Managing Sessions

While schedules define the overall pattern, occurrences are the individual sessions that members actually attend. Trainery gives you control over each occurrence, so you can make adjustments without changing the entire schedule.

Viewing Session Occurrences

You can view all upcoming and past occurrences within a selected date range. The list shows each session along with its details, including any overrides that have been applied to individual sessions.

Use the filter to show only your own trainings if you want to focus on sessions you are responsible for.

Overriding a Single Occurrence

Sometimes a specific session needs to differ from the rest of the schedule. You can override the following for any individual occurrence:

• Capacity — Increase or decrease the number of available spots for this session only.
• Space — Move the session to a different room or area.
• Trainer — Assign a substitute trainer if you are unable to lead the session.
• Date and time — Reschedule this particular session to a different slot.
• Cancel existing bookings — Optionally clear all current bookings on this session and let members rebook (or not) on the new terms. Sessions whose passes were used are refunded automatically. This option is unavailable for closed schedules, where members cannot rebook on their own.

Overrides only affect the single occurrence you are editing. The rest of the schedule continues as originally planned.

Members keep their bookings unless you also tick “cancel existing bookings”. When the time is unchanged but the trainer or space differs, members get a “Training updated” notification; when the time changes, they get a “Training rescheduled” notification instead.

Cancelling a Single Occurrence

If a specific session cannot take place, you can cancel it individually without affecting other sessions in the schedule.

When you cancel an occurrence:

• You can provide a cancellation reason so members understand why the session was cancelled.
• All existing bookings for that session are automatically cancelled.
• Passes used for those bookings are refunded to the members.

Cancelling a single occurrence is ideal for one-off disruptions like a trainer being unavailable for a day or a temporary space issue.