Schedule appointments and generate sessions

This guide walks you through both ends of the calendar: booking a single one-off appointment for a client, and bulk-generating a week of recurring group sessions. Generated sessions arrive as Planned and must be activated before clients can book them — this guide covers that step too, along with managing each session's roster: adding clients, marking no-shows, and messaging attendees. For the weekly planning routine (reviewing last week, building and releasing the next), see Plan the weekly timetable.

Open the Scheduler and choose a view

Open the Scheduler, the main calendar where all appointments and sessions live. Use the view menu in the toolbar to switch between Day, Work week, Week, Month and Agenda. The day view shows a detailed timeline for one date, the week views spread several days side by side, the month view gives you the broadest overview, and the agenda view lists upcoming entries. Use the navigation controls to move to the date you want to work on before you start booking.

Book a single appointment

On a desktop browser, double-click an empty time slot in the grid to open the appointment editor — a single click only selects the cell. On a touch device a single tap is enough. In the editor, choose the client, the resource (the staff member the appointment belongs to), and the treatment. The slot you clicked sets the start time, and the treatment determines the duration — you can still adjust both before saving.

When you Save, the appointment appears in the calendar under its resource column. The client receives the booking confirmation email when the resource's Confirmation email switch is on; there is no per-appointment notification choice. You can pick the client straight from your existing Clients list, or add a new one on the fly.

Prepare a calendar for group sessions

A group offer needs two resources: a standard resource for the place or person whose calendar you plan, and a session resource for the offer with its duration, capacity and price. For example, Surf wave is the calendar and Beginner surf is the session. Creating the session alone does not make Generate appear.

1. Check that Sessions is enabled under Organisation > Modules, and that your user has Configuration & settings set to Manage (needed to create the resources and to generate sessions) plus either Organisation set to Manage or Manage on the calendar's resource under Resources (needed to save sessions on that calendar). Without Organisation: Manage or Manage on the calendar's resource, the next sync is refused, go flow signs you out and the changes not yet synced on this device are lost — see What each right opens.
2. Open Resources > Add > Resources to create the standard resource. For an asset such as Surf wave, enter that name in Last name; Title and First name may remain empty. Check its Slug, switch Resource is online on and Save. If the resource already exists, use it. This calendar link does not require a treatment or an availability schedule on the standard resource.
3. Under Resources > Sessions, create or open the session resource. Set its Name, Slot duration (minutes), Slot capacity, Slot price and customer-facing texts. In Profile > Dependencies, select the standard resource, for example Surf wave. Leave the selector, switch the session online and Save. Reopen it to check the dependency was saved. See Resource details for the other settings.
4. Return to Scheduler. If more than one standard resource is available, select the calendar you linked using the resource avatars. Choose Week or Work week and navigate to the required week. The linked session chip and Generate are now available.

If Generate is missing

Check the Sessions module, the session's saved Dependencies, and the standard resource selected in Scheduler. Session chips and Generate are offered for sessions linked to a selected resource's calendar. Having a session in the Resources list or selecting it in a booking template does not create this calendar link. If Generate is visible but disabled, switch to Week or Work week.

Start a recurring series

For recurring group sessions rather than a single appointment, you have two ways in:

• Open the Generate dialog. Switch to the Week or Work week view, then click the Generate button in the scheduler toolbar. This is the route for creating a whole week of one session at once. Each run covers the week shown; go flow has no copy-week or term function, so repeat it week by week.
• Drag a session chip onto the grid. Dropping the chip creates a single session directly at that spot — saved immediately in the Planned state, with the duration and capacity of the session resource and the default visibility (Public, Bookable now). Use this for one-off extra sessions; no dialog opens, and the drop is not checked against sessions already in that slot.

Set up the Generate dialog

The Generate dialog creates many session appointments at once for the week shown, all sharing the same settings. Pick the Session at the top from those linked to your selected calendars — if only one is available, it is selected for you automatically. Each slot is created on every selected calendar linked to that session, so select only the calendar you want to fill.

First set how the sessions behave, under Visibility & bookability:

• Visibility — controls who can see the sessions. Choosing Restricted lets you set Eligible groups to control who can book.
• Bookability — controls when booking opens. Choosing Bookable from date reveals a date field (Bookable days before opens each session a set number of days before its own date instead); do not leave the date or the number empty, or nobody can book. With either of them, Restricted visibility and the Promotions module enabled, you can add early-access tiers that open booking earlier for selected groups, set in lead days.
• Display — Full details or Coming soon (masked). The booking site shows any session that opens on a later date as coming soon until its opening date, whichever display you choose; see Generate sessions.

Then build the schedule. Each schedule row defines a set of weekdays plus a start time:

• Tick the weekdays the session should run.
• Set the Starts at time. The session length comes from the session resource itself. A new row has all seven days ticked; untick the days you do not want, including days of the current week that have already passed.
• Use the Add button to create more rows, and the delete icon to remove one.

If sessions already exist in the week, they are listed under Existing appointments. Select rows there to either Delete selected (sessions with any participant record, even a cancelled one, are protected and cannot be deleted) or Apply to selected, which replaces the visibility and bookability settings of the selected existing sessions with the ones you chose above.

Generate, then activate the planned sessions

Click the save icon to generate the series. Sessions are created for every matching weekday between the start and end dates of the current view; time slots that already have a session on that calendar are skipped (an existing regular appointment on the same resource is not checked, so it will not block generation). Skipping is silent — the dialog does not report it — so look at the calendar afterwards. Keep Created and Active ticked in Set status display and Waitlisted only off while you generate, because sessions the calendar does not show are not recognised.

Generated sessions — and sessions dropped from a chip — appear in the calendar as Planned, drawn with a dashed outline. A planned session cannot be opened or booked yet. To take them live:

• Click the tick on an individual planned session to activate just that one, or use Activate all in the toolbar to activate every planned session shown in the current view.
• Click the cancel icon on a planned session to discard it, or use Remove all planned to discard the whole staged batch.

Once activated, the sessions can be opened and follow their visibility and bookability settings. For a public booking page, include the session resource in an online booking template and use Public, Bookable now and Full details when you want customers to see and book it immediately.

For a first check, select only Wednesday in one schedule row at 10:00 in the required week, save and activate that one session. Open the template's customer URL, navigate to the same week and open the session. Check its date, start and end time, price and available places. An empty customer calendar can simply mean there are no active sessions in the week being shown, or that the week lies beyond the session's Reservations possible; a saved session definition alone creates no dated slots.

Manage the roster

Open any active session from the calendar to reach its participants panel, where you manage the clients attached to it.

From here you can:

• Add a client — click the add-participant button to open the Select client picker, choose a client, and set how many slots they take.
• Mark no-shows — select participants and click Mark no-show to record that they did not attend. This is available only once the session has started and cannot be undone.
• Message attendees — select one or more participants and click Message clients to compose an email to them.
• Cancel bookings — select participants and click Cancel selected. With a single participant selected, a cancellation dialog opens for that booking: choose a Refund destination — No refund, or, when the client paid, wallet, card or voucher, as far as your organisation's Allowed refund destinations permits — and, for a refund, a Cancellation fee %; the Reason is optional. Careful: with more than one selected, the whole session is cancelled for everyone — including active participants you did not select — with one optional reason and one refund choice, under Bulk refund defaults, for everyone who paid. See Cancel or refund.

The same Edit a session dialog, above the participant list, is where you change the session's own capacity and visibility or cancel it outright. There you can raise or lower the Slot capacity, adjust the same visibility and bookability options used when generating, and cancel the session. A QR code button next to Slot capacity gives you a scannable link clients can use to book (or, for private sessions, join) the session; you can no longer change capacity or visibility once the session has started.

If a session resource has a minimum capacity of more than one and bookings fall short of it, a small warning dot appears next to the slot count both on the session in the calendar and, as a Below min capacity label, in the Edit Session dialog. This is informational only — go flow does not cancel or block the session for you.