Edit a session

Opening a class or group session from the Scheduler brings up this full-screen dialog, where you manage capacity, visibility, and the people booked into the slot.

Header

The title bar shows the session name and, once the session is no longer active, a status chip (for example cancelled or no-show). Cancel session ends the whole session. If anyone is still actively booked, this opens the whole-session cancel dialog, where you set a shared refund destination, cancellation fee and required reason before confirming — see Session Participants. A session with no active participants is cancelled immediately, with no confirmation step. The save button (disk icon) is enabled once you have changed something and stays disabled while syncing.

Date, capacity and booked slots

Below the header you see the session's date and start/end time, plus the running total of booked slots against Slot capacity. You can raise or lower Slot capacity and Slot booked (a manual block of slots not tied to a participant); both are clamped so capacity never drops below what's already booked. The QR code button shows a scannable link to the session — the direct join link for a Private session, or the public booking link otherwise.

Visibility & Bookability

This section controls how the slot behaves in online booking: Visibility (Public, Hidden, Private, or Restricted), Bookability mode (bookable now, not bookable, or bookable from a chosen date), and Display mode (full details or masked as "coming soon"). Choosing Restricted reveals an Eligible groups selector (only available when your organisation has a group-membership field configured). For a from-date slot, you can also add one or more early-bird tiers, each pairing a set of groups with a lead time in days so those groups can book earlier than everyone else.

Participants

The participant list below shows everyone booked into the session, with slot count, name, email, mobile number, and status. Select one or more rows to message those participants, mark them as no-show, or cancel their bookings; marking no-show is only available once the session has actually started. Double-click a row to open that client's full record — see Clients.

Use Add participant to search for a client and book them in. When the session allows more than one slot per booking, you can also set how many slots they take and override the confirmation and reminder emails sent for that booking. A pending reservation shows a countdown to when its hold expires; a QR icon next to a participant lets you show a scannable registration / join QR code for that booking (the same link group members use to self-register) once the session is active.

Changes are read-only if you lack the scheduling permission, or once the session is in the past or already cancelled.