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 recurring series of group sessions across a date range. 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.

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. If you want the client to know about it, use the option to notify them on save so a confirmation message goes out automatically. You can pick the client straight from your existing Clients list, or add a new one on the fly.

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 series at once.
• 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. Use this for one-off extra sessions; no dialog opens.

Set up the Generate dialog

The Generate dialog creates many session appointments at once across the current view's date range, all sharing the same settings. Pick the Session at the top — if your organisation has only one session resource, it is selected for you automatically.

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

• Visibility — controls who can see the sessions. Choosing Restricted lets you pick the Eligible groups.
• Bookability — controls when booking opens. Choosing Bookable from date reveals a date field, and if you also use Restricted visibility you can add early-access tiers that open booking earlier for selected groups, set in lead days.
• Display — controls how much session detail clients see.

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.
• Use the Add button to create more rows, and the delete icon to remove one.

If sessions already exist in the range, they are listed under Existing appointments. Select rows there to either Delete selected (sessions that already have booked clients are protected and cannot be deleted) or Apply to selected, which stamps the visibility and bookability settings you chose above onto the selected existing sessions.

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 are skipped (an existing regular appointment on the same resource is not checked, so it will not block generation).

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 at once.
• 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 behave like any other appointment and become bookable.

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 (wallet, card or voucher, depending on what your organisation allows), an optional Cancellation fee %, and a Reason (required) before confirming. Careful: with more than one selected, the whole session is cancelled for everyone — including active participants you did not select — using the same refund destination, fee and reason fields, applied to all of them at once.

To change the session's own capacity, visibility or to cancel it outright, open the Edit Session dialog from the session header. 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.