Creating sessions
Sessions can be created from the admin area at Admin > Sessions > Add Session. Below is a list of the options available and their meaning.
Many booking-related fields (such as the booking window, cancellation window, and confirmation message) have club-wide defaults you can configure at Admin > Settings > Sessions. See Session options for details.
General
Title
A meaningful name for the session.
Description
Additional details about the session. The description field allows for advanced formatting including but not limited to image uploads, adding YouTube or Vimeo videos, linking to other websites and various heading and formatting options.
Location
Provide information about the location of the session to help them find the meeting point.
Cost
Sets the cost to the member for the session. If no cost is set and bookings are enabled, the session will be considered free and no charge will be made by the platform for the session.
Session Running Cost
The session running cost is used for reporting purposes. ClubPal can track bookings and report on if a session breaks even or loses money. If you don't want to track this you can leave this at zero.
Package Based Pricing
When enabled, you can configure a different price per membership package for the session. For each package you can optionally enter a price; if no price is set for a specific package the standard session cost will be charged. This is useful when you want to offer discounted or differentiated rates based on membership type.
Session Leader(s)
Select from any members registered on the platform to be displayed as session leaders. Any members assigned as a session leader will be able to view the list of bookings for that session.
Categories
Categories allow you to set useful labels on a session. These will be shown on the session details page, and when clicked a list of all sessions in that category will be displayed. This can be useful to group sessions of the same type together e.g. intervals. Categories are also used for reporting, so you can see statistics such as attendance grouped by category.
Colour
The colour property allows you to select from a preset list of colours used to display the session in lists. This can be useful to visually group sessions of the same type together in lists. For example, you could set all swimming sessions to be blue, and all running sessions to be red.
Exclude From Reports
When enabled, this session will not be included in session reports. Use this for one-off or ad hoc sessions that you don't want to affect your overall reporting statistics.
Schedule
Start
Sets the start date and time for the session.
If the session is set to recurring, the start date cannot be changed, although the time can.
End
Sets the end date and time for the session.
Recurring
Enable this for recurring events, or leave off for one-off events.
Frequency
Sets the frequency that a recurring session will repeat. Sessions can repeat Daily, Weekly, Monthly or Yearly.
Every
The interval to repeat e.g. if the Frequency is set to weekly and this value is set to 1, the session will repeat every week.
Ends
Sets how long the recurring session will repeat for. The options are:
- None - session will repeat forever or until cancelled
- After - The session will repeat for the configured number of sessions
- Until - the session will repeat until the configured date, with the last session being on or before the date set
Booking
Enabled
If bookings should be possible for a session, enable this option. If disabled, members will not be able to book on to a session and no payments will be taken for paid sessions.
Session Capacity Limit
If a capacity limit is required, set the value here. If there is no limit, set the value to 0.
Booking Window
The number of days before a session starts that bookings can be made, and the time of day that bookings will open. This can be useful to stop members block booking several weeks in advance leading to a high rate of cancellations.
Booking Window Closes
The number of hours before the session starts that the booking window closes. When set to 0, the booking window will remain open until the session ends. This is useful when you want to accept bookings right up until the session begins, or to allow retrospective bookings via the Late Booking Window.
Late Booking Window
The number of hours after a session ends that a retrospective booking can still be made. Set to 0 to disable retrospective bookings for this session. When a booking is made for a past session, the member will see a warning in the booking confirmation modal to make it clear they are booking a session that has already taken place. The club-wide default for this value can be set in Admin > Settings > Sessions.
Members Only?
If enabled, bookings can only be made by people with a Membership Status of Active, Lapsed or Trial. Other users will not be able to book on to a session.
Required Membership Packages
When Members Only is enabled, you can optionally restrict bookings to specific membership packages. If no packages are selected, any member with an active membership status will be able to book. Select one or more packages to limit access to members holding those specific packages.
Required Groups
Optionally restrict bookings to members belonging to specific groups. See Member groups for details on creating and managing groups. If no groups are selected, no group-based restrictions will be enforced.
Cancellation Window
Sets the number of hours before a session starts that a booking can be cancelled. If set to 0, bookings can be cancelled up until the session begins.
Refund Window
Sets the number of hours before a session starts within which a cancelled booking will receive a refund. If set to 0, refunds will be issued for cancellations at any time up until the session begins. If a cancellation is made outside the refund window, the booking will be cancelled but no refund will be issued.
Show Bookings
When enabled, the list of members booked on to this session will be visible to all logged-in users. This overrides the global default set in Admin > Settings > Sessions.
Coaches Required
If Coach Bookings are enabled under Admin > Settings > Sessions, this value lets you set the number of coaches required for the session. Coach bookings are not limited by this number; it is used for display to show coach coverage.
Allowed Payment Methods
Sets the payment methods available when booking the session. If more than one method is selected, the member will be able to choose how they want to pay when they book. The available options depend on which payment methods are enabled in Settings > Payments. See Booking sessions for a full explanation of how the booking form and payment options work.
Only available when the session Cost is greater than zero.
Allowed Passes
When Pass is enabled as a payment option, select the passes that are valid for booking this session. See the Passes documentation for more details.
Booking Form Fields
You can add custom fields to the session booking form to collect additional information from members when they book. For example, you could ask members to select their preferred lane or provide a vehicle registration number. Information collected via booking form fields is included in the bookings export.
Booking Terms
Override the global booking terms message for this specific session. When set, this message will be shown to members instead of the default configured in Admin > Settings > Sessions. If left blank, the global default will be used.
Participant Information
Information to display to members booked on to the session e.g. Zoom details for virtual sessions. This will only be shown to members with a Confirmed or Coach booking.