Sometimes, you may have forgotten to schedule a coaching session on Delenta beforehand, or perhaps a session took place unexpectedly. In these cases, logging a completed (past) session helps maintain accurate records for yourself and your clients, keeping your coaching data up to date for analysis, progress tracking, and package management.
How to Add a Past Session Connected to a Package
You can do this in two ways: by going to your sessions or by selecting the relevant client associated with the package in your contacts.
Method 1: via Sessions tab
Go to the Sessions Tab
To begin, log into your Delenta account and head over to the Sessions tab on the left-hand sidebar of the dashboard.
Add a session
Once you're in the Sessions section, click on the Add Session button.You will be presented with two options:
Create Appointment
Create Group Coaching Session
Select the appropriate option based on whether you are adding a one-on-one session or a group session.
Fill in the Session Details
After selecting the type of session, a pop-up window will appear. Here’s what to do next:
Add the Relevant Client: Choose the client you wish to add the past session for.
Select the Package: Choose the package to which the session belongs.
Set the Date and Time: Enter the past date and time for the session (this is crucial to reflect the session in the past).
Click Submit.
After submitting the session details, another pop-up will appear asking you whether to complete the session or leave it as an expired session. Here’s what you can choose:
Mark as Completed: If the session was actually completed, select this option. Keep in mind, that any pre-existing form automation linked to the session will be triggered once it is marked as completed.
Leave as Expired: If the session was missed or not attended, you can leave it marked as expired. Or chose to manually mark the session as complete later. This will then not trigger and pre-existing forms linked to sessions.
Method 2: via Contacts
Go to your Contacts
Select the relevant client to whom you need to add a past session for:
And then click on "View details," go to packages, select the specific package, and click on Schedule now.
Add the relevant details and then click submit.
Once you click "Yes, Complete it"; then it will mark the session as done and it will automatically adjust your remaining session count as well (for example: In the given screenshot before adding a past session it had 4 sessions in total and once a past session is added, it got reduced to 3)
How to Add a Past Session Not Connected to a Package
You can also add past sessions that are not tied to a specific package. Here’s how:
Go to your Calendar
Navigate to the calendar in your dashboard.
Click on "Create Appointments"
Manually Add a Past Session
Select the client who is not related or added to a package and then add session details (date, time, duration, and mode of session – e.g., phone, Zoom, in-person, etc.).
Select a date in the past.
If the session was part of a recurring series, you can select whether it should repeat or remain a one-time entry.
Click submit
Completing or Leaving the Session
After submitting the session details, another pop-up will appear asking if you want to mark the session as completed or leave it as an expired session. Here’s what happens in both cases:
Option 1: Mark as Completed
If the session was completed, select this option.
The session will be moved to the Completed Sessions tab and counted as a completed session.
Option 2: Leave as Not Complete
If the session was missed or you prefer to mark it manually later, select the "No, Leave it" option
The session will remain in the Upcoming Sessions tab until Delenta’s system runs an automated check (cron job), which happens every 2-3 minutes (approx).
If the session remains unmarked as completed on the upcoming sessions, the system will move it to the Completed Sessions tab but with a status of Not Complete.
You can then manually mark it as complete later if necessary.
That's it! You've successfully created a past session for a client within a package and for those who aren't assigned to a package in Delenta. This process helps you maintain accurate records of your client's coaching journey, even for past sessions.