields: date, time, level, instructor, arena, max participants, and price. On a lesson that has already ended the date and times stay locked; the other fields can still be changed. Saving is refused if the new time slot puts the same instructor, or the same arena, on two overlapping lessons, or if the instructor does not work on the chosen day.
4. The Self-enrollment toggle lets you enable or disable self-enrollment from the portal. The recurrence options are not there: Repeat weekly and Repeat until only appear when creating a lesson.
5. Click Save to confirm the changes.

If the lesson belongs to a recurring series, the route you take changes the result. From the list you always edit that one occurrence, with no further question. If instead you open the lesson card and use the Edit Lesson Details button, before the form you get «Edit recurring lesson» with three choices: This lesson only, This and future lessons, All lessons in the series. Likewise the card's Delete button asks Only this lesson or Entire series — and in that case the lessons are marked as cancelled (those already held stay in the archive) and the series is deactivated, whereas deleting from the list genuinely removes the row.

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Month View

The Month view shows the monthly calendar with all lessons distributed across the days:

• Each day displays the scheduled lessons with time, level in bold, and horse/student badges.
• The current day is highlighted with a blue circle.
• The < and > buttons allow navigation between months, and the Today button returns to the current month.
• Days with multiple lessons stack them vertically; the day cell has a fixed height, so beyond the first few you scroll inside the cell.

This view is ideal for getting an overview of the entire monthly schedule and verifying lesson distribution across the week.

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Week View

The Week view shows the weekly calendar with vertical time slots. The grid covers all 24 hours and starts at 07:00: the hours after midnight sit at the bottom of the column, so no lesson is left out.

• Each column represents a day of the week.
• Lessons are displayed as colored blocks in their corresponding time slot.
• The block color depends on the level: the system assigns each level one of ten colors by itself. It is stable over time, but you cannot choose it and it is not necessarily the same at another centre.
• Each block shows the level name and the time; the instructor, the arena and the badges with the horse and student count only appear when the block is large enough, so they are omitted on short lessons and on overlapping (side-by-side) ones.
• The current day is highlighted in the header with a blue circle.

This view is perfect for planning and verifying daily instructor and arena availability.

Tip: you do not have to hunt for overlaps. The system refuses to save a lesson that puts the same instructor, or the same arena, on two time slots that overlap (back-to-back lessons — 09:00-10:00 and 10:00-11:00 — are fine). The Week view is there to read how busy the day is and where the gaps are.

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Instructor Compensation

The lessons of the month assigned to an instructor are counted toward their compensation.

• If the instructor has a Per lesson compensation frequency, the system counts the lessons assigned to them in the month and multiplies by the agreed amount.
• If the instructor has a Monthly compensation, lessons do not affect the amount.
• Careful: the count does not exclude cancelled lessons. What decides is how the lesson left the calendar, not whether it was single or recurring: if it was cancelled from the card (choice «Only this lesson» or «Entire series») the row stays in the archive and keeps counting toward the «Per lesson» compensation; if it was deleted from the list with ⚙️ → Delete the row is removed, and then it does disappear from the count.

Note: the count is dynamic — there is no manual counter to update. The total is recalculated every time the system regenerates the month's compensations: when the «Payables» list is opened, and in the automatic nightly run.

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Enrollment and Cancellation

Students can enroll in and withdraw from lessons, but with some important rules:

• 24-hour rule: a student cannot withdraw from a lesson if there are fewer than 24 hours until the start time. The system blocks the request with an error message.
• Admin removal: an administrator can always remove a participant, without time restrictions.
• Already paid lesson: if the charge linked to the participation has already been collected, even in part, removal is blocked.
• Package refund: if the student was covered by a prepaid package, the unit is automatically refunded (the remaining lessons counter is incremented by 1).
• Max participants: each lesson has a maximum number of participants (default: 4, configurable). If the lesson is full, enrollment is refused — for the admin too.
• Double booking in the same slot: a student already enrolled in another overlapping lesson cannot enroll, neither from the portal nor by the admin's hand.
• Past, cancelled or closed lesson: from the portal you cannot enroll in a lesson that has already started, nor in a cancelled one, nor in one with self-enrollment switched off.
• Medical certificate: an expired or missing certificate does not block enrollment. The system records it and shows a warning — the choice is to always warn, never stop.

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Coverage and Subscriptions

When a student enrolls in a lesson, the system automatically determines how the participation will be covered, following this priority waterfall:

1. Subscription — if the student has an active subscription with weekly lessons still available, the lesson is covered at no additional cost.
2. Prepaid package — if the subscription does not cover (or does not exist), the system looks for a package with remaining units and deducts one.
3. Pay-per-lesson — if no packages are available, a charge is generated at the locked price of the pay-per-lesson plan.
4. Uncovered — if the student has no active plan, a charge is generated at the lesson price, described as a "Drop-in lesson".