Create and Manage Calendar Sessions

Create a Session

Sessions let you define standard appointment types, complete with duration, color, and optional auto-billing – making booking consistent and efficient.

1. Click Add session.
   Tip: If clients should be allowed to book this themselves, toggle Enable for online booking to ON. Toggle This is a video session if it’s virtual.
2. Enter a Session Name.
   Tip: Keep it short and recognizable—like “physio initial” for Physiotherapy Initial Assessment—to speed up selection in the scheduler. For more insights on naming, check the Naming Conventions That Keep Your Practice Management System Clean and Consistent article.
3. Enter a Session Description.
   Tip: Use the full, client-friendly name here (e.g., “30-minute Massage Therapy”) since this is what clients see.
4. Select a Professional Discipline from the drop-down.
5. Choose one or more Locations where this session can be scheduled.
6. Pick a Color for quick visual spotting in the calendar, then set the Duration (in minutes).
   Tip: The duration reserves exactly that block of time when booked.
7. (Optional) Click Add billing item and select from your Products & Services list.
   Tip: Linked items automatically create charges in the case file once the appointment is marked Arrived.
   Note: Leave this blank for free sessions, like consultations or intakes.
8. Click Save. Your new session is ready to use!

Edit a Session

Making changes to a session is quick and lets you keep your appointment types up to date.

1. In the Sessions list, hover over the session you want to update.
2. Click Edit.
3. Make your changes – such as name, description, duration, color, discipline, locations, or billing items.
4. Click Save. Your updates apply immediately to future bookings.

Tip: For existing appointments, the duration remains unchanged, but color changes will apply to all bookings – past, current, and future.

Delete a Session

Deleting a session permanently removes it from the system – use this only when it’s no longer needed and hasn’t been booked.

Important: You can only delete sessions that have not been used for any bookings. If a session has been booked in any appointment, the system will prevent its deletion.

1. In the Sessions list, hover over the session you want to remove.
2. Click Delete.
3. In the confirmation prompt, click Confirm to finalize.

Tip: If the Delete option is unavailable, the session has been used – archive it instead to hide it from new bookings.

Note: Deleted sessions cannot be recovered.

Archive and Unarchive a Session

Archiving lets you hide a session from new bookings without losing historical data—ideal for seasonal or discontinued appointment types.

Important: Archiving a session removes it from availability for new appointments. Existing appointments that were booked with the session remain unchanged.

To Archive a Session

1. In the Sessions list, hover over the session you want to archive.
2. Click Archive.
3. In the confirmation prompt, click Archive again to confirm.

To Unarchive a Session

1. Hover over the archived session and click Edit.
2. In the bottom-left corner of the edit screen, click Unarchive.

Tip: Use archiving instead of deleting when a session has been used – it keeps your history intact while cleaning up your active list.

Note: Once unarchived, the session becomes available for new bookings again.

Well done! Consistent sessions make scheduling faster and billing more accurate.