Who this is for: studio operators (admin panel) · Product: Podyx V2

Sessions is your operational view: who is booked, when, what status they are in, and what needs doing. Its sibling tab Purchases covers the financial side. If the question is about people and time, you are in the right place.

Watch the Sessions walkthrough

Admin Panel → Sessions

Studio tour bookings also appear in the Sessions list alongside regular bookings, giving you one place to track all upcoming visitors.

Clients can reschedule, cancel and buy add-ons on sessions the studio booked for them, exactly as they can on sessions they booked themselves. Previously a session you created was yours alone to manage.

⚠️ This applies to sessions already on your books, and it is on by default. There is no studio-wide switch. If you have bookings that need to stay studio-managed — a negotiated slot, a session built around a particular engineer, something you are holding as a favour — untick Customer self-service on those sessions now rather than after a client has moved one.

You control it in two places: on New Booking as you create the session, and on the session page at any time afterwards.

What the client still cannot do, even with self-service on:

💡 Most calls about an admin booking are "can we push it an hour", and self-service answers those without you. Turn it off for the bookings where the arrangement matters more than the slot.

Add your own notes to any session with Add a note. Notes can be added, edited and deleted per session, from three places:

💡 These are your notes, not the client's. The booking note is what the client typed at checkout; session notes are what you add afterwards — the thing the engineer needs to know, what was agreed on the phone, why the price was overridden.

A session cannot be rescheduled onto a time that has already passed. That holds everywhere — from the studio panel, from the customer's own picker, and through the API.

💡 Admins keep the flexibility that matters: you can still place a session inside your studio's own booking lead time, so a same-day booking your storefront would have refused is still yours to make. What you cannot do is move a session backwards into the past.

The single session page shows when the payment link for that session expires, in your studio's time zone. No more working it out from the time the link was sent.

💡 This is the first thing to check when a client says the link stopped working, and the thing to quote when they ask how long they have.

👉 Choosing the window — including counting it back from the session rather than forward from the booking — is covered in Admin Bookings & Pay Later.

A client asks for another day. You no longer have to cancel and rebuild the booking: the Payment link expires row has an Extend button, which opens a panel where you move the deadline.

⚠️ Who gets the Extend button. Owners, studio managers and full support staff have it automatically. Custom roles need it granted in Settings › Team. If someone reports the button missing, that is why — it is a permission, not a fault.

💡 Extending quietly and telling the client yourself is fine, but ticking the email gives you a written record of the new deadline. Worth it for anyone who has ever argued about when a link was supposed to expire.

You can also chase deadlines automatically: "N days before the payment link expires" is a reminder type under your reminder settings. Nothing is sent until you create one — see Automated Emails & Notifications.

Cancelling a confirmed, upcoming session emails the customer and their guests and withdraws the invite from the customer's calendar. The confirmation dialog tells you this before you commit, so there is never any doubt about whether someone was notified.

⚠️ This now happens even if your studio had cancellation emails switched off. The invite is always withdrawn, and the cancellation email always goes out. It is a permanent change with no setting to turn it back — a cancelled session sitting in a client's diary was the worse outcome. If this is new for your studio, read the cancellation template in Studio Settings → Notifications and put it in your own words.

Worth pausing on if you are tidying up a session the client should not hear about. The email goes out as part of the cancellation, not as a separate step you can skip.

A session with a live payment link against it cannot simply be cancelled — the link has to be dealt with first, or a client could pay for something that no longer exists.

When that happens, the Sessions list and the calendar sidebar now tell you what to do rather than just refusing: use Force expire on the full booking. The session view has a View full booking link to get you there in one step.

So the order is: open the full booking, force expire the payment link, then cancel.

⚠️ Force expiring kills the link the client is holding. If they were about to pay, tell them — otherwise they will click it and find it dead.

Some sessions carried over from Podyx V1 were stuck: neither the client nor an admin could cancel them. Their payment records have been cleaned up on our side and those sessions can be cancelled normally again.

💡 If you had one of these parked on your calendar, it will now cancel like any other session. Nothing for you to do first.

An admin booking is one you make on the client's behalf, for the person who called you or walked in rather than booking online. Start one from the Sessions tab or from inside an individual session — you can also begin from a client profile or straight from the calendar.

Wherever you start, it is the same form: session details, a price override, a note, guests, a promo code, billing details, whether the client can manage the session themselves, and whether to send a payment link or issue an invoice.

👉 See Admin Bookings & Pay Later for the full field reference, including payment link expiry, customer self-service, and how admin bookings bypass client cutoffs and buffers.

You can invite a client directly from the CMS so they can sign up first, then add them to an admin booking or a bundle. No more asking someone to go and register before you can help them.

Open a past session to see its status, the purchase details, the session details, and to reach the collaboration area where you share files and run the review loop with that client. You can also add additional services, send a payment link, and add notes or guests from the session view.

Each session carries its own booking note and form answers. For multi-session bookings, every individual session has its own set, so you can add different notes or review different form answers for each date in the same order.

If a booking was made with a promo code, the session page shows which code was used — in full if your role can manage promo codes, otherwise masked to the first two letters (SU******), with the discount amount still visible either way. For the full price breakdown behind it, open the matching record in Purchases.

Where a session was covered by a package but carries an add-on the package does not cover, its value on the session page reads Partly included in bundle or Partly included in subscription rather than showing it as fully covered.

💡 That wording is your cue that there is still money attached to the session. A fully covered session says so plainly; "partly" means an extra was bought alongside it.

Sessions is where the day-to-day happens. Filter and search to find a booking — now by Session ID as well — approve or decline requests from the list, add your own notes per session, create admin bookings for clients who did not book online, and open past sessions to deliver files. Clients can manage sessions you created for them unless you untick Customer self-service, which is on by default and applies to bookings already on your books. The session page shows when its payment link expires and lets you Extend that deadline up to 2 hours before the session, and if a cancellation is refused because a link is still open, force expire it on the full booking first. Sessions cannot be rescheduled into the past from anywhere, and cancelling one always emails the customer and clears their calendar invite. For money questions, use Purchases instead.

Related: Admin Bookings & Pay Later · Purchases · Clients · Guests · Collaboration · Studio Tour · Automated Emails & Notifications