Managing Sessions

Sessions are the individual bookable slots of a program. You generate them from a weekly pattern, then adjust or cancel individual sessions as needed.

Generating Sessions

1. Open the program and stay on the Sessions tab
2. Click Generate sessions
3. Set the pattern:
   • From and Through — the date range to fill
   • Days of the week — pick one or more days
   • Start time and End time
   • Capacity per session — or tick Unlimited
   • Booking opens — tick Open for booking immediately, or pick the date and time the sessions are released to members
4. Check the live preview, which counts how many sessions the pattern produces, then click Create N sessions

Days that already hold a session at the same start time are skipped, so you can safely re-run a pattern over an existing range. Every session must fall within the program’s start and end dates.

Session States

The Sessions tab lists sessions under Upcoming, Past and Cancelled tabs. Each row carries a state badge: Not yet open (before its release time), Open, N spots left, Full — waitlist open / Full — N waiting, Full, Started or Cancelled. Click a session to open its roster.

Editing a Session

Click Edit on a session row. Changes apply to this session only; the rest of its series is untouched.

• Start and End times
• Booking opens — tick Open now or set a release time
• Capacity (or Unlimited). Lowering capacity below the current confirmations shows a warning: existing confirmations are kept; new bookings will be refused. A Reason for capacity change is required and recorded in the audit log.
• Message to households — included in the notification when the time changes

Raising capacity or removing the cap promotes people from the waitlist right away; the confirmation toast tells you how many were promoted.

Cancelling a Session

Click Cancel on the row, add an optional Message (shown to affected households, e.g. “Pool closed for maintenance”) and confirm with Cancel session. Every reservation on the session is cancelled and the affected households are notified. This can’t be undone.

Caution

If the session has already started, unpaid charges are voided automatically, but any charge already collected must be refunded by hand from Transactions. The confirmation toast tells you how many paid charges need a manual refund.