This article will highlight the different aspects of managing sessions. If you would like to know more about Projects and how to create one, click here.
How to Duplicate a Session
1) Login to the Coordinate Sport Web Application.
2) In the menu on the left-hand side, click on Bookings.
3) Click on Projects.
4) Click on the relevant project type like 'All', 'Commercial', or 'Funded', for example.
5) Click on the name of the project in which you want to duplicate a Session.
6) Now that you're in the project, click on the tab named Sessions.
7) For each block, you will see a list of the sessions that have been created. On the left-hand side of the list, tick the checkbox for each session you want to duplicate.
8) After you have ticked a session, the Bulk Action menu will appear. When it does, select the option named ‘Duplicate’.
9) Then, just click on the button named ‘Go’.
9) All of the sessions that were selected will be duplicated, and are ready to be edited.
How to add notes to a session
1) When you are logged into the Coordinate Sport application, navigate to the relevant project by clicking on 'Bookings > Projects > All'.
Once you have clicked into the project, click on the tab titled Sessions.
2) In this tab, you will see a list of all the sessions. Click on the yellow Edit pencil which is found on the right-hand side of each session.
3) On this page, you will see a list of tabs. Click on the Notes tab.
4) In this tab, in the top right corner, click on the button titled ‘+Create New’.
5) In the Title box, enter the title of the note.
6) In the text box titled ‘Note’, you can enter any notes that you want to add.
7) At the bottom of the page, click on the button named ‘Save’.
How to cancel Sessions using Exception Cancellations
Exceptions are used to cancel select sessions for customers and staff members who were due to attend it, as well as refunding the amount paid for the sessions, into their account balance.
To cancel a session, go to your project by navigating to Bookings > Projects > All, then select your project.
Go to the Sessions tab, which is located at the top of the page, then select the session you want to cancel, by clicking on the tick box next to it.
Here you will see all available bulk actions listed below, select the action called "Exception Cancellation".
When selected, you will be required to enter a date range for the cancellation. Once entered, click on "Go".
You will then be redirected to the exceptions page where you will need to give reasoning for the cancellation. You can use pre-existing options, or select "Other", to specify a reason outside of the dropdown menu.
You also have the option to notify the assigned staff members of the cancellation by ticking the box called "Notify person(s) of these exceptions".
When you click on "Send", if the session is paid, a pop-up window will appear asking if you would like to issue refunds to the customer's account balance.
After this, you have the option to send a notification message to your customers about the cancellation, however, if you do not need to, you can just leave the page and the session has been successfully cancelled.
To view exceptions, within the project, there will be a tab called "Exceptions". Here will display all exceptions that have been made within this project, and you will be able to edit existing exceptions.
How to give out Taster Sessions to your Customers
The 'Taster Session' functionality allows you to offer Customers a free Session on an otherwise Paid Course.
To Activate the 'Taster Sessions' feature, navigate to 'Settings > General > Discounts' and tick the 'enable' box next to 'Free Taster Sessions'.
Once Taster Sessions have been enabled, you can navigate to the Project for which you want to offer Taster Sessions. In the Project details page, click on the 'Discounts' Tab. Here you will find the dropdown box "Free Taster Sessions" with the following options:
'All Blocks'.
'Set Per Block'.
'Once Per Project'.
1) All Blocks
When 'All Blocks' is selected, an Account Holder will be able to book one free session for each Block in the Project per Customer.
Example:
Example:
The project named 'Football Course 2021/2022' has 2 Blocks:
'First Term' (10/09/2021 to 31/12/2021).
'Second Term' (01/01/2021 to 10/06/2022).
The Project has weekly training sessions and the Account Holder can book each Session weekly.
The cost per session is £7.
The account holder 'Samantha Allen' has 2 children: Amy and Jack.
Samantha decides to book a football training session for Amy and Jack in late September. The cost of the booking will be '0.00' as each Customer gets a free Taster Session for the block named 'First Term'.
If Samantha decides to book further sessions for Amy and Jack, then she will pay £7 per Customer until the end of the first Block.
If Samantha decides to book a session for Amy and Jack in January during the second Block then she will pay '0.00' because each Customer is entitled to a free Session for each Block in the project.
If Samantha decides to book further sessions for Amy and Jack, she will pay £7 per Customer until the end of the second Block.
2) Set Per Block
When 'Set Per Block' is selected, the Account Holder will be able to book one free session for every selected Block in the Project per Customer.
Example:
Example:
The project named 'Football Course 2021/2022' has 2 Blocks:
'First Term' (10/09/2021 to 31/12/2021).
'Second Term' (01/01/2021 to 10/06/2022).
The 'First Term' Block is offering a 'Free Taster Session', the 'Second Term' Block is not.
The cost per session is £7.
Samantha decides to book a football training session for Amy and Jack in late September.
The cost of the booking will be '0.00' as each Customer gets a free taster session for the Block named 'First Term'.
If Samantha decides to book further sessions for Amy and Jack, then she will pay £7 per Customer.
Samantha decides to book a football training session for Mark and Jack in January. The cost of the booking will be '14.00' as Taster Sessions were not offered in the second Block.
3) Once Per Project
When 'Once Per Project' is selected, the Account Holder will be able to book one free Session per Project per Customer.
Example:
Example:
The project named 'Football Course 2020/2021' has 2 Blocks:
'First Term' (10/09/2021 to 31/12/2021).
'Second Term' (01/01/2021 to 10/06/2022).
The cost per session is £7.
Samantha decides to book a football training session for Amy and Jack in late September.
The cost of the booking will be '0.00' as each Customer gets a free Taster Session for the Block named 'First Term'.
If Samantha decides to book a Session for Amy and Jack in January, then she will pay £14 because each Customer is entitled to only 1 free Taster Session per Project.
How to remove a Session
Note: In order to successfully remove a Session from a Block, there cannot be any data (for example, customers on the session register) attached to it.
You can remove a Session from a Block by following these instructions:
1) When you are logged into the Coordinate Sport application, navigate to the relevant project by clicking on 'Bookings > Projects > All'.
Once you have clicked into the project, click on the tab titled Sessions.
2) Tick all the sessions you want to remove.
3) Scroll down to the Bulk Action menu and select the Remove option.
4) Click on the button titled ‘Go’.