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Klahaya Member Portal Docs

Private Lessons

Private lessons are one-off, individually priced lessons booked by the club rather than through programs and sessions. Both admins and front-desk staff can book them.

Booking a Private Lesson

Section titled “Booking a Private Lesson”
  1. Go to Admin panel > Private Lessons and click Book private lesson
  2. Choose Member family or Non-member (guest):
    • Member: search under Family by name, account ID or member number, then pick the Member (roster members and login-holders), or choose Someone else (type a name) and enter a Member name
    • Guest: fill in Guest details — Student name, Email (receives the confirmation and receipt) and Phone (optional)
  3. Set the Lesson date & time (optional) — leave blank to book without a scheduled time — and the Instructor (optional)
  4. Enter the Price (USD); a live tax breakdown shows below it. The price must be greater than zero.
  5. Pick a Payment option and click the booking button

Payment Options

Section titled “Payment Options”
  • Charge card on file — charges the family’s saved card immediately (Book & charge). Unavailable when “This family has no card on file.”
  • Charge via reader — prompts the paired terminal; for member families the card is also saved on file (Book & charge on reader). Shows “Waiting for the family to tap…” with Cancel tap.
  • Issue invoice — holds the lesson and emails a Stripe-hosted pay link; the booking is pending until paid (Book & issue invoice)

Guests can only pay on the reader — the station must be paired to a terminal, and invoices are member-only.

The family (or guest) receives a Private lesson confirmed email plus a receipt, or a Private lesson invoice email with the pay link. Members also see the lesson in an Upcoming Private Lessons card on their Lessons page.

Managing Private Lessons

Section titled “Managing Private Lessons”

The list has Upcoming, Past, Cancelled and All tabs and a search box (Search family, member, or instructor). Rows show the student, family and account number (guests are marked “(Guest)” with their contact details), the schedule or Not scheduled, the instructor, the total with tax, and a Paid / Invoiced — awaiting payment / Cancelled badge.

  • Open invoice — opens the hosted Stripe invoice for a pending booking
  • Edit — change the Lesson date & time and Instructor. Price and member can’t be edited — cancel and rebook (with a refund) to change those.
  • Cancel — enter a Reason and click Cancel lesson. Cancelling a pending invoice voids it in Stripe. Cancelling a paid lesson does not refund it — use the transactions page for refunds.