An instructor leaves the franchise
One of your instructors is leaving at the end of the month. She has twenty-eight pupils. Some have prepaid blocks with the school. Some have tests booked. All have progress on record cards in her car. The office has to find new instructors for each, explain the change to each pupil, move their lessons, transfer their balances and make sure tests still have an instructor and a car.
Three weeks later, a pupil complains that her new instructor has started her on roundabouts again. Another pupil's test is in two days and nobody told the new instructor.
Why handovers lose things
- Progress is in the old instructor's records, not the school's.
- Block balances are held differently by different instructors.
- Future lessons are in the old instructor's diary.
- Test bookings may have been made by the instructor, the pupil or the school.
- Pupils are told about the change inconsistently, sometimes not at all.
- Money between the school, old instructor and new instructor needs settling.
What goes wrong
Pupils who feel passed around leave, often to another school. Lost progress means repeated lessons, which pupils resent paying for. Tests missed during a handover are a serious loss. Money disputes between old and new instructors, or with the school, damage relationships at the worst moment. And the office spends weeks on it.
The pupil handover we build
- The office selects the pupils to move, individually or all of an instructor's pupils at once.
- For each pupil, suitable new instructors are suggested by area, gearbox and diary capacity.
- The old instructor is asked to add a short handover note for each pupil, where the pupil is, what they struggle with, anything to know, with the progress record already attached.
- The pupil's block balance moves with them, and the money side between instructors is recorded for their statements under your franchise terms.
- Future lessons are either kept at the same times with the new instructor, if the diary allows, or the pupil gets a link to pick new slots.
- Test bookings are flagged to the new instructor with the date, centre and car, and the office is warned about any test within a period you set.
- The pupil gets a clear message introducing the new instructor, with their balance and next lesson.
| Moves with the pupil | How |
|---|---|
| Progress record | Shared record plus handover note |
| Block balance | Transferred, money recorded for statements |
| Future lessons | Kept or rebooked by the pupil |
| Test booking | Flagged to the new instructor and office |
| Pupil contact details | Moved with the pupil record |
How money moves between franchised instructors when a pupil changes is for your franchise terms. We apply them and show the result on each statement.
A handover pupils barely notice
The leaving instructor spends an evening writing short notes for her pupils, with their progress already on screen. The office moves them in batches to new instructors who have space. Pupils get a message introducing their new instructor and see their balance unchanged. The pupil with a test in two days is flagged, her new instructor is briefed and does a warm-up lesson with her on the morning.
The same handover works for a single pupil who asks for a change, with the reason kept private if they prefer.
Area moves are handled the same way. An instructor who moves house and wants to stop covering the far side of town can hand over just the pupils in the postcodes they are giving up, keeping the rest. The pupils who move are matched to instructors who already work in their area, so pickups stay where they were, and nobody has to explain the change from scratch on the first lesson with the new instructor.
Does changing instructor go wrong for your pupils?
- Pupils moved to a new instructor repeat earlier topics.
- Balances go missing or get disputed in a handover.
- Tests have nearly been missed during a change.
- Pupils find out about the change late or by accident.
- Money between instructors after a transfer is argued over.