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.
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.
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.
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.
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.
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.
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 options available are based on the Session Settings payments methods enabled in Settings > Payments. See the Payments Documentation for more details.
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.
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.