Session Views
Upcoming Sessions
What You'll See:
All scheduled future sessions
Sorted by date (next session first)
Quick view of client name, date, time, duration
Session type (individual, package, recurring)
Video platform link
Actions Available:
Join video call (appears 15 min before start)
View session details
Reschedule
Cancel session
Add preparation notes
Past Sessions
Historical Record:
All completed sessions
Sessions marked complete automatically after end time
Includes cancelled and no-show sessions
Full session history per client
Actions Available:
Add coach notes (post-session)
Link to client goals
Mark as no-show (if applicable)
View session recording (if available)
Session Status Types
Scheduled: Confirmed and awaiting
Completed: Session finished successfully
Cancelled: Cancelled by you or client
No-Show: Client didn't attend
Session Details
Information Displayed
Client Information:
Name and photo
Contact details
Client goals related to this session
Session count with this client
Last session date
Session Specifics:
Date and time (your timezone)
Duration
Session type (single, package, recurring)
Price paid
Payment status
Booking date
Meeting Details:
Video platform (Zoom/Meet/Teams)
Meeting link and ID
Dial-in numbers
Meeting password
Client Preparation Notes
Notes client added when booking
What they want to focus on
Questions they have
Background information
Joining Sessions
Video Call Access
15 Minutes Before Start:
Join Session button appears
Click to launch video platform
Opens in new window/tab
Coach usually joins right on time or slightly early
Video Platform
Automatically uses your connected platform
Zoom, Google Meet, or Microsoft Teams
Meeting created automatically
Link sent to client via email
Best Practices
✅ Join 5 minutes early
✅ Test audio/video before client arrives
✅ Have client profile open for reference
✅ Review client goals and previous notes
Session Notes
During Session
Real-Time Notes:
Take notes during session in your own system
Or add immediately after in Zant
After Session
Coach Notes (Shared with Client):
Key discussion points
Breakthroughs or insights
Action items for client
Progress on goals
Homework assignments
Resources to review
Private Notes (Only for You):
Personal observations
Coaching approach adjustments
Sensitive information
Follow-up reminders
How to Add Notes
Click on completed session
Scroll to Session Notes section
Enter notes in text editor
Choose visibility: Shared or Private
Save Notes
Linking to Goals
Select which client goal(s) this session addressed
Tracks progress toward specific goals
Client can see goal-linked sessions
Rescheduling Sessions
When Client Requests
If client asks to reschedule:
Find session in Upcoming Sessions
Click Reschedule
Propose new times from your availability
Client receives notification to confirm
Calendar automatically updated
When You Need to Reschedule
Click Reschedule on session
Send message to client explaining
Propose alternative times
Client selects new time
Confirmation sent to both
Rescheduling Policy
More than 24 hours notice: No penalty
Less than 24 hours: Your discretion
Client retains payment/package session
Calendar invites updated automatically
Cancelling Sessions
Cancellation Process
Find session in Upcoming Sessions
Click Cancel Session
Select reason (optional)
Choose refund option:
Full refund to client
Partial refund
No refund (your cancellation policy)
Send cancellation message
Confirm Cancellation
Your Cancellation Policy
Set in Settings:
Define cancellation terms
Displayed to clients when booking
Common policy: 24-48 hours notice required
Example Policy:
"Cancellations with 48+ hours notice: full refund. Cancellations within 48 hours: no refund. Rescheduling anytime is free."
Refund Processing
Refunds processed automatically via Stripe
Takes 5-7 business days to appear
Platform fees refunded proportionally
Client notified of refund status
Handling No-Shows
When Client Doesn't Attend
Your Options:
Wait 10-15 minutes
Mark session as No-Show
Client is charged full amount (per policy)
Reach out via message to check in
Marking No-Show
During or after session time
Click Mark as No-Show
Confirm action
Add notes about attempted contact
Client notified of no-show
Follow-Up
Send friendly message
Ask if everything is okay
Offer to reschedule
Review cancellation policy
Recurring Sessions
Managing Recurring Series
View Full Series:
Click on any recurring session
See all upcoming occurrences
Modify individual sessions or entire series
Edit Series:
Change time for all future sessions
Pause series temporarily
End series early
Skip individual occurrences
Cancelling Recurring Sessions
Options:
Cancel single occurrence only
Cancel this and all future sessions
Cancel entire series (including past)
Package Sessions
Tracking Package Usage
When Client Books from Package:
Shows "Package Session" badge
Displays package name
Shows remaining sessions in package
Tracks expiration date
Package Information:
Total sessions in package
Sessions used vs. remaining
Purchase date
Expiry date
Payment amount
Package Expiration
You'll see warning when package is expiring soon
Can extend expiration if needed
Client notified 2 weeks before expiry
Session Analytics
Per-Session Insights
Session duration (actual vs. scheduled)
Client rating (if provided)
Goal progress documented
Revenue from session
Filtering and Sorting
Filter By:
Date range
Client name
Session type
Status (completed, cancelled, no-show)
Payment status
Sort By:
Date (ascending/descending)
Client name
Revenue
Rating
Video Platform Integration
Auto-Generated Meetings
When session is booked:
Meeting automatically created
Unique meeting link generated
Sent to client in confirmation email
Added to both calendars
Platform-Specific Features
Zoom:
Waiting room enabled
Recording available
Breakout rooms (if needed)
Google Meet:
Integrated with Google Calendar
Screen sharing enabled
Live captions available
Microsoft Teams:
Organization integration
Enterprise security
Meeting recordings in OneDrive
Best Practices
Before Sessions
✅ Review client profile and goals
✅ Check previous session notes
✅ Prepare any materials or assessments
✅ Test video/audio 5 min early
✅ Have water and notepad ready
During Sessions
✅ Start on time
✅ Review goals at beginning
✅ Take brief notes as you go
✅ Check time periodically
✅ Save 5 min at end for wrap-up
After Sessions
✅ Add notes immediately (while fresh)
✅ Document action items clearly
✅ Link to relevant goals
✅ Send any promised resources
✅ Schedule next session if appropriate
Managing Your Schedule
✅ Keep buffer time between sessions
✅ Don't overbook yourself
✅ Block prep time before sessions
✅ Schedule breaks in your day
✅ Review week ahead every Sunday
Troubleshooting
Video link not working:
Try alternate link in email
Check platform integration status
Generate new link manually
Contact support if persists
Client can't join video:
Send backup link via message
Provide dial-in number
Check their email spam folder
Use alternate platform if needed
Session not showing:
Check date range filter
Verify not marked as cancelled
Refresh page
Check client hasn't cancelled
Wrong timezone displayed:
Update timezone in Settings
Log out and back in
Verify client timezone correct
Contact support if persists