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

Alternative Ways to Create Sessions

From the Client Profile

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

From Quick Actions

1. Click the + button in the calendar header
2. Select New Session
3. Complete all fields including date/time
4. Save the session

Several Services in One Call

When a client books more than one service at once (brows and nails on the same visit, or a manicure on Thursday and a pedicure the following Tuesday), you do not have to create each session separately:

1. Start a session as usual: client, calendar, service, date and time. As soon as it is complete it appears in the pinned list above the buttons, exactly as it will be booked
2. Click Add another session (in that list, to the right of the date): the session stays there, the form clears for the next one (keeping the date and the specialist, change them if needed) and the new one appears at the end of the list as a pending line until you complete it. If the session is missing something, you are told and nothing happens
3. Fill in the second session the same way: specialist, service, date and time (a service offered by a single specialist picks them for you). In the date picker, closed days are disabled and days where that specialist’s agenda is already full are struck through: you can still pick them (overlapping is your call). In that specialist’s available slots for the day, the times another session of the list already takes (the same specialist, or the client elsewhere at that time) are crossed out, and come back if you move that other session. Once complete, it joins the list
4. To change a session of the list, click it: it loads into the form (marked Editing). The x on each line removes it. If you had another one half filled in the form, you are asked before it is discarded
5. An overlap with another appointment, or between two sessions of the same booking (two services at once), is a warning you accept by ticking Got it
6. Tick Send a confirmation email to the client if they want it in writing (the box is greyed out when the client has no email, and not offered when an appointment is already in the past - the email speaks of the upcoming appointment), then click Create booking: the sessions of the list are created (a half-filled one asks whether to discard it). An appointment whose time has already passed can still be created (it stays as a record): the form warns you

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

Duplicate an Existing Session

1. Click on an existing session
2. Select Duplicate
3. Modify the date/time as needed
4. 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.

Notes vs Session 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 (Pro+)
• SMS - Text message reminder (Max only)

Configure reminders in Settings > Notifications.

Creating Sessions with Deposits

💎Max Deposits are available on Max plans.

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

• Add meeting links to customer notes
• Include preparation instructions
• Set any special pricing in private notes

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