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 an Appointment

Every appointment is created with the same assistant. On a computer it opens in the right panel, with the calendar in view; on a phone and in the app, in a full-screen sheet.

Find the first free slot

When the client asks “when do you have room?”, use Create > New appointment: choose the services and click Find free slots. You see every day with its free times, grouped by week; pick one and create the appointment from the summary. If the calendar is showing that day, a dashed box marks where the appointment will land, in its specialist’s column, with the service and client as you choose them. In the month view it is one more pill in the day. More in Calendar Views.

If no time in the list works (squeezing someone in between two clients, logging an appointment that already happened), click Another time… at the end of the list, pick the day on the calendar and type the time.

If the client wants to come later on (next month, say), click From today and pick the day: it is already on the first step, beside Find free slots, and above the list too, under Date. Under each day, a bar shows how full the booking’s specialist already is (or, if anyone will do, the ones who do the service), as in the sidebar’s small calendar. The list starts there, with no need to click Show 7 more days again and again. You can pick up to 90 days ahead; the × goes back to today.

On a computer or a tablet in landscape, every day in the list has View day and every week View week: the calendar moves to that day or week so you can see it while you keep choosing the time.

To start from scratch, click the ↺ Start over icon at the top right of the assistant: it clears the client, the services and the chosen times. If it was a slip, click Undo on the notice that appears.

From the client profile

1. Go to Clients and open the profile
2. Click New appointment: the assistant opens with the client already set
3. Choose the service, find a slot and create the appointment

If the time is taken or already past

• If it overlaps another appointment, a warning shows the one it overlaps: tick Book anyway to create it all the same
• If the client already holds that time with that service, it cannot be created
• An appointment in the past can be created (it is kept as a record) and sends no email
• If the time was held for a waitlist offer, you are asked first

Several services in one call

When a client books more than one service (brows and nails in the same visit, or the manicure on Thursday and the pedicure the next Tuesday), they all go in the same booking:

1. Add the services in the order they will be done (up to 3)
2. Between two services choose back to back (one after the other the same day) or another time
3. Click Find free slots: for services back to back you see the times where they all fit in a row; the ones at another time are chosen afterwards, one by one
4. Check the summary and click Create N appointments: one booking is created

If you started from a calendar cell, the first block starts at that hour and Choose the rest takes you to find the others.

The appointments appear on the calendar as separate sessions with a link icon, and each session’s details list the others in the same booking. See Multi-Service Bookings for how they behave afterwards.

Editing an Appointment or Changing its Time

Click the appointment and choose Edit (under ⋯ in its details). You can change the client, the service, the specialist, the duration, the price and the private notes. The day and time show as text with Change time: it lists that service’s free times by week, with the current time marked with a dashed border. Pick the new one (or Another time…) and click Save; until then nothing moves.

On a computer the edit opens as a layer over the appointment’s details in the right panel: the details stay underneath, dimmed, with their top showing, and the calendar stays in view. A click on a free hour moves the appointment to that hour (and to that column’s specialist) and the grid marks where it will land. The layer’s X, Esc, Cancel and Save take you back to the details. If you leave with unsaved changes (the X, Esc, another appointment, another panel entry or a New appointment), you are asked first. From the form, Change time comes back to it with Back to editing. On a tablet or phone the details open in a sheet and the edit is the same layer over them; there you pick the new hour from the list.

Reschedule, in the appointment’s details, opens the same layer with only the free times: Save becomes available once you pick another hour, and the X takes you back to the details. You can also drag the appointment on the calendar (except while you edit it in the panel).

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 same field.

Service Selection

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

Duration and Price

By default they come from the service. For a single appointment you can change them on the summary card (Duration and price) or when editing it, without touching the service.

Booking Note and Private Notes

Session Status

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 (optional, Max)
• SMS - Text message reminder (Max only)

Configure reminders in Settings > Notifications.

Creating Sessions with Deposits

💎Max Deposits are available on the Max plan.

If your service has a deposit configured:

1. Create the session as normal
2. The deposit requirement is noted on the session
3. Track deposit payment status in session details

Learn more about deposits and pricing.

Bulk Session Creation

For recurring sessions, use the Recurring Events feature instead of creating multiple individual sessions.

Cancelling and Restoring Sessions

Cancelling a Session

To cancel a session:

1. Click on the session in your calendar
2. Select Cancel
3. Optionally add a cancellation reason
4. Confirm the cancellation

The session remains visible on your calendar with a “Cancelled” status, so you keep a record of it.

Restoring a Cancelled Session

If you need to reinstate a cancelled session:

1. Click on the cancelled session
2. Select Restore
3. The session returns to its previous status

Deposit Refunds on Cancellation

💎Max If the cancelled session had a paid deposit, you’ll be prompted to handle the refund:

• Refund - Return a percentage of the deposit to the client (configurable in your settings)
• Skip refund - Keep the full deposit

The refund percentage can be configured in your deposit settings. The refund is processed automatically through Stripe Connect.

Best Practices

Before the Session

• Note in the private notes what you need to prepare
• If this appointment has a different price, change it in Duration and price

After the Session

• Update status to “Completed”
• Add session notes for your records
• Schedule follow-up if needed

Avoiding Double-Booking

• Always create sessions within your working hours
• Use different calendars for different contexts
• Block personal time with Events

Related

• Creating Events
• Recurring Events
• Drag & Drop Rescheduling
• Client Profiles