Creating Sessions

Sessions are appointments with your clients. They’re the core of Timeblu’s scheduling functionality.

What is a Session?

A session is an appointment that includes:

Client - Who you’re meeting with
Service - The type of session (e.g., “Coaching Session”)
Date & Time - When it occurs
Duration - How long it lasts
Calendar - Which calendar it belongs to
Status - Pending, confirmed, cancelled, etc.
Notes - Customer and private notes

Creating a Session

Click on a Time Slot

In your calendar, click on an empty time slot where you want to schedule the session.

Select “New Session”

A menu appears with options. Click New Session.

Fill in Session Details

Complete the session form:

Required Fields:

Client - Search and select an existing client, or create a new one
Service - Choose the session type
Date - Confirm or change the date
Time - Set the start time

Optional Fields:

Duration - Auto-filled from service, but can be modified
Calendar - Choose which calendar (if you have multiple)
Customer Notes - Information to share with the client
Private Notes - Notes only you can see
Status - Pending, Confirmed, etc.

Save the Session

Click Create Session to save. The session appears on your calendar.

Alternative Ways to Create Sessions

From the Client Profile

Go to Clients and select a client
Click Book Session
The client is pre-selected; fill in remaining details
Save the session

From Quick Actions

Click the + button in the calendar header
Select New Session
Complete all fields including date/time
Save the session

Duplicate an Existing Session

Click on an existing session
Select Duplicate
Modify the date/time as needed
Save the new session

Session Fields Explained

Client Selection

Start typing to search for clients by name or email. If the client doesn’t exist, you can create them directly from the session form.

Service Selection

Services define the type and duration of the session. If you haven’t created services yet, see Creating Services.

Duration Override

By default, duration comes from the service. You can override it for individual sessions without affecting the service default.

Customer Notes vs Private Notes

Customer Notes	Private Notes
Visible to client	Only visible to you
Included in confirmations	Never shared
Use for meeting links, instructions	Use for session prep, follow-ups

Session Status

Status	When to Use
Pending	Awaiting client confirmation
Confirmed	Session is confirmed
Cancelled	Session was cancelled
Completed	Session has occurred
No Show	Client didn’t attend

Sessions from online booking typically start as Pending until the auto-confirm timeout passes or you manually confirm them.

Session Reminders

When you create a session for a client with an email address, Timeblu can automatically send reminders:

24 hours before - Email reminder (all plans)
2 hours before - Email reminder (Pro+)
SMS/WhatsApp - Additional reminders (Pro+)

Configure reminders in Settings > Notifications.