# Schedule, change or cancel a session

Keep groups, instructors, venues and local times connected.

Type: How-to guide

For: Owners and authorised operations staff

Before you start: Scheduling access, a group and the intended academy time zone.

Reviewed: 2026-09-16

## Create the session

Choose the academy first. A time entered in the schedule is the academy's local time; it is not necessarily your device's local time.

1. Open Schedule and choose New session, lesson or rehearsal.
2. Enter a clear title and choose the group, date, start/end times and venue.
3. Select assigned instructors and the session lead. Review recurrence if creating a series.
4. Review reminder options and save. Reopen the calendar entry to check the stored details.

## Change an existing plan

Open the existing session rather than creating a replacement without checking. Update its permitted fields and save. When working with a recurring series, distinguish a specific occurrence from its recurrence rule or exception.

Cancel a session through its cancellation action so the state remains visible. Avoid using deletion as a substitute for a changed plan. Notifications depend on configured channels; confirm the important change with your academy's normal communication process.

## Troubleshoot time and visibility

Check the selected week/month, group and venue filters if a session is missing. If a time appears wrong, verify the academy's time zone and the stored date. Do not compensate by manually adding an offset. Around daylight-saving changes, confirm the displayed occurrence before notifying families.

## Related guides

- [Capture, submit and review attendance](https://kelab.app/docs/attendance.md)
- [Dates and times follow the academy](https://kelab.app/docs/time-zones.md)
- [Set up groups, instructors and staff](https://kelab.app/docs/groups-staff.md)
- [Send notices and check delivery](https://kelab.app/docs/notices.md)