Terms and repeating sessions

A term is a group of sessions run as one program: a ten-week Tuesday squad, a school-holiday block, a set of clinics. You can sell it week by week, so players book the sessions they want, or as one purchase that buys a spot in every session.

The schedule is a list of sessions

This is the thing worth understanding, because everything else follows from it.

A term is a list of sessions, not a rule. When you choose Repeat weekly, Arvald works out the dates and shows them to you, and you can change that list before anything is created: drop the week you are away, move one session to a Thursday, put another on a different court. What you approve is what gets created.

So a term does not have to be regular. "Every Tuesday at 18:00 except the 14th, plus a Saturday, and week 6 on court 5" is an ordinary term, not a special case. If your schedule is irregular from the start, choose Pick dates instead and add them yourself.

Creating a term

Sessions in the sidebar, then New session. On the When and where step, choose how often it runs:

• Just once. A single session, exactly as before.
• Repeat weekly. Give it a name, pick the weekdays, say how often (every week, every two weeks), and say when it ends: after a number of sessions, or on a date.
• Pick dates. Give it a name and add the dates yourself.

The next step, The dates, is the list. For a repeating term, press Work out the dates and Arvald fills it in. Adjust anything you like. Below the list you choose how players buy it (see Selling the whole term), then create the term. Every session appears on your booking page straight away.

A term can hold up to 104 sessions, which is two years of weekly coaching. If a pattern would go over that, Arvald tells you rather than quietly creating a shorter term than you asked for.

Selling the whole term

Under the list of dates you choose how players buy the term. There are two answers and they lead to quite different booking pages.

Week by week. Every session is sold on its own, at the price that comes from the service, and players book the weeks they want. This is how terms worked before terms had a price, and it is still the default.

The whole term. One purchase, one price, and a spot in every session. Set the price for the whole term and Arvald shows the per-session figure underneath so you can sanity-check it. Players see one card for the term on your booking page, with the dates it runs and how many spots are left.

Two consequences of choosing the whole term are worth being clear about, because they are the point rather than a side effect:

• The individual weeks stop being bookable on their own. A player cannot pick the two Tuesdays they fancy out of your ten-week program. The sessions still appear on your booking page with their dates, marked as part of the term, so people can see when it runs.
• A term is sold out as soon as any one week is full. A term seat is a seat in every session, so if week 6 has no room the term has no room, whatever the other nine look like. If you fill a single week by hand, you have closed the term.

A term also closes to new buyers at the first session's booking cutoff, because there is no way to join a term part-way. Someone who wants in later takes a released week instead.

When a term player can't make one week

They have paid for the term, so this is not a cancellation. Open the session they are missing (Sessions, then that week), click their name on the roster, and choose Release this week's spot.

What happens: that one week goes back on sale, on its own, at your ordinary session price. Every other week of their term stays theirs, and their booking, payment and any refund history are untouched. On your booking page that week now reads 1 spot open this week and can be booked by anybody, which is the only way a session of a whole-term program is ever sold separately.

Three things it deliberately does not do:

• It does not refund them. They bought a term; whether they get money back, a credit, or nothing is your call, and you make it with Refund or by agreeing something off-platform.
• If someone takes the spot, you are paid for it twice. That is the trade for keeping the seat filled, and it is your decision to make.
• It cannot be undone. By the time you change your mind the spot may already be taken, and putting it back would oversell the session. To restore someone, add them to that session with Add player, which checks there is room the way any booking does.

If they are dropping the whole term rather than one week, cancel the booking instead.

What every session inherits

The venue, courts, court guarantee and session length you set when creating the term become the defaults for every session in it. Price, capacity and cancellation policy still come from the service, exactly as they do for a single session.

Anything you set on one date in the list overrides the default for that session only.

Changing one week

Open that session and edit it, the same as any other session. This changes that week and nothing else.

A session you edit stops following the term. It is still part of the term, and still shows the term's name to players, but later changes to the whole term will skip it. That is deliberate: if you move week 6 to another court and then push the whole term back an hour, week 6 keeps the court you chose instead of being reset.

Sessions in this state are marked Edited in your sessions list and on the term page.

Changing the whole term

Open the term (click its name in the sessions list) and choose Change the whole term. You can move the start time or change the courts, and every session keeps its own date.

Three kinds of session are left exactly as they are:

• Sessions that have already run.
• Sessions a player has booked. Someone agreed to a specific time and paid for it, so Arvald will not move it out from under them. Change those one at a time, and talk to the players first.
• Sessions you have edited on their own, as above.

Arvald tells you afterwards how many were left alone.

Adding more dates

Add dates on the term page. Use it to extend a term by a few more weeks, or to slot in a one-off extra session. New dates inherit the term's venue, courts and length.

Ending a term

End this term on the term page cancels its remaining sessions and removes them from your booking page.

Sessions players have already booked are not cancelled. Cancelling them here would leave people who have paid with no lesson and no refund and no message, so they stay in place. Cancel and refund those individually, so you can contact each player as you go.

What this does not do yet

• Joining a term part-way is not supported. A term closes to new buyers at its first session's cutoff, and there is no pro-rated price for turning up in week 4. The released-week route covers somebody who wants in later.
• Releasing a week does not credit anyone automatically. Arvald records who is coming; the money stays your decision, made with the refund and record-a-payment actions.
• Nothing warns you about double-booking your own courts. Creating a term can put twenty sessions on the same court in one action, and Arvald will not notice if you have already committed it.
• Booking cutoffs and cancel-by deadlines still cannot be set anywhere, for terms or single sessions. See How sessions work.