Overview
As a coaching business scales, managing calendars accurately becomes about more than just keeping appointments—it forms the baseline of your analytics, data integrity, and compliance reporting. Delenta’s centralized Sessions center gives you granular visibility over your past, present, and future lifecycle interactions, whether they are individual or group calls.
This article guides you through navigating the status tabs, utilizing the contextual quick-action triggers, auditing post-session attendance, and explaining how accurate records fuel your system-wide metrics.
Who this is for
This article is designed for independent coaches managing client programmatic logs and multi-coach organizations auditing active programmatic data arrays for operational reviews.
Step-by-Step Instructions
Part 1: Navigating Status Hubs
Go to the Sessions page on the left navigation panel.
Use the horizontal filter tabs to parse sessions by chronological status:
Upcoming: All scheduled interactions that are awaiting initiation.
One-on-One: Dedicated focus on isolated coach-client matches.
Group: Aggregated listings of active multi-client cohort blocks.
Pending: Sessions requests from clients waiting for confirmation or approval.
Completed: Passively collected past entries where the timeline has already lapsed.
Notes : AI generated session notes.
Part 2: Utilizing Contextual Quick Actions (Upcoming Tab)
Within the Upcoming tab, locate your target meeting row.
Click the three vertical dots (More Actions) icon on the far right.
Select from the automated context actions dropdown menu:
Mark as Complete: Manually transition the session state before the timeline launches.
Reschedule: Change the date and time constraints.
Cancel: Remove the block from the calendar grid entirely.
Completed - Cancel Policy: Mark the call as completed while triggering any pre-configured cancellation premium protections linked to the agreement.
Client Join Link: Copy the direct video access URL to distribute via external messaging systems.
Part 3: Auditing Attendance and Reviewing Session Statuses
If a session’s time passes without you launching the system's video call window, Delenta handles the record lifecycle passively:
The entry automatically migrates to the Completed status hub once the timeframe lapses.
Delenta marks these listings with a yellow Session Passed tag, indicating that the scheduled window expired without system-validated call usage.
To accurately audit this entry, click the More Actions icon on the far-right side of the lapsed item row.
If you completed the meeting via an alternate avenue or simply forgot to press launch inside the platform, you can manually select Mark as Complete to retroactively resolve it.
If you started the session from the portal, but the client missed the session without notice, then Delenta automatically marks the session as Complete.
6. If the client missed the meeting without notice, choose Attendance - Mark as No Show. This applies a red No Show tag, immediately updating your client records.
For multi-client cohorts, attendance verification is tracked per individual participant:
Under the Completed hub, find your group session listing and choose Manage Attendance.
You will be redirected to an explicit cohort register layout showing every user attached to that package slot.
Review the participant checklist. If an isolated individual failed to join the session group, select their row box and click Mark as No Show.
The individual's state will resolve to a red No Show metric while preserving the valid Attended status metrics for the rest of your group.
Helpful Tips
💡 Why This Data Matters: Keeping these selections accurate is essential for your analytical reporting. Delenta’s system engines pull data directly from these logs to compile your core Key Performance Indicators (KPIs)—including your business Attendance Rate and Active Participants trends—visible inside the Insights > Overview dashboard.
Troubleshooting or FAQs
Q: Why do I not see an option to manage attendence on my session: Manage attendance option only appears on completed sessions or Marked as Completed sessions on the Completed sessions tab. So make sure you complete your session first before registering attendance.
Q: How do I define a cancelation policy for my sessions: Cancelation policy is defined under packaged sessions at the time of package creation. So head over to your package creation page to set up a cancelation policy.
Summary / Next Step
Consistently updating your session lifecycles prevents booking conflicts and ensures your business diagnostics remain reliable and clean.
Next Step: Head to your Sessions > Completed tab to verify that any older, yellow "Session Passed" listings are updated with the correct attendance status! If you want to connect these calendar parameters to a customized messaging system, check out our guide on "Setting up SMS Reminders for Coaching Sessions using Delenta via Zapier, and Twilio _ Delenta Help Center_6.pdf".