> ## Documentation Index
> Fetch the complete documentation index at: https://docs.book2befit.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Sessions & Scheduling
> Create and manage group classes, private sessions, and recurring schedules.
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.
## 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)
### 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). |
| Online session link | Optional. Add a meeting URL (Zoom, Google Meet, etc.) to run the session online or hybrid. Available on all plans. |
| 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 **Business plan** or above. See [Plan Tiers](/plans-and-settings/tiers).
Recurring mode generates a repeating schedule automatically. Fields specific to this mode:
| 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. |
| Online session link | Optional. A meeting URL (Zoom, Google Meet, etc.) applied to every session in the 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.
To cancel a session without deleting it, change its status to **Cancelled** in the edit form. Existing bookings are notified by email.
## 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 |
Use the search bar to find sessions by name.
## Role permissions
| Action | Owner | Admin | Coach |
| ---------------- | ----- | ----- | ---------------------- |
| Create session | ✓ | ✓ | If enabled in Settings |
| Edit session | ✓ | ✓ | Own sessions only |
| Delete session | ✓ | ✓ | — |
| Create recurring | ✓ | ✓ | — |
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.
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.
Yes. Editing a session in a recurring series only changes that individual session. The other sessions in the series are not affected.