A Booking Session (or just a 'Session' for short) is an appointment that's been set up between you and one or more of your clients.
We'll get into some of the more intricate details below, but if you haven't already created a Session Type, you will need to do that first.
Session Classification
There are two different types of Sessions that can be created through our system:
- Single - These are individual sessions that are created for specific clients. These types of sessions generally include weddings, corporate events, dances, etc., and are generally a little longer in duration than the "multi" sessions that are described below.
- Multi - These sessions are created with multiple predefined time-slots available within them for a variety of clients to select from. These types of sessions generally include mini sessions, workshops, conferences, studio sessions, etc.
Getting Started
Navigate to the Booking Sessions page through the main navigation menu by clicking on Studio & Clients » Booking » Booking Session.
Creating a 'Single' Booking Session
Click on the Schedule a New Session button at the top of the Booking Sessions page. If you haven't created a Session Type yet, you'll need to do that first.
Create the Session
After pressing the Schedule a New Session button, you'll be asked for the following details:
Session Name - This name will be viewable to the visitors of your site. It will also be dynamically added and used in all of the marketing and reminder emails that are sent for this session.
Classification - Choose Single from the classification droplist. (Instructions for the Multi option are found below.)
Session Type - You will only be able to select Session Types that were created with the 'Single' classification type. Select the option that you'd like for this session.
Package Option - Select the package that you'd like to assign to the session. Your client will have an opportunity to view and confirm the package details before finalizing their session. Leave this option blank if you'd like your client to select the package for themselves. This option will not display if there is only one option available for the selected Session Type.
Session Client - If your client has already been added to the Clients area you may select them from the Session Client list; otherwise, leave the option blank to assign a client later.
Session Date - Select the date that the session is scheduled to take place. If you don't have a specific date for the session yet, select a future placeholder date. The date can be adjusted up until when your client has confirmed the booking.
Session Time - Select the time that the session is scheduled to take place. The time can be adjusted later, up until when your client has confirmed the booking.
Click the Next button to save the details and to be taken to the session details page.
Session Details
Within the Session details you'll see a summary of everything that's included in the Session, and you'll be able to make adjustments up until the time your client confirms the session.
Assigning and Inviting Your Client to their 'Single' Session
If you haven't assigned a client to the Session yet, click the Assign to Client button to select (or add) your client to the Session. Once the client has been assigned, a button labeled Send Confirmation Request to Client will be displayed; click the button to send your client a confirmation email that contains a link to confirm and pay for the session.
Creating a 'Multi' Booking Session
Click on the Schedule a New Session button at the top of the Booking Sessions page. If you haven't created a Session Type yet, you'll need to do that first.
Create the Session
Session Name - This name will be viewable to the visitors of your site. It will also be dynamically added and used in all of the marketing and reminder emails that are sent for this session.
Classification - Choose Multi from the classification droplist. (Instructions for the Single option are found above.)
Session Type - You will only be able to select Session Types that were created with the 'Multi' classification assigned to them. Select the option that you'd like for this session.
Session Date - Select the date that the session is scheduled to take place. If you are scheduling multiple session time-slots, select the date of the first session's time-slot. Additional dates can be added once the session has been created.
Session Time - Select the time that the session is scheduled to take place. If you are scheduling multiple session time-slots, select the time of the first session. Additional times can be added once the session has been created.
Session Spots - In this setting you'll select the number of session spots that you'd like to be sequentially created from the selected date and time. The Session Duration and Break Between Sessions settings that were defined for the selected Session Type will be used to determine how long the sessions are and how much of a break will be provided between the time slots. You may add additional days and additional session spots from within the session details screen after the session has been created.
Schedule All Sessions at the Same Time - If you are hosting a workshop, seminar, conference, retreat, etc. and would like to use our booking functionality for that, you may select to schedule multiple session spots for the same date and time.
Click the Next button to save the details and to be taken to the session details page.
Session Details
Within the Session details you'll see a summary of everything that's included in the Session, and you'll be able to make any adjustments as needed.
If you'd like to add additional session dates and/or times, click the Add Additional Spots button to do that.
If you need to manually send out a payment reminder on a session that hasn't been fully paid for you can click on the Send Reminder button. It will send the Payment Reminder email you have selected through your session settings. It's only displayed when there is a balance due for the session.
Assigning and Inviting Your Clients to a 'Multi' Session
The easiest way to get your clients signed up for a multi-spot Session is to post a link to the Session details and encourage them to select a spot and sign up for their selves. A link to the session can be found at the top of the details page, and you can also find a "Share on Facebook" option there as well to quickly share the link with your followers.
If you have a client that would like to reserve a spot but they aren't near a computer to do so, you can reserve the spot for them by clicking on the selected spot and choosing the "Reserve this Spot" option. Reserving the spot will take the spot out of the available option for your other clients, and an email will be sent to your client to confirm and pay for the Session reservation.