Sessions

Sessions represent every time your athletes come together — practices, tasters, competitions, workshops, and more.

Creating a session

Go to Sessions and click Create Session. Set the title, type, date and time, venue, teams and coaches. For any type except Practice (and for any course) you can also set a price, capacity and age range.

Or use the AI: "Create a U12 practice session next Wednesday 5-6pm at Sports Hall" — or "Set up a 4-week tumble course, £40, Tuesdays 5pm from 9 September, open to the public".

One-off, Repeats or Course?

Every new session asks "Does this session repeat?". The three answers do quite different things:

One-off session — just this single session. Use it for an open session, a workshop, a competition day, an extra open-gym.
Repeats — creates a series of separate sessions (weekly training, a clinic every other week). Pick how often (Daily / Weekly / Bi-weekly / Monthly) and either a number of sessions or an end date; a preview shows exactly which dates you'll get (up to 52). Each session is booked and priced on its own — a public repeat gets one signup link per date, and parents book the dates they want.
Course — a fixed block that parents book once, for one fee: a 4-week beginners course, a 5-day holiday camp, a 6-week pre-competition block. Pick how often it runs and how many sessions, enter the price for the whole course and how many places there are. See Courses below.

Which one? If a parent should be able to turn up to some dates and not others, use Repeats. If they sign up for the whole thing and pay once, use Course. Hover the (i) next to each option in the form for a reminder.

Start and End Time are about one session, not the whole run. For a repeat or course, First Session Starts is the date and time of the first date, and End Time (each session) is when that session finishes — together they set how longeach session lasts (17:00 to 18:00 = one-hour sessions), and every later date keeps the same time of day. The last date of a repeat or course is never typed in as an end time: it comes from How many sessions (or Until a date), and the preview under that field shows the exact dates you'll get.

Session types

Practice — Regular team practice (most common)
Open — A free trial (taster) session for prospective new athletes. It is made public automatically, so you can share its signup link.
Tryout — A skill evaluation to place athletes into a level. Also made public automatically.
Workshop — A special skills workshop
Competition — A competition or event
Trip — A team outing or trip
School Club — A school-based club session
One-Off — A standalone one-off session
Holiday Camp — A multi-day holiday camp

The type affects which tools appear later, such as placing athletes after an open session or evaluating skills after a tryout.

Repeating sessions (series)

Choose Repeats when creating a session to create a series. Set the frequency (Daily, Weekly, Bi-weekly or Monthly) and either how many sessions or an end date. All sessions in the series are created at once. Open any one of them and choose "This & all upcoming"to change the time, venue, teams or coaches for the rest of the series in one go, or"Just this session" to change one date only.

Courses (book a block once)

A course is a series that is booked once, for one fee. Choose Course when creating the session, set how often it runs and how many sessions, and give it a price for the whole block. It is public by default, so you get one signup link — the first session's page — which lists every date. A parent books there, pays once by card or bank, and their child is put on the register for every session in the course automatically. Coaches take attendance week by week as normal.

Where things live — bookings, the share link and the invite panel are on session 1. Every session in the course shows a "Course · 2 of 4" chip, and sessions 2 onwards link back to session 1.
Inviting existing members — open session 1 and use Invite athletes (or a whole team); they are enrolled on every session. Make the course private if it is invite-only.
Places — capacity is counted once for the course, not per date.
Late joiners — with Late joiners pay pro-rata ticked (the default; change it later from any week's panel or when editing the series) anyone who books after the course has started pays only for the sessions still to come — the course price ÷ number of sessions × sessions left — on the same link. Untick it to charge the full fee whenever they join. Once the last session has started the link stops taking bookings.
Cancelling one date (a rained-off week) — parents are told, but everyone's booking stays and nothing is voided or refunded. Money is only settled when the last remaining session of the course is cancelled.
Removing someone — remove them from session 1 and they come off the rest of the course too (weeks already marked are kept). Athletes on a course can't be moved date-by-date to another session.
Holiday camps — a camp is a course that runs daily: Course + Daily + 5 sessions + one fee.

View modes

Switch between views using the tabs at the top of the sessions page:

List — Sessions in date order
Calendar — Monthly overview
Timeline — Sessions grouped under day headings, with Today and Tomorrow marked
Week — One week laid out by the hour

Filters

Use the search box to find a session by name. Below it, filter by date (Today, This Week, This Month, Upcoming or All), by session type, and by team. There is no venue filter. If your club has more than one company set up, a company filter appears as well. On a phone the filters sit behind one Filters button under the search box, and the list opens on Upcoming.

Cancelled sessions are hidden by default. Click Show cancelled (on a phone, Filters → Show cancelled sessions) to see them again; they are never deleted.

Session detail

Click any session to open it. You'll see its teams, coaches and capacity, the attendee list with check-in, and its public signup link if it has one. At the bottom, Edit Session, Export (the attendance list) and Delete are all one click away.

To move an athlete to another session, tap them on the attendee list and choose Move to another session; the parent is emailed about the move, unless they haven't had your club's welcome email yet, in which case they get the club welcome instead once you've sent club welcomes from the dashboard, and nothing until then. The move itself goes ahead either way.

Public signup links

Any session you mark Public gets its own signup link, made from the title plus a short generated code (for example kolva.club/s/u8-open-session-lx3k2f). Open and Tryout sessions are made public automatically, and a course is public by default. Share the link and parents can sign up their children without needing an account first. If an Open or Tryout session has no link yet, open it and click Enable public signup. See Public Signup Links.

Capacity management

Set a maximum number of attendees. The public signup page shows remaining spots and prevents signups once full.