Booking and scheduling
A calendar thatleaves you timeto get there.
A lesson starts at a student’s house and the next one is across town. copilotBC leaves room for the drive in between.
One week
A week you can pick up and move.
Day, week, month and a plain list. Your working hours are shaded in. Your time off is shaded out.
That time overlaps another lesson and would double-book.
This lands inside your 15-minute gap after another lesson. Move it anyway?
CancelMove anywaySet anything up to 8 hours.
- On a computer, drag a lesson to another day, or drag its lower edge to lengthen it. The fee follows, and you can edit it before you save.
- On a phone, a lesson opens a sheet with its next free times, one tap each, or a full reschedule.
- A double-booking shows in red on the calendar and in the list.
- A signed-off lesson is locked.
A double-booking is refused. A tight turnaround asks you first.
When it falls through
A fee that knows how much notice you got.
Set up to eight notice bands. When you cancel, copilotBC fills in the fee that applies, and you can waive it.
- 48 hrs or more notice: No charge.
- 24 hrs notice: 50% of the lesson.
- 12 hrs notice: The full lesson price.
- Under 12 hrs notice: The full lesson price.
Charge something different from a last-minute cancel, or leave it as your top band.
Moving a confirmed lesson with less than 12 hrs notice can carry its own charge.
A band charges a dollar amount, a percentage, or the full lesson price.
On a package lesson, a full-price fee spends the credit. A dollar or percentage fee is billed and the credit goes back.
Or write it yourself
If your policy does not fit a table, write it in your own words and type the amount when you cancel.
Either way, your policy prints on the pre-training disclosure students sign, and shows in their portal.
Same time next week
Book a run of lessons in one go.
Weekly or every two weeks, up to 26 lessons in one booking. Each one reads as 3 of 8, and you can cancel one or the rest of the series.
Before it books, it checks every date for overlaps, time off, days you do not work and a passed licence expiry. Then it asks once.
Your booking link
Let them pick a time, or keep the last word.
Pick one of three modes for your booking page.
What a student is shownYour working hours, minus booked lessons and time off, each padded by your gap. Your limits apply on top.
- Notice required24 hours
- Book up to60 days ahead
- Lessons per student per day1 a day
- Gap between lessons15 minutes
One link, or a QR code
Put it on your website or a business card. A new student signs up, signs their enrolment paperwork on their phone, and lands on your list.
Somebody rings instead
Hold the slot while you are on the phone and send them the link, which lasts 14 days. An unanswered request lets its slot go after 24 hours but stays in your list.
More than one car
Open an instructor. See their week.
A school owner buys seats, invites each instructor with a join link, and can open any instructor to see their students and lessons.
- Your business details, your prices, your policies and your disclosure are set once and apply to everyone on the team.
- The vehicle list is shared, so a car has one insurance date whoever is driving it.
- Records made under the school stay readable by the school after an instructor leaves.
Read-only, on purpose
An owner cannot edit a lesson another instructor signed. The name on a record stays the person who taught it.
What there is not
There is no dispatch board or routing by area. Each instructor keeps their own calendar.
The rest of it
Rules you set once. Jobs you stop doing.
Your rules
- Working hours, per weekday
- Students pick any start on a grid, or only whole blocks, so your day does not break into gaps.
- Minimum notice and booking horizon
- How close to the hour someone can book, and how far ahead the calendar opens.
- Daily cap per student
- One student cannot fill your week.
- Time off
- Block a date range and it leaves the booking page at once, for everyone.
- Unpaid-balance check
- A student who owes you sees the balance when they book. Turn the setting on and they must confirm it before the booking goes through.
- Lesson length by your pricing
- Price by tier and students choose from the lengths you sell. Price hourly or flat and they pick any length on a 15-minute grid that fits your day.
After the booking
- Reschedules that update everything
- Either side can move a lesson. The reminder follows, the old slot reopens and the new one locks.
- Cancellation fees, stated up front
- The student sees your fee and notice window before they confirm. A fee you charge counts as income.
- Paid before or after, your call
- Card link after the lesson, a package up front, or cash. Paid status and balance update either way.
- One parent login, every kid
- A parent with two teenagers learning gets one account and switches between them.
- From booking to lesson record
- The lesson you book is the one you teach, mark and print as a student training record based on MVAR 27.06.
Questions about online booking
- Do my students need to download an app?
- No. The student and parent portal opens in any browser, with no app store.
- Can two students grab the same slot at once?
- No. An instant booking claims the slot on the server before the lesson is created. A second attempt is told the slot was just taken.
- What if I am out of signal when someone books?
- The booking is saved on the server and waits for you. Your schedule, checklist and lesson notes work offline and sync later.
- Can I still book a lesson for a student myself?
- Yes. Self-serve booking is optional, and you can always add a lesson yourself.
- Does taking a booking start the paperwork?
- Yes. A booked lesson already holds its student, time, length and fee.
Google Calendar
Busy in Google, closed to students.
Connect Google Calendar in Settings. Every ten minutes copilotBC reads your main calendar’s busy times, never event titles, and students cannot book them. It writes nothing to Google.
And the reminders
Switched on per device.
- A push before your next lesson, at the lead time you pick.
- A good-morning summary of the day’s lessons, weekdays only.
- An alert the moment a student books or asks, even with the app closed.
- Students, and a guardian on file, get their own reminder by push and email.
- An email to the student when you confirm a lesson, and when you cancel one.
Booking and records, one app.
A booked lesson carries its pickup address and fee into the record you keep for six years.