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 (Growth+ required)
Single session fields
| Field | Notes |
|---|---|
| Session name | Optional. If left blank, the activity name is used. |
| Activity | Required. Must exist in Activities first. |
| Location | Required. |
| Space | Optional. Filters to spaces belonging to the selected location. Spaces under maintenance on the session date are hidden. |
| Capacity | Required. Capped at the lower of the activity’s max participants and the space’s capacity if both are set. |
| Coach | Optional. |
| Price | Leave blank for free. |
| Currency | Shown when a price is set. |
| Online payment | Toggle on to let clients pay by card when booking online. |
| Pay at location | Toggle on to let clients pay on arrival (Growth+ required). |
| Notes | Optional internal notes, not visible to clients. |
| Private session | Toggle on to hide the session from the public schedule. A unique invite link is generated — only clients with that link can book. |
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.Recurring sessions
Recurring sessions require the Growth plan or above. See Plan Tiers.
| Field | Notes |
|---|---|
| Repeat | Weekly or Biweekly. |
| Days | One or more days of the week (Mon–Sun). |
| Start time | Start time for every session in the schedule. |
| Duration (min) | Session length. End time is calculated automatically. |
| Schedule name | Optional name for the recurring schedule. |
| Start date | First date sessions are generated from. |
| End date | Optional. Leave blank for an open-ended schedule. |
| Generate sessions ahead | How far in advance to pre-create sessions: 1, 2, 3, 6, or 12 months. |
Private sessions and invite links
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)
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
- Delete — permanently removes the session. Select multiple sessions with the checkboxes and click Delete in the bulk action bar to remove several at once.
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.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 promoted automatically.
- The promoted client receives an email that a spot is available and must confirm the booking.
- For free sessions, the booking is confirmed immediately. For paid sessions, the client must complete payment to secure the spot.
Filtering and search
Use the toolbar to narrow the session list:| Filter | Options |
|---|---|
| Date | All Dates · Today · Upcoming · Past |
| Status | All · Scheduled · Cancelled · Completed |
| Session type | All Sessions · Single Sessions · Recurring Sessions |
| Activity | Filter by activity name |
| Location | Filter by location |
| Sort | Date earliest first / latest first |
Role permissions
| Action | Owner | Admin | Coach |
|---|---|---|---|
| Create session | ✓ | ✓ | If enabled in Settings |
| Edit session | ✓ | ✓ | Own sessions only |
| Delete session | ✓ | ✓ | — |
| Create recurring | ✓ | ✓ | — |
Can a coach create sessions?
Can a coach create sessions?
Yes, but it must be enabled first. Go to Settings → Organization and toggle Allow coaches to create sessions on. Coaches can create sessions but cannot delete them.
What happens to bookings when I cancel a session?
What happens to bookings when I cancel a session?
Existing bookings are marked as cancelled and clients are notified by email. If you have Stripe connected with Auto-refund on cancellation enabled (configured per location under Locations), refunds are issued automatically.
Can I change a recurring session without affecting the rest of the series?
Can I change a recurring session without affecting the rest of the series?
Yes. Editing a session in a recurring series only changes that individual session. The other sessions in the series are not affected.