Every time you save a lesson, drag one to a new time, or a family books an open slot, LessonLoop runs a conflict check first. It looks across your whole studio — not just the teacher in front of you — so a single booking can’t quietly collide with a closure, another lesson, or a busy block in someone’s calendar.
What gets checked
On every save, drag and family booking, LessonLoop checks the proposed time against:
- Closure dates — days your studio is closed.
- Teacher availability — the hours a teacher has marked as working.
- Teacher time-off — booked leave or blocked periods.
- Teacher lesson overlap — the same teacher already booked at that time, including a configurable travel buffer so back-to-back lessons at different locations leave time to get there.
- Room double-booking — the same room booked twice over.
- Student double-booking — the same student in two places at once.
- External Google Calendar busy blocks — events on a connected calendar, so personal commitments are respected too.
Errors versus warnings
Not every clash is equal, so LessonLoop sorts them into two kinds:
| Type | What it means | What happens |
|---|---|---|
| Error | A hard conflict — e.g. a room or student double-booked. | Blocks saving until you change the time, room or person. |
| Warning | A softer clash worth a second look — e.g. brushing a teacher’s availability edge. | Lets you save once you acknowledge it. |
A closure date sits in whichever column you choose. By default it’s an error that blocks saving, but you can switch it to a warning — turn off Block scheduling lessons on closure dates in Settings → Organisation and a closure becomes a softer clash you can save past once you acknowledge it.
Good to know Errors are protective, not pedantic — they only stop the bookings that would genuinely break your timetable. Warnings trust your judgement: confirm, and the lesson saves.
Where the inputs live
The checks are only as good as the information behind them. These all feed the clash engine:
- Closure dates and your scheduling defaults live in Settings → Organisation.
- Teacher availability and time-off — everyone sets their own weekly hours and time off at Settings → Profile → “Teaching availability”, including a solo owner teaching alone. In a studio with a team, owners and admins can also manage anyone’s from People → Teachers. See set your teaching availability.
- Google Calendar busy blocks come from a connected calendar — see Connect Google Calendar.
Keep these current and the calendar quietly does the rest: clashes are caught the moment you book, not discovered on the day.
Was this out of date or unclear? Tell us — we keep these guides matched to the live app.