Each group session (a class, workshop or event) has its own page with everyone who booked it. Open a session by clicking it on the Calendar page, or from the Schedule section of its offering. From there you add people, change who runs it, export the list and cancel it if you have to.
The attendee list
The Attendees card lists each booking with the client's name, email and phone, the number of spots they booked, the option they chose (when the offering has more than one) and a status: Confirmed, Pending payment, Pending or Cancelled. Click Show details to see their answers to your booking questions. Cancelled attendees are listed separately underneath.
Adding someone
Click Add Attendee, for example after a phone booking. Choose or enter the client, add any notes and, if the offering allows several spots per booking, how many Spots they need. You can change the Price per spot or apply a Coupon code, as on a manual booking. The booking is created confirmed and the client is emailed a confirmation with a manage link, unless you tick Don't send a confirmation email to the client.
You can also add a client to a session from their own page: Add booking, then Group session. There you can use a session from their package if they have one.
Already booked and full sessions
If the client is already booked into this session, Booklink shows Already booked first. Click Add anyway if you really want a second booking for them, or Cancel. If adding them would go over the capacity, tick the box to book anyway once you have checked with the team member.Changing the team member
Click Change next to the team member's name. Pick the new Team member. For a session that is part of a recurring series, choose This session or This and all future sessions; the second option also moves sessions the series creates later. Click Change.
Attendees keep their spots. Calendar events and video call links move to the new team member for sessions that have not started yet, and attendees are emailed only if their video call link changed. If the new team member already has something at that time, Booklink lists the clashes and asks you to confirm.
Exporting the attendee list
Click Export CSV above the attendee list to download a spreadsheet with each attendee's name, email, phone, spots, option, status and source, plus one column per booking question. Cancelled attendees are included, so filter on Status if you are printing a register.
Cancelling a session
Click Cancel Session. Every attendee is cancelled and notified, and anyone on the waitlist is told and removed from it. Add a reason under Reason for cancelling (required if you have switched on Require a cancellation reason); attendees and waitlisted clients see it only if you share reasons with clients. Click Cancel session to finish. This cannot be undone. Sessions from a package are returned to the client's package.
To cancel one person only, use Cancel on their row instead.
Deleting a session
Delete removes a session completely, and is only possible while nobody is booked. A session with bookings has to be cancelled instead.
Sessions over several days
A session can last up to 14 days, such as a retreat or a course over a weekend. It shows on each calendar day it covers, and emails give the start and end date, for example "Friday, 6 November to Sunday, 8 November 2026". Set the length with the Duration field in days, hours and minutes. See Session names, descriptions, and duration.