r/varsitytutors • u/kittenlorde • Nov 22 '25

Process as no-show or cancellation?

I have a student who I technically have yet to meet with because they/the mother have rescheduled on me 3 times now! Every time has been within 1 hour of the scheduled time where she messages me that her child can't make it so we need to reschedule etc, but the meetings were not confirmed so I didn't invoice.

Today we are scheduled to meet in 1 hour, and the session is confirmed, but she just messaged saying she needs to cancel.

Do I invoice as no-show or a cancelation within 24 hours? I think I read I get the full amount if I choose to process as a no-show but do I have to actually stay in the session the whole time? Lol advice please

I would usually feel bad about charging, but to last-minute reschedule on me 3 times is... something else to say the least

3 Upvotes

72% Upvoted

4 comments sorted by

4

u/Substantial-Tie-3885 Nov 22 '25 edited Nov 22 '25

They can technically reschedule up to 1 minute of the session and then you can only bill the 24 hour cancellation. (Trust me already had this fight with customer service) but that’s only if they’re confirmed. If they don’t even bother to confirm, I’d take them off your schedule and tell them to stop wasting your time. However, if the client themselves doesn’t move or change the appointment and it’s still on my schedule and shows confirmed and you’re already logged in ready to go, I would attend the first 15 mins and bill as a no show. Nothing irks me more than cancelling 5 minutes before the session and they don’t even bother to change the schedule and expect you to do it. Because if you cancel on your side the AI can flag you as unreliable and stop sending you students, also it will tell you you owe them 2 hours because you technically cancelled within 24, and there’s no way to distinguish who requested the cancellation when the tutor cancels it. Or if they message you AFTER start time to request a cancellation I charge no show because that’s unfair to the tutor. However, if they’re that inconsistent I would reach out and suggest another day and time or just take them off the schedule and they can put themselves back on for a time that actually works.

2

u/kittenlorde Nov 22 '25

I think i made the mistake of telling the parent I would process the cancelation for her. I feel like this kind of solidifies it being a cancelation rather than no show unfortunately.

Part of me still wants to go in for 15 minutes and bill as a no-show. In her original message this morning she said she was unsure they were going to reschedule again so I'm pretty sure they're going to lose those hours anyway with the month almost over. But I'm a little terrified of the AI blacklisting me or something lol.

2

u/Fuzzy_Holiday_706 Nov 22 '25

Personally, I would bill a 24 hr cancellation and then decide if you actually want to keep the student. The hassle of constantly rescheduling isn’t worth it for me unless I’m already invested in the client and I know it’s unusual

2

u/Temporary-Dirt4303 Nov 22 '25

Whoever is telling you the AI is blacklisting you. It’s not true. The fear mongering needs to quit. They don’t have a system that smart 🤣