How to Manage Make-Up Lessons at your Music School

Perhaps one of the most frustrating aspects of teaching music is the large number of cancellations and requests for make-up lessons. While most music teachers almost always have a make-up policy, that doesn’t always solve the problem.

As a music teacher, you know the cost of private lessons. Parents can expect to pay $300 or more for just instrument-rental fees and other costs alone. And that’s before adding in classes and instructor fees. So understandably, parents and students often request make-up lessons for missed sessions.

Make-up lessons present a scheduling conflict for music teachers, forcing them to extend their teaching timelines beyond the end of the semester. They sometimes also extend into the teachers’ personal time.

Some instructors often draw the line and offer no make-up lessons. However, that poses its own set of problems, one of which is client churn. But on the other hand, if the instructor offers class credits, that would translate into lost income.

So, what can you do?

Stick to your Music Lesson Policy

Whatever your policy is for missed lessons, stick to it. While that’s easy to say, sometimes unexpected situations come up, especially when something unforeseen happens to a dedicated student. On the other hand, there are other times when students can take advantage of your compassion and leniency.

If your policy is no make-up lessons, stick with that. If your policy is that you only offer make-up lessons for specific situations, be sure you don’t slide on that rule.

As passionate as you are for your students, you need to be as equally passionate about your business as well as yours and your staff’s well-being.

Sliding your schedule or giving credits again and again to the same set of clients will wear on you. And it will most certainly affect your income.

When it comes down to it, while some students may complain if they don’t get a free-class credit or a make-up session, you have to stand your ground.

In Defense of No Make-Up Lessons

A good number of music teachers have a “no make-up lesson” policy. They simply don’t offer them unless they’re the ones who cancel the lesson.

Canceled Lessons still means Work for You

The reasoning is simple. When a student signs up for a music lesson, you reserve that time for them. Regardless of the reason they need to cancel, it’s a huge hassle to put a different student in that slot for a single lesson, especially last minute.

Additionally, whether or not your student cancels, you’ve already put in time preparing for their lesson. You’ve created the curriculum, lesson plans, worksheets, etc. And that is time you put in on behalf of them, which is part of what they pay for. And sometimes, you may have to create a make-up lesson plan in addition to your regular plans.

In short, even when students cancel, music teachers still need to be fairly compensated for the work they put in.

No Make-Up Sessions for Students who didn’t Practice

Students should practice for at least 10-20 minutes a day to see improvement. When they don’t, it shows.

Many times, students don’t come to class because they didn’t practice. That’s not only unfair for the teachers, but also for other music students who would’ve loved the slot. Therefore, many music teachers opt to not offer make-up classes to give their students the added motivation to not skip daily practice.

No Credits for Missed Classes

Many music teachers have a strict policy of not giving credits for missed classes, even when the student can give notice. You may find that this is a financial necessity.

Once you establish a set of students, you will be able to predict your income. If you introduce credits into the mix, the result is lost income no matter how many or how few students you have.

Minimize Requests for Make-Up Lessons

The next few suggestions are ways for you to minimize the need for make-up classes in the first place. Thus, you’ll receive fewer requests for missed-class credit.

Use Swap Lists

Students and their families can use a swap list to swap lesson times with other students. This can be a handy tool for students when they have conflicting doctor’s appointments, illnesses, or vacations.

For swap lists, you’ll need the students’ or parents’ permission to include their contact information on this list. You’ll also want to set some parameters for using the swap list.

For example, students should notify you before they coordinate the swap, and again when the two students agree upon one. This allows you to ensure they are swapping a lesson of equal time. It also ensures you have the correct lesson prepared for the student filling the lesson time.

Offer Online Scheduling

Despite the reasons for not offering make-up classes, many music teachers find it best to offer them. They feel as long as they receive notice, they should offer the student a chance to reschedule.

Many music teachers are lenient because they provide private instruction and they don’t want to lose clientele.

One approach to a more generous make-up class policy is to offer make-up classes by way of online scheduling. Business management software these days are highly advanced, especially those that offer client and staff apps to keep everyone up to date about schedule changes.

As a result, you may find that you’re doing less administrative work and receive fewer requests for make-up classes, because students can sign themselves up for make-up lessons in accordance to your schedule.

Parents Appreciate Digital Scheduling

If most of your students are children, then you will have some grateful parents taking advantage of digital scheduling. They have their options readily available, rather than having to contact you for possible times.

Let’s face it. Parents have to keep up with their children’s school and extracurricular schedules. That’s no easy task. Having make-up times available online or on an app is a great help.

Because clients can sign up for open class times when they see its availability, you may just find that parents contact you with schedule changes earlier rather than last-minute.

Policy Rules still Apply

You may choose not to allow students to make-up classes if they were a no call/no show for their original class. Because while a make-up time may be available, a no-show may indicate a problem with commitment.

Sometimes, emergencies happen. Other times, you may have to insist that your student re-evaluate their commitment and not allow a make-up class for not showing and not practicing.

Many music teachers send an email confirmation a day or two before the lesson. The reminder gives parents an opportunity to handle any schedule conflicts. If the student is a no-show/no-call, then they are charged for the lesson.

Alternative Ways to Give Make-Up Lessons

If your class schedule is full, congratulations! Though, that does make scheduling open sessions a challenge. Here are some alternative ways to provide make-up lessons for your students if you want to do so.

Phone Lessons

Phone lessons happen during the student’s regular lesson time. This may not always be possible, but when it is, you’d be surprised at the benefits.

You and your students can take more time to ask questions about the piece. You can ask students to evaluate themselves since you can’t see what they’re doing.

Make-Up Lessons Online with Skype or FaceTime

These are more effective for practical reasons. Skype and FaceTime are free, and both parties should have an account and a device capable of video.

If your student is sick or recovering from an ailment but still able to participate, this can be a great way to keep the student on track with their music while they rest at home.

Give Lesson Time to Siblings

If two or more children from the same family take music lessons with you, you can offer the missed lesson time to one of the siblings.

Parents may feel better knowing their money for the missed class isn’t going to waste.

Managing your Music School

Whatever policy you have for make-up lessons, be sure to communicate that with your students and/or their parents. In fact, you should hand them a copy of your policy as soon as they sign up for lessons.

Whether you decide to offer make-up classes or not, be sure you are comfortable with your policy. You should be ready to enforce it without exceptions.

We know managing your own music school is a herculean task, and we are here to help! WellnessLiving is an all-in-one business management software built for music schools. On top of the aforementioned digital scheduling platform and music school apps, we also provide email services, automated marketing, rewards program management, staff/student payment and info streamlining, and much more.

We are everything your business needs, all in one place! If you want to see what WellnessLiving can do for your business, sign up for a free, no-commitment demo today!