Closed Dates & Holidays
Every music school has days when lessons do not happen — holidays, school breaks, teacher in-service days, and more. Conductly lets you mark these as closed dates so scheduled events are automatically removed from the calendar for those days.
What Are Closed Dates?
A closed date is a single, specific date (including the year) when your school is not operating. Common examples include:
- National holidays — Christmas Day, Thanksgiving, Independence Day
- School breaks — Spring break, winter break, summer break
- Staff days — Teacher training, planning days
:::info Closed dates are year-specific Each closed date entry covers exactly one calendar date. Closed dates do not recur annually — as the form itself says, "Add an entry per year (e.g., December 25, 2026 for Christmas)." When a new year approaches, add fresh entries for that year's holidays. :::
:::warning Closed dates affect your calendar automatically When you add a closed date, any lesson, class, or event occurrence that would have fallen on that date is skipped — it will not appear on the calendar, instructors will not see it, and students on Per Meeting billing are not charged for it. The calendar is regenerated by a background job, so the change may take a moment to appear. :::
Managing Closed Dates
Closed dates are managed from the Settings area, not directly from the calendar.
Getting to Closed Dates
- Open Settings from the organization menu.
- Click Closed Dates in the settings menu.
You will see the School closed dates table listing every configured closed date with its Date, Name, and Description.
Adding a Closed Date
- Navigate to Settings > Closed Dates.
- Click the Add closed date button.
- The Add Closed Date drawer opens with the following fields:
| Field | Description | Required |
|---|---|---|
| Date | The full date your school is closed, chosen with a date picker (including the year) | Yes |
| Name | A descriptive name (e.g., "Christmas Day", "Spring Break") | Yes |
| Description (Optional) | Additional details about the closure — this note helps staff understand why the school is closed | No |
- Pick the date with the date picker.
- Enter a name that clearly identifies the reason for the closure.
- Optionally, add a description with any additional information your team should know.
- Click Add Closed Date to save.
Adding a Multi-Day Closure
There are no date ranges — each entry is one date. For closures spanning multiple days (for example, a week-long spring break), add each day as a separate closed date entry. Name them clearly (e.g., "Spring Break - Monday", "Spring Break - Tuesday") so you can identify and remove them later if needed.
Adding Yearly Holidays
Because closed dates are single, year-specific dates, a holiday like Christmas needs a new entry each year — one for December 25, 2026, another for December 25, 2027, and so on. A good habit is to enter all of next year's holidays and breaks in one sitting before the year begins.
Editing a Closed Date
- Navigate to Settings > Closed Dates.
- Find the closed date you want to edit in the table.
- Choose Edit from the row's context menu.
- The Edit Closed Date drawer opens with the current values pre-filled.
- Make your changes and click Save Changes.
Deleting a Closed Date
- Navigate to Settings > Closed Dates.
- Find the closed date you want to remove.
- Choose Delete from the row's context menu.
- A Remove Closed Date confirmation dialog appears.
- Click Remove to delete the closed date.
The calendar is updated in the background, and events scheduled for that date will reappear once the update completes.
Effect on Billing and Make-Up Credits
For Per Meeting billing: Students are not charged for occurrences on closed dates. The occurrence is removed from the invoice calculation entirely.
For fixed-price billing (Pay in Full, Payment Plan, Subscription): The total price is not reduced by closed dates. If a school takes 10 days off in a year but still charges the full tuition, the effective per-lesson rate is higher for the lessons that do happen. This is the standard model for schools with a fixed curriculum.
If you want to offer make-up lessons for closed dates, create make-up credits for affected students manually via the credits system. See Credits & Scholarships for details.
Tips for Managing Closed Dates
Plan the whole year at once. Since closed dates don't recur, block out an annual session to enter all of the coming year's holidays and breaks in one pass.
Use descriptive names. Instead of just "Closed", use names like "Thanksgiving Break" or "Winter Holiday" so your team immediately understands why the school is closed on that day.
Use the description field for staff notes. The description is a great place to add context like "Office open for admin work" or "Building closed -- no access" to help your team plan accordingly.
Searching and Filtering Closed Dates
The Closed Dates table in Settings includes a search bar ("Filter by date or name...") that lets you quickly find a specific closed date when you have many entries configured.