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Adding Sessions to Series

Add additional sessions to an existing recurring session series

Overview

The "Add Session" feature allows you to extend an existing recurring session series with additional sessions. This is useful when:

  • You need to add more dates to an existing series
  • You want to extend a training programme beyond the original end date
  • You need to add extra sessions due to high demand
  • You want to continue a successful recurring training series

Tip

New sessions added to a series automatically inherit all the settings from the existing series, including title, location, trainer, capacity, and visibility rules.

Benefits

Consistency

All new sessions automatically use the same title, location, trainer, and settings as the existing series.

Flexibility

Add a single session or create multiple recurring sessions using the same options as session creation.

Step-by-Step Guide

1

Locate the Session Series

Navigate to Admin → Calendar Management:

  1. Find the session series you want to extend
  2. Sessions are grouped by title in the calendar view
  3. Series will show an "Add Session" button next to "Delete Series"

Tip

Only sessions that are part of a series (recurring sessions) will have the Add Session button available.
2

Click Add Session

On the series group header:

  1. Click the Add Session button (with the + icon)
  2. The "Add Sessions to Series" modal will open
  3. You'll see the series details displayed at the top
3

Review Series Information

The modal displays information about the existing series:

  • Series title
  • Location (or "Online" for virtual sessions)
  • Assigned trainer
  • Maximum capacity

All new sessions will use these same settings.

4

Set Schedule

Configure the schedule for your new session(s):

  • Date - When the session(s) will take place
  • Start Time - The start time for the session
  • Duration - How long each session lasts (pre-filled from the series)

Tip

The duration is automatically set to match the existing sessions in the series, but you can change it if needed.
5

Choose Single or Recurring

Decide if you want to add:

Single Session

Add just one new session to the series. Leave "Make repeatable" unchecked.

Recurring Sessions

Add multiple sessions. Check "Make repeatable" to configure the recurrence pattern.

6

Configure Recurrence (If Enabled)

If you checked "Make repeatable":

  • Frequency - Choose Daily, Weekly, Bi-weekly, or Monthly
  • Number of Repeats - How many sessions to create (e.g., 4 sessions)
  • Repeat On - For weekly/bi-weekly, select which days of the week

Tip

The recurrence options are the same as when creating a new session. For example, if you choose Weekly with "Mon, Wed, Fri" and 3 repeats, you'll get 3 sessions on those days.
7

Save the Sessions

Review your settings and click Add Sessions:

  • New sessions are created with the series settings
  • They are automatically linked to the same series
  • Sessions appear in the calendar management view
  • They are available for users to book immediately

What Settings Are Copied

When you add sessions to a series, the following settings are automatically copied from the existing series:

Basic Settings

  • Session title
  • Short description
  • Location or online URL
  • Maximum attendees
  • Trainer assignment

Advanced Settings

  • Visibility rules (job roles, departments, locations)
  • Pre-read materials
  • Session expiry settings
  • Assignment rules
  • Notes and descriptions

Tip

You only need to set the date, time, duration, and recurrence pattern. All other settings come from the series automatically.

Common Use Cases

Extending a Training Programme

You created a 6-week training programme, but demand is high. Add 4 more weekly sessions to accommodate more learners.

Adding Extra Dates

Your monthly compliance update sessions are popular. Add additional monthly sessions without recreating all the settings.

One-Off Additional Session

You need to add a single extra session to a series, perhaps due to a rescheduling or to fill a gap in the schedule.

Best Practices

Plan Your Dates

  • Choose dates that don't conflict with existing sessions
  • Consider spacing for recurring sessions (same intervals as original series)
  • Think about holidays and busy periods

Maintain Consistency

  • Keep the same time and day pattern for recurring additions
  • Maintain the same duration across all sessions in the series
  • Use the same location/virtual setup

Communicate Changes

  • New sessions are immediately visible to eligible users
  • Consider notifying users about additional availability
  • Update any external calendars or communications

Troubleshooting

Add Session button not showing

  • Ensure the sessions are part of a series (have the same seriesId)
  • Check you're viewing sessions grouped by title
  • Only scheduled series sessions show this button

Sessions not appearing after adding

  • Refresh the calendar management page
  • Check the date filter - new sessions might be on a different date
  • Verify the sessions were created successfully (check for error messages)

Settings not matching the series

  • Settings are copied from the first session in the series
  • If sessions in the series have different settings, check which one is used
  • You can edit individual sessions after creation if needed

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