Class sessions and taking attendance

The Sessions screen inside Class Management opens on a weekly schedule grid: seven day columns and hour rows based on your working hours. Every class sits as a card in the cell of its hour, showing the time, class name, instructor and occupancy. Past hours are striped and disabled, today is highlighted; use the arrows at the top to move between weeks and Today to come back. The header says how many sessions there are that week.

Below the card the enrolled students are listed. A student who is enrolled but whose details cannot be resolved (the customer record may have been deleted) is shown as "Participant details unavailable"; the row is never hidden silently. A lesson that falls on a holiday shows a Holiday badge on its card; these lessons are not cancelled automatically (freeze the sessions if no lessons will run on the holiday). If you can manage class enrollments, clicking a student's name opens a menu where you can remove a mistaken entry from the session (below).

Adding a student from the card

If the class has a free place, an Enroll Student button sits under the card; it does not appear on past, cancelled or full classes. Clicking it opens a small panel: search and pick the student, then pick their package and press Add. Because the class is already chosen, no wizard opens.

Packages that do not match the class are not hidden from the list; they appear disabled with a "does not cover this class" note, and the panel says so separately if none of them fit. If the class has filled up in the meantime, you are asked to confirm before overbooking. The panel has no subscription enrolment, no choice of which package service the credit comes from and no option to extend the package; if the package has more than one service suitable for the lesson, or expires before the lesson, a warning appears and the student is not enrolled — use the Enroll Student wizard in that case.

Moving a student to another class by drag and drop

Grab a student row under a card and drop it on the card of another upcoming class. The move is not applied immediately; the Move student dialog first shows who is being transferred, from which class and to which. Whether a cancellation-right question is asked depends on the package's cancellation-rights rule:

• If the enrolment is not linked to a package, or the package has no cancellation rights defined, only a confirmation is needed (Move); the move does not use a cancellation right.

• If the package's rule is On late cancellations: a move inside the free cancellation window only needs a confirmation. After the window has passed, the dialog shows the package's cancellation-right status (how many are granted, used and left) and offers two choices: Move and use a cancellation right or Move without using a cancellation right.

• If the package's rule is On timely cancellations, it works the other way round: a move made before the cancellation window closes asks the same two choices; a move after the window has passed does not affect the cancellation rights.

• If no cancellation rights are left, Move and use a cancellation right is disabled. You do not have to use a cancellation right; the choice is yours.

• If the target class is after the package's expiry date the dialog says so. If you are allowed to extend packages, confirming the move extends the package expiry to the target class; if not, the move cannot be confirmed — ask a manager to extend the package or move to an earlier class. The same decision is asked when you use Add to Another Session in the session detail to add a student to a class after the package expiry.

• If the target class is full you are asked to confirm that it will be overbooked.

A move does not touch the package ledger: the student's reserved credit stays where it is and only the class it belongs to changes. The enrolment is updated to point at the new class, so the Students list and the class detail show the right class. Dragging and enrolling from the card need the permission to manage class enrolments.

Session detail and attendance

Click the top of a card (time, class name, instructor) to open the session detail. The strip at the top shows the status, date and time, instructor, room and occupancy; below it is the Attendance List. You can filter the list by customer name/phone and by status. Click a participant's status button and choose one of these statuses:

• Attended: attended the class.

• No-show: did not come to the class.

• Late Cancellation: the customer cancelled the class; the credit and the cancellation right are handled according to when they cancelled and the package's cancellation-rights rule.

• Excused: did not attend, with a valid excuse.

• Pending: not marked yet.

The Cancel status appears on the list but cannot be chosen — it is produced by cancelling the class or the enrolment. The same menu also holds Add to Another Session (see the Enrolling lessons in a class article) and Add / Edit Note; if you can manage class enrollments, Remove from session (mistaken entry) sits at the bottom (below). Attendance needs the permission to manage class attendance; staff without it only see the statuses, and if they can manage enrollments, Add to Another Session and Remove from session are in the three-dot (⋮) menu on the row.

Timing rule: No-show cannot be marked before the lesson starts — it isn't known yet and it uses up the credit; if you choose it, the warning "You can't mark “No-show” before the lesson starts." appears and the status does not change. Attended is allowed from 60 minutes before the lesson (the same window as the customer's own check-in); earlier than that the "The lesson hasn't started yet" confirmation appears (Yes, mark as Attended). Late Cancellation, Excused and Pending can be marked at any time, and you can still take attendance after the lesson has ended. In bulk attendance, rows set to No-show before the lesson starts are skipped and you are told how many were skipped.

Removing a mistaken entry from a session

If you added a student by mistake or to the wrong class, delete the entry with Remove from session (mistaken entry). The participant is removed as if they had never been added:

• Any reserved or used session credit is returned to the package.

• No cancellation right is used; if a cancellation right was used for this class, it goes back to the package.

• No message is sent to the customer and no automation runs.

• The participant disappears from the attendance list completely; the action is written to the Activity Logs.

• It also works on past (completed) classes.

The confirmation window shows the credit and the package to be refunded; the message shown afterwards tells you the result. If the package has expired or been cancelled, the message says so too; the credit in that package cannot be used.

You can do this in three places:

• Session detail and Attendance List: at the bottom of the participant's status menu; if you cannot manage class attendance, in the three-dot (⋮) menu on the row.

• Sessions (weekly schedule): click the student's name under the card and choose it in the menu that opens. Cards in past hours cannot be clicked; use the session detail for those classes.

• Calendar: in the participant's status menu in the session window that opens when you click a class card (below).

The Actions menu

The Actions menu at the top right of the session detail holds:

• Edit: opens the Edit Session window (below).

• Complete Manually: after the "Complete the session manually?" confirmation the session becomes Completed; pending credit deductions continue on their own schedule. Only a scheduled or ongoing session can be completed.

• Attendance Summary: shows the Total, Attended, No-show, Late Cancellation, Excused and Pending counts.

• Other Information: when the session was created (Generated automatically or Created manually), Last Updated, the Completion time if completed, a Class Details link and, if the instructor was changed, the Instructor Change History (old instructor → new instructor with dates; the current instructor at the bottom).

• Bulk Attendance: Mark All as Attended, Mark All as No-show and Take Detailed Attendance. The bulk options only mark participants who are Pending; they are disabled while nobody is pending.

• Cancel: cancels the lesson (below). It is not shown once the lesson has ended.

If you use Take Detailed Attendance to mark people with a reserved credit as No-show or Late Cancellation, a single question is asked for all of them before saving: Refund the credit or Use up the session. To treat someone differently, correct that row's status on its own.

Editing a session

Actions → Edit opens the Edit Session window: Instructor, Room / Resource, Date, Start Time, Duration (minutes; 5–480), Max. Capacity (it cannot go below the current number of participants) and Session Note. A change here affects this lesson only; the class definition and its other lessons do not change (edit the class to change every lesson). A scheduled or in-progress session can be edited; completed and cancelled sessions cannot. Press Update to save.

• When you change the instructor, the Confirm Changes window says "When changing the instructor, make sure they are available at this time."; save with Continue. The change is written to the Instructor Change History under Other Information.

• If the instructor or the room is already booked for another session or appointment at that time, a Time Conflict warning appears; you can still save with Save Anyway.

• If you change the lesson time and there are enrolled participants, the notification question appears (below).

• Editing, completing and cancelling a session need the permission to manage class sessions or to edit classes.

Cancelling a class

• In the window opened with Actions → Cancel, add an optional cancellation reason. Every participant record in the session is cancelled; reserved and used package credits are refunded automatically — do not refund them by hand. If you have a "When a Class Session Is Cancelled" automation, the participants get a message.

• A class that has ended cannot be cancelled; close it with Complete Manually.

• Cancelling a class that has started but not ended asks for explicit confirmation: attendees marked Attended keep their session credit used; only pending participants get their credit back.

• When the business cancels a class (a single session, a bulk freeze or deleting the class), customers who had late-cancelled it get back what they lost: the cancellation right they used and the session credit that was forfeited because no right was left. The class never took place, so no late-cancellation penalty applies.

Changing a class time

You can change a class time by dragging it on the main calendar or with Edit Session in the session detail. If the class has enrolled participants, the system asks before saving: Yes, notify them on the calendar or Save and notify in the session detail makes your When a Class Session Time Changes automation send the new time (and the old time via {classSessionPreviousStartDateTime}) to every pending participant; you set up that automation on the Automations screen. Save without notifying only changes the time.

• A class cannot be moved to a time in the past.

• Participants who enrolled BEFORE the class time was changed can cancel that class free of charge, regardless of the cancellation window: the class credit is returned and no cancellation right is taken. Refunds made by staff for these participants do not take a cancellation right either.

• When you change the class time from the class edit screen, future sessions move to the new time on the same day; a session whose new time would already be in the past (a later session today) is not moved. The same free-cancellation rule applies to the moved sessions. If you tick “Notify enrolled participants of the time change” in the dialog that opens when you save, your “When a Class Session Time Changes” automation reaches each participant once, with their earliest shifted session; the box is unticked by default.

Credit deduction and what happens to the credit

The session credit is deducted automatically at the moment you chose in the class policy. An information message on the screen states when it will be deducted; once it happens, the package and the remaining credits appear on the participant's row.

When you change the status of an attendance whose credit has been deducted or reserved, the system asks a single question: Refund the credit (the credit goes back to the package) or Use up the session (the credit is not refunded). The same question appears when you change a No-show, Late Cancellation or Excused record whose credit was used up to another absence status or back to Pending, so you can still refund it later. The decision belongs to the staff.

For a Late Cancellation the dialog shows whether the cancellation is within the class's cancellation window, the package's cancellation-right status (left/total, used) and its rule; the system marks one choice as Recommended: Refund the credit when the cancellation is free or, on a cancellation where rights are used, the package still has a right; otherwise Use up the session. For a No-show it recommends Use up the session; for an undo or Excused it recommends Refund the credit.

• If the customer told you in time (on WhatsApp, for example) but you record the attendance late, you can enter the notification time in the dialog; the cancellation window is then measured from that time instead of from the moment you save. Under On late cancellations no right is used if it was within the window; under On timely cancellations a right can then be used (if one is left, the credit is refunded and 1 right is used).

• Changing a late cancellation that used a cancellation right to Excused gives the right back to the package; changing it to No-show keeps it used.

• The message shown after saving tells you the result: the credit was refunded, 1 cancellation right was used or returned, or the credit stays used.

• The "Cancellation right used" badge appears on cancelled, late-cancelled, no-show and excused rows; a row whose credit was deducted also carries a "Deducted" badge.

If you set a record whose credit was refunded back to Pending, the credit is reserved from the package again. If the package is not active or has no suitable credit left, the change is not applied and a warning is shown.

The session window in the calendar

Clicking a class session card on the main Calendar opens the session window. The header shows the class name, the date and the service given, with the session status on the right (Scheduled, In progress, Completed, Cancelled); below it are the instructor and room, and the class time and duration.

• Participants: the occupancy (for example 3 / 10; No-show, Late Cancellation and Excused participants do not hold a seat) and the participant list. Each row shows the package, the credits left and the credit's state (reserved, deducted, refunded), with the attendance status on the right. Click the status to change the attendance under the same rules as the session page; the credit and cancellation-right questions are the same.

• Bulk attendance: Mark All as Attended, Mark All as No-show and Take Detailed Attendance; the bulk options only mark pending participants.

• The “Auto-complete: On” chip: shown above the list when Auto Complete is on in the class policy; hovering over it explains that participants without attendance are counted as Attended when the class ends and the session is completed on its own.

• Participant menu: Add / edit note, Add to another session, Cancel participation before the class starts (the customer's cancellation — the credit and cancellation-right rules apply) and Remove from session (mistaken entry).

• Add member: pick the customer and their package to add them to this class. Only packages that fit this class are listed (covering the class's service, with credit left and not expired); if none fits, the window names the service given and says the customer has no package for it. If the package ends before the class you are asked whether to extend it; if the class is full you are asked to confirm overbooking.

• Bottom buttons: Cancel session (on a class that has not ended; the Cancelling a class rules above), Edit (instructor, room, date, time, duration, capacity and note — the same rules as Edit Session) and Go to Session Page.

The window only shows what your permissions allow: attendance needs the permission to manage class attendance, adding and removing members the permission to manage class enrollments, and editing and cancelling the permission to manage class sessions or to edit classes.