Create and edit sessions
A session is a specific time of an offering, for example "Yoga on Monday, 6:00 pm". This page shows how to create sessions and session series in the Manager, move a session, add a substitute and delete sessions.
How do I create a new session?
You create a new session in the Manager with New Appointment. You can get there in several ways:
- Calendar: the plus sign at the top of the calendar.
- Dashboard: the Add plus sign and then New Appointment.
- Offerings: on an offering, Create date or Create series. The offering is then already selected.
- In the offering itself: Create Appointment at the top or bottom.
Here's how it continues:
- Choose the Offering if it isn't preselected yet.
- Under Time & Date, enter the Date and the Start time.
- You can leave Duration (Minutes) empty. The offering's duration then applies.
- Tap Create Appointment.
If there is already an active session for this offering at the same time, Bookicorn doesn't create a second one and shows "There is already an appointment for this date and time."
Tapping an empty spot in the calendar doesn't create a session. Use the plus sign for that.
Admins can always create sessions. Trainers only if they have the right to do so.
Which offerings you can choose when creating a session
When creating a session, all active offerings are available, with two exceptions for free time selection:
- Free time selection with resources is not available. For such offerings, use Another time when booking someone in, and the resource is booked along with it.
- Free time selection without resources can be chosen. This creates an open extra session: until someone is booked in, customers can book it too. For a specific customer, use Another time when booking them in.
For an offering with Session block, you create a new block instead of individual sessions, see Block courses.
Create a session series with New Appointment
With the Series switch under Recurrence pattern, you create several sessions at once:
- Series name: optional, for example "Yoga Monday morning".
- Rhythm: Daily, Weekly, Every 2 weeks or Monthly. Monthly repeats the session on the day of the start date.
- Weekdays: required for weekly and every 2 weeks.
- Series ends: Never, Until date or Count.
Preview: … appointments shows how many sessions will be created. Sessions that already exist at the same time are skipped.
Is a session series extended automatically?
That depends on where you created the series.
- Series with New Appointment (ends Never): when saving, Bookicorn creates a supply of sessions, for weekly series a year in advance. No further sessions are added automatically. Create a new series in good time.
- Session series directly on the offering (when creating the offering, in the Sessions section): a nightly run adds sessions. With Never, there are always sessions for the next 12 weeks.
If the offering itself has a session series, the nightly run adds sessions according to the offering's rule, even if you have also created series with New Appointment. Details under Create an offering.
Edit or move a single session
You change a single session in the session itself:
- In the calendar or in the offering's session list, tap the session.
- Open More at the top and choose Edit.
- Change the Date, Start time or End time.
- Tap Save.
If you change the time, everyone with a confirmed or open booking receives a "Session moved" email with the new time. The Manager then tells you how many customers were informed. If the old or new time is in the past, no email is sent. You can't move a booked session into the past.
The change only applies to this one session.
Add a substitute: another trainer for one session
You add a substitute in the individual session:
- Open the session and choose Edit under More.
- For the Trainer field (shown with your studio's term), switch on the custom value and choose the substitute.
- Tap Save.
In the same way you override Max. participants, Location, Room and Notes for a single session. Without a custom value, the offering's value applies.
Customers and the new trainer don't receive an automatic message about a substitute. If you want to inform the participants, use Email all in the session.
If you increase Max. participants and people are waiting on the waitlist, they move up.
Changing details on the offering: what happens to existing sessions
New sessions take over the trainer, location and room from the offering. If you later change these details on the offering, they also apply to all sessions where you haven't overridden them individually.
If you change Max. participants on the offering, all upcoming sessions take over the new value, unless you set it individually on the session. Past sessions stay as they were.
Editing the offering doesn't change the date and time of existing sessions.
Edit, cancel or delete a whole series
You manage series in the offering:
- Open the offering under Manager → Offerings.
- Open the Series Dates section and tap Manage series sessions.
- For the series, choose Edit series, Cancel series or Delete series.
- Edit series changes the name and the time. A new time applies to all upcoming sessions of the series, and every booking receives an email with the new time.
- Cancel series cancels every upcoming session of the series, just like cancelling a single session: bookings are cancelled and refunded, and participants receive a cancellation email.
- Delete series: if the series has never been booked, all sessions are deleted. If there are bookings, all sessions from today onwards are cancelled, but the bookings are neither cancelled nor refunded. So for booked series, use Cancel series.
Trainer, room and capacity can't be changed for a whole series at once. Change them on the offering or in the individual session.
Delete or cancel a session: the difference
- Cancelling keeps the session with the Cancelled badge. Bookings are cancelled and refunded, and participants receive an email if you choose. You can set a cancelled session back to active with Reactivate, while the cancelled bookings stay cancelled. More under Holidays, cancellations and cancelling sessions.
- Deleting removes the session permanently. This is only possible as long as no confirmed or open booking is attached to it and nobody is on the waitlist. You find it in the session under More → Edit with Delete permanently. Otherwise the Manager tells you "This date cannot be deleted yet" and asks you to cancel the session first.
Frequently asked questions
How do I create a new session? In the calendar via the plus sign, or in the offering with Create Appointment. Choose the offering, enter the date and start time, and tap Create Appointment.
Can I also create fixed sessions for free time selection? Yes, without resources, as an open extra session via New Appointment. Until someone is booked in, customers can book it too. For a specific customer, use Another time when booking them in.
Why are no new sessions being added to my series? Series you created with New Appointment are not extended automatically. Create a new series. Only a session series directly on the offering is extended by a nightly run.
Are participants notified when I move a session? Yes. With a new time, every confirmed or open booking receives an email with the new time.
How do I add a substitute? In the session under More → Edit, switch on the custom value for the Trainer field and choose the substitute. Participants are not informed automatically.
Can I duplicate a session? No, individual sessions can't be duplicated. Create a new session or a series.