Manage session packages
Manage session packages
A session package gives participants a fixed number of sessions they can book against one of your schedules. Use packages to offer something concrete — six coaching calls, a five-session intensive, monthly office hours — instead of open-ended availability.
Before you begin
- Connect your calendar so upcoach can check for conflicts when participants book
- Create a schedule first — packages need a schedule to draw their availability from. See Set up one-on-one booking
- The program must have the Events app installed
Open the Packages tab
Open the program where the package belongs and click the Events app in the sidebar. The page has three tabs: Upcoming, Past, and Packages. Open Packages.
Click Add Package in the top right to open the package editor.
Create a package
The New Package modal walks you through the package settings. The space name appears in the modal header so you know where the package will live.
Package Name
Give the package a name participants will see — for example, Monthly Coaching Package or Onboarding Calls.
Schedule
Pick the schedule that defines when sessions can be booked. The dropdown lists each schedule with its host and session duration. Select one to see a summary of its days and hours.
If you haven’t created a schedule yet, use the + Add Schedule link to open the schedule editor — your new schedule auto-selects when you return.
More coaches (optional)
Add more coaches when a team shares the sessions in one package. Participants then see one combined list of free times and pick a time, not a coach.
Under More coaches, choose Add a coach and pick another coach’s schedule. Each coach keeps their own schedule, so their hours, connected calendar, buffer times and notice period all apply as usual. Every schedule in the package needs the same session length as the package’s schedule, and each coach can be added once. Click the x next to a coach to remove them.
If upcoach can’t read a coach’s connected calendar (for example, the connection has to be renewed), that coach isn’t offered until it can, so no one books over their meetings. In a package with one coach, participants see no free times until the calendar can be read again.
Owners and admins can add any coach’s schedule. Program admins and facilitators can add any schedule they can edit, even when another program uses it: one they host or created, or one whose programs they all run as program admin or facilitator. The list under Add a coach shows only those. Adding a coach’s schedule here never takes away the coach’s or the schedule creator’s right to edit it.
When a participant books a time:
- The session goes to a coach who is free at that time.
- If several coaches are free, it goes to the one who was booked the fewest times in the last 30 days, counting bookings in all of their packages. Cancelled sessions don’t count, and a rescheduled session counts as booked when it was moved.
- Two participants can’t book the same coach at the same time. If one coach is taken, the next participant gets another coach who is free.
Participants see their coach’s name once the session is booked. To show the coaches’ names before booking too, tick Show coach names before booking.
A session stays with the coach it was booked with: when a participant reschedules, they pick from that coach’s free times. Removing a coach from the package keeps their booked sessions, and the editor tells you how many upcoming sessions that coach has. Those sessions then follow the package schedule’s cancellation cutoff: participants can cancel them up to that many hours before the session, and to move one they contact the coach. If the package schedule doesn’t allow participant changes, participants can’t cancel or reschedule those sessions themselves.
Once a schedule is part of a package with more coaches, its session length must stay the same as the other coaches’ schedules, and it can’t be moved to a coach who is already in that package.
The package’s own schedule can’t be changed after the package is created. To change who takes sessions, add or remove coaches.
Number of Sessions
- Number of Sessions — Total sessions each participant can book in this program
- Max Number per Week — Optional weekly cap so a participant can’t book the entire package in one stretch
If you reduce the total later, participants who already booked more than the new limit keep their existing bookings, but new bookings beyond the limit are blocked.
Expiration Date
Click Click to add under Expiration Date to set when the package stops being bookable. After the date, slots stay visible but show as Expired and participants can’t book them. Leave it empty for no expiration.
Package Visibility
Choose who can see and book the package:
- All Space Members — Everyone in the program
- Sub-Groups — Only participants in the sub-groups you select
Switching from sub-groups back to All Space Members removes any restrictions you had set.
Feedback and reminders (advanced)
Click Show feedback and reminder settings to expand the optional section.
- Request feedback from participants — When on, participants get a feedback prompt after each session. Use Preview to see what they’ll fill in.
- Reminders — Add up to three reminders, each set as a number plus a unit (minutes, hours, days, or weeks) before the session. Reminders go out via the participant’s notification channels.
Click Create to save the package.
Edit the package details
Click a package card to open the package panel. From here you can edit the name, add a description, and attach a featured image, video, embed, or files — this is what participants see when they open the package before booking.
The panel’s Usage tab shows summary stats and a per-participant usage table:
- Booked / Total Slots — Booked sessions across all participants vs. total slots available
- Attended / Booked — Sessions actually attended out of those booked
- % of Total Usage — Booked sessions as a percentage of all available slots
The Client Usage table lists each participant with their booked count out of the per-participant limit and how many sessions they have left. Filter by Fully used or Not booked any to find participants who need a nudge.
Edit or delete a package
On the package card, click the three-dot menu to:
- Edit — Reopen the package settings modal to add or remove coaches, or change limits, visibility, reminders, or feedback
- Delete — Open the delete confirmation, which shows how many upcoming events and participants will be affected. Deleting cancels future bookings created from the package but keeps past events and reporting data
The card also surfaces a status badge when something is off — Fully Booked when no slots remain, No availability when the linked schedule is inactive or has no hours set, and Expired after the expiration date passes.
How participants see it
Participants open the Events app and switch to the Book a Call tab. Each package they have access to shows the host, duration, slots remaining, and a Book button that opens the booking calendar.
For a package with more coaches, the card says Book with the first available coach, or shows the coaches when Show coach names before booking is on. The booked session shows the coach’s name.