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Editing and Managing Sessions

Learn how to edit, cancel, mark as no-show, and delete existing sessions.

15 min
Advanced

Overview

You may need to edit, cancel, or manage various states of sessions you've created. This guide covers all aspects of session management: basic editing, scope selection for recurring sessions, cancellation, no-show marking, and deletion.

How to Open Edit Window

There are several ways to open the session edit window:

From Calendar

Click on a session in the calendar, then click "Edit" in the popup menu.

From Sessions Page

Click on a row in the sessions list or select "Edit" from the three-dot menu.

From Client Detail

Click on a session from the sessions tab in the client page.

Basic Editing

You can edit the following fields:

Session Type

Change between online or in-person.

Service

Select a different service. Duration must be updated manually.

Date

Move the session to a different date.

Time

Change the session time.

Duration

Adjust the session duration.

Confirmation Status

Change between Confirmed or Awaiting Confirmation.

Tip
Use the Payments page to change fees.

Time Picker Info

Busy times are marked with colored dots in the time dropdown:

Busy

Another appointment exists at this time (orange dot).

Fully booked

Multiple appointments exist at this time (red dot).

Tip
When you click on a busy time, you can see the existing appointments and personal blocks. You can still create a session at that time.
Tip
When you save changes, the session will be instantly synced to your Google Calendar if the integration is enabled.

Scope Selection for Recurring Sessions

When editing a recurring session, you need to choose which sessions the change applies to:

Click options to see preview:

Only this appointment

Change applies only to the selected session. Other sessions are not affected.

1 session affected

This and all following

Change applies to this session and all future sessions in the series.

Tip
"Only this appointment" applies immediately. When you select "This and all following", a preview table is shown.

For detailed information about recurring sessions:

Recurring Appointments

Creating and managing session series

Session Status Badge

You'll see a badge at the top of the edit window showing the session's current status:

ScheduledNormal sessions to be held in the future.
CompletedPast sessions are automatically shown as completed.
CancelledCancelled sessions. Cannot be edited.
No ShowSessions where the client didn't attend.

Cancelling a Session

To cancel a session:

1

Click "Cancel Session" button in the edit window

2

Set the cancellation fee in the pop-up window (full fee, discounted, or free)

3

Configure refund options if needed

4

Click "Cancel"

Cancelled sessions appear in a different color on the calendar and cannot be edited. Use "Undo Cancel" to restore.

Session Cancellation

Detailed cancellation process

Restoring Cancelled Session

To restore a cancelled session:

1

Open the edit window for the cancelled session

2

Click "Undo Cancel" button

3

Session returns to "Scheduled" status

Marking as No-Show

When a client doesn't attend the session:

1

Click "Mark as No-Show" button in the edit window

2

Apply fee reduction if needed

3

Confirm

No-show sessions are shown separately in reports and statistics. If you applied a fee reduction, the original fee is preserved.

No-Show Marking

No-show status management

Clearing No-Show Status

If you marked as no-show by mistake:

1

Open the session's edit window

2

Click "Remove No-Show" button

3

Session returns to normal status

Deleting a Session

To delete a session:

1

Click the "Delete" button at the bottom left of the edit window

2

Confirm for single sessions

3

Choose delete scope for recurring sessions

This session only
This and all future sessions in series
Tip
Sessions with payment status 'Link Sent', 'Link Paid', or 'Refunded' cannot be deleted. First cancel the payment link from the Payments page.

For detailed information about session deletion:

Session Deletion

Deletion rules and operations

Payment Status and Editing

Some payment statuses restrict editing operations:

Cannot edit fee
Fee cannot be changed in these statuses: Paid Manually, Paid via Link, Refund Pending, Refunded, Partially Refunded.
Cannot delete
Sessions with Link Sent, Link Paid, Refunded status cannot be deleted.
Tip
Fee can be changed when Link Sent, but the active link will be cancelled.
Tip
Use the Payments page for fee and payment status changes. Click "Go to Payments" link in the session window to navigate to the related payment.

For detailed information about payment statuses:

Understanding Payment Statuses

Payment statuses and operations

Series Exception Warning

For recurring sessions, you'll see a warning if a session has been moved to a different day or time than the series pattern:

Tip
This session may have been moved to a different day (expected: Wednesday, this session: Thursday).
Tip
This warning is informational. You can still edit the session. If you make changes with "This and all following", this session is also included.

Best Practices

Use No-Show Instead of Cancel

If a client doesn't attend, mark as no-show instead of cancelling. This is more accurate for fee tracking and reporting.

Be Careful with Recurring Changes

"This and all following" affects many sessions. Check the preview table.

Check Payment Status

Check payment status before deleting or editing. Deleting paid sessions may require refund processing first.

Review Series Sessions

For recurring sessions, click the "Series" button to list all sessions in the series.