Usage instructions on Sessy - Sport & Fitness Management Software

Dashboard

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Dashboard overview

The dashboard provides an overview of key information relevant to the employee logged in/ selected:

Notifications
Checklists with open actions
Upcoming sessions

Each member can be linked to an employee. The dashboard only shows notifications and checklists related to members that are linked to the employee logged in. In other words; an employee only sees ‘his/ her own members’. This way managing the engagement of your members can be split across employees.

Member overview

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Search member

Open the member overview by searching for a member. The member search bar is available on all screens (if you are on a laptop/ desktop screen).

Search member on mobile:

Click on the menu button (“hamburger” icon on top left of the screen)
Click on “Members”
Search for the member name

Contact details

The top of the member overview page show the contact details of the member. Note that these details are maintained by the member.

Weekly schedule

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Calendar/ location

A weekly schedule can be maintained for each calendar/ location you have created in your settings. Switch between calendar/ location with the drop-down button at the top left of the page.

The weekly recurring schedule is separated from the actual session calendar so you don’t have to adjust the ‘standard’ schedule for temporary changes.

Your default location/ calendar is determined by your personal profile settings. Want to change your default location/ calendar? Go to Profile Settings →

Calendar

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Calendar/ location

The calendar can be maintained for each calendar/ location you have created in your settings. Switch between calendar/ location with the drop-down button at the top left of the page.

Move between weeks by clicking on the “Arrow” icons at the top of the page. The week number and the dates are at the top of the calendar.

Note that the weekly recurring schedule and the actual session calendar are separated so you don’t have to adjust the ‘standard’ schedule for temporary changes.

Communication

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Session details

In case you are programming workouts specific to a day (e.g. CrossFit WOD’s) and want to show these details in the session description, this page provides you with an easy way to do so.

Add session descriptions per day / session type:

Select the location/ calendar in the drop-down list
Click on the session type
Enter the details for each day
Click on the “Save” icon at the top so save the changes

👉

Make sure you complete the session schedule first. The descriptions will only be added to scheduled sessions.

Payments

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Revenue

Overview of recent months

The first thing shown when navigating to the “Payments” page is an overview of recent periods (months) with:

the total revenue in that period (subscription revenue, single session payments, shop items)
the amount unpaid

Single session payments and shop items are added to the revenue when the payment is executed. Subscription revenue needs to be ‘refreshed’ for a complete/ accurate overview. It is calculated for that exact moment in time.

Reports

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1. Members

The members report metrics (top segment of the page):

A line graph with the development of the member count. The member count is updated weekly on Sunday-Monday night. Only members with an active subscription are counted (hover your mouse above the graph to see details)
The latest member count and the inflow/ outflow during the past 30 days.
A donut graph that shows the distribution of the currently active subscriptions (hover your mouse above the graph to see details)

The bottom segment of the page contains a list of all members (with both active and cancelled subscriptions). The report contains:

Profile settings

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Profile settings dialog

The profile settings allow you to customize your personal experience of using Sessy. The changes you make in your profile do not affect other users.

Click on your name at the bottom left of the page to open the profile settings dialog.

Choose provider

If you work for multiple businesses that make use of Sessy, easily switch between them by selecting from the drop down list.

Select location/ calendar

Change your ‘default location/ calendar’ by selecting the desired value from the drop down list. By changing this value, the backend (and member app) will show this location/ calendar when your first load the page/ app.

Sessy AI Assistant

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Sessy AI introduction

Sessy AI is an intelligent assistant that helps you analyze your fitness business data and get instant insights about your members, sessions, and performance metrics. Using advanced AI technology, Sessy AI can understand natural language queries and provide detailed information about your business operations.

The AI assistant can help you answer questions like:

How many members attended last week’s sessions?
What are our most popular workout types?
Which members have specific subscriptions?
What were the top 1RM results this month?
Show me member attendance patterns

👉

Sessy AI provides instant insights into your fitness business data through natural language conversations.

Newsletters

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The Newsletter feature allows you to create, edit, and publish rich content newsletters to communicate with your members. Published newsletters appear in the member app and trigger notifications to keep everyone informed.

Creating Newsletters

Navigate to the Communication section in the admin panel
Select Newsletters from the communication options

Click “New newsletter” to open the editor
Fill in the required fields:
- Title: Newsletter title (required)
- Summary: Optional preview text for notifications
- Content: Main newsletter content with rich text editor
- Cover Image: Optional cover image (max 5MB, JPEG/PNG/GIF/WebP)

Rich Text Editor Features

Text Formatting: Bold, italic, underline
Headings: H1, H2, H3 heading styles
Lists: Bullet and numbered lists
Images: Insert images into content
Links: Add hyperlinks to text
Quotes: Blockquote formatting

Publishing Options

Save as Draft

Click “Save as draft” to save without publishing
Draft newsletters are not visible to members
You can edit and publish drafts later

Click “Publish” to make the newsletter live
Published newsletters are immediately visible to all members
Members receive a push notification (if summary is provided)
Published date is automatically recorded

Unpublish

Click “Unpublish” to remove a published newsletter
Newsletter becomes hidden from members
Content is preserved as a draft

Managing Newsletters

View all newsletters with status indicators (Draft/Published)
See creation and publication dates
Search and filter options available

Click on any newsletter in the list to open editor
Make changes to title, content, or images
Save as draft or publish updates

Select newsletter and click “Delete newsletter”
Confirm deletion in the dialog

Warning: Deleted newsletters cannot be recovered

Member Experience

Viewing Newsletters

Members access newsletters through their app
Newsletters display with cover image, title, and formatted content
Published date is shown to members

Notifications

Members receive notifications when new newsletters are published
Summary text appears in notification message
Notification only sent when publishing (not when saving drafts)

Best Practices

Content Guidelines

Use clear, engaging titles
Keep summaries concise for notifications
Use images to enhance content
Test formatting before publishing

Publishing Strategy

Save drafts frequently while editing
Review content carefully before publishing
Consider optimal timing for member engagement
Use unpublish feature for temporary removal instead of deletion

Automated Clean-up

Newsletters are automatically deleted after 1 year to maintain system performance
Clean-up runs daily at 2 AM (Europe/Amsterdam timezone)
Both published and draft newsletters older than 1 year are removed
Associated images are also deleted from storage
Important newsletters should be archived externally if long-term retention is needed

💡

Newsletters are a powerful way to keep your members informed about updates, events, and important announcements.

Usage instructions on Sessy - Sport & Fitness Management Software

Dashboard

Dashboard overview

Member overview

Search member

Contact details

Weekly schedule

Calendar/ location

Calendar

Calendar/ location

Communication

Session details

Payments

Revenue

Overview of recent months

Reports

1. Members

Profile settings

Profile settings dialog

Choose provider

Select location/ calendar

Sessy AI Assistant

Sessy AI introduction

Newsletters

Newsletter Overview

Creating Newsletters

Access Newsletter Management

Create New Newsletter

Rich Text Editor Features

Publishing Options

Save as Draft

Publish Newsletter

Unpublish

Managing Newsletters

Newsletter List

Edit Existing Newsletter

Delete Newsletter

Member Experience

Viewing Newsletters

Notifications

Best Practices

Content Guidelines

Publishing Strategy

Automated Clean-up