A Group Session lets you book multiple clients into the same time slot, making it ideal for small-group HIIT sessions, partner training, and other semi-private sessions.
As an Owner or Admin, you can create and manage Group Session Types for your team, assign them to trainers, and book or manage sessions on behalf of any trainer.
What is a Group Session?
A Group Session includes:
Group Session Type: A reusable session template with a Maximum spots capacity.
Group Session: A scheduled occurrence of a Group Session Type with a roster of attendees.
Occupancy: The number of enrolled clients compared with the session capacity, shown as enrolled/max.
Example: Your trainer Jimmy runs a "Small Group HIIT" session with a maximum of 10 spots. As an Owner or Admin, you can book the session on Jimmy's behalf and add clients from his client list. Everfit keeps track of the available spots and prevents you from overbooking clients for a group session.
1. Create a Group Session Type
Creating a Group Session Type follows the same process as creating a regular Session Type, with one additional Format option.
Once a Session Type is created as a Group session, its format cannot be changed to a 1:1 session later, and vice versa.
To create a Group Session Type
Go to Booking → Session Types → + Add New Session Type.
Under Format, select Group session.
1:1 session is selected by default.
Group sessions are intended for semi-private training.
Enter the Name and click Create.
On the Session Type details page, set the Maximum spots.
Configure the remaining settings, such as:
Duration
Location
Description
Session credit requirements
Cancellation settings
Click Save.
Assign Trainers to a Group Session Type
As an Owner or Admin, you can make a Group Session Type available to specific trainers on your team.
To assign trainers
Open the Group Session Type's details page.
Find Assigned Trainers.
Select the trainers who should be able to use this Session Type.
Save your changes.
Once assigned, those trainers can select the Group Session Type when booking sessions for their own clients.
2. Book a Group Session for a Trainer
Owners and Admins can book Group Sessions on behalf of any trainer, just as they can with 1:1 sessions.
To book a Group Session
Go to Booking → Calendar.
Click Add and select Add group session.
You can also select + Book Session and switch to Group mode.
Select the Trainer you're booking the session for.
Select a Session Type.
The session summary displays the duration, location, capacity, and enrollment count.
You can also select Custom session for a one-off session without a saved Group Session Type capacity.
Add clients to the session.
Select individual clients or saved Groups.
You can combine individual clients and Groups.
If a client appears in more than one selected Group, they are only counted once toward the session capacity.
Set the date and start time.
Add an optional client-facing note or internal note.
Click Book Session.
Example
If you're booking a session for Trainer Alexa and select three of Alexa's clients, those clients will be added to the session roster.
If you change the Trainer to Marcus, Alexa's clients will be removed and the client picker will update to show Marcus's clients instead.
3. Manage a Trainer's Group Sessions
Once a Group Session has been booked, Owners and Admins can view and manage it from the Calendar.
To view a trainer's Group Session
Go to Booking → Calendar.
Use the Trainer filter to select the trainer.
Click the Group Session on the calendar.
The session details will show:
Session status
Date and time
Location
Session credit information
Enrolled clients
Canceled clients
You can then edit the session, manage individual client bookings, or cancel the entire session.
Edit a Group Session
From the session details, click the Edit (pencil) icon to:
Update session details
Add clients
Re-add previously canceled clients
Cancel an individual client's spot
Cancel an individual client's spot
To cancel one client's booking:
Hover over the client's row.
Click Cancel.
Choose:
Early cancel: Returns the client's session credit.
Late cancel: Does not return the client's session credit.
Canceling one client's spot does not affect the rest of the group. The Group Session remains scheduled for all other attendees.
Cancel the entire Group Session
To cancel the whole session:
Open the Group Session and click Edit.
Make sure the session is still Scheduled.
Click Cancel session.
Choose Early cancel or Late cancel.
This cancels the session for all currently active attendees and applies the selected cancellation type consistently to them.
Clients who were already individually canceled are not reprocessed when the entire session is canceled. Their existing cancellation and refund status remains unchanged.
Undo an individual cancellation
You can undo an individual cancellation from the session popover, provided the Group Session itself has not been canceled.
Undo Early Cancel: The client's session credit will be consumed again because it was previously returned. If the client doesn't have an available credit, you'll be prompted to issue one before the cancellation can be undone.
Undo Late Cancel: The client's previously spent credit remains spent.
3. Client Self-Cancellation
If Allow client self-cancellation is enabled for a Group Session Type, clients can cancel their own booking from the Client App.
When a client cancels:
Only that client's spot is canceled.
The Group Session remains active for all other attendees.
The cancellation is treated as an Early Cancel.
The client's session credit is returned if the Session Type requires credits.
Note: Client self-booking into Group Sessions is not currently supported. The Allow client self-booking option is disabled for Group Session Types.