Hydrotherapy Sessions

Hydrotherapy Sessions can be used to deliver structured swims with a defined start and end time, set capacity, and assigned staff member. Sessions are linked to specific Hydrotherapy Types, helping ensure the right staff are matched with the right hydrotherapy groups. They support consistent scheduling, attendance tracking, and group management across both one-off and recurring events

Hydrotherapy Sessions Overview

The Overview page lists all created Hydrotherapy Sessions, providing a quick summary of their key details.

The Overview page includes several filter options;

Select Location - Available if you're using the Multi-Site plan.
Select Session Type.
Show All or Repeating Sessions Only.
Show Cancelled.

The summary information for each session includes;

Session Type - This will be the name of the Session Type.

- Repeating icon will display next to the Session Type if it has been set to repeat.

Start & End - Date and time the session starts and ends.

Staff - Staff member allocated to take the session.

Pool - The room that has been allocated for the session.

Status - Indicates whether the session is currently running or has been cancelled.

Availability - Indicates the total booking capacity and the number of spaces still available.

Actions - The arrow next to the View button provides options to edit session details or clone its configuration, allowing quick duplication with minimal adjustments.

Click the View button to access and manage bookings for the session. This opens the session’s overview page. If the session is part of a repeating cycle, the View button will open the individual occurrence. To view the full details for the complete repeating series, click on the Repeating icon.

Booking Session Overview Page

Within the Sessions Overview page, you can view booking details for each pet in the session and access individual bookings as needed.

You can email all recipients by clicking the email icon in the top-right corner. This opens a blank email body for you to customise.

From the Active button you can also Cancel the session.

The Edit button provides the options to;

Edit the Sessions details
Clone Session
Stop Repeating Sessions
Delete Session
Delete Repeating Session

Functionality Summary per Tab

Overview - Provides a snapshot of pets booked into the session, capacity and availability, invoicing status, session notes and progress.

Repeat Sessions (Visible when viewing repeating series) - Lists all dates for recurring sessions with links to access each session individually.

Pets - Lists all pets booked into the session, with details and profile access links.

Customers - Displays all individuals who have booked pets into the session, along with their contact details, profile access links, and the option to edit their profiles.

Bookings - Displays all session bookings, including pet names, booking status, and links to the original booking.

NOTE: You can add bookings directly from this tab by clicking the

button.

Emails/Sms - Displays all communications sent to customers via email or SMS in relation to the session.

Add Hydrotherapy Session

To add a new Hydrotherapy session, click the button located in the top-right corner of the screen.

Hydrotherapy Session Type - Select the Hydrotherapy session type from the dropdown menu.

To create a new session type, click the button.

Date - Select the start date from the date picker for when the first session will take place.

Repeating - If the session is a one-off, leave the checkbox unticked. To create repeating sessions, tick the checkbox to reveal additional scheduling options.

Repeat Every - Select the number of weeks between each session to define the repeat interval.

example - In the “Repeat Every” field, you would enter: 2
• This means:
The session will repeat every 2 weeks from the selected start date.

Until - (Optional) To set an end date for the session series, select a date from the date picker. Leave blank for no limit.

Or, Number Of Times To Repeat - (Optional) To set a specified number of times to repeat the session. Leave blank for no limit.

Notes - Enter detailed internal notes related to the course. These will appear on the Session Overview page for reference.

Location - When using the Multi-Site plan, select the location where the session will be held.

Area - This field typically defaults to the relevant type of area for the session being created. In this case, it defaults to Hydrotherapy.

Pool - Select the room that will be reserved for the session. Options will be based on your system configuration.

To create a new pool, click the button.

Capacity - Enter a custom capacity if it differs from the default room capacity settings.

Multiple Bookings - To allow multiple families to book into the same session, tick the checkbox. This setting defaults to the room configuration but can be overridden if required.

Staff - Select the staff member(s) assigned to lead the session. You may choose more than one.

To manage a staff members availability click the button.

Once edited click the button bottom right.

Adding Bulk Hydrotherapy Sessions

To add a bulk Hydrotherapy sessions, click the button located in the top-right corner of the screen.

Adding bulk Hydrotherapy sessions follows the same steps as adding a single session, with the additional option to assign the session to multiple days of the week instead of just one.

Note: When you create a session, the system automatically updates the staff roster. Any staff members allocated to lead the session will have the relevant time slots added to their schedule.

Repeating Hydrotherapy Sessions

Use this section of the Hydrotherapy Session Overview Page to configure how repeating sessions are managed.

Hydrotherapy Session Auto Enable - Toggle on to automatically generate repeating Hydrotherapy sessions. If left off, sessions must be added manually.

Note: Initial Hydrotherapy sessions may take up to 5 minutes to process after enabling this setting.

Hydrotherapy Session Auto Weeks - Specify how many weeks in advance the system should auto-generate repeating Hydrotherapy sessions when no end date is set. If left blank, repeating sessions will not generate.

Once edited click the button bottom right.

For More Information

On how to enable Hydrotherapy Sessions view - Customization

On Session Types view - Hydrotherapy Types

On Adding Session bookings view - Adding Hydrotherapy (Session) - Group Hydrotherapy Bookings

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