Scheduling & logistics
Confirm lesson dates, reschedules, and tutor sick days
How to lock in lesson dates, run gentle reminders, and handle reschedules, sick days, and no-shows with ready-to-send scripts.
By MatchMax Team · 3 min read· Updated Oct 2026
Most tutoring problems are scheduling problems in disguise. This guide covers the full cycle: confirming dates, running gentle reminders, moving lessons when life happens, and what to do when you are sick or the student does not show up. The scripts are copy-paste ready.
Confirming dates
When a parent agrees a date and time in chat, message MatchMax Admin so the lesson is on the calendar. The chat agreement is the start; the calendar entry is the confirmation. Then confirm again the day before, so both sides walk into Lesson 1 knowing exactly when and where.
Gentle reminders and punctuality
- Prepare 10 minutes before every lesson, especially for in-home sessions where travel and setup eat time.
- Keep a consistent Zoom link and pin it in the chat, so nobody hunts for a link at lesson time.
- Send gentle reminders for the next lesson without nagging: a short message the day before is enough.
Last-minute reschedules
- If a parent asks to move a lesson, offer two make-up options promptly. Giving choices keeps momentum and shows flexibility.
- If you must move a lesson, give as much notice as you can. Families plan around your slot, and early notice keeps goodwill high.
Tutor sick days
Waking up sick is not a failure; leaving the family in silence is. Message the parent as early as you can, apologise once, and give them options rather than a flat cancellation. Use this script:
Good morning [Parent Name], I woke up with a fever/bad cough today and want to be careful not to pass anything on to [Student Name]. Could we either (A) run today's [Time] lesson on Zoom if you prefer not to break momentum, or (B) move our in-person lesson to [Option 1 Day/Time] or [Option 2 Day/Time]? Apologies for the sudden adjustment!
Offering a Zoom option first protects the student's momentum; the two make-up slots give the parent control. If you are too unwell to teach at all, say so plainly and prioritise the make-up date.
Student no-show
If the student does not show within 20 minutes of the start time, message the parent, then wait for a reply before releasing the slot. Two scripts cover the sequence:
Hi [Parent Name], we were booked for [Student Name]'s lesson at [Time] but I have not been able to reach anyone for 20 minutes. Are you still able to make it? If today is difficult, I can offer [Option 1 Day/Time] or [Option 2 Day/Time] as a make-up.
If there is still no reply after waiting, send one closing message and move on with your day:
Hi [Parent Name], I waited 20 minutes but could not reach anyone, so I will use the time for lesson prep and see you at our next scheduled slot. If you would still like a make-up this week, message me and we will find a time.
When a parent goes quiet
If a parent stops responding, follow up once, politely, and then ask MatchMax for help rather than chasing repeatedly. And a rule worth repeating: do not treat an unconfirmed booking as agreed. A slot exists only when the parent has confirmed it in chat and it is on the calendar.
For the first conversation that kicks off all of this scheduling, see Your first WhatsApp intro and lesson ground rules, and for logistics of getting to lessons or setting up online, see Travel and online setups.
Related guides
- Your first WhatsApp intro and lesson ground rules
- The 1.5-lesson admin fee and unlocking parent contact
- Post-lesson updates: the Rule of 3
- Travel and online setups
Still stuck? Email contact@matchmax.hk or message the MatchMax team on WhatsApp. — MatchMax Team
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