Setup example · Language schools
Booking software for language schools
An open conversation group needs a different entry path from an advanced course. Offer single language sessions and punch cards, and decide yourself when a learner can use the advanced option.
Explore the setupYour offer in the calendar
Calendar with open conversation and a separate advanced offer.
More ways to use this setup
Language teaching & conversation clubs
Describe the language and expected level for each course. Open conversation sessions can be booked directly; approve the option personally for more demanding groups.
Live online teaching
The same conversation group can run as a scheduled online session. Teaching takes place in your video-conferencing tool; courseplanner organizes booking.
01 / What your offer needs
What your offer needs
Explain the expected level
Language and prerequisites should be clear before booking so learners can choose an appropriate group.
Book individually or use a punch card
Occasional participants can book individually; regular visitors can use an assigned punch card.
Approve advanced access
For advanced offers, you want to assess the level personally before making the option available.
02 / Setup example
How your offer could be structured
A practical starting point for your own setup. Names, times, capacities and conditions are example values.
German conversation
- Date / period
- Wednesdays 6–7 pm, weekly
- Capacity / allowance
- 10 places
- Booking option
- Single booking or five-visit punch card
- Access
- Open access
- Setup note
- Assign the punch card only to suitable conversation courses; one session uses one visit.
Advanced conversation
- Date / period
- Fridays 6–7 pm
- Capacity / allowance
- 10 places
- Booking option
- Separate paid single booking
- Access
- Access on request
- Setup note
- Check level personally; no automatic placement or guaranteed admission.
03 / Explore the setup
Four steps to your setup
Set up the provider and context
Introduce the school, location and teaching language.
Create suitable booking options
Create a single booking and punch card for conversation, plus a separate request-only advanced option.
Create courses and sessions
Schedule ten-place sessions and assign the relevant options.
Check the booking path
Use example data to distinguish a request, a later decision and a possible booking.
How to configure the example
Advanced option with access on request and a personal level-check explanation.
04 / The participant experience
The participant experience
Request advanced access
The learner reads the advanced option’s prerequisites and sends a request.
Wait for a personal decision
You personally check their level and decide on approval later.
Book an available session
Once approved, they can buy the option and book an available session; no place is reserved beforehand.
The booking path in a few steps
Send request → explicitly later provider decision → show available option.
- Send request
- explicitly later provider decision
- show available option
Variations and important distinctions
Live online with your own tool
Create the meeting yourself, for example in Zoom or Microsoft Teams. Put its link, code and password in participation notes, not the public description. For a paid session, participants receive these through booking documents and the valid ticket after successful payment and confirmed course booking. Buying a punch card or subscription alone is not enough. You manage the tool account, meeting and any tool fees.
Approval and booking are separate
Approval grants access to the booking option. A place is secured only by the subsequent purchase and confirmed booking of an available session.
Book each session deliberately
Each recurring session is booked separately. A subscription or punch card is valid only for assigned courses and does not replace a place booking. This setup does not sell the entire teaching series as a package.
Questions about this example
How do a single booking and a punch card differ?
A single booking covers the selected session. A five-visit punch card provides five visits, each booked separately for a suitable available course.
Is there automatic level placement?
No. You assess the level outside this booking workflow and then approve the booking option. Exam management and certificates are outside this example.
How do online learners join the meeting?
Create the meeting yourself, for example in Zoom or Microsoft Teams. Put its link, code and password in participation notes, not the public description. For a paid session, participants receive these through booking documents and the valid ticket after successful payment and confirmed course booking. Buying a punch card or subscription alone is not enough. You manage the tool account, meeting and any tool fees.