Occasionally, you will need to book sessions on behalf of your Athlete as you may have talked to them in person or over the phone and discussed getting a session setup.
Booking a session:
If you want to book a session for an Athlete on the App, follow these instructions:
Go to the Calendar icon in the bottom of your home screen
Pick the date range of the session to verify availability
Select the "+" (as shown below)
After clicking on the "+" button you will see the page below where you will be prompted to input the details for your new event/session.
Select the following:
Participating Athlete: Add Athlete(s) for this session and click Confirm.
Session Type: Select the kind of session (Custom or one of the booking types you have created)
Date: Confirm the desired date. If the date is incorrect, click on the session date to change the date of the session. When you are done, click "Confirm."
Time: Select the duration of the session. Each blue bubble represents a 30-minute increment. Choose the time for which you'd like to book the session and click "Confirm." If you select an incorrect start time, click the current start time to clear the current selection and choose again.
Repeating: Choose if you want this session to be recurring and how often.
Rate: Set the price for your session.
Location: Share the location for the session
Notes: Add any session notes as necessary.
Click "Save" in the top right corner of the screen once you are finished scheduling your session. After confirming your session, you will be redirected to your Calendar, where you can view and begin your booked session.
On the Web you will also see the option to Create a Space for an Athlete when you're adding them for the first time. Make sure to turn this OFF if you do not want that to happen.
Bookings Log:
The Bookings Log is a record of all of your sessions and new Athlete activity. Generally, there will be a post added to the Bookings Log if the following occurs:
Sessions Booked
Sessions Canceled
To access the Bookings Log, click on the paper icon in the top right of the Calendar screen. In reverse chronological order (i.e., the lasted log at the top), you will see the Booking activities for all your athletes (as shown below).
You can scroll down the page to see additional Booking activities (if necessary). You can also click on the Filter icon in the top right corner to search your booking by filter.
Edit/Cancel a Booking:
To edit or cancel and booked session from the Bookings Log, click on the booking icon right in the event scheduled in the Log.
To edit the session you will need to click on the pencil icon to edit the details of the session. To cancel the Session you can scroll to the bottom of the screen and click on Cancel Session.
Flexible Billing for Repeating Session Series
When scheduling a repeating set of sessions, you can choose how the athlete is billed. A confirmation pop-up will explain exactly what will happen before the sessions are created.
Your billing options:
Bill now (first session): The first session is invoiced or charged immediately. Each remaining session is billed automatically after it occurs — so athletes aren't charged one large upfront amount.
Bill all now: The entire series is invoiced or charged upfront in one payment.
Bill after each session: Nothing is charged upfront. Each session is billed once it has taken place.
All three options work whether you're sending an invoice or charging a saved card.
Transferring an Athlete Between Programs
You can now move a registered athlete from one program into another without cancelling and re-registering them.
To transfer an athlete:
Open the program the athlete is currently registered in
Select the athlete and choose Transfer
Search for and select the target program
Confirm the transfer
Good to know:
The athlete's payment moves with them, so refunds still work correctly if needed later
You'll see a warning if the target program has a different price
Both you and the athlete will receive a transfer confirmation email
Program registration counts update immediately
You can transfer an athlete into a full program — it will overfill by one to accommodate the transfer
Waitlisted athletes are not affected by transfers and will still be promoted automatically when a spot opens
Cancelling a Program Without Issuing a Refund
When deleting a program, clinic, or a single registration, you now have the option to cancel without issuing a refund. This is useful when you've already handled the refund manually and just need to free up the calendar slot.
To cancel without a refund:
Go to the program or registration you want to cancel
Select Delete or Cancel
When prompted, choose Cancel Without Refund
Good to know:
Refunds still happen by default — the "without refund" option is an explicit opt-out
Refund options only appear for online paid registrations
Cancellation emails now show the athlete how much they'll receive back (if a refund is being issued)
⚠️ Deleting a single clinic session now issues a pro-rated refund by default. If you've already settled up with the athlete manually, make sure to select "Cancel Without Refund" to avoid double-refunding.