Edit a session (field by field)
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. This page describes each control. For the tasks — what to change where, and how to cancel a session — see Edit a session.
Every control is editable only with Configuration & settings: Manage, on an active session that has not started yet. Otherwise the dialog is read-only. Saving the session's settings also needs Organisation: Manage or Manage on the resource whose calendar holds the session — see Edit a session.
Header
The title bar shows the session name and, once the session is no longer active, a status chip (for example cancelled). On the right:
- Help opens this page.
- Cancel Session (cancel icon, named in its tooltip) ends the whole session. If anyone is still attached — booked, holding places or on the waitlist — this opens the whole-session cancel dialog, where you choose one refund for everyone who paid and may enter a reason before confirming. A session with no participants is cancelled immediately, with no confirmation step. See Edit a session.
- Save (disk icon) is enabled once you have changed something and stays disabled while syncing.
- Close (the cross on the left) asks before discarding unsaved changes.
Date, capacity and places
Below the header you see the session's date and start/end time, then:
| Control | What it does |
|---|---|
| Below min capacity | A warning chip with the minimum, shown while fewer places are taken than the session resource's Min capacity. Display only. |
| Slot capacity | The total places on this date, up to 999. It cannot be set below the places already taken. |
| Booked slots | Places blocked by hand, not tied to a participant — for example places sold elsewhere. They count as taken. It cannot exceed the capacity minus the participants' places. |
| QR code | Shows a scannable link to the session with the link written underneath. For a Private session this is the direct link through which invited people register; otherwise it opens the session in your public booking calendar. |
On a read-only session the two number fields are replaced by the booked/capacity figure, for example 9/12.
Visibility & bookability
This section controls how the slot behaves in online booking. What each value means for the customer is explained in Session visibility & bookability.
| Field | Values and behaviour |
|---|---|
| Visibility | Public, Hidden, Private or Restricted. |
| Bookability | Bookable now, Not bookable, Bookable from date or Bookable days before. |
| Bookable from date | Shown for Bookable from date: the date the slot opens, at midnight in your organisation's time zone. |
| Opens this many days before | Shown for Bookable days before: the number of days; the hint Opens on … shows the resulting date. |
| Display | Full details or Coming soon (masked). Coming soon only dims the slot in your scheduler; customers see a Coming soon card whenever the open date is ahead. |
| Eligible groups | Shown for Restricted, when your organisation has a group membership field: the groups whose members may book. Without that field an info hint appears instead. |
| Early-access groups and Early-access lead (days) | One row per early-access tier: which groups may book how many days before the open date. Shown for Restricted with a date-based Bookability while the Promotions module is on. |
| Add early-access tier | Adds another tier row; the bin icon removes a row while more than one exists. |
Participants
The participant list below shows everyone booked into the session, with the places they take, their name and the columns you choose, their payment state and status. From here you add participants, hold places, take payments, message participants, mark no-shows and cancel bookings; a QR icon beside a participant with several places shows the link the rest of their group uses to register. Double-click a row to open that client's record — see Client details. Each action is described on Session participants.
Participant actions take effect without the save button and are not undone by closing the dialog.