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.

Open a session and everything about it is on one page, in the order you usually need it.

Down the main column: the status, whether it is synced to Google Calendar and which room it is in, then your notes, What's booked, Money, the client's booking form answers, the Brief, After the session (reminders and follow-ups) and finally Activity.

Down the side column: People on the booking, Crew, About the client — how often they book and what they have spent with you — Session files, and the booking's other sessions. On a phone that column becomes a sheet you slide up from the bottom, so nothing is lost on a small screen.

💡 About the client is worth a glance before you reply to anything. "Books twice a month, spent five figures with you" and "first booking, paid by card" are the same request from two very different people.

Reschedule, Guests, Add-ons, the staff note and Extend payment link all open as side panels. You do the thing, close the panel, and you are still looking at the session — no round trip, no losing your place in a list you had filtered.

Cancel session and Delete session live in the page's ⋯ menu. Worth knowing if you are used to hunting for a button: they are deliberately one step further away than the things you do every day, and they do not do the same thing as each other.

ℹ️ Removing a guest asks you to confirm first, both here and on the Sessions list.

Clients can reschedule, cancel and buy add-ons on sessions the studio booked for them, exactly as they can on sessions they booked themselves.

⚠️ 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.

Session editing — clients changing their own booked sessions, with you approving the result — is switched on, but it does nothing until the studio owner accepts the Session editing policy in Studio Settings.

💡 Doing nothing is a legitimate choice. If you would rather every change came through you, leave the policy unaccepted — your clients will never know the feature exists.

👉 The policy itself lives in Studio Settings.

A client with self-service on can edit a session they are holding — the date, the time, the extras. What they are shown while they edit matches what they are charged, and matches how your studio actually takes payment.

Cash studios get the most out of this, since the flow is no longer describing a card-and-invoice process they do not run.

💡 If a client queries a price they saw mid-edit, you can take it at face value: it is the same figure the review showed them.

👉 The email side of this — the "Booking details updated" template and the cash-difference wording — is covered in Automated Emails & Notifications.

An edit waiting on you appears as a banner on the session, and it spells out exactly what changes rather than making you compare two screens: the times, the services, the prices, any discount, the Total and the Amount due — each shown as what it is now and what it would become.

The same detail appears whether the edit is waiting for payment or waiting for your approval, with Approve edit and Decline edit on the banner itself.

If the edit's new time clashes with another session or with blocked time, approving it tells you so plainly instead of failing with a generic error — so you know it is a diary conflict to resolve, not something broken.

ℹ️ The session stays exactly as it is until you approve. Where the edit moves the session, the new time is held for a stated period while you decide, and the banner names that deadline.

💡 The line to read first is Amount due. It tells you whether approving this edit means money still has to change hands — and at a cash studio, whether the client owes you a difference when they walk in.

Alongside the side panels, the header carries View full booking for a session that is part of a larger order, and View session brief, which opens the brief for that booking.

When the client adds extra services from their own session page, those services go on the session they were looking at — not the first session of the booking. On a multi-session booking, the extra lands on the date it was bought for.

When you add additional services and do not send a payment link for them, they are recorded as collected outside Podyx and appear in Purchases as staff sales. Money taken at the desk ends up in your records rather than going missing.

The Money section offers Generate invoice for a booking that has been paid but does not have an invoice yet, so you can produce one without rebuilding anything.

ℹ️ The cash total on a session counts only what is really owed: cancelled sessions and add-ons that were swapped out are left out of it.

👉 The brief itself — what goes into it and how clients fill it in — is covered in Clients.

Crew — the engineers, producers and operators working the session — are tracked separately from guests, with their own section on the session page, their own limits, and their own emails and calendar invitations.

Crew take up no recording seats, so adding the people running the session never eats into what the client booked for their own people.

👉 Crew is the full reference: who can be added, the limits, and what they are sent.

Add your own notes to any session with Add a note. The staff note is only ever seen by your team. 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.

An admin booking's payment link has its own card on the session page: what the link covers, the amount due, and a Sent → Opened → Paid → Expires timeline, with Extend, Force expire and Resend link together on the card. Expiry times are shown in your studio's time zone.

If the booking has been cancelled, the card reads Cancelled rather than counting down to an expiry that no longer means anything.

💡 The timeline is the useful part. A link that was never Opened is probably an email problem — resend it, or read the address back to the client. A link opened three times and still unpaid is a client with a problem they have not told you about, and that is a phone call.

👉 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 do not have to cancel and rebuild the booking: Extend on the payment link card 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 Studio 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.

A decline does not cost the session. The booking, its slot and its payment deadline are all kept, and the client pays with another card on the same link. This holds on both Stripe and Square.

What happens around the decline:

⚠️ After 10 declined attempts the link stops taking cards, and you are told the client needs your help. That is your cue to contact them directly — at that point something is wrong with the card or the account, and no amount of retrying will fix it.

💡 If the deadline is near while the client is still finding a working card, use Extend rather than letting the booking cancel over a payment problem you already know about.

👉 The three email switches and the follow-up delay live in Automated Emails & Notifications.

Cancel session and Delete session sit next to each other in the session page's ⋯ menu, and they are not two names for the same thing. Cancel says this is not happening, and everyone finds out. Delete says remove this record quietly, and accept that anyone holding it keeps it.

Cancel session is for a session that is genuinely not going ahead. It emails the client, their guests and the crew, withdraws the calendar invitation Podyx sent, and refunds with the same choices you get from the Sessions list. Everyone involved is told.

Delete session emails nobody — not the client, not guests, not crew. The confirmation dialog tells you so before you commit. Nothing goes out, and nothing is withdrawn.

⚠️ A deleted session stays in other people's calendars. If the client or a guest added the invitation to their own calendar, deleting the session cannot take it back out — Podyx has no way to remove it, because nobody is being told it is gone. They will still see the slot, and they may still turn up. When someone needs to be told, use Cancel.

Delete is for tidying up your records: a test booking, a duplicate, a session that was never real. It is not the way to call off a session someone is expecting.

💡 Before you rely on the cancellation email, read the cancellation template in Studio Settings → Notifications and put it in your own words. It reaches a client at an awkward moment, and it is worth sounding like you rather than like a system.

Cancelling a session whose payment link is still unpaid makes no promise of a refund. It tells you plainly that no payment was received, and any credits the client used go back to them.

Where one session of a booking is cancelled and the others go ahead, that session's header reads Cancelled, so you can read a part-cancelled booking at a glance instead of opening each date.

ℹ️ A cancelled, declined or expired booking that was paid at the studio shows no amount due — not to you, and not in the client's account. A cash booking that never happened is not a debt.

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 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.

A session sold at a day rate shows that rate by name on the session page, so you can see which rate it was sold under instead of working it back from the price. Editing the session keeps the day rate.

👉 How day rates are set up and when they apply is covered in Base Services.

Sessions is where the day-to-day happens. Filter and search to find a booking — by Session ID as well — approve or decline requests from the list, create admin bookings for clients who did not book online, and open past sessions to deliver files. The session page runs status, notes, What's booked, Money, form answers, the Brief, After the session and Activity down the middle, with People, Crew, About the client, Session files and the booking's other sessions alongside — a bottom sheet on phones. Reschedule, Guests, Add-ons, the staff note and Extend payment link open as side panels, while Cancel session and Delete session sit in the ⋯ menu. Cancel emails the client, guests and crew, withdraws the calendar invitation and refunds; Delete emails nobody, so a deleted session stays in any calendar someone added it to — use Cancel when people need to be told, and Delete only to tidy up a test or duplicate. Cancelling against an unpaid payment link promises no refund and returns any credits used, a cancelled booking's link reads Cancelled, and a cancelled session inside a booking that otherwise goes ahead is headed Cancelled. 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. Session editing is switched on but inert until the studio owner accepts the Session editing policy in Studio Settings, and a pending edit spells out every change — times, services, prices, discount, Total and Amount due — with Approve and Decline on the banner, and a clash with another session or blocked time said out loud. An admin booking's payment link has its own card with a Sent → Opened → Paid → Expires timeline and Extend, Force expire and Resend link, and you can extend a deadline up to 2 hours before the session. A declined card keeps the booking, its slot and its deadline on both Stripe and Square, with the link closing to cards after 10 attempts. Sessions cannot be rescheduled into the past from anywhere. For money questions, use Purchases instead.

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