Request Make-Up Lessons from WhatsApp with Teachworks

This recipe handles make-up lesson requests on WhatsApp, Instagram or Messenger: it finds the missed lesson in Teachworks, checks your policy, offers times and requests the make-up. Part of connecting Teachworks to WhatsApp and AI chat.

What happens today

A parent messages: “my daughter was sick last thurs, can she do a make-up for science?”. The admin finds the lesson in Teachworks, checks whether make-ups are allowed for that class, looks for a tutor slot, and replies over several messages. Make-up requests come in every week and each one takes a chain of lookups.

Each step is a lookup Teachworks can answer. Your policy decides the rest.

The flow that works

The parent asks for a make-up. AeroChat finds the family and the missed lesson in Teachworks.
It checks the request against your make-up policy, for example the notice given and the make-ups left this term.
It checks the tutor’s availability, or other tutors for the same subject, and offers up to three times.
It adds the make-up as a requested lesson in Teachworks and tells the parent the team will confirm.

Requests outside your policy go to a person with the details already collected.

The recipe

Copy this into AeroChat

When a parent or student asks for a make-up lesson, follow these steps.

Find the family in Teachworks by the phone number they are messaging from. Ask which student if there is more than one.

Find the missed lesson in Teachworks by subject and date. Read it back to them to confirm.

Check our make-up policy from the knowledge base. Example: one make-up per month, for lessons missed with notice or a medical reason, taken within 30 days. If the request is outside the policy, explain the policy and hand over to a team member.

Check the availability of the student’s tutor in Teachworks, and other tutors for the same subject and level if needed. Offer up to three times within the make-up period.

When they choose, create a requested make-up lesson in Teachworks for that student, tutor, date and time. Tell them the team will confirm within one working day.

Never promise a make-up the policy does not allow. Never change invoices or credits. Reply in the parent’s language.

Change the example policy to your own before you paste it.

What to connect

Teachworks. The same API token as the trial lesson recipe. If Teachworks is already connected, this recipe uses it.
Your make-up policy. Upload it to the AeroChat knowledge base, with the limits written out plainly.
Attendance. Mark missed lessons in Teachworks, so AeroChat can find the lesson the parent means.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

How many make-ups a student gets, and when they expire.
Whether a make-up can be with a different tutor or in a group class.
Who handles exceptions.

The result to expect

Make-up requests are sorted in one chat, inside your policy, and land in Teachworks ready to confirm. Your admin stops chasing details and only handles the exceptions.

Measure it with your own numbers: admin time spent on make-ups, and make-ups requested within the allowed period, for a month before and after.

Take make-up requests in chat

Paste the recipe, check your Teachworks connection, and message your own number asking for a make-up lesson.

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