Creating sessions

Sessions are the bookable units of your courses. Here you'll learn how to create individual sessions and series.

Creating a single session

From the course list

1. Go to Courses
2. Click on a course
3. Select the Sessions tab
4. Click Add session

In the calendar

1. Go to Calendar
2. Click on a time slot
3. Select the course
4. Session is created

Session form

Required fields

Optional fields

Creating a series

For recurring courses, a series is more efficient.

Creating a series

1. Open the course
2. Click Create series (instead of "Add session")
3. Configure the repetition

Repetition options

Daily

• Every day
• Every X days

Weekly

• Every Monday
• Every Monday and Wednesday
• Every 2 weeks on Tuesday

Monthly

• On the 1st of every month
• On the first Monday of every month
• On the last Friday of every month

Configuring a series

Example: Yoga every Monday and Wednesday

Repetition: Weekly
Weekdays:   [x] Monday  [ ] Tuesday  [x] Wednesday  [ ] Thursday  [ ] Friday
Time:       6:00 PM - 7:00 PM
Period:     Jan 1, 2025 - Mar 31, 2025

Result: 26 sessions are created

Example: Pilates every Saturday

Repetition: Weekly
Weekdays:   [ ] Mo [ ] Tu [ ] We [ ] Th [ ] Fr [x] Sa [ ] Su
Time:       10:00 AM - 11:30 AM
Period:     Jan 1, 2025 - Jun 30, 2025

Result: 26 sessions are created

Series preview

Before creating you can see:

• List of all generated sessions
• Conflicts with other courses
• Public holidays (marked)
• Total number of sessions

Excluding sessions

In the preview you can:

• Deselect individual sessions (e.g. public holidays)
• Check sessions with conflicts
• Adjust the series

Editing a session

Changing a single session

1. Click on the session
2. Select Edit
3. Change date, time, trainer, etc.
4. Save this session only

All future sessions

With series you can:

1. Edit a session
2. Select Change all future sessions
3. Change is applied to all upcoming sessions

Cancelling a session

Cancelling a single session

1. Open the session
2. Click Cancel session
3. Select reason (optional)
4. Confirm

What happens:

• All bookings are cancelled
• Customers are informed by email
• Credits are refunded
• Session is marked as "Cancelled"

Cancelling sessions in a series

You can:

• This session: Only the selected session
• All future sessions: From this session onwards
• Entire series: All sessions in the series

Rescheduling a session

1. Open the session
2. Click Reschedule
3. Select new date/time
4. Options:
   • Keep bookings: Customers remain booked
   • Cancel bookings: Customers must rebook

Email notification: Booked customers are automatically informed.

Session views

In the calendar

• Day view: All sessions of a day
• Week view: Overview of the week
• Month view: Complete overview

In the course list

• Sessions tab shows all sessions of the course
• Filterable by time period
• Booking status at a glance

Session status

Trainer substitution

When a trainer is unavailable:

1. Open the session
2. Click Edit
3. Select a different trainer
4. Save

Optional: Notify customers about the trainer change (checkbox).

Room change

When a room is not available:

1. Open the session
2. Click Edit
3. Select a different room
4. Check capacity (will be adjusted)
5. Save

Best practices

Plan ahead

• Create series 3-6 months in advance
• Customers can book early
• You maintain a clear overview

Consider public holidays

• Check public holidays in the series preview
• Decide: Cancel or proceed?
• Communicate clearly

Buffer times

• Plan 15-30 minutes between courses
• Time for cleanup and preparation
• Trainers can recover

Consistent times

• Same courses at the same time
• Customers get used to the schedule
• Easier planning

Next steps

• Manage categories →
• Understand the waitlist →
• Cancellation rules →