Approve or decline a private session request

Where requests show up

When a member requests a session, the studio and the teacher get an e-mail with a link to the admin. There are no one-click approval links in e-mails. In the admin:

• Today shows Waiting for you with the number of private session requests to approve.
• Private sessions lists requests under To approve, soonest deadline on top, with the time left. Upcoming and Past hold the rest.

Private sessions are on Starter and up. On a smaller plan, requests made before the change can still be approved, declined and managed.

To send these e-mails to more people, open Settings, Private session settings and add addresses under E-mails to the studio.

Approve

Open the request. Under Approvals you see the Studio side and the teacher’s side, each Waiting, Approved or Declined.

• The owner, an admin or front desk selects Approve for the studio.
• The assigned teacher signs in with their own login and selects Approve as teacher.
• If one person holds both roles (an owner who is also the teacher), Approve as studio and teacher records both at once.
• Approve with changes lets the studio pick another free room, or, when elastudio assigns teachers, another free teacher who teaches this session type. That teacher then approves their side.
• A teacher with no login cannot approve. The studio ticks Also approve for the teacher and writes How you confirmed with the teacher, for example “confirmed with Ana by phone”.

When both sides have approved, the saved card is charged and the member gets the confirmation.

Decline

Select Decline and, if you like, write a Message to the member. The request ends for both sides, the time is freed and nothing is charged. There are no counter offers: to suggest another time, say so in the message and the member requests again.

Deadlines and problems

• Approve or decline before the deadline shown on the request (12 hours after the request by default). After that it expires and nothing is charged.
• If the time is no longer free (a day off was added, a Google busy time appeared, the room was blocked), the approval is refused. Decline the request or move it.
• If the card is declined or the bank asks to confirm, the member gets a link to pay. The time stays held until the payment window ends (24 hours by default). Unpaid by then, the request ends.

Note: If elastudio could not read the teacher’s Google Calendar, the request warns you. Check with the teacher before you approve.