The problem
A pupil who cancels the night before leaves an empty hour that's hard to fill by texting round. Two unfilled cancellations a week at $51£38€45A$73C$71 is $101£76€90A$146C$143 a week, about $435£327€389A$628C$615 a month, and the car, insurance and franchise fee cost the same either way.
What the AI does
Total Drive's instructor app has Smart Gaps: when a lesson is canceled you create a lesson slot, set the duration and pick-up area, and your pupils can book it on a first come, first served basis from the free pupil app. Diary and lesson gaps are in the Basic plan ($24£18€21A$35C$34 a month including VAT). Ultimate ($31£23€27A$44C$43) adds Gaps Plus, which the pricing page describes only as more tools for gap options, so check what it adds before paying for it.
A worked example
A self-employed instructor in Exeter teaches about 32 lessons a week at $51£38€45A$73C$71 an hour and has 2 late cancellations a week that usually go unfilled.
Before
2 unfilled cancellations a week at $51£38€45A$73C$71: $101£76€90A$146C$143 a week, about $435£327€389A$628C$615 a month
After
If half are filled from the pupil app: 1 lesson a week back, about $217£163€194A$313C$306 a month
What it's worth
About $185£139€165A$267C$261 a month in profit, against $24£18€21A$35C$34 to $31£23€27A$44C$43 for Total Drive. That's 1 refilled lesson a week at $51£38€45A$73C$71 times 4.3, $217£163€194A$313C$306 at an assumed 85% margin after fuel. Filling half of cancellations is an assumption; count it for 6 weeks.
How to set it up
- Start Total Drive's 30-day free trial and import your pupils and diary (the vendor offers migration help).
- Ask every pupil to download the free pupil app and switch on notifications.
- When a lesson is canceled, post it as a gap straight away with the time, length and pick-up area.
- Tell pupils that gaps go to whoever books first, so they check the app.
- Keep a cancellation charge in your terms so short-notice cancellations aren't free.
What goes wrong
- Gaps only work if pupils have the app and notifications on; pupils who don't won't see them.
- A gap across town can cost more in travel than it earns; set the pick-up area to suit your next lesson.
- Ultimate's Gaps Plus isn't described in detail on the pricing page; try it in the free trial before upgrading for it.