Edit a session

The Edit Session dialog lets you adjust one dated session — its capacity and visibility, its participants — and cancel it. This page explains what you can change there, what you change elsewhere, and how to cancel a whole session. For a field-by-field walkthrough of the same dialog, see Edit a session (field by field).

Before you start

• Right: the dialog is editable with Configuration & settings set to Manage in your user rights; without it the dialog opens read-only. Saving the session's own settings — capacity, visibility, or cancelling a session without participants — also needs Organisation: Manage, or Manage on the resource whose calendar holds the session; without that, the next sync is refused, go flow signs you out and the changes not yet synced on this device are lost. Taking a payment is the one exception: Clients: Manage or the Billing contact role also allow it. See What each right opens.
• Active session: Planned sessions cannot be opened. Activate the session first with the tick on its calendar entry or Activate all (see Scheduler).
• Not started yet: once the session's start time has passed, its settings and participant list are read-only. Only Mark no-show and Take payment stay available. A cancelled session opens read-only too, with its status shown next to the name.

Open the session

In the Scheduler, double-click the session (on a phone or tablet, tap it once). The dialog opens full screen with the date and time, the places, the Visibility & bookability section and the participant list.

What you can change here, and where the rest lives

You want to change	Where
The number of places on this date	Slot capacity in this dialog
Places blocked without a named participant	Booked slots in this dialog
Who sees and can book this date, and from when	Visibility & bookability in this dialog — see Session visibility & bookability
Who takes part	The participant list in this dialog — see Session participants
The date or start time	Drag the session to another time in the Scheduler (desktop only). Sessions can be moved but not resized.
The price	The session resource's Slot price. It applies to every date of that session; there is no price per date. For a temporary lower price, use a promotion — see Run a promotion or discount code.
Name, description, pictures, minimum, waitlist, cancellation rules, emails	The session resource — see Resource details. These apply to every date.
The same settings on many dates at once	Apply to selected in Generate sessions

A changed Slot price applies to checkouts from then on. Bookings already paid keep the amount the client paid.

Change capacity, visibility or bookability

1. Change Slot capacity, Booked slots or any field under Visibility & bookability. Slot capacity cannot go below the places already taken; Booked slots cannot exceed the places left over.
2. Click the save button (disk icon) in the toolbar. It becomes available once you have changed something, and stays disabled while a sync is running.
3. The dialog closes and the scheduler syncs the change. The calendar entry shows the new booked/capacity figure and any visibility badge.
4. Check the customer side: see Check what your customers see.

These changes act on future bookings only. Nobody who is already booked loses their place, and nobody is notified. A customer who is in the middle of checkout when the session stops being bookable for them is stopped before paying.

If you close without saving, you are asked to discard your changes. That discards the capacity and visibility changes only — see the next section for participant changes.

Participant changes save themselves

Everything you do in the participant list takes effect without the save button. Hold places, Take payment and cancelling go to the server at once. Add participant, a changed number of places and Mark no-show are kept on your device immediately and sent with the next sync — closing the dialog, saved or not, does not undo them. See Session participants.

Cancel the whole session

Before you cancel, decide whether you only need to stop new bookings: setting Bookability to Not bookable keeps everyone who is booked and stops further sales. If several sessions are affected by the same problem, see Handle a disruption.

1. Open the session and click Cancel Session (the cancel icon in the toolbar; its name shows when you point at it). The icon is shown only for an active session that has not started and that you may change.
2. If the session has participants — booked, holding places, or waiting on the waitlist — the Cancel appointment dialog opens. It warns how many attached clients will be cancelled and lists them under Attached clients with what each has paid.
3. When at least one client has paid, choose the refund under Bulk refund defaults: one Refund destination and one Cancellation fee % for everyone who paid. It opens on No refund — see Cancel the whole session.
4. Optionally type a Reason. It is not required; when given, it appears in the cancellation email.
5. Click Confirm cancellation (the tick). Every attached participant is cancelled and cancellation emails go out where the session resource's settings allow; clients who paid are refunded as you chose. Open orders of clients who chose to pay at the desk are voided. The session dialog closes.
6. If the session has no participants, clicking Cancel Session cancels it immediately, with no confirmation step.

Refund destinations, fees and what to do when a refund fails are explained on Cancel or refund.

Be aware: selecting several participants in the list and clicking Cancel selected opens the same dialog and also cancels the whole session — not only the people you selected. A session that has already started cannot be cancelled from this dialog.

When something is missing

• Everything is read-only — you lack Configuration & settings: Manage, the session has started, or it is cancelled.
• You are signed out after saving — you lack Organisation: Manage and Manage on the calendar's resource: the sync was refused, and the changes not yet synced on this device are lost. See Before you start.
• The session does not open — it is still Planned; activate it first.
• No Eligible groups selector under Restricted — your organisation has no group membership field yet; see Session visibility & bookability.
• No early-access tier rows — they need Restricted, a date-based Bookability, a group membership field and the Promotions module.
• A "Below min capacity" chip — fewer places are taken than the session resource's Min capacity. It is a reminder only; go flow does not cancel the session for you.