📅 How Scheduling Works

We make booking your tutoring sessions simple and flexible. Whether you're a new student or returning, follow these steps to secure your spot.

Booking Process

  1. Create or Log In: Access your BrightMinds account dashboard.
  2. Select a Tutor & Subject: Browse available tutors or stick with your assigned tutor.
  3. Choose a Time Slot: View real-time availability in weekly or monthly calendar views.
  4. Confirm & Pay: Sessions are prepaid or billed monthly depending on your plan. A calendar invite with a virtual meeting link (or location) is sent instantly.
💡 Pro Tip

Popular time slots (weekday evenings & weekends) fill up quickly. We recommend booking at least 2–3 days in advance.

🔄 Cancellation & Rescheduling Policy

We understand that schedules change. Our policy is designed to be fair while ensuring tutors are compensated for reserved time.

Notice Period Policy Status
24+ hours before session Free cancellation or rescheduling. Full credit refunded to your account. No Charge
12–24 hours before session Rescheduling allowed. 50% of session fee charged if canceled. 50% Fee
Less than 12 hours before session Full session fee charged. Rescheduling may be accommodated based on tutor availability. 100% Fee
No-Show Full session fee charged. Additional late fees may apply per account terms. 100% Fee

Important Notes

  • All times are calculated based on the scheduled start time of the session.
  • Emergency cancellations (medical, severe weather, family emergency) may qualify for an exception. Contact support within 2 hours of the session with documentation.
  • Monthly plan users may reschedule within the same billing cycle without additional charges (subject to the 24h rule).
  • Cancellations must be processed through your account dashboard or by contacting support directly. Verbal notices via phone/text do not guarantee timely processing.

📝 Make-Up Sessions & Extensions

If a session is canceled with proper notice or due to a tutor-side issue, you are eligible for a make-up session.

  • Student-initiated (24h+): Session credit is added to your account for future use. Credits expire 60 days from the original session date.
  • Tutor-initiated: You receive a full refund or a complimentary make-up session at your convenience. No expiration applies.
  • Rescheduling Window: Make-up sessions must be booked within 14 days of the original date.

❓ Frequently Asked Questions

Can I cancel a series of recurring sessions at once? +
Yes. Log into your dashboard, go to "Recurring Sessions," and select "Cancel All." The cancellation policy applies to each upcoming session individually based on how far in advance you cancel.
What if I need to switch to a different tutor? +
You can request a tutor switch through your dashboard or by contacting support. The change takes effect for your next scheduled session. No cancellation fees apply when switching tutors.
Do you accommodate last-minute emergency requests? +
We do our best to find an available tutor within 4–6 hours for urgent academic help. These sessions are subject to availability and may incur a premium rate. Contact support immediately to check real-time availability.
How are timezone differences handled for online sessions? +
All sessions are scheduled in the student's local timezone by default. When booking across timezones, the calendar will clearly display the session time in your local time and the tutor's time to avoid confusion.
Can parents manage scheduling for minors? +
Absolutely. Parent accounts have full administrative control over booking, rescheduling, and cancellation for all linked student profiles. You can also set scheduling boundaries (e.g., "no sessions past 7 PM").

📞 Scheduling & Billing Support

Need help with a booking, cancellation, or policy exception? Our support team is ready to assist.

Contact Options

📧
📱
Phone
(800) 555-1234 — Mon–Sat, 8AM–8PM EST
💬
Live Chat
Available 24/7 via dashboard
⏱️ Response Time

We aim to respond to all scheduling inquiries within 2 hours during business hours.