Coaches
Manage your sessions
This guide covers creating and managing sessions primarily from the WordPress admin, then from the coach front (field).
Start here
- Sessions → Add new.
- Pick client, date and time.
- Save and notify to send an email.
Create a session
From the admin (recommended)
Sessions → Add New, or shortcut from the Dashboard / client profile
Fill in the Session details meta box:
- Client and Coach (required)
- Date and time
- Title (auto-generated if empty)
- Duration, Location, Video link
- Price, Status (booked, completed, cancelled…)
- Payment status (pending, paid, refunded…)
- Documents (PDF via media library)
- Session notes
Save with:
- Save — saves without emailing the client
- Save and notify — sends depending on context (confirmation, update, new files)
See Emails and notifications.
From the coach front (field)
Coach home → Create session modal
Same main fields + Save / Save and notify buttons
From a bundle
Sessions can be generated in bulk when creating a client bundle. See Programs and templates.
Edit a session
| Surface | Access |
|---|---|
| Admin | Sessions → click session → full edit screen |
| Front | Coach home or client profile → Edit (modal) |
| Admin list | "Edit" link may open the front with the modal (open_session) depending on configuration |
You can change date, location, link, price, statuses, documents, and notes.
Important: editing does not send an email automatically. Use Save and notify if the client should be informed.
Session statuses
| Status | Usage |
|---|---|
Booked (booked) | Scheduled session |
Completed (completed) | Session completed |
Cancelled (cancelled) | Session cancelled — cancellation email sent automatically to the client |
Available (available) | Open slot (advanced usage) |
Change status from the admin, front modal, or client profile cards.
Payment status
Available in Free and Premium (manual tracking in Free):
| Status | Meaning |
|---|---|
| Pending | Not collected |
| Paid | Settled (cash, transfer, or Stripe in Premium) |
| Refunded | Amount refunded |
| Cancelled | Payment cancelled with the session |
Editable from:
- Session edit screen (admin)
- Client profile → Overview or Finances tabs
- Session modal (front)
In Premium + Stripe, status can automatically change to Paid after online payment. See Finances and manual payments and Payments and Stripe.
Documents and video link
- Video link: dedicated field; visible to the client and included in relevant emails
- Documents (PDF): attached to the session via the media library; the client can download them from their area
- Client notification for new documents: via Save and notify (no automatic send on every upload)
Session list (admin)
Sessions (joolwebsp_session) offers:
- Columns: date, client, coach, price, status, payment, email confirmation
- Filters: coach, status, pending / sent email confirmation
- WordPress sort and search
Useful for spotting sessions without a client confirmation sent.
Automatic reminders
If enabled in Settings:
- Reminder email (e.g. 24 h before) sent by cron
- Distinct from manual confirmations
See Emails and notifications and Settings and options.
Client cancellation window
The administrator sets a window (e.g. 48 h) in Settings → General. Below that threshold, the client can no longer cancel alone from their area; the coach can always cancel or reschedule.
See also
- Emails and notifications
- Calendar
- Coach field area