Two siblings can share one checkout and one receipt in SchoolTracs while keeping separate student accounts and lesson bookings. If one child later cancels, staff can handle that child’s cancellation or refund without affecting the other. This example follows a parent booking two children into a Saturday art workshop, then changing one booking.
How do you book two children together without merging their records?
A parent wants to pay for both children at once. Reception still needs to know which students are attending and which lesson each child is booked into. A shared payment should not make their individual bookings harder to identify.
- Keep each child’s account separate. Create or select the correct student record for each sibling and assign each child to the intended lesson. Check the dates and available places before completing the booking.
- Complete one family checkout. The parent can pay for both children in one checkout and receive one receipt. Staff can review the individual lesson bookings alongside the family’s purchase.
- Keep the parent view connected. When both children are linked to the mobile number recorded for the parent, the parent can see the linked students in one Student App account. This does not merge the children’s student records.
What learning materials belong with the lesson?
The tutor prepares a PDF drawing guide and a document worksheet for the workshop. These are course learning materials assigned in the lesson, distinct from a paint set or sketchbook sold as a physical item.
- Assign the lesson’s learning files. Use course materials for resources such as PDFs and documents. Check that the intended lesson and students have the right learning resources.
- Check visibility and downloads. Set when course materials are shared and review the student access and download settings. Test what a student can see before directing the family to the files.
- Treat physical items separately. A learning-file assignment does not describe how a kit is sold or handed out. If the family also buys art supplies, review those items through the sales and inventory workflow.
What if only one child can attend?
One sibling can no longer join the Saturday session, while the other still plans to attend. Staff need to change the correct child’s booking without cancelling the family’s entire arrangement.
- Select the affected child. Open that child’s separate account and check the lesson booking and relevant order before making a change.
- Handle cancellation or refund independently. SchoolTracs supports cancelling or refunding one child without affecting the other child’s booking. Staff apply the studio’s cancellation and refund policy; a shared receipt does not require both children to cancel.
- Check the outcome with the parent. Confirm which child’s booking changed, any refund handled, and that the other child remains booked into the intended lesson. This keeps the family’s next step clear.