Add a session

Overview

This article guides you through the process of adding a new Session to the Calendar.
The article is divided into the following eleven topics:

Prerequisites
   Role
   Scope
Use case
   Class sessions
   Ad-hoc class sessions
   Personal training sessions
   Administrative sessions
Navigation
   Branch level
Add a session

 

Prerequisites

Role

Your Role must have the Manage sessions Permission.

 

Scope

You must have a Role in the Branch you wish to add a Session.

 

For more information on Roles, click here.
For more information on Permissions, click here.

 

Use case

Sessions define the time an event occurs and contain a registry of the Members that will be attending.
Booked Members can be "Check-in" to confirm their attendance.
Sessions are created at Branch level and enable you to create time reservations for:

 

Class sessions

A Group Fitness Class session.
A Class must be created first. For information on how to create a Class, click here.
e.g. Earlybird, Bootcamp, Crossfit, Zumba, Yoga and Pilates

 

• Class session colours are derived from the Class settings
• displays Bookings / Max capacity
• indicates the Session is available online
• indicates the Session is repeated weekly

 

Ad-hoc class sessions

A Class created on the fly.
e.g. A special one-off Class

• Ad-hoc Class sessions colour is always black
• displays Bookings / Max capacity
• they cannot be Booked online
• indicates the Session is repeated weekly

 

Personal training sessions

Personal Training sessions or one-on-one training.

• Personal Training sessions colour is always black
• displays Bookings / Max capacity
  Max capacity is usually set to one, as Personal Training sessions are usually one-on-one
• they cannot be Booked online
• indicates the Session is repeated weekly

 

Administrative sessions

Meetings, appointments, reminders or tasks for Staff members

• Administrative sessions colour is always black
• displays Bookings / Max capacity
  Max capacity is not usually set, therefore only the Booked Members are displayed
• they cannot be Booked online
• indicates the Session is repeated weekly

 

Navigation

Sessions are added via the Calendar within Branch level:

 

Branch level

To add a Session:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)

Click on Calendar

All Class sessions, Ad-hoc Class sessions, Personal Training sessions and Administrative sessions are displayed:

Note: The default Calendar view is Day view, however, the above image displays the Calendar in Week view.

 

Add a session

To create a new Session:

		Click Create session
		Enter session Start date (required) Set the date the session will commence Either enter the date manually or use the calendar icon to select a date via the calendar.
		Enter session Start time (required) Set the time the Session will start Note: times are 24hr clock format.
		Enter session End time (required) Set the time the Session will finish Note: times are 24hr clock format.
		Select Recurrence (optional - Doesn't repeat by default) Create a single Session or one that repeats on the same weekday at the same time
		Enter the Class (required) To create a Session for an existing Class, select the Class from the drop-down box Note: These Classes derive from the Organisation level, and/or Branch level Class settings within the Management menu. Classes that have been made available to Book online, will display  next to them. To create a Session without a Class, manually enter a name for your new Ad-hoc Class session, Personal Training session or Administrative session Note: Manually entered Sessions will always appear black on the Calendar, and cannot be made "Available online": Classes selected from the dropdown box will display with the colour set within the Class settings, and can (optionally) be made "Available online":
		Enter the Max capacity (optional) Set the maximum amount of people that will be allowed to book the Class
		Select Staff (optional) Select the Staff member that will be running the Session from the drop-down box Note: Only Staff members with "Available for sessions" enabled in their Staff member profile are displayed in the dropdown box. The selected Staff member is displayed below the drop-down box indicates the Staff member is not already Booked at this time indicates the Staff member is already Booked at this time To remove a Staff member from your selection, click X to the right of the Staff member's name
		Click Save