Managing Sessions

Overview

A session is each training appointment. This guide explains session management from creating appointments, Check-in, recording Workouts, to Completing.

How to Access

  • From Calendar: Tap an appointment card
  • From Dashboard: Tap today's appointment list
  • From Client page: Tap an appointment entry

Session Lifecycle

Create → Scheduled → Check-in → Training in Progress → Completed
            ↓              ↓
        Cancelled       No-show

Session Status

StatusColorMeaningNext Action
ScheduledPer typePendingCheck-in
Checked inBlueClient arrivedRecord Workout / Complete
CompletedGreenTraining finished-
CancelledRedWas cancelled-
No-showOrangeClient didn't show-

Creating Appointments

Method 1: From Calendar

  1. Go to "Calendar" tab
  2. Select desired date
  3. Tap + button (FAB)
  4. Fill in information:
    • Client - Select from list (multiple for Group)
    • Date - Appointment date
    • Start time - Training start time
    • End time - Training end time
    • Location - Select location
    • Type - PT / Group Class / Gym Class
    • Price (Optional) - If not entered, uses package/template price
  5. Tap "Save"

Method 2: From Availability Slot

  1. Enable "Show Availability" in calendar
  2. Tap the desired availability slot
  3. System fills date/time automatically
  4. Select client and fill additional information
  5. Tap "Save"

Method 3: From Client Page

  1. Open client detail page
  2. Tap "Create Appointment" button
  3. System selects client automatically
  4. Fill in other information
  5. Tap "Save"

Session Detail Page

Tap an appointment card to view details:

Information Displayed

  • Date/Time - Appointment date and time
  • Client - Name and photo (multiple for Groups)
  • Location - Gym/Studio name
  • Type - PT / Group Class / Gym Class
  • Price - Per-session price
  • Status - Current status
  • Notes - Remarks (if any)

Action Buttons

Depends on current status:

"Scheduled" Status:

  • Check-in - Start session
  • Reschedule - Change date/time
  • Cancel - Cancel appointment
  • No-show - Client didn't show up

"Checked in" Status:

  • Complete - End session
  • No-show - Change to no-show

Check-in

When client arrives:

  1. Open session detail page
  2. Tap "Check-in" button
  3. System opens Active Session page

Note: Check-in starts the training timer

Active Session Page

Workout recording page during training:

Components

Top section:

  • Client name
  • Timer counting
  • Pause/Resume button

Middle section:

  • List of added Exercises
  • Each Exercise shows recorded Sets

Bottom section:

  • "+ Add Exercise" button
  • "Complete" button

Recording Workouts

Add Exercise

  1. Tap "+ Add Exercise" button
  2. Search or select Exercise from list
  3. Exercise is added to Active Session page

Add Set

  1. Tap the desired Exercise
  2. Tap "+ Add Set" button
  3. Enter information:
    • Weight (kg/lb)
    • Reps (Repetitions)
    • Or Time (for time-based Exercises)
  4. Tap "Save"

Edit Set

  1. Tap the Set to edit
  2. Edit information
  3. Tap "Save"

Delete Set

  1. Tap the Set to delete
  2. Tap trash icon
  3. Confirm deletion

Delete Exercise

  1. Swipe left on the Exercise
  2. Tap delete button
  3. Confirm deletion

Completing Session

When training is done:

  1. Tap "Complete" button
  2. Complete Session page shows:
    • Training duration - Actual time used
    • Notes field - Add remarks
    • Signature (if signature required is enabled)
  3. Have client sign (if required)
  4. Tap "Confirm Complete"

Signature Settings

  • Configure in "Teaching Policy" page
  • Separate settings for Onsite and Online

Cancelling Session

  1. Open session detail page
  2. Tap "Cancel" button
  3. Confirm cancellation

Result:

  • Status changes to "Cancelled"
  • Package sessions not deducted
  • No income recorded

Setting No-show Status

When client doesn't show up:

  1. Open session detail page
  2. Tap "No-show" button
  3. Confirm

Result:

  • Status changes to "No-show"
  • Package sessions deducted (per policy)
  • Income recorded (per policy)

Rescheduling

Reschedule by Trainer

  1. Open session detail page
  2. Tap "Reschedule" button
  3. Select new date/time
  4. Tap "Save"

Reschedule Request from Client

  1. Client sends reschedule request via app
  2. You receive notification
  3. Go to "Reschedule Requests" page (from Dashboard or Quick Actions)
  4. View request details
  5. Tap "Approve" or "Reject"

Group Session

Creating Group Session

  1. Create normal appointment
  2. Select multiple clients
  3. System creates Group Session automatically

Managing Group Session

Check-in:

  • Check-in checks in all group members together

Recording Workout:

  • Can record Workout separately for each person
  • Or record same for everyone

Complete:

  • Complete ends session for all group members
  • Can collect signatures separately for each person

Cancel:

  • Cancel cancels for all group members

Session Types

TypeColorMeaning
PTGreenPersonal Training 1-1
Group ClassOrangeGroup class
Gym ClassBlueGym class

Tips for Using

  1. Check-in immediately when client arrives - Time will be accurate
  2. Record Workout during training - Don't need to remember after
  3. Use Exercise Library - Easy search, no retyping
  4. Get signature immediately - Before client leaves
  5. Verify price before Complete - Ensure it's correct

FAQ

Q: Forgot to Check-in but training is done?

A: Can Check-in and Complete retroactively, but time won't match reality.

Q: Can I cancel a Completed session?

A: No, Completed sessions cannot change status.

Q: Recorded Workout disappeared?

A: Data syncs every 30 seconds. Without Internet, data may be lost. Wait for sync before closing app.

Q: Session price doesn't match package?

A: System uses price in order: Appointment price > Package price > Template price

Q: Can I change client in session?

A: No, must cancel and create new appointment.

Related Topics

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