What this guide covers
Create single and recurring sessions, edit occurrences, cancel vs permanently delete, and manage featured or private events.
Before you start
- Admin access to Schedule
- Staff, services and locations configured under Brand → Business
Walkthrough
List and card views
Step by step
- Open Admin → Schedule. It opens on Today (check-in and payments for today's sessions). While self check-in is on, the owner and admins also see today's check-in code there: Show full screen puts it on a screen where people arrive, and Print and Copy link are beside it. Switch to Calendar, List or Card and use the date strip to pick another day. List and Card show the earliest session first. On a computer, the bar at the top of admin keeps today's open desk work in view on every tab: how many sessions run today, how many people still have to be marked paid, and how many are owed cash back. Click a count to go straight to the next session with that work in Today. The search box beside it (⌘K on a Mac, Ctrl K elsewhere) finds today's people, your staff (opening them in Brand → Business), today's sessions and the admin tabs.
- Click + New event. Date/time pickers sit at the top of the form, set schedule before title details.
- For recurring series, configure the pattern on the parent row; edit scope (this session vs future) on occurrences.
- Cancel restores capacity for members; Delete from edit modal removes data permanently.
- On a pay-at-the-desk plan, a 1:1 session (capacity 1) shows Up to N people per booking under Capacity. Set more than 1 to let one booking hold the slot for a group; it still counts as one booking. On a recurring series, set it on the series and every occurrence uses it, unless you change it on one occurrence.
- On a private session, people you assign are booked on every date. When a save books them into repeating dates (a new repeating private session, or turning Repeat on for one), a confirmation shows each person, how many dates, the first and last date and how they pay: at the desk, included with their membership, or credits from their balance, the same way the session is paid when they book it themselves. Confirm saves and books them; Cancel changes nothing. If someone doesn't have enough on their balance, or the session can only be paid a way staff can't use for them (card only, or a membership they don't have), it says so and Confirm stays off until you fix that or take them off. Each person gets one email listing their dates instead of one per date. Turning Repeat on keeps an assigned person's booking (it moves to that date of the series). Dates that already started are never charged.
- If something stops the save (no date, no staff member on an open-hours appointment, Drop-in on with no price picked, a repeat with no days), the message appears in red under that field and the cursor jumps to it. Fix it and save again.
Move someone to another time
In the session's Signed Up list, tap Move to… on a person (in Schedule → Today, tap ⋯ on their row, then move them to another time).
- Pick another time of the same class. Only times with a free spot are listed.
- The line under the time says what happens to their payment. Add an optional note (it stays on the booking; they don't see it), then tap Move booking.
The payment carries over: credits move (a pricier time uses the difference from their balance, a cheaper one gives it back), a card payment moves to a time with the same or lower card price (a lower price refunds the difference to their card), a membership has to cover the new time, and a pay-at-the-desk hold moves and stays owed (or stays paid, if you already marked it paid). If a card refund doesn't go through, the booking keeps that amount, so a later cancel refunds it. It still counts as one booking. They get an email with the old and new time. You can move someone inside your late-cancel window (no fee). Once the session has started a booking can't move: mark them no-show or cancel from Remove, then book the new time. Undo a check-in before moving someone. Waitlist spots and open-hours appointments can't be moved.