Planning a session

A session is one activity on one day: the yoga class at 07:00, the third evening of an Open Water course, Tuesday's marine-park trip. The session editor is where it is created, staffed, given a venue, and eventually closed.

Open it with New activity on the day board, or by clicking an existing session.

The session editor

Filling it in

Choose the Activity type first — "Venue, staff roles, default gear and capacity are pre-filled from the activity type once chosen." Everything after that is an override for this one session.

Field	Notes
Date, From, To	The end time is pre-filled from the type's default duration.
Capacity override	Blank uses the type default, which the hint shows. 0 means unlimited.
Venue	A transfer location — the same catalogue used for pick-ups and drop-offs.
Venue note	Free text for a one-off place: "north beach, past the jetty". Displayed, never resolved to anything.
Notes	Visible to staff, not to guests.
Staff by role	See below.
Resources	Boat, vehicle, room or POS location, limited to the kinds the type allows.

Save with Save as planned or Save & confirm — the second one sets the status straight to Confirmed.

Note: A session claiming a resource kind its type does not allow is refused with the list of what is allowed, and nothing is saved. Widen the type's Allowed resource kinds first — see Activity types.

Assigning staff

Staff by role lists the roles the type requires, with the number needed — Instructor · 1 required. Only employees whose employee type is allowed for that role are offered; that mapping is a company setting, covered in Reminders and settings.

Someone already committed elsewhere at that time shows Clash detected:

Eva Longoria is already assigned at this time — Open Water 1, 13:00–15:00, overlapping by 45 minutes. You can assign them anyway.

Two ways forward: Pick someone else, or Assign anyway…. The confirmation spells out the consequence rather than just asking twice — "Assigning them here means one of the two sessions runs without them for 45 minutes" — and offers to note the double-booking on both sessions so the other session's staff can see it too.

Note: Clash detection covers activities only. An instructor who is on a dive plan or driving a transfer at the same time is not detected. Check the Shift Plan and the dive schedule for those.

If somebody clashes at a property your account cannot see, you still get told there is a clash — "Also clashes with 1 session at a property you cannot see" — without the details.

Capacity

Capacity is the one thing in this module that genuinely blocks. A session cannot end up with more seats sold than it has, and a save that would break that is refused rather than warned about.

Seats count one per guest plus their extra heads, and cancelled participants do not count. A no-show still holds their seat — they occupied it operationally and the session ran. Only cancelling releases one.

Lowering a capacity below the roster is refused with the number that is already taken:

Capacity is below the roster — 6 seats are taken. Raise the capacity to at least 6, or move guests to another session.

A separate message appears when the roster was already over capacity before you touched anything — "This roster was already over capacity" — so a pre-existing problem is never mistaken for something you just caused. Nobody is ever removed automatically.

Warning: Two people selling the last seat in the same second can both succeed. The result is visible, not silent: the session shows Over capacity with "Two sales took the last seat at the same moment. Nobody was removed. Move a guest to another session, or raise the capacity."

The five statuses

Status	What it means
Planned	Created, not committed. The default.
Confirmed	Going ahead.
Running	In progress.
Completed	It happened. The session and its roster become a record and can no longer be changed — only comments can still be added.
Cancelled	It did not happen. Every participant is cancelled with it and every seat is freed.

Warning: Completed and Cancelled are one-way as far as editing goes. If a session is completed while you are working on it, your change is not saved: "Nothing was saved. The session has been reloaded and can only be read from now on — comments can still be added."

Cancelling a session

Cancel session asks for confirmation and states exactly what follows:

The session is set to Cancelled and every participant is cancelled with it, which frees their seats. Invoices are not touched — refunds are handled in Folio.

You can record a Reason, which is shown on the cancelled session together with who cancelled it and when. Afterwards the session reports what it released — "4 seats were freed and all participants were set to Cancelled."

Comments

Every session has a Comments thread with author and timestamp. It is the one thing that keeps working after a session is completed or cancelled, which makes it the right place for "boat came back early" or "guest cut their hand".

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Who can access this: creating and editing sessions requires the Activities (create/update) permission and the Activities module. Cancelling and deleting require the matching write permissions.