Swim lesson booking and scheduling app for a volunteer-run swim club

Send immediate confirmation email with lesson details and add-to-calendar links/ICS.

Implement reminder jobs; default send time 48 hours before; allow admin to configure timing (and potentially enable/disable).

Provide editable subject/body fields for admin (or at minimum clear default templates).

If in scope, integrate SMS provider for reminders; otherwise keep as future enhancement.

Create data model for services/event types including name, duration (30 min), type (private vs group), member vs non-member variants, and optional capacity for group lessons.

Admin can create/edit/disable services and configure rules (duration, buffers, min notice, availability windows if needed).

Booking page lets guest choose a service and then shows available time slots based on instructor schedules and service constraints.

Admin can add/remove instructors and manage which services each instructor can teach (private/group; member/non-member).

Instructors can set recurring availability and/or one-off time windows, with ability to block time. System must respect existing calendar events from connected calendars.

Implement fair distribution across eligible instructors (e.g., rotate among available instructors; skip unavailable; handle tie-breaking).

Given service + constraints, compute available time slots across instructors (including group capacity rules) and present to guest.

Booking flow supports: select instructor first, or select time first, or select 'any instructor' (round-robin).

Provide a simple instructor portal to view upcoming bookings and manage availability.

Allow instructors to set recurring weekly availability and one-off exceptions (add/remove blocks).

Prevent overlapping bookings for the same instructor and enforce service duration rules.

Allow admins to adjust instructor availability and resolve scheduling issues as needed.

Implement required fields: guardian first name, guardian last name, guardian email, guardian phone, swimmer name, swimmer age, swimmer skill level, notes/medical conditions.

Add member/non-member toggle early in booking journey (before or during service selection) and persist it through booking.

Persist booking form answers with the booking record for instructor/admin viewing.

If feasible, allow admin to add/edit extra questions; otherwise keep fixed for MVP.

Generate secure, unguessable links for each booking allowing reschedule/cancel actions.

Allow customer to pick a new time/instructor (respecting service rules and round-robin option) and update booking record.

Allow customer to cancel a booking; release instructor slot and group capacity as appropriate.

Send email notifications to customer and instructor/admin when booking is rescheduled/cancelled.

Admin-configurable rules like cancellation deadline, reschedule limits, and whether cancellations are allowed.

Admin login and authorization separate from instructors.

Admin can view all upcoming/past bookings, filter by instructor/service/date, and see booking details/form responses.

CRUD instructors and assign which services they can teach.

Configure reminder timing and basic org settings.

Instructor can view upcoming/past bookings, including swimmer details and intake form responses.

Send instructors email notifications on new bookings, reschedules, and cancellations.

Optionally send instructor reminders (e.g., 48 hours before) separate from customer reminders.

Admin can upload a logo and select primary/secondary colors (or choose from presets).

Use branding settings across public booking flow (service selection, time selection, confirmation).

Ensure booking pages work well on mobile and desktop with minimal friction.