Session Changes

Tutors can cancel or reschedule sessions directly from Telegram. Both flows include a mandatory parent acknowledgement step and automatic coordinator notification.

Entry Point

The change flow starts from the /sessions command. Each Scheduled session that hasn't been checked into shows a "Change" inline button. Tapping it opens a menu with two options: Reschedule and Cancel.

Only sessions with status Scheduled can be changed. Sessions that are Checked_In, Approved, Disputed, or Cancelled_By_Tutor cannot be changed via this flow.

Cancellation Flow

Cancellation Flow
Step 1: Tutor taps "Change" on a session (callback: chg_{apptId})
Yes
Step 2: Tutor taps "Cancel", bot shows confirmation (callback: cnl_{apptId})
Yes
Step 3: Tutor confirms, bot asks "Has the parent acknowledged?" (callback: cnl_c_{apptId})

Reschedule Flow

Reschedule Flow
Step 1: Tutor taps "Reschedule" (callback: rsc_{apptId})
Yes
Reason selection: 1 = Schedule conflict, 2 = Student unavailable, 3 = Other (callback: rsc_r{N}_{apptId})
Yes
Has the parent acknowledged?

Coordinator Notification Format

When a cancellation or reschedule is processed, all linked coordinators receive a message in this format:

Cancellation Notification
Session Cancelled

Tutor: Alex Tan
Student: Emily Chen
Date: 2026-03-27 09:00-10:00
Parent acknowledged: Yes

Session #42 was cancelled by the educator via Telegram.
Reschedule Notification
Reschedule Request

Tutor: Alex Tan
Student: Emily Chen
Original: 2026-03-27 09:00-10:00
Reason: Schedule conflict
Parent acknowledged: Yes

Session #42 - please reschedule via the platform.

Important Notes

  • The reschedule flow does not set a new date/time. It creates a request record that the coordinator must action via the web platform.
  • Only Scheduled sessions can be cancelled or rescheduled. Once a session is checked into, it must be completed normally.
  • The "Back" button on the change menu (callback chg_back) dismisses the menu without taking action.
  • If the parent's phone number is not on file, the bot shows a warning directing the tutor to contact their coordinator instead.