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Must know
  • One session only. Edit session changes just that occurrence. Moving its day, time, building or room marks it Edited, so schedule changes and closures leave it alone. Saving, cancelling, completing and restoring need Edit Training.
  • Cancelling keeps enrollments. Credits are optional and need Edit Financials.
  • Where credits go. The original payment method, a recorded cash refund, or the family’s account credit. Card credits count toward the daily refund limit.
  • Restore doesn’t undo money. Restoring does not reverse credits, refunds or pass returns already issued.
Open a session from the calendar or a program’s Sessions tab.
1

Edit or reschedule

Click Edit session. Change Session name (blank uses the program name and date), Day, Start time, End time, Building, Room or area (pick a building first), Capacity (blank means Unlimited) or Coaches (they replace the program’s coaches for this date). Clubs with Training also see Default evaluation template. Moving Start time moves End time too, so the class keeps its length (unless you already changed End time). Day is required and End time must be after Start time. Click Save changes.
2

Complete

In the three-dot menu, choose Mark completed. Sessions also complete on their own an hour after they end; a reopened session gets another hour.
3

Cancel

Choose Cancel session. Under Family pass credits, pick Return credits to this holding or Keep credits used for each holding (or Return all eligible credits / Keep all credits used), and optionally set Extend expiry through (optional). Without Edit Financials, credits stay used until someone with it returns them. If pass credits cannot load, Cancel now and review credits later cancels without them. To skip crediting families, click Cancel session.
4

Credit families (optional)

Tick Refund enrolled athletes and click Continue to refunds. On per-session-priced and rate-card programs each credit is pre-filled with one session at what that family paid; other programs start at 0. No credit can go above the row’s Max, the amount still refundable on that invoice. Athletes marked No paid invoice line, Invoice not paid or Already credited cannot be ticked. Under Refund to, choose Original payment method (unavailable if a selected athlete has no card payment), Record cash refund (handled outside the platform), or Account credit (added to the family’s balance) (only if every selected athlete has a guardian account). Click Cancel & issue credits (Retry failed if any fail).
5

Restore

On a cancelled session, choose Restore session. Completed sessions cannot be restored here. To credit a cancelled session later, choose Issue session credits….
Daily limit. A card batch over the limit is refused (record cash or process fewer), and a refund waiting in review blocks new card refunds. Cash and account credits skip the limit. Cancel one athlete. Click the X on a roster row to remove that athlete from this session only; their enrollment stays active. With Edit Financials, Refund this athlete is already ticked: click Continue to credits, then Cancel registration & credit. Untick it and click Cancel registration to skip the credit. Needs Edit Athletes. Who is told. Guardians get Session Cancelled only if your club has a Program Cancelled notification rule. On per-session-priced programs, cancelling, restoring or moving a session also reprices unpaid invoices. Edited sessions. Reset to the schedule on the Sessions tab puts the session’s times, building and room back to the schedule and removes the badge. It does not move a changed date back, and it cannot be undone. Name, capacity and coach changes do not mark it Edited. A date you cancel by hand is not regenerated until you restore it. To change every session, edit the program’s schedule. Why a future session says Cancelled. A holiday closure cancelled it (only if ticked), you chose Cancel those sessions in a schedule change, the program was completed, or someone cancelled it by hand. Also here. Email attendees writes to this session’s attendees. Add trial athlete adds any athlete free. Related: How do I add an athlete to one session for free, for example as a trial? · Can pass credits be given back to a family? · How do I score a whole session’s evaluations from the admin dashboard? · How do I take attendance from the admin dashboard?