Skip to main content
← Back to the Table of Contents

The session planning calendar

The planning calendar is the central view of the administration, it brings together everything related to sessions and bookings.

A session combines a coach, an activity, a time range, a maximum capacity, a credit cost and, optionally, a recurrence.

Creating a session

  • A double-click on a calendar cell opens the form, already set to the clicked date and time. The add button creates a session with no pre-filled date.
  • The last created session’s settings (coach, activity, duration, capacity, credits, recurrence) are reused as defaults, so creating a run of similar sessions takes only a few clicks.
  • Picking an activity automatically fills in the credits and capacity with the default values set on that activity, when they exist. And if the studio has a single coach, that coach is pre-selected.
  • The end time follows the start time automatically, preserving the chosen duration.
  • The credit cost accepts decimals (0.5, 1, 2.5) and may be 0 for a free session.
  • Creating a session in the past is allowed: it is how a session is recorded after the fact.

Recurring sessions

A recurrence can be daily, weekly or monthly. Occurrences are generated automatically over a rolling two-month horizon and topped up as time passes, so there is no need to create them one by one. All occurrences form a series.

  • Any change to a recurring session asks whether it applies to that single occurrence or to the series from that date onwards.
  • Switching a recurrence back to "None" deletes the future occurrences of the series.
  • The local time is preserved across daylight-saving changes: a session at 6 pm remains at 6 pm.
  • An occurrence deleted or moved on its own does not come back: the automatic generation leaves the gap. Clearing a holiday week session by session is enough, and the rest of the series carries on.

Moving and editing sessions

A session is moved by dragging it, and lengthened by stretching its edge. A session that has already started cannot be moved. Everyone booked on a moved session is automatically emailed about the new time.

Deleting a session from the form removes either the single occurrence or the whole series. The bookings involved are cancelled and their credits refunded.

The session details panel

Clicking a session opens its details: date, times, coach, activity, recurrence, credit cost, capacity fill (booked out of capacity) and the named list of attendees with each booking’s status.

  • An attendee is added by searching for their name: the booking is created and the credits are deducted.
  • If that person lacks credits, a warning says so. The booking can still be confirmed: their balance then goes negative.
  • Removing an attendee cancels their booking, refunds their credits and sends them the cancellation email.
  • Bookings made from the planning calendar bypass the guardrails meant for customers (minimum and maximum booking lead time, simultaneous-booking limit, credit balance). Maximum capacity and the duplicate-booking rule, however, can never be bypassed.

Reading the calendar

  • A session’s status reflects how full it is: available, limited (filling up) or full. It is computed, never typed in.
  • The day, week and month views are interchangeable; the current view and date are kept in the page address, which can therefore be bookmarked or shared.
  • The coach and activity filters narrow the display. On mobile, a horizontal swipe changes period.
  • The calendar refreshes itself every minute: bookings made by customers appear without reloading the page.

The rules that frame customer bookings (minimum lead time, maximum horizon, simultaneous bookings, cancellation window) are set in the Booking tab of the settings.