Correcting Attendance After the Fact
You can change or clear an attendance record at any time — the system will undo the original billing effects and apply the new ones. How much freedom you have depends on the state of the invoice linked to that lesson. Dr
When You Might Need to Correct Attendance
Corrections happen for many reasons: you marked the wrong student, applied the wrong status, recorded attendance for a lesson that was later rescheduled, or realised after the fact that a student had given notice you weren't aware of. The system supports changes at any point, subject to billing protection.
How to Correct Attendance
Go to the same surface where you originally marked attendance — the lessons list, the calendar, the student detail page, or the dashboard — and select a different status from the dropdown. You can also clear attendance entirely by selecting the "unmark" or blank option.
The system processes the change immediately:
- The original attendance outcome is replaced
- Any billing effects of the original status are reversed
- The billing effects of the new status are applied
Billing Effects of Corrections
Lesson-Pack Credits
If the original status was billable and a lesson-pack credit was consumed:
- Changing to a non-billable status restores the credit to the pack. The credit becomes available again and is delinked from the lesson record.
- The pack balance is updated immediately.
If the original status was non-billable and you change to a billable status:
- A lesson-pack credit is consumed, exactly as it would have been if you'd marked billable status originally.
PAYG Invoice Lines
If the original status was billable and a PAYG invoice line was created:
- Changing to a non-billable status removes the line from the draft invoice (if the invoice is still in draft).
- If the invoice has been sent or paid, see the billing protection rules below.
If the original status was non-billable and you change to a billable status:
- A PAYG invoice line is created or added to the existing draft.
Makeup Credits
If the original status created a makeup credit:
- Changing to a status that does not create a credit removes the makeup credit.
- If a makeup lesson has already been scheduled against the credit, you cannot make this change until the makeup is resolved first.
If the original status did not create a makeup credit and you change to one that does:
- A makeup credit is created immediately.
Billing Protection Rules
How much you can do depends on the invoice state:
No invoice (calendar-based, monthly, term, or unmarked PAYG) — you can change or clear attendance freely. No invoice protection applies.
Draft invoice — you can change attendance and the draft invoice will be updated to reflect the new outcome. Review the draft before sending to confirm it's correct.
Sent invoice — the invoice's charges are locked. You cannot make an attendance change that would alter its line items until the invoice is voided. Its due date can still be edited separately while the invoice is sent or overdue. To correct the charges:
- Void the invoice — see Voiding an Invoice
- Correct the attendance record
- Regenerate or manually amend the invoice as needed
Paid invoice — attendance cannot be changed in a way that would affect the invoice. The record is protected. If a correction is genuinely needed, contact your billing records manually and note the discrepancy — the system will not allow automatic changes to the record at this point.
Clearing Attendance Entirely
Clearing attendance (removing any status) returns the lesson to its unmarked state when the system allows it. All billing effects of the original status are reversed:
- Any consumed lesson-pack credit is restored
- Any PAYG draft invoice line is removed (if invoice is in draft)
- Any makeup credit created by the original status is removed
However, clearing attendance is not always available. In particular, if the lesson is linked to a sent or paid invoice, the system can block clearing attendance altogether until the invoice is dealt with appropriately.
For the full explanation of when attendance changes are blocked — including clearing attendance — see Attendance Changes and Invoice Protection.
Clearing Attendance on Group Lessons
For group lessons, clearing or changing attendance is done per participant. You can correct one participant's record without affecting the others. Each participant's billing and makeup credit effects are handled independently.