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Sessions are the building blocks of your schedule. Each session is a single bookable class or appointment tied to an activity, a location, a time, and optionally a coach.

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Creating a session

Go to Sessions and click Add session. A panel opens with three tabs at the top — choose the mode before filling in the form:
  • Single — one session on a specific date
  • Bulk — multiple individual sessions across different dates in one go
  • Recurring — a repeating schedule generated automatically (Business+ required)

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Single session fields

Coach double-booking is blocked automatically. If the coach you assign already has another scheduled session that overlaps the new session’s start and end time, saving fails with an error and the session is not created. This check runs on every plan, both when creating a session and when editing one (the session being edited is excluded from its own conflict check). It only compares against sessions with status scheduled; sessions that are cancelled don’t count as a conflict.

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Bulk sessions

Bulk mode lets you pick multiple dates manually and create one session per date in a single action. All sessions share the same activity, location, coach, capacity, and pricing settings.

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Recurring sessions

Recurring sessions require the Business plan or above. See Plan Tiers.
Recurring mode generates a repeating schedule automatically. Fields specific to this mode: When Private session is toggled on, the session is hidden from your public booking page. The detail panel shows the invite link — share it directly with the clients you want to invite. From the detail panel you can:
  • Copy invite link — copies the URL to your clipboard
  • Regenerate invite link — invalidates the current link and creates a new one (useful if a link was shared with the wrong person)

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Managing sessions

Click any session row to open the detail panel.
  • Edit — change any field on the session, including flipping it between public and private
  • Duplicate — creates a copy of the session scheduled 7 days later (or the next upcoming day at the same time, if 7 days later has already passed)
  • Delete — permanently removes the session. Select multiple sessions with the checkboxes and click Delete in the bulk action bar to remove several at once.
There is currently no “Cancel” status for a session — Delete is the only option. If the session has any bookings that aren’t already cancelled, deletion is blocked with an error telling you to cancel them first. Cancel each booking individually from Bookings — this correctly emails the client, refunds them via Stripe if enabled, and restores their credit — then delete the now-booking-free session.

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Recurring schedules

Recurring sessions are linked to a schedule. Individual sessions in a recurring series can be edited the same way as any other session — the change applies only to that session, not the entire series. To remove the entire series, delete each session individually or use the checkbox bulk select.

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Waitlists

When a session is full, clients can join the waitlist instead of being turned away.
  • Expand a session and view the Waitlist tab to see who is waiting.
  • When a spot opens, the first person on the waitlist is notified by email — they are not booked automatically. They need to return to the booking page and book themselves, since payment can’t be captured without them present.
  • They have a limited window to do this: 30 minutes if the session starts within 24 hours, otherwise 2 hours. The countdown pauses overnight (22:00–08:00 in the location’s timezone) so it doesn’t quietly expire while they’re asleep.
  • If they don’t book in time, they’re moved to the back of the waitlist (not removed) and the next person is notified.
Use the toolbar to narrow the session list: Use the search bar to find sessions by name.

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Role permissions

Yes, but it must be enabled first. Go to Settings → Organization and toggle Allow coaches to create sessions on. A coach can then edit or delete sessions they’re assigned to as coach — not sessions without an assigned coach, or other coaches’ sessions.
No. If any booking on the session isn’t already cancelled, the delete is blocked with an error showing how many active bookings remain. Cancel them first (see Bookings) — each cancellation emails the client and refunds them automatically if enabled — then the session can be deleted.
Yes. Editing a session in a recurring series only changes that individual session. The other sessions in the series are not affected.
No. Book2befit checks the coach’s existing scheduled sessions whenever you create or edit a session. If the new (or edited) session’s time range overlaps an existing session already assigned to that coach, the save is rejected with an error instead of creating a double-booking. Reassign the coach or adjust the time to resolve it.