One-off events

This is a session that happens on a specific date and doesn't repeat. Use one-offs for anything outside your regular timetable - workshops, talks, seasonal sessions, special guest events, or a one-time alternative to your usual session.

For sessions that recur weekly, see Repeat schedules. Most people use both.

Quick add a session from the calendar

The fastest way to put a one-off on the calendar. On the Sessions page in the Week view (or Day, for multiple locations), click any empty slot - or use the Add session button and choose New time - to add a single session without opening the full editor.

1. 1
   Open the Sessions page and switch to the Week view (or Day, if you run multiple locations).
2. 2
   Click an empty time slot, or drag down the column to set the length. The panel opens with the date and time already filled in. (You can also click Add session at the top and choose New time, then pick the date.)
3. 3
   Check the time and duration, pick which session type it belongs to (already selected if you only run one), and - if you have more than one location - choose the location.
4. 4
   Click Add session. It appears on the calendar straight away, bookable at that session type's usual prices, spaces, and waiver.

A quick-added session is a one-off on the session type you pick, so it inherits that type's prices, capacity, add-ons, and waiver. To set up a brand-new kind of session instead, choose New session type (or More options) to open the full editor.

Make it repeat weekly

Want the same session every week rather than a single date? Tick Repeat weekly in the add panel before you click Add (the label names the day you picked, e.g. "Repeat weekly on Sundays"). Instead of a single one-off, this adds a weekly recurring slot to that session type, starting on the date you picked and repeating on the same weekday - bookable as far ahead as your booking window allows.

Adding the same session on several weekdays close together (within a week of each other) groups them into a single repeating block in the editor's Schedule tab - so a Monday and a Wednesday at the same time show as one "Mon, Wed" block, not two. Add a day much later and it starts its own block.

It's deliberately simple: weekly, no end date. For anything else - every two weeks, an end date, or more than one day a week at once - choose New session type or More options to open the full editor, which has the complete repeat controls.

When and why to use a one-off

• You're running a special event - sound bath, workshop, guest practitioner, launch event. One-offs let you give them a different name, image, and pricing than your usual sessions.
• You need a date that doesn't fit a recurring pattern - "first Wednesday of the month" drifts against a 4-week cadence by a few days a year. Use one-offs instead.
• You're replacing a regular session with something different on a specific day - run a sound bath in your Tuesday 6pm slot instead of the usual communal session. Workflow below.
• You're soft-launching a session type - run it once, see how it goes, only convert to a repeat schedule if it works.
• It's a different price, capacity, or duration than your usual sessions - one-offs live on a session template, so all of these can be different. A 3-hour Saturday workshop at £40 with capacity 8 sits cleanly alongside your 60-minute weekday sessions at £15 with capacity 12.

Promoting an event to the top of the calendar

By default, a one-off appears in the calendar alongside your regular sessions, sorted by date. To make it stand out, turn on the Pin on booking page toggle.

1. Open the session template.
2. Scroll to Visibility.
3. Turn on Pin on booking page.
4. Save.

The next upcoming instance of the template appears as a pinned card above the calendar. Customers see it first when they land on the booking page, with date, image, capacity, and a booking button. Once that instance passes, the card automatically shows the next future instance, or disappears if there isn't one.

Most useful for one-off events. Works on repeat schedules too if you want the next instance highlighted.

Notes:

• Only one instance per template is pinned at a time - the next upcoming. You can't pin a specific date.
• Multiple templates can be pinned simultaneously - turn the toggle on for each.
• Pinned cards show on the main customer booking page, not on location-filtered pages.
• Once the pinned instance passes, the card auto-advances to the next future instance.

Cancelling a regular session to make room for a one-off

This is the workflow when your one-off clashes with a slot your repeat schedule already covers - e.g. you want a sound bath in your usual Tuesday 6pm communal slot.

1. Open the admin calendar and click the recurring session for that specific day.
2. Click Cancel session. Affects only that one occurrence, not the whole repeat schedule.
3. The confirmation dialog shows how many bookings will be cancelled. Confirming triggers automatically:
   • Each customer's payment refunded via Stripe.
   • Cancellation email sent.
   • Voucher credits and member-included sessions returned to the customer's balance.
   • Session disappears from the customer calendar.
4. On the same template (or a different one for the special event), click Add date and pick the same date + time. Save.

The cancelled instance stays in the database as a record (admins still see it) but customers can't see it or book it. The new one-off appears in its place.

Cancellation rules

• Past sessions can't be cancelled. Cancel button is hidden after the end time.
• Refunds are automatic for paid bookings. Session triggers them via Stripe.
• Free bookings are removed, not cancelled.
• Voucher and member-included sessions are restored to the customer's balance.
• Cancelled instances can be reinstated but previously cancelled bookings aren't auto-restored.
• Cancelling never deletes the instance from history - audit trail preserved.

Tip: communicate before you cancel

Cancelling fires an automatic refund + email but the email doesn't explain why or what's happening instead. If your one-off replaces the regular session at the same time, follow up separately to invite regulars to the new event.

Troubleshooting

1. My one-off and a regular session both appear on the same day. The recurring instance still exists. Cancel it first - the clash banner that appears after you save links you straight to it.

2. Feature toggle is on but nothing's showing. Featured card needs a future instance. Add a date or wait until the next one comes around.

3. Past one-offs cluttering admin view. They're collapsed under a "N past dates" link in the schedule editor. Never show on the customer calendar.

4. Cancelled a one-off and bookings are gone. Paid bookings have status cancelled, free bookings are removed. Reinstating the one-off doesn't restore bookings - customers have to rebook.

5. Quick add asks me to pick a session type. A quick-added session attaches to an existing session type so it inherits that type's prices, capacity, and waiver. If you run more than one type, pick the right one from the list. To make a genuinely new kind of session, choose New session type to open the full editor.

6. The button says "New session type", not "Add session". You haven't created a session type yet - there's nothing to add a session to. Create your first type and the button becomes Add session.