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 they have assigned.
• 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), follow these steps:

1. Activate the extension
   Go to market and look for the free private session (BETA) extension.
   
   
2. Define self-management preferences
   In the extension settings that you can also access via the market you can decide if you want your teachers to be able to manage their own private sessions, independently of the role they have. If you do so, they can create, edit and cancel their own private sessions.
   
   
3. Create your first private session offer
   When you navigate to Activities you can find a new tab called "Private session offers". There you can create all the different private sessions that you want to schedule appointments for. 
   In this new activity type, you can define the duration, max. participants and allowed products besides all the basic info you already know from other activities.
   
   
4. Schedule private sessions
   Go to Activities > Calendar and you will find an option to open a new, modern private session calendar. Here you can either click on the desired calendar slot to create a new appointment or use the button on the right top to start the process. Once you have created an appointment, you can edit or cancel it.
   To sign-in a customer, you can find an icon in the appointment modal that brings you to the sign-in. There, you can sign-in customers as you are used to and sell them products like for other activities.
   
   

📝 4. Important to Know & BETA Limitations

Private Sessions are currently in BETA. Some limitations apply:

• Scheduling private sessions on B2B side - currently, you can manage private sessions via the Eversports Manager. There is no booking request or direct booking possible yet for your customers via the widget or apps.
• 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.
• Access for admin and leading employee roles only - currently only admins and leading employees can access the private session schedule and manage appointments there. This will change soon so that also other roles will be able to access it.
  
• 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 shown in old widget - Private sessions are shown in the schedule of the old widget. Please make sure you have implemented the new widget.
• 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:

• Provide availabilities and booking rules to private sessions to allow them to be requested by your customers
• Submit booking requests via the activities widget
• Manage booking requests via the private session calendar
• Usability improvements for the private session calendar

❓ 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!