Manage Private Sessions better (BETA)

Private Sessions (BETA) give you more control and flexibility when offering private sessions. You can schedule personal trainings, consultations, duo or small group sessions directly via your Eversports Manager.

With improved resource handling and smarter scheduling logic, you reduce manual work and avoid conflicts — while offering a smoother booking experience for your members.

💡1. What are private sessions?

Private Sessions are individual appointments that typically don't follow a fixed schedule. They are often individual sessions between one customer and one trainer. They are designed for 1:1 and 1:few bookings and allow you to define exactly:

• Who can offer the session

• In which room it can take place

• How long it lasts

• For how many participants it is intended

Private sessions appear in a new, modern schedule and are fully integrated into your Manager.

✅ 2. Key Benefits

• Self-management possible: you can allow your trainers and teachers to manage their own private sessions, no matter which role or assigned rights they have.
• Clear resource allocation: defining who can do a certain private session offer and where it takes place ensures a reasonable level of control.
• Resource conflict checks: the system automatically checks for scheduling conflicts and makes you aware of potential issues.
• No fixed slots required: you no longer need to predefine fixed class slots. Schedule sessions flexibly based on real availability.
  
  

🔧 3. How it Works

To start using Private Sessions (BETA), you need to activate the extension and set up private session offers. You can find information on how to get started with private sessions in this article.

To offer your private sessions online to your customers, please follow the instructions explained in our article around booking requests. To understand how exactly the availabilities are offered to customers, you can find more information in this article.

📝 4. Important to Know & BETA Limitations

Private Sessions are currently in BETA. Some limitations apply:

• Resource conflict checks currently work for individual private sessions - to consider all resources for recurring private sessions this check still needs to be updated.
  In general, you are made aware of resource conflicts, but you can still decide to schedule the appointment(s) with the resources assigned.
  
• Update email for appointment edits - you will find the option to send an update email to the customer and teacher when you edited (an) appointment(s). However, this email is currently not yet sent.
• Multiple email for cancellations - when you cancel multiple appointments of the same appointment series and choose to inform teacher and customer via email, they will receive one email for each appointment.
• Private sessions in the new widget and the branded app - Private sessions are currently shown in the new booking widget and the branded app. In the Eversports app they are not yet visible. In the old booking widget they won't be made available anymore.
• Changes are possible anytime - as this feature is currently being developed you need to expect frequent changes to it and a higher likelihood of unexpected behaviour and feature bugs.

📆 5. Next steps

Currently we work on the following topics to extend the current functionality in the near future:

• Improvements for managing private session appointments and booking requests in the calendar
• Booking requests for teachers and trainers
• Manage availabilities of resources like teachers/trainers and rooms

❓ Still Have Questions or Feedback?

To provide us feedback about your experience with the BETA version feel free to schedule a feedback call with one of the product managers working on this feature. This helps us to consider important feedback and improve the feature.

In case of questions free to reach out to our support team - we’re happy to help you get started or collect your feedback to make this feature even better!