Organisation management

Organisations are the practices, trusts, pharmacies, clinics, and other workplaces where you carry out locum work. Sessional lets you maintain a personal directory of these organisations so that their details auto-fill whenever you create a booking or generate an invoice.

Each organisation record stores the information you need to manage your working relationship: the organisation's name, type, address, contact details, and any private notes you want to keep.

To add a new organisation, go to Dashboard > Organisations and click Add organisation. Fill in the following fields:

• Name: the full name of the organisation (e.g. "Riverside Medical Centre" or "North West Ambulance Service NHS Trust")
• Type: select the kind of organisation, such as GP practice, hospital trust, pharmacy, dental practice, community clinic, or other
• Address: the organisation's address, used on invoices and for your own records
• Contact name: the person you liaise with for bookings and payments (e.g. the practice manager or rota coordinator)
• Contact email: used when sending invoices by email directly from Sessional
• Contact phone: optional, for your own reference
• Notes: private notes visible only to you, such as parking instructions, dress code, or payment terms

Only the organisation name is required. You can fill in the remaining fields later as needed.

When you create a new booking, selecting an organisation from your directory automatically fills in the organisation name and links the booking to that record. This means:

• You do not need to retype the organisation name each time
• All bookings for the same organisation are grouped together in searches and reports
• Invoice generation pulls the correct organisation name and address onto the PDF
• Earnings reports can be filtered by organisation to see how much you have earned from each workplace

If you create a booking for an organisation that is not yet in your directory, Sessional will prompt you to add it.

When you generate an invoice for a booking, the organisation's name and address appear in the "Bill to" section of the PDF. This is pulled directly from your organisation record, so keeping your directory up to date ensures your invoices are always accurate.

If you update an organisation's address after generating an invoice, previously generated invoices are not affected. They retain the details that were current at the time of generation. Future invoices will use the updated address.

To update an organisation's details, click the organisation name in your list to open its detail view, then click Edit. You can change any field: name, type, address, contact details, or notes.

Changes take effect immediately for all future bookings and invoices linked to that organisation. Existing bookings retain the organisation link, so they will reflect the updated name if you view them after editing.

To remove an organisation, open its detail view and click Delete. You will be asked to confirm before the record is permanently removed.

• Deleting an organisation does not delete any bookings, invoices, or expenses linked to it
• Those records will show the organisation name as plain text rather than a linked record
• If you later re-add the organisation, it will be treated as a new record. Previous bookings will not automatically re-link

When adding an organisation, you can assign it a type. This helps you filter your list and understand your working patterns at a glance. The available types are:

• GP practice: general practice surgeries, whether NHS, private, or mixed
• Hospital trust: NHS acute trusts, foundation trusts, and teaching hospitals
• Pharmacy: community pharmacies, hospital pharmacy departments, and dispensaries
• Dental practice: NHS and private dental surgeries
• Community clinic: walk-in centres, urgent care centres, community health services
• Mental health trust: NHS mental health trusts and community mental health teams
• Care home: residential and nursing care facilities
• Agency: locum agencies that invoice the end client and pay you net of commission
• Umbrella company: umbrella or staffing services that process PAYE and deduct tax and NI at source
• Other: anything that does not fit the categories above

Organisation type is optional. If you are unsure which type to choose, you can leave it blank and add it later.

The type you assign controls the default billing mode for shifts at that organisation. New shifts inherit this default so you do not have to choose per shift:

• Agency organisations default to Agency-managed. The agency invoices the client, you receive net pay after commission, and the shift skips the Sessional invoice step.
• Umbrella company organisations default to PAYE at source. Tax and NI are deducted before payroll pays you, so the shift contributes no further reserve.
• All other types default to Self-invoiced. You generate the invoice in Sessional and send it directly to the organisation.

You can override the default per shift in the Advanced section of the shift form, or edit it later on a pre-delivered shift via the Edit context action in the shifts list. See the agency and PAYE tracking guide→ for more.

The notes field on each organisation record is a free-text area visible only to you. It does not appear on invoices or in the directory. Common uses include:

• Parking instructions and access codes
• Wi-Fi passwords for the organisation
• Payment terms (e.g. "30-day payment, reference required on invoice")
• Key contact details for the rota coordinator or finance team
• Notes about the clinical setup, such as which consulting rooms have examination couches
• Dress code or uniform requirements

There is no character limit on the notes field, so you can store as much detail as you need.

As your organisation list grows, use the built-in tools to find what you need:

• Text search: search by organisation name or contact name to quickly locate a record
• Type filter: narrow the list to show only one type of organisation (e.g. show only GP practices)
• Sort: sort alphabetically by name, by type, or by the date you last worked there

Filters reset when you navigate away from the page.