Session packs and your calendar
If you sell live sessions in blocks (10 PT sessions, a 12-week in-person package), a session pack keeps the count for you. You always know how many sessions a client has left, which ones are booked, and when it's time to talk about the next pack. Your calendar shows every live session you coach, in person or online, next to the rest of your coaching.
Live sessions are separate from the workouts in a client's training plan. Clients still log their own workouts as usual.
Session packs and Calendar are open to a few coaches first. If you don't see Calendar in your menu, your account doesn't have them yet. Nothing else in your coaching changes.
Add a client's pack
Open the client's page and choose ⋯ → Add a session pack.
- Sessions in the pack: how many sessions they paid for. It starts at 12.
- Start date: today, unless you change it. The pack counts sessions from this day.
- Use by: optional. Set it if your packages expire, for example 12 sessions within 3 months.
- Regular times: optional. Pick the days they train and a time for each day (Tuesday at 7am and Thursday at 6pm, say). The pack books those times every week until it's full or the use-by date arrives. Leave them empty to book sessions one at a time.
Choose Add pack. If the client already has sessions booked in those dates, the dialog says they will join the pack, so nothing is booked twice.
Moving a client who is partway through a pack you sold before you used Assistant Coach platform? Enter the number of sessions they have left as the pack size.
Adding a pack doesn't take payment. It keeps the count; you take payment as you do today.
Read the pack card
The Session pack card sits on the client's page.
- The big number is how many sessions they have left: 7 left of 10. It goes down when a session happens or when they cancel late.
- The tiles beside it are their sessions, one per session, with the day and time. Click a tile to open that session.
- A dashed + tile is a session they've paid for that isn't booked yet. Click it to book one.
- The last tile shows when the pack ends: Use by and its date. In the last two weeks it turns amber and counts down the days, which is your cue to talk about the next pack. Once the pack is finished it reads Used up or Ended.
- Calendar (the calendar icon) opens this client's sessions by month without leaving their page.
- Past packs under the card lists earlier packs, one line each: how many sessions and the dates they ran.
Book a session
Book from wherever you are:
- Calendar → Add session, or click a free time in Week or a day in Month.
- On a client's page, click a dashed + tile on their pack card.
Choose the client, day, time and length, then Add session. Sessions are booked ahead, so you can't pick a time that has already passed.
Every week, from a pack. If the client has a pack, tick Repeat every week. Add the other days they train, each with its own time, and how many weeks. The line underneath tells you how many sessions that books and the date of the last one, and says fills Emma's pack when it uses up every unbooked session. Only sessions the pack has room for are booked.
Clients without a pack. You can still book them one session at a time, which suits a trial, a consultation or a pay-as-you-go client. A weekly schedule always belongs to a pack, so Add session explains this and offers + Add a session pack. That opens the usual pack dialog, starting on the day you're booking. Save it and you're back in Add session with Repeat every week ready. If their last pack has finished, the button reads + Start a new pack instead.
Outside the pack's dates. If you pick a day after the pack's use-by date, Add session says so and offers Extend the pack to that day. If you pick a day before a new pack starts, it offers Start the pack on that day. One click and you can book.
More sessions than the pack holds. When every session in the pack is booked, you can still book another. It shows as Pack used up, a reminder to sort out the next pack with your client.
If the new session overlaps another client's, you'll see a warning. You can still book it when that's what you meant.
What uses a session?
- A session that happens uses one as soon as its time is over. You don't need to tick anything.
- Late cancel or no-show uses one straight away, even for a future session. If you chose it by mistake, Undo late cancel gives it back.
- Cancel this session gives it back.
- After a session, open it to record what really happened: It happened, Late cancel or no-show or Cancelled in time.
- Logging a workout from a session (open the session, then Log workout) links the workout to it and marks the session as happened when you finish. You can do this on the day or afterwards. Once a workout is logged, the session offers View workout, which shows you exactly what was logged.
Cancelled sessions don't appear on your calendar or the pack card, so they never clutter your week. That includes a past session you mark Cancelled in time, so choose that option only when you're sure.
Move or cancel a session
Click the session and choose Move, or drag it to a new time in Week. If the session is part of a weekly schedule, choose Just this one or Every Tuesday from now on (whichever day it is). Moving the Tuesdays leaves the client's other days alone.
To cancel, choose Cancel this session and confirm. For a weekly schedule you can cancel just this one, or this and all the later sessions.
Email Emma about the change is ticked for you when you move or cancel. Leave it ticked and your client gets an email with the old and new time. Untick it if you've already told them. Changing a whole schedule sends one email, not one per session. If the email can't be sent, your change is still saved and the message tells you.
Cancelling can't be undone, which is why it asks first. If you cancel the wrong session, book it again with Add session.
Edit, renew or end a pack
Open ⋯ on the pack card.
Edit pack changes the number of sessions and the use-by date, for example when a client buys two extra sessions or you agree to extend their pack. Past sessions stay counted. To change when a client trains, move their sessions in the calendar; Edit pack links you there.
Start a new pack appears when a pack is used up, has ended or has passed its use-by date. It suggests the same size and regular times as the last one. Bookings already in the new pack's dates move into it, and unused sessions from the old pack don't carry over.
End this pack stops the pack today, for example if a client pauses or leaves. If they have sessions booked, you choose:
- Cancel Emma's booked sessions: ticked for you. Untick it to keep the bookings in your calendar; they just won't come out of a pack.
- Email Emma about it: tells your client the sessions are cancelled. Untick it if you've already talked.
Added a new pack by mistake? End it before it starts. If it was replacing the current pack, the current pack simply keeps going with its booked sessions.
An ended pack shows how many sessions went unused. When the client is ready to start again, choose Start a new pack, and the ended one moves to Past packs.
Your calendar
Calendar in the menu shows all your live sessions, starting on the month. Switch to Week to see each day by the hour, use the arrows to move between weeks or months, and filter to one client when you're planning their block.
Each session shows the client's name and its place in their pack. Click one to see the details, move it, cancel it, mark what happened or add a note.
On a phone, Calendar opens as a list of your upcoming sessions.
Keep private session notes
Open a session and choose + Add note. The note belongs to that session, and you'll find it later in your notes under the Sessions filter; Go to session → takes you back to it.
When you log a workout as the coach, the notebook and exercise notes are your private notes (Only you see this). They're never copied into the client's own workout notes. The note on Workout Complete is still part of the shared workout summary.
If you finish a workout that wasn't booked as a session, Count as a session lets you decide whether it uses one from the pack.
What clients see
Clients with a pack (including one that starts later) see Your sessions in their client app: their next session, how many they have left, and the use-by date. All sessions › lists what's coming up and what has happened. A late cancel shows as still counted, so there's no surprise about the count. Cancelled sessions and your private notes aren't shown. Clients without a pack, such as your online-only clients, see nothing new.
Clients see times in their own timezone. A weekly session keeps its time through clock changes.