# App Builder Overview & Navigation
Source: https://help.coachiq.io/athlete-portal/app-builder-navigation-and-interface

Master the App Builder interface to create and manage your athlete portal. Learn how to navigate sections, configure pages, and publish changes.

<Info>
  **Where to find this**: Dashboard → App (in the main navigation)
</Info>

## What you'll accomplish

The App Builder is where you bring your athlete portal to life—no code required. In this guide, you’ll learn how to navigate its layout, customize sections, and publish updates so your athletes always see your latest content and schedules.earn how to navigate and use the App Builder interface to create a professional, customized experience for your athletes across web and mobile platforms.

## Understanding the App Builder layout

The App Builder uses a three-panel interface that gives you complete control over your athlete portal:

<Frame>
  <img alt="App Builder control panel and interface layout" />
</Frame>

### Interface components

<CardGroup>
  <Card title="Left Sidebar (Control Panel)" icon="sidebar">
    **Navigation hub** - Switch between pages and settings:

    * Channels (communication)
    * Schedule (bookings)
    * Content (programs)
    * Products (purchases)
    * Settings (design & configuration)
  </Card>

  <Card title="Center Content Area" icon="layout">
    **Configuration space** - Where you manage sections and items:

    * Add/remove sections
    * Configure schedulers
    * Organize content
    * Set descriptions
  </Card>

  <Card title="Top Action Bar" icon="toggle-on">
    **Publishing controls** - Make changes live:

    * Active toggle (on/off)
    * Copy page button
    * Preview option
    * Update Page button
    * Page Settings access
  </Card>

  <Card title="Section Management" icon="layers">
    **Hierarchical structure** - Organize your content:

    * Sections contain categories
    * Categories contain items
    * Items link to actual content
    * Everything is customizable
  </Card>
</CardGroup>

## Navigating between pages

The App Builder organizes your athlete portal into distinct pages, each serving a specific purpose:

<Steps>
  <Step title="Access the main pages">
    Use the left sidebar to navigate between the four core pages:

    <Frame>
      <img alt="App Builder navigation sidebar with pages highlighted" />
    </Frame>

    * **Channels**: Messaging and announcements
    * **Schedule**: Session bookings and calendar
    * **Content**: Programs and educational materials
    * **Products**: Memberships and purchases
  </Step>

  <Step title="Access Settings">
    Click the **Settings** section in the sidebar to configure:

    * **Design**: Themes and colors
    * **Menu & Links**: Navigation visibility
    * **Pages Paywall**: Access restrictions

    <Frame>
      <img alt="App Builder settings navigation" />
    </Frame>
  </Step>
</Steps>

## Working with sections and items

Each page in your athlete portal is built using a section-based architecture:

### Adding new sections

<Steps>
  <Step title="Navigate to your desired page">
    Click on Schedule, Content, or Products in the left sidebar.
  </Step>

  <Step title="Click 'Add Section'">
    Find the **Add Section** button in the content area to create a new category.

    <Frame>
      <img alt="Add Section and Add Scheduler buttons in the Schedule page" />
    </Frame>
  </Step>

  <Step title="Configure your section">
    * Give it a descriptive name (e.g., "Rising Stars", "Elite Program")
    * Add a description for clarity
    * Set credit requirements if applicable
  </Step>
</Steps>

### Adding items to sections

Within each section, you can add specific items:

* **Schedule page**: Add schedulers (booking sessions)
* **Content page**: Add programs (courses/training)
* **Products page**: Add products (memberships/packages)

<Tip>
  **Organization tip**: Name your sections based on how athletes will understand them - by location ("Downtown Gym"), by level ("Beginner Classes"), or by type ("Private Training").
</Tip>

## Understanding the preview system

The App Builder shows you exactly what athletes will see:

<Frame>
  <img alt="Athlete view showing sections and schedulers as they appear in the app" />
</Frame>

<Note>
  The athlete view (shown above) displays your sections as cards with:

  * Section name and description
  * Credit requirements
  * "Book Now" or "Learn More" buttons
  * Professional, branded appearance
</Note>

## Page controls and settings

### Activating pages

Each page must be activated before athletes can see it:

<Steps>
  <Step title="Toggle the Active switch">
    Use the **Active** toggle in the top bar to enable/disable the entire page.

    <Frame>
      <img alt="Active toggle switch in the App Builder" />
    </Frame>
  </Step>

  <Step title="Configure visibility in Menu & Links">
    Even with a page active, you control its visibility through Settings → Menu & Links.
  </Step>
</Steps>

### Page-specific settings

Click the settings icons in the top bar to access:

<Frame>
  <img alt="Page settings buttons including Copy, Preview, and Settings" />
</Frame>

* **Copy Page**: Duplicate the entire page configuration
* **Preview**: See how the page looks to athletes
* **Page Settings**: Advanced configuration options

## Publishing your changes

<Warning>
  **Important**: Changes are NOT live until you click "Update Page". Athletes continue seeing the previous version until you publish.
</Warning>

<Steps>
  <Step title="Make your desired changes">
    Add sections, configure items, adjust settings as needed.
  </Step>

  <Step title="Review your changes">
    Use the preview function to see how it will look to athletes.
  </Step>

  <Step title="Click 'Update Page'">
    The yellow **Update Page** button publishes all changes immediately.

    <Frame>
      <img alt="Update Page button highlighted in the App Builder" />
    </Frame>
  </Step>

  <Step title="Verify the update">
    The button will briefly show "Updating..." then return to normal when complete.

    <Check>
      **Success!** Your changes are now live for all athletes across web and mobile apps.
    </Check>
  </Step>
</Steps>

## Common interface patterns

### The toggle hierarchy

The App Builder uses three levels of toggles:

1. **Page level**: Active toggle (entire page on/off)
2. **Menu level**: Settings → Menu & Links (navigation visibility)
3. **Section level**: Individual section toggles (show/hide sections)

### Visual indicators

* **Gray text**: Descriptions and helper text
* **Credit badges**: Show credit requirements clearly
* **Trash icons**: Remove sections or items
* **Drag handles**: Reorder sections (where available)

## Pro tips for navigation

<Tip>
  **Organization tip**: Start with one page at a time. Complete and test each page fully before moving to the next.
</Tip>

<Tip>
  **Testing tip**: Always preview your changes before publishing, especially when managing multiple sections.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Why can't athletes see my changes?">
    You need to click "Update Page" to publish changes. Also verify:

    * The page Active toggle is ON
    * The page is enabled in Menu & Links settings
    * Athletes have refreshed their app
  </Accordion>

  <Accordion title="Can I undo changes after updating?">
    There's no undo function, but you can:

    * Manually revert changes
    * Use the Copy Page feature to backup configurations
    * Contact support for assistance with major issues
  </Accordion>

  <Accordion title="How do I know which sections athletes can see?">
    Check three things:

    1. Page Active toggle (must be ON)
    2. Menu & Links visibility settings
    3. Individual section settings and paywall configuration
  </Accordion>

  <Accordion title="What's the difference between sections and schedulers?">
    * **Sections**: Categories that group similar items (like "Elite Training")
    * **Schedulers**: Actual bookable sessions within sections (like "Tuesday 6pm Elite Class")
  </Accordion>
</AccordionGroup>

## Next steps

Now that you understand the App Builder interface:

<CardGroup>
  <Card title="Configure Channels" icon="messages" href="/athlete-portal/channels">
    Set up messaging and announcements
  </Card>

  <Card title="Add Content" icon="book" href="/athlete-portal/content">
    Upload programs and educational materials
  </Card>

  <Card title="Set Up Schedule" icon="calendar" href="/athlete-portal/schedule">
    Configure bookable sessions
  </Card>

  <Card title="Customize Design" icon="palette" href="/athlete-portal/design">
    Brand your athlete experience
  </Card>
</CardGroup>


# Channels - Communication Hub for Athletes
Source: https://help.coachiq.io/athlete-portal/channels

Master athlete communication with Channels. Learn how to send announcements, manage direct messages, and understand what athletes see in their portal.

<Info>
  **Where to find this**: Dashboard → Inbox (for sending messages) | Athletes access through their portal's Channels section
</Info>

<img alt="CoachIQ Athlete Portal main interface" />

## What you'll accomplish

Learn how to use Channels to communicate effectively with your athletes through announcements and direct messages, while understanding exactly what athletes see and experience on their end.

## Understanding Channels

Channels is the dedicated communication hub that connects you with your athletes. It's automatically active for all CoachIQ users and provides a seamless two-way communication system.

**Key components:**

* **Announcements**: Broadcast messages to all or selected athletes (one-way)
* **Direct Messages**: Private two-way conversations with individual athletes
* **Rich Media Support**: Athletes can send photos and videos
* **Instant Notifications**: Automatic push notifications to athlete devices

<Note>
  Channels is always active by default - no setup required! Athletes access it through their portal while you manage all messages through your Inbox.
</Note>

## The athlete's view of Channels

Understanding what athletes see helps you communicate more effectively. Here's their experience:

<Frame>
  <img alt="Athlete view of Channels showing Direct Messages section with media sharing capability" />
</Frame>

Athletes see:

* **Announcements tab**: All broadcast messages from coaches
* **Direct Messages tab**: Private conversations with their coach
* **Media sharing buttons**: Camera and attachment options for sending photos/videos
* **Clean message threads**: Organized conversation history

## Managing announcements (broadcast messages)

### How announcements work

Announcements are one-way broadcast messages perfect for team updates, schedule changes, and important notifications. Athletes can react with emojis but cannot reply with text.

<Frame>
  <img alt="Announcement showing emoji reactions from multiple athletes" />
</Frame>

**Key features:**

* Athletes see sender name and timestamp
* Message remains visible until you delete it
* Emoji reactions show engagement (❤️, 😊, 👍, 🔥)
* No text replies means no inbox clutter

### Sending announcements from your Inbox

All announcements are created and managed through your main Inbox:

<Frame>
  <img alt="New message interface showing In-App, SMS, and Announcement options with attachment capabilities" />
</Frame>

<Steps>
  <Step title="Open your Inbox">
    Navigate to **Inbox** from your dashboard's main navigation.
  </Step>

  <Step title="Start new message">
    Click **Create New** to open the message composer.
  </Step>

  <Step title="Select Announcement">
    Choose **Announcement** from the message type options (In-App, SMS, Announcement).
  </Step>

  <Step title="Choose recipients">
    Select **Everyone** or use tags to target specific groups of athletes.
  </Step>

  <Step title="Add your message">
    Write your announcement and optionally attach:

    * **Forms**: Waivers, surveys, registration forms
    * **Media**: Images, videos, documents
    * **Products**: Membership links, packages
    * **Schedulers**: Booking links for sessions
  </Step>

  <Step title="Send">
    Click **Send** - athletes receive push notifications instantly on their devices.
  </Step>
</Steps>

### What athletes see in announcements

<Frame>
  <img alt="Detailed view of announcement showing timestamp, sender (@everyone), and full message with emoji reactions" />
</Frame>

The announcement displays:

* **Timestamp**: When the message was sent
* **Sender indicator**: Shows "To: @everyone" or specific group
* **Full message content**: Including any links or attachments
* **Reaction bar**: Quick emoji reactions at the bottom

## Direct Messages - Two-way conversations

### How Direct Messages work

Direct Messages enable private, real-time conversations between you and individual athletes. This is where personalized coaching and feedback happens.

### Managing conversations in your Inbox

All athlete messages appear in your main Inbox for centralized management:

<Frame>
  <img alt="Coach Inbox interface showing athlete messages, timestamps, and reply functionality" />
</Frame>

**What you see in your Inbox:**

* Athlete name (e.g., "Leeann Collins")
* Message preview and full conversation thread
* Timestamps for each message
* Quick reply box at the bottom
* Archived conversations section

<Tip>
  Messages from athletes appear instantly in your Inbox. Athletes receive push notifications when you reply, creating real-time conversation flow.
</Tip>

### What athletes can do in Direct Messages

Athletes have robust messaging capabilities:

* **Start conversations**: Click message button to contact you
* **Send text messages**: Type and send instantly
* **Share media**: Upload photos and videos directly
* **View history**: See complete conversation thread
* **Receive notifications**: Get alerts for your replies

<Note>
  Athletes can send training videos or progress photos through Direct Messages, making it perfect for technique feedback and progress tracking.
</Note>

## Understanding message privacy

<Warning>
  **Important**: When you send a message to multiple athletes, each receives it as an individual, private message. Athletes cannot see other recipients or their replies.
</Warning>

### How mass messages work:

1. You select multiple recipients (tags or individuals)
2. System creates individual message threads
3. Each athlete sees only their personal copy
4. Replies come back as separate conversations
5. Complete privacy maintained between athletes

This design ensures:

* **Student privacy**: No athlete sees another's information
* **Personalized feel**: Each message appears individual
* **Clean organization**: Separate threads for each conversation
* **Easy management**: Track individual responses

## Push notifications

<Check>
  **Automatic activation**: Push notifications work instantly with no setup required. Athletes receive alerts for all messages and announcements.
</Check>

### Notification behavior:

* **Instant delivery**: Messages trigger immediate push notifications
* **iOS & Android**: Full support on mobile apps
* **Web notifications**: Available if athlete enables browser notifications
* **Smart alerts**: Different sounds/badges for announcements vs direct messages
* **Offline delivery**: Notifications queue when athletes are offline

## Attachment capabilities

### What you can attach to messages:

<Frame>
  <img alt="Attachment options showing Forms, Media, Products, and Schedulers" />
</Frame>

**Available attachments:**

* **Forms**: Registration, waivers, surveys, feedback forms
* **Media**: Training videos, technique photos, documents
* **Products**: Membership packages, training programs, merchandise
* **Schedulers**: Direct booking links for sessions

### What athletes can send you:

* Photos (JPG, PNG) - perfect for form checks
* Videos (MP4, MOV) - ideal for technique review
* Text messages with questions or updates

## Best practices for effective communication

### Announcement strategies:

* **Timing matters**: Send during peak app usage (7-9 AM or 6-8 PM)
* **Keep it scannable**: Use bullet points and short paragraphs
* **Clear subject**: Start with the main point (e.g., "CANCELLED: Tonight's Session")
* **Use reactions strategically**: "React with 👍 if you're coming"
* **Include actionable attachments**: Add booking links or forms when relevant

### Direct Message tips:

* **Response time**: Reply within 24 hours to maintain trust
* **Professional tone**: Keep conversations appropriate and documented
* **Encourage media**: Ask for form videos or progress photos
* **Personal touch**: Use athlete names and reference their goals
* **Set boundaries**: Establish response hours in your bio

## Common questions

<AccordionGroup>
  <Accordion title="Why don't I see a toggle to turn Channels on/off?">
    Channels is always active by default for all CoachIQ users. There's no toggle needed - it's automatically available to all athletes through their portal and to coaches through the Inbox.
  </Accordion>

  <Accordion title="Can athletes message each other?">
    No, and this is intentional. Athletes can only message coaches to ensure:

    * Proper supervision and safety
    * Privacy protection between athletes
    * Prevention of bullying or inappropriate contact
    * Maintained professional boundaries
  </Accordion>

  <Accordion title="How do I know if an athlete has seen my message?">
    While there are no read receipts, you can gauge engagement through:

    * Emoji reactions on announcements
    * Reply messages in direct conversations
    * Athletes mentioning they saw your message
  </Accordion>

  <Accordion title="What's the difference between In-App and SMS in the message composer?">
    * **In-App**: Sends only to the athlete's portal (free, unlimited)
    * **SMS**: Sends text message to athlete's phone (uses SMS credits)
    * **Both**: You can select both for important messages
  </Accordion>

  <Accordion title="Can I schedule messages to send later?">
    Currently, messages send immediately. For scheduled communications, consider using Automations to trigger messages based on events or dates.
  </Accordion>

  <Accordion title="How long are messages stored?">
    All messages are permanently stored in both your Inbox and the athlete's Channels for complete communication history and accountability.
  </Accordion>

  <Accordion title="What if an athlete sends inappropriate messages?">
    You cannot disable messaging for individual athletes, but you can:

    * Document the messages (they're saved automatically)
    * Address directly with the athlete and/or parent
    * Remove the athlete from your program if necessary
    * Report serious issues to appropriate authorities
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Create message templates**: Save common announcements as drafts in your notes, then copy/paste and customize as needed.
</Tip>

<Tip>
  **Use emoji reactions for quick polls**: "React with 🏀 for basketball, ⚽ for soccer" to gauge interest without creating forms.
</Tip>

<Tip>
  **Media feedback workflow**: Ask athletes to send technique videos via Direct Message on Mondays, then provide feedback by Wednesday.
</Tip>

<Tip>
  **Tag strategy**: Create tags like "Competition Team" or "Beginners" to send targeted announcements efficiently.
</Tip>

## Troubleshooting

### Messages not delivering:

1. Verify athlete has app installed (for push notifications)
2. Ensure you have their correct contact information
3. Test with a different message type (In-App vs SMS)

### Inbox is cluttered:

1. Archive old conversations regularly
2. Use tags to filter active athletes
3. Set up automations for common responses
4. Use announcements instead of individual messages when appropriate


# Add and Organize Programs in Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/content

Learn how to display training programs, certifications, and resources in your Athlete Portal. Configure sections, access levels, and organization for optimal athlete engagement.

<Info>
  **Where to find this**: Dashboard → App Builder → Content
</Info>

## What you'll accomplish

Set up and organize your training programs, certifications, and resources so athletes can easily access content from their mobile app or web portal. You'll learn how to create sections, control access levels, and optimize the layout for maximum engagement.

## Before you begin

<Note>
  **Required**: At least one program must exist in Content → Programs before you can display it in the Athlete Portal.
</Note>

<img alt="CoachIQ programs library showing all available programs in grid view" />

## Understanding the Programs page

The Programs page displays training content, certifications, and educational resources that athletes access at their own pace.

<img alt="Athlete view of the Programs page with training content and progress" />

### Programs vs Sessions distinction

<Tabs>
  <Tab title="Quick Reference">
    | Feature | Programs                 | Sessions               |
    | ------- | ------------------------ | ---------------------- |
    | Type    | Self-paced content       | Scheduled bookings     |
    | Shows   | Progress percentage      | Available time slots   |
    | Payment | One-time or subscription | Per session or credits |
    | Access  | Immediate after purchase | At scheduled time      |
  </Tab>

  <Tab title="When to Use">
    **Use Programs for:**

    * Self-paced training content
    * Video tutorials and lessons
    * Certification courses
    * Educational resources

    **Use Sessions for:**

    * Scheduled training times
    * Live coaching sessions
    * Bookable appointments
    * Group classes
  </Tab>
</Tabs>

### Athlete view components

* Program thumbnails with visual previews
* Lesson and media counts (format: "X lessons • Y media")
* Completion progress for started programs
* Section-based organization

## Accessing program settings

<Steps>
  <Step title="Navigate to App Builder">
    From your dashboard, select **App** in the left sidebar.

    <img alt="CoachIQ App Builder sidebar with App selected in left navigation" />
  </Step>

  <Step title="Select Content tab">
    Click on the **Content** tab in the main navigation.

    <img alt="CoachIQ App Builder Content tab showing page sections" />
  </Step>

  <Step title="Choose Programs">
    Select **Programs** from the content options to access your program configuration page.

    <img alt="CoachIQ App Builder program selection modal for adding content" />
  </Step>
</Steps>

## Activating the Programs page

Control athlete visibility of the Programs section through the Active toggle.

<Steps>
  <Step title="Locate the Active toggle">
    Find the **Active** toggle in the top right corner of the Programs page.

    <img alt="CoachIQ App Builder page actions menu with Active toggle" />
  </Step>

  <Step title="Toggle visibility">
    * **ON**: Programs visible to all athletes in their portal
    * **OFF**: Programs completely hidden from athlete view

    <Warning>
      Deactivating hides all programs immediately, including those athletes are currently completing. Verify this is your intended action before proceeding.
    </Warning>
  </Step>

  <Step title="Update the page">
    Click **Update Page** to save your changes.
  </Step>
</Steps>

## Adding individual programs

<Steps>
  <Step title="Click Add Content">
    In any section, click the **+ Add Content** button.
  </Step>

  <Step title="Select programs">
    The selection modal displays:

    * Thumbnail image
    * Program title
    * Lesson and media count

    Select programs to add to this section. You can select multiple programs at once.
  </Step>

  <Step title="Confirm selection">
    Click **Save** to add selected programs.

    <Check>
      Programs appear immediately with thumbnails and details visible.
    </Check>
  </Step>
</Steps>

## Creating and managing sections

Sections organize programs into logical categories for easier navigation.

### Adding a new section

<img alt="CoachIQ App Builder Add Section button for organizing programs" />

<Steps>
  <Step title="Click Add Section">
    Click **+ Add Section** at the bottom of your program list.
  </Step>

  <Step title="Name your section">
    Enter a descriptive name. Examples:

    * "Education"
    * "Triple Threat"
    * "Follow Along Workouts"
    * "Beginner Fundamentals"
    * "Elite Training"
  </Step>

  <Step title="Start adding programs">
    Use **+ Add Content** within the new section to add programs.
  </Step>
</Steps>

### Setting up a Welcome Section

The Welcome Section prominently displays one featured program at the top of your Programs page.

<Steps>
  <Step title="Locate Welcome Section">
    Find the **Welcome Section** field at the top of Programs configuration.

    <img alt="CoachIQ App Builder Welcome Section dropdown selector" />
  </Step>

  <Step title="Select featured section">
    Choose which section becomes the welcome section. The first program in this section receives featured treatment.

    <Tip>
      **Effective Welcome Section uses:**

      * Getting-started program for new athletes
      * Signature certification course
      * Limited-time training series
      * Most popular program
    </Tip>
  </Step>
</Steps>

## Organizing your Programs page

### Reordering sections

1. Hover over the section to move
2. Click and hold the drag handle (⋮⋮)
3. Drag to new position
4. Release to place

<Note>
  Position your foundational content at the top for immediate visibility.
</Note>

### Deleting sections

1. Click the trash icon (🗑️) next to section name
2. Confirm deletion

<Warning>
  Section deletion removes display only. Programs remain in your content library for reuse.
</Warning>

## Program access and sharing settings

<Steps>
  <Step title="Open program settings">
    Click **Share** on any program.

    <img alt="CoachIQ Program Builder Share button for access settings" />
  </Step>

  <Step title="Choose access type">
    <Tabs>
      <Tab title="Free">
        **Free Access**

        * Open to all athletes
        * No payment required
        * Great for introductory content
        * Builds trust and engagement
      </Tab>

      <Tab title="Paywalled">
        **Paywalled Access**

        * Requires purchase or membership
        * Generates revenue
        * Premium content protection
        * Supports subscriptions
      </Tab>

      <Tab title="Private">
        **Private Access**

        * Manual assignment only
        * Exclusive content
        * Personalized programs
        * Beta testing new content
      </Tab>
    </Tabs>
  </Step>

  <Step title="Configure private access">
    For Private programs, toggle ON to restrict visibility to assigned athletes only.

    <img alt="CoachIQ program paywall and private access toggle settings" />

    **Use cases for private programs:**

    * Elite athlete exclusive content
    * Beta testing new programs
    * Personalized training plans
    * Team-specific content
  </Step>

  <Step title="Save settings">
    Click **Save** to apply access configuration.
  </Step>
</Steps>

## Page settings

Use the Settings panel to rename the Programs tab and update the page URL.

<Steps>
  <Step title="Open the Settings panel">
    Click the **gear icon** in the top right of the Programs page to open the Settings panel.

    <img alt="CoachIQ App Builder page settings modal with URL slug and SEO options" />
  </Step>

  <Step title="Rename the page">
    The first field at the top of the Settings panel is the **Page Name** — the display name athletes see as the tab in their portal. Update it to match your branding (e.g., "Training", "Content", "Resources").
  </Step>

  <Step title="Update the URL slug">
    The **Slug** field controls the URL path for this page (e.g., `/programs`, `/training`).
  </Step>

  <Step title="Configure description">
    Add a **Description** for SEO context.
  </Step>

  <Step title="Save changes">
    Click **Update Page** to apply settings.
  </Step>
</Steps>

## Previewing the athlete experience

<Steps>
  <Step title="Click Preview Page">
    Select **Preview Page** from the action menu.

    <img alt="CoachIQ App Builder page actions menu with Preview Page option" />
  </Step>

  <Step title="Review the layout">
    Verification checklist:

    * Section order correctness
    * Thumbnail display quality
    * Title and description clarity
    * Welcome section prominence
  </Step>

  <Step title="Test different devices">
    Preview on:

    * Desktop/laptop
    * Tablet
    * Mobile phone
  </Step>
</Steps>

## Publishing your changes

<Steps>
  <Step title="Review all settings">
    Verify sections, programs, and access levels.
  </Step>

  <Step title="Click Update Page">
    Click **Update Page** to publish.

    <Check>
      Changes apply immediately. Currently logged-in athletes see updates upon refresh or navigation.
    </Check>
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Where do I create new programs?">
    Programs are created in **Content → Programs** in your main admin dashboard. The App Builder only controls display configuration.
  </Accordion>

  <Accordion title="Why can't athletes see certain programs?">
    Diagnostic steps:

    1. **Programs page Active toggle** → Must be ON
    2. **Program access setting** → Check if Private or Paywalled
    3. **Athlete status** → Verify purchase or assignment
    4. **Platform** → iOS/Android have purchase restrictions
  </Accordion>

  <Accordion title="Can athletes search or filter programs?">
    No search/filter capability currently exists. Structure your sections thoughtfully for easy navigation.
  </Accordion>

  <Accordion title="How does progress tracking work?">
    Progress percentage = (completed items ÷ total items) × 100

    Each lesson or media file completed counts toward the total.
  </Accordion>

  <Accordion title="Can I assign different programs to different athletes?">
    Yes. Private program setting enables athlete-specific assignment for personalized content delivery.
  </Accordion>

  <Accordion title="Do sections collapse or expand?">
    Sections remain expanded for immediate content visibility on all devices.
  </Accordion>
</AccordionGroup>

## Troubleshooting

### Programs not appearing in selection modal

* **Verify**: Programs exist in Content → Programs
* **Confirm**: Programs are published (not draft)
* **Action**: Refresh App Builder page

### Athletes report missing programs

1. **Check**: Programs page Active toggle → Must be ON
2. **Check**: Program access type → Not Private without assignment
3. **Check**: Payment status → Purchase complete for paywalled
4. **Check**: Platform restrictions → iOS/Android restrict in-app purchases

### Thumbnails not displaying correctly

* Thumbnails configured in Program Builder only
* Cannot override in App Builder
* Verify proper aspect ratio in source

### Section organization issues

* Confirm drag handle engagement
* Test in different browser if needed
* Always Update Page after reorganizing

## Pro tips

<Tip>
  **Organization hierarchy**:
  Structure sections by progression:

  1. Fundamentals
  2. Skill Development
  3. Advanced Training
  4. Certifications
</Tip>

<Tip>
  **Welcome Section optimization**:
  Feature an orientation program explaining your training system and setting expectations.
</Tip>

<Tip>
  **Naming clarity**:

  * Include skill level: "Beginner: Ball Handling"
  * Add duration: "30-Day Program"
  * Specify outcome: "Master the Triple Threat"
</Tip>

<Tip>
  **Access tier strategy**:

  * **Elite**: Advanced tactical content (Private)
  * **Youth**: Age-appropriate basics (Free/Paywalled)
  * **Teams**: Competition prep (Private)
</Tip>

<Tip>
  **Monthly maintenance**:

  * Archive outdated content
  * Adjust sections based on usage data
  * Review completion rates
  * Validate free/paid balance
</Tip>

## Related articles

* [Programs Overview](/content/programs-overview)
* [Sharing Programs](/content/sharing-programs)
* [Setting Up Paywalls](/athlete-portal/paywall-settings)
* [Client Profiles](/people/client-profiles/client-profiles)
* [Understanding the Athlete Portal](/athlete-portal/understanding-your-athlete-portal)


# Customize Your Athlete Portal Design
Source: https://help.coachiq.io/athlete-portal/design-settings

Learn how to customize your Athlete Portal's appearance with themes, brand colors, and button styling for a professional look.

<Info>
  **Where to find this**: Dashboard → App Builder → Settings → Design
</Info>

<img alt="CoachIQ Athlete Portal design settings with theme and color options" />

## What you'll accomplish

Customize your Athlete Portal's visual appearance to match your brand. You'll configure the theme (dark or light mode), set your primary brand color, and customize button text colors.

## Accessing design settings

<Steps>
  <Step title="Navigate to App Builder">
    From your dashboard, select **App** in the left sidebar.
  </Step>

  <Step title="Go to Settings">
    Click on **Settings** in the navigation menu.
  </Step>

  <Step title="Select Design">
    Choose **Design** to access your portal's visual customization options.
  </Step>
</Steps>

## Configuring your design

### Theme selection

<Steps>
  <Step title="Choose your theme">
    In the Theme dropdown, select either:

    * **Light mode** - Clean, bright interface ideal for daytime use
    * **Dark mode** - Reduced eye strain, modern appearance

    <Frame>
      <img alt="Design Settings Portal" />
    </Frame>
  </Step>

  <Step title="Preview changes">
    Your selection updates the preview immediately. Athletes will see this theme when they access your portal.
  </Step>
</Steps>

### Brand colors

<img alt="CoachIQ Athlete Portal color picker for selecting brand colors" />

<Steps>
  <Step title="Set Primary Color">
    Click the **Primary Color** selector and choose your main brand color. This affects:

    * Navigation highlights
    * Active buttons
    * Links and accents
    * Selected items

    Use your hex code (e.g., #ff0000) for exact brand matching.
  </Step>

  <Step title="Set Button Text Color">
    Choose the **Primary Button Text Color** to ensure readable text on your buttons.

    * Use white (#ffffff) for dark primary colors
    * Use black (#000000) for light primary colors
  </Step>
</Steps>

## Saving your design

<Steps>
  <Step title="Review your choices">
    Check that your theme and colors work well together.
  </Step>

  <Step title="Update Design">
    Click **Update Design** to save and apply your changes.

    <Check>
      Changes apply immediately. Athletes see the new design on their next login or refresh.
    </Check>
  </Step>
</Steps>

## Design best practices

<Tip>
  **Color contrast**: Ensure your primary color and button text color have sufficient contrast for readability. Test with both themes if you allow athletes to switch.
</Tip>

<Tip>
  **Brand consistency**: Use the exact hex codes from your brand guidelines to maintain professional consistency across all touchpoints.
</Tip>

<Tip>
  **Theme selection**: Consider your primary user base - dark mode works well for early morning/evening training apps, while light mode is ideal for daytime facilities.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Can athletes choose their own theme?">
    No, the theme you select applies to all athletes. This ensures brand consistency across your portal.
  </Accordion>

  <Accordion title="How do I find my brand's hex color?">
    You can:

    * Ask your designer for brand hex codes
    * Use online color pickers
    * Extract colors from your logo using free tools
    * Common format: #ff0000 (red) or #000000 (black)
  </Accordion>

  <Accordion title="Will this affect my website too?">
    No, these settings only apply to your Athlete Portal (App Builder). Website design is configured separately in Website Builder.
  </Accordion>

  <Accordion title="Can I use different colors for different sections?">
    The primary color applies globally throughout the portal. Individual section customization is not currently available.
  </Accordion>
</AccordionGroup>

## Related articles

* [Understanding the Athlete Portal](/athlete-portal/understanding-your-athlete-portal)
* [Website Overview](/website/overview)
* [Paywall Settings](/athlete-portal/paywall-settings)


# Family accounts in the Athlete Portal
Source: https://help.coachiq.io/athlete-portal/family-accounts

How parents add and manage their athletes, who receives reminders for a managed child, how a parent sees every athlete's bookings, and how registration asks which athlete is being signed up

<Info>
  **Where to find this**: Athlete Portal → **Settings** → **Family**
</Info>

In youth programs the parent is the person who acts: they pay, they drive to the field, they read the message. CoachIQ models that as a **parent (guardian) account** with one or more **athletes** connected to it. Parents manage the family from the athlete portal; you can also connect children from the client's **Family** section in admin.

## How a family is structured

* **Parent** holds the login, the payment method, and the inbox. Their role in **People** is **Parent**.
* **Athlete** is the person who attends sessions. An athlete connected to a parent can be a full account with its own login, or a **managed child** with no login at all.
* The parent-to-athlete link is stored on both profiles. Reminders, booking views, and automations follow that link (details below).

<Note>
  The **Family** tab only appears on profiles with the **Parent** role. If a parent tells you they cannot find it, check their role in **User Details** and change it to **Parent** if needed. See [Sign-up & Profile](/people/sign-up-and-profile#account-type) to make new sign-ups land on the right role from the start.
</Note>

## What parents can do

<Steps>
  <Step title="Open Settings">
    From the athlete portal, the parent selects **Settings**.
  </Step>

  <Step title="Go to Family">
    They select **Family**, where they'll see the athlete they're currently managing.
  </Step>

  <Step title="Add a family member">
    Selecting **Add Athlete** lets them add another child to the account. They can also select an existing athlete listed there to switch to managing them.
  </Step>
</Steps>

Parents can do this any time, not only at sign-up. A parent who registered with one child and later wants to add a sibling does not need you to do it for them.

## What you can do as a coach

<Info>
  **Where to find this**: **People** → open the client → **PROFILE** → **Family**
</Info>

On **Family** you can **Connect children** — choose an active athlete account, or create a managed child.

The **+** control is **Create new child**. That opens **New child**:

* Helper: "The child is added without a login. You can enable login later."
* **First name** (required) (placeholder First) and **Last name** (placeholder Last)
* **Cancel** and **Create child**

A connected child can show **Managed — no login** with **Enable login**.

<Frame>
  <img alt="Client Family section with Connect children" />
</Frame>

<Frame>
  <img alt="New child form: First name, Last name, Cancel, Create child" />
</Frame>

### Managed children with no login

A managed child has a profile, bookings, credits, and tags like any athlete, but no email and no password. That is the right shape for most youth athletes: the parent does everything on their behalf, and nothing is ever sent to an inbox the child does not have.

* Anything addressed to a managed child (reminders, announcements, in-app messages) is delivered to their parent. See [Who receives reminders and notifications](#who-receives-reminders-and-notifications).
* When the athlete is old enough to run their own account, click **Enable login** on the child's row. They keep their history.
* Automations can target a managed child's parent explicitly with the **trigger user and their guardians** option on **Target User**. See [Triggers and actions](/tools/automations/triggers-actions-reference).

## Who receives reminders and notifications

Practice reminders and notifications for an athlete go to that athlete **and** to their connected parent. For a managed child with no login, the parent is the only reachable destination, so the parent is who gets the reminder. This is what makes a booking reminder land with the person who is actually driving to the field.

A parent with two athletes is connected to both, so they receive both athletes' reminders from one account. You do not need to tag or message the parent separately.

<Tip>
  If a family reports that they "never got the reminder", open the athlete in **People** and check **PROFILE** → **Family**. An athlete with no connected parent and no email has nowhere for a reminder to go. Connect the parent and the next reminder will reach them.
</Tip>

## Booking for a specific family member

Once family members are added, booking a session includes a **Select Athlete** step. The parent picks which athlete the session is for — themselves or any linked family member — before checkout.

<Frame>
  <img alt="Select Athlete step in the booking flow, showing Family Credits available and a list of athletes to book for" />
</Frame>

That step also shows **Family Credits available**. Eligible credits from the booking parent's Buyer pack can cover a connected managed athlete's session. The scheduler determines how many credits are used. A purchase assigned to the athlete supplies that athlete's credits; a parent's own pack is not a shared balance for another parent. The booking record itself shows which athlete it's for, so you no longer have to rely on notes, tags, or asking at check-in to tell family bookings apart — see [Booking for Multiple Athletes](/scheduling/booking-for-multiple-athletes).

## How a parent sees their athletes' bookings

A parent's own **Bookings** view in the athlete portal, and in the native iOS and Android apps, lists every connected athlete's sessions **grouped by athlete**. The parent never has to switch into each child to check who has practice tonight. Session location shows on each booking in the app, so a per-date venue change is visible where the parent looks.

You see the same thing from the coach side: opening the parent in **People** → **Bookings** shows all bookings under that parent, sorted by which athlete they belong to. Opening the athlete shows only that athlete's bookings. See [Bookings tab](/people/client-profiles/client-profiles-bookings#parent-profiles-bookings-grouped-by-athlete).

## Registering an athlete at checkout

Buying a team registration, camp, or membership for a child is a purchase, not a booking, so it goes through checkout rather than the **Select Athlete** step above. When the purchasing parent has more than one athlete on the account, checkout asks **Who are you registering?** before payment.

What attaches to the athlete they pick:

* The purchase itself, so you can see which child a registration paid for
* Any team tag the product's automation applies
* Any credits the product grants
* Date of birth, which is collected per athlete rather than once per family

A parent registering two children for two different teams goes through checkout once per child, choosing the right athlete each time, and each child ends up on the right roster with the right credits. Purchase-triggered automations (add a tag, book all future practices) act on the selected athlete, not the parent.

<Note>
  Whether a product is bought for the buyer themselves or for a managed athlete is a setting on the product. See [Product Builder](/payments/product-builder) for the buyer vs. managed athlete option and how it changes checkout for adults buying for themselves.
</Note>

## Check which athlete a purchase is for

Before paying, parents can confirm the selected athlete's name on the final **Review & payment** screen for a product, or the **Payment** screen when booking a session with credits or a card. If they change children during checkout, the review updates to the newly selected athlete. Review any required registration answers again after switching.

After purchase, **Orders** and **Billing Archive** show a **For:** line naming the athlete when the purchase recorded one. Older purchases that did not record an athlete may not show this line; its absence alone does not tell you who received the purchase. Check the relevant athlete's profile before asking a parent to buy again.

## When two parents share an athlete

More than one parent can connect to the same athlete. There is no designated primary parent. Each sees the athlete's schedule, including bookings made by the other parent.

* **Booking changes:** Either parent can book. For a one-time booking, the parent who made it must cancel or reschedule it. Recurring-booking cancellation currently also allows another connected parent.
* **Credits:** Purchases assigned to the athlete can supply credits when either parent books for that athlete. A parent's own credit pack is not spendable by the other parent. Refunds return to the original payment source.
* **Notifications:** Booking confirmations and cancellation notices go to the parent who made the booking; session reminders go to connected parents. For automations, choose the athlete-and-parents audience when both should receive the action. Purchase receipts go to the parent who paid.
* **Account changes:** Either connected parent can edit the athlete's details or remove another parent's connection. There is no separate approval step for those changes.

Staff see each parent as a separate contact on the athlete's Family tab.

## Common questions

<AccordionGroup>
  <Accordion title="Does a managed child need an email address?">
    No. A managed child has no login and no email. Everything meant for them is delivered to the connected parent. Add an email and click **Enable login** only when the athlete should run their own account.
  </Accordion>

  <Accordion title="Can two parents be connected to the same athlete?">
    Connect each parent to the athlete from that parent's **Family** section in admin. Both then see the athlete's bookings and receive their reminders. If you run into a case that does not behave this way, contact support with the family's names.
  </Accordion>

  <Accordion title="A parent bought a registration but the child has no practices on their schedule">
    Check which athlete the purchase is attached to: open the parent in **People** → **Products**. If the purchase landed on the parent rather than the child (this happened before the **Who are you registering?** step existed), book the child into the team's practice sessions manually and move the tag to the child. Registrations made after August 2026 attach to the selected athlete automatically.
  </Accordion>

  <Accordion title="Do parents see their athletes' bookings in the native app?">
    Yes. The iOS and Android apps show a parent every connected athlete's bookings, grouped by athlete, with the session location. See [Booking in the native app](/athlete-portal/native-app-booking).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Booking for Multiple Athletes" icon="users" href="/scheduling/booking-for-multiple-athletes">
    How shared credits and family booking work today
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Family is under PROFILE on the client
  </Card>

  <Card title="Bookings tab" icon="calendar-check" href="/people/client-profiles/client-profiles-bookings">
    A parent's bookings grouped by athlete
  </Card>

  <Card title="Sign-up & Profile" icon="user-plus" href="/people/sign-up-and-profile">
    Force new sign-ups to the Parent/Guardian account type
  </Card>

  <Card title="Triggers and actions" icon="bolt" href="/tools/automations/triggers-actions-reference">
    Target an athlete and their guardians from an automation
  </Card>

  <Card title="Booking in the native app" icon="mobile-screen" href="/athlete-portal/native-app-booking">
    Pay-or-credit prompt, purchases in the browser, session location
  </Card>
</CardGroup>


# Use Hidden Products to Control Paywall Access
Source: https://help.coachiq.io/athlete-portal/hidden-products-paywall

Learn how to use hidden products on your athlete portal paywall to manage grandfathered pricing, invite-only access, and complimentary memberships.

<Info>
  **Quick Answer**: Hidden products unlock paywalled pages just like regular products, but athletes never see them on the paywall purchase screen. Use them for grandfathered pricing, invite-only access, or complimentary memberships. Configure at App Builder → Settings → Pages Paywall → Hidden Products.
</Info>

<Frame>
  <img alt="Hidden Products section in the Pages Paywall Settings" />
</Frame>

## What are hidden products?

Hidden products are paywall products that grant athletes access to paywalled pages without appearing on the paywall purchase screen. When an athlete lands on a paywalled page, they see your visible products as purchase options — but hidden products are never shown. Athletes who already have a hidden product still get full access, they just can't discover or buy it from the paywall.

This gives you precise control over who can access your app and at what price, without exposing every option to every athlete.

## When to use hidden products

### Grandfathered pricing

You raised your monthly membership from \$49 to \$69, but your existing athletes are locked in at the old rate. Without hidden products, that \$49 option sits on your paywall and every new athlete picks the cheaper one.

**With hidden products**: Hide the \$49 product from the paywall. Current athletes keep their rate and retain full access. New athletes only see the \$69 option.

<Tip>
  This is especially useful when you adjust pricing over time. Every time you change rates, hide the old product and add the new one as a visible option. Existing subscribers are unaffected.
</Tip>

### Invite-only or exclusive access

You want to give a select group of athletes access to your app — a travel team, a tryout group, or a VIP tier — without the product being available to everyone.

**With hidden products**: Create a product for that group, hide it from the paywall, and assign it only to the athletes you choose. Other athletes never know it exists.

### Complimentary or sponsored access

You need to give free or discounted access to staff, coaching assistants, scholarship athletes, or sponsored partners. A visible \$0 product on your paywall invites everyone to grab it.

**With hidden products**: Create a free or discounted product, hide it from the paywall, and assign it directly to the athletes who qualify. Your public pricing stays clean.

## How to add a hidden product

<Steps>
  <Step title="Navigate to paywall settings">
    From your App Builder, click **Settings** in the left sidebar, then select **Pages Paywall**.
  </Step>

  <Step title="Open the Hidden Products tab">
    In the left panel, click **Hidden Products** to switch to the hidden products configuration.
  </Step>

  <Step title="Add a hidden product">
    Click **+ Add Hidden Product**. Select the product you want to hide from your product list.

    <Note>
      The product must already exist in Payments → Products. If you haven't created it yet, do that first.
    </Note>
  </Step>

  <Step title="Save your changes">
    Click **Update Paywall** to apply. The hidden product now grants paywall access without appearing on the athlete-facing purchase screen.

    <Check>
      Athletes with this product can access paywalled pages immediately. Athletes without it never see the product as an option.
    </Check>
  </Step>
</Steps>

## How athletes receive hidden products

Since hidden products don't appear on the paywall, you need to get them to athletes through other channels:

* **Assign directly** — Add the product to an athlete's account in People → \[Athlete] → Products
* **Send a purchase link** — Share a direct link to the product via DM, email, or SMS
* **Use an access code** — Create an access code for the hidden product and share it privately

<Tip>
  For grandfathered pricing, you typically don't need to do anything. Athletes already subscribed to the old-rate product keep their access automatically when you hide it from the paywall.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Do hidden products unlock pages the same way as visible ones?">
    Yes. There is no difference in how access works. If an athlete has a hidden product that's linked to the paywall, they get full access to the paywalled pages — identical to a visible product.
  </Accordion>

  <Accordion title="Can I mix hidden and visible products on the same paywall?">
    Yes. You can have some products visible on the paywall for new athletes to purchase, and other products hidden for grandfathered or invite-only athletes. Both types grant the same access.
  </Accordion>

  <Accordion title="What happens if a hidden product subscription expires?">
    The same thing that happens with any paywall product — the athlete loses access and sees the paywall purchase screen. Since the hidden product isn't visible there, they would need to resubscribe through a direct link or have you reassign it.
  </Accordion>

  <Accordion title="Can athletes see hidden products in their account?">
    Athletes can see products they've purchased in their account details, but they cannot discover or purchase a hidden product from the paywall screen.
  </Accordion>

  <Accordion title="I updated my pricing — how do I transition?">
    1. Create your new product at the updated price
    2. Add the new product as a **visible** paywall product
    3. Move the old product to **Hidden Products**
    4. Existing subscribers keep their rate and access; new athletes only see the new price
  </Accordion>
</AccordionGroup>

## Related articles

* [Set Up Page Paywalls](/athlete-portal/paywall-settings)
* [Display Products & Payments in Your Athlete Portal](/athlete-portal/products)
* [Creating Products](/payments/product-builder)
* [Understanding Your Athlete Portal](/athlete-portal/understanding-your-athlete-portal)


# Menu & Links settings
Source: https://help.coachiq.io/athlete-portal/menu-and-links

Control which pages appear in your athletes' navigation and configure your active portal domains.

**Menu & Links** lets you decide which sections athletes can navigate to in their portal — and whether athletes with existing bookings can still view them even if self-scheduling is turned off.

<Info>
  **Where to find this:** Athlete Portal Builder → **Settings** → **Menu & Links**
</Info>

## Main Menu toggles

The **Main Menu** section controls which pages appear in the athlete portal navigation. Each row shows the page label, its URL path, and a toggle.

<Frame>
  <img alt="Menu & Links Settings panel showing Programs, Products, and Sessions toggles" />
</Frame>

| Page         | URL path  | Effect when off                          |
| ------------ | --------- | ---------------------------------------- |
| **Programs** | /programs | Hides the programs page                  |
| **Products** | /products | Hides the products page                  |
| **Sessions** | /sessions | Removes the scheduling page from the nav |

Toggling a page off hides it for all athletes. The page's content isn't deleted — it becomes inaccessible from the nav. Toggle it back on to restore it.

Click **Update Settings** to save any changes.

## Renaming portal pages

The labels athletes see in their navigation are yours to change, so the portal can say "Training" instead of "Programs" or "Book a Lesson" instead of "Sessions". The rename lives on each page, not in Menu & Links:

| Page         | Where to rename it                                                                                                                       |
| ------------ | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **Programs** | App Builder → **Content** → gear icon → **Page Name**. See [Programs page settings](/athlete-portal/content#page-settings)               |
| **Products** | App Builder → **Products** → gear icon → **Page Name**. See [Products page settings](/athlete-portal/products#configuring-page-settings) |
| **Sessions** | App Builder → **Schedule** → gear icon → page display name. See [Schedule page settings](/athlete-portal/schedule#page-settings)         |

Each of those Settings panels also has a **Slug** field for the URL path, so you can move `/sessions` to `/schedule` at the same time if you want the link to match the new name. Click **Update Page** on that page to save; the new label shows in **Menu & Links** and in the athlete navigation immediately.

<Note>
  Renaming is per organization. If you run several groups, each group's portal has its own labels.
</Note>

## Still show Bookings to athletes

When **Sessions** is toggled off, a sub-option appears below it:

<Frame>
  <img alt="Menu & Links Settings with Still show Bookings to athletes checkbox highlighted" />
</Frame>

> **Still show Bookings to athletes** — Athletes can't self-schedule, but they'll still see their upcoming bookings.

When checked, athletes see a **Bookings** section in their portal sidebar where they can view upcoming, past, and canceled sessions — but cannot book new ones. This is the right choice when you manage all scheduling manually but still want athletes to have visibility into their calendar.

When unchecked, the Bookings view is hidden entirely.

<Note>
  This option only appears when **Sessions** is toggled off. If Sessions is on, the full scheduling page is available and this setting has no effect.
</Note>

## Active Domains

The **Active Domains** section shows the URLs athletes can use to access your portal. These are read-only here — contact CoachIQ support to connect a custom domain.

## Common questions

<AccordionGroup>
  <Accordion title="Will turning off Sessions cancel existing bookings?">
    No. Toggling off **Sessions** only removes the scheduling page from the nav. Existing bookings are unaffected. Athletes with booked sessions can still view them if **Still show Bookings to athletes** is checked.
  </Accordion>

  <Accordion title="Can I hide the Bookings view from athletes even with Sessions off?">
    Yes. When **Sessions** is off, uncheck **Still show Bookings to athletes** and click **Update Settings**. Athletes will no longer see the Bookings section in their portal.
  </Accordion>

  <Accordion title="Why don't I see the 'Still show Bookings to athletes' option?">
    This option only appears when **Sessions** is toggled off. Toggle **Sessions** off first and the option will appear below it.
  </Accordion>

  <Accordion title="Can I rename the pages athletes see?">
    Yes. Open the page in the App Builder (Content, Products, or Schedule), click the gear icon, and change the page name and, if you like, the slug. See [Renaming portal pages](#renaming-portal-pages).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Athlete Portal overview" icon="app-store" href="/athlete-portal/understanding-your-athlete-portal">
    Understand how the portal is structured and how athletes experience it
  </Card>

  <Card title="App Builder navigation" icon="sidebar" href="/athlete-portal/app-builder-navigation-and-interface">
    Navigate the App Builder interface and publish changes
  </Card>

  <Card title="Sharing schedulers" icon="calendar" href="/scheduling/sharing-schedulers">
    Add schedulers to the athlete portal schedule page
  </Card>

  <Card title="Pages Paywall" icon="lock" href="/athlete-portal/paywall-settings">
    Restrict portal pages to paying members
  </Card>
</CardGroup>


# Booking in the native athlete app
Source: https://help.coachiq.io/athlete-portal/native-app-booking

What athletes and parents see when they book from the iOS or Android app: the pay-or-credit prompt, native or browser checkout, and session location in Bookings

<Info>
  **Where this applies**: the CoachIQ athlete app on iOS and Android, and any branded [Personalized App](/power-ups/personalized-app). The web portal is covered in [Understanding your Athlete Portal](/athlete-portal/understanding-your-athlete-portal).
</Info>

The native app is where most athletes and parents live day to day: they check tonight's practice, book next week's lesson, and read your announcements from their phone. Booking works the same way it does on the web, with checkout depending on the installed app version and your enabled payment experience. Eligible purchases can use native checkout where available; other purchases finish in the browser.

## Booking a session

<Steps>
  <Step title="Pick a scheduler and a time">
    The athlete opens your Schedule page in the app and picks a scheduler and a time slot, exactly as they would in the browser. The credit cost you set on the scheduler ("1 Credit") shows on the card.
  </Step>

  <Step title="Choose who the session is for">
    A parent with more than one connected athlete is asked which athlete the booking is for, with the shared **Family Credits available** balance shown. See [Family accounts](/athlete-portal/family-accounts#booking-for-a-specific-family-member).
  </Step>

  <Step title="Pay or use a credit">
    What happens next depends on how the scheduler is set to be paid:

    * **Credits only**: the app deducts the credit and confirms the booking. Nothing leaves the app.
    * **Payment only**: complete the checkout offered by the installed app. Supported purchases can use native checkout; other purchases open the browser.
    * **Payment or credits**: the app asks whether to **pay** or **use a credit**, the same choice athletes get on the web. Choosing a credit finishes in the app; choosing to pay uses the available native or browser checkout.

    An athlete whose credits are paused (for example, a membership marked inactive) is treated as having no usable credit and is offered payment instead. Fix the membership on the client's **Credits** tab if that is not what you intended.
  </Step>

  <Step title="Find the booking under Bookings">
    The confirmed session appears in the app's **Bookings** tab with its date, time, and **location**. If you set a different venue on a specific date of the session, the per-date venue is what shows here, so the parent sees the right field for that day.
  </Step>
</Steps>

## Native and browser checkout

Payment availability depends on the released app version, eligible purchase, and your enabled settings. An existing personalized app may receive its store update separately from the main CoachIQ app.

If checkout opens in a browser, complete payment there and return to the app. Do not restart the purchase just because the checkout opened outside the app. Booking with an eligible credit stays in the app.

## What parents see

A parent's **Bookings** tab lists every connected athlete's sessions, grouped by athlete, with the session location on each. The parent does not need to switch into each child to check who has practice tonight. Reminders for a managed child go to the parent's device. Details in [Family accounts](/athlete-portal/family-accounts).

## Staying signed in

If a platform update is pushed while someone is using the app, the app signs them back in once the update completes rather than dropping them at the login screen. An athlete who is still logged out should update the app from the App Store or Google Play and sign in once.

## Common questions

<AccordionGroup>
  <Accordion title="An athlete says the app sent them to the website to book">
    That is the paid path: the scheduler needs payment (or the athlete has no usable credit), so the app opened the browser to complete checkout. Check two things on the athlete's profile: the **Credits** tab, to confirm they have an active credit that works for this scheduler, and the scheduler's payment settings, to confirm it accepts credits at all. If both look right and the app still redirects, make sure the athlete has the current app version, then contact support.
  </Accordion>

  <Accordion title="Can athletes buy a membership or credit pack inside the app?">
    Where the app supports the product and native checkout, they can complete the purchase there. Otherwise, share the web purchase link. After successful payment, the purchase and any eligible credits appear on their account.
  </Accordion>

  <Accordion title="Why does the location differ between two dates of the same session?">
    Because you set a per-date venue on the scheduler. Each date can carry its own location, and the app shows the location for that date. See [Setup: locations](/scheduling/setup-locations).
  </Accordion>

  <Accordion title="Can athletes request account deletion in the app?">
    Yes. The request lands in your **Inbox** for you to action; nothing is deleted automatically. See [Understanding your Athlete Portal](/athlete-portal/understanding-your-athlete-portal#common-questions).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Understanding your Athlete Portal" icon="mobile" href="/athlete-portal/understanding-your-athlete-portal">
    Web and mobile access for athletes
  </Card>

  <Card title="Family Accounts" icon="people-roof" href="/athlete-portal/family-accounts">
    Parents, managed children, and who receives reminders
  </Card>

  <Card title="Credits and schedulers" icon="coins" href="/scheduling/credits-and-schedulers">
    Which credits work for which schedulers
  </Card>

  <Card title="Personalized App" icon="mobile-screen" href="/power-ups/personalized-app">
    Your branded iOS and Android apps
  </Card>
</CardGroup>

## Check the app and enabled features

Do not assume every personalized app has the same store build at the same time. Use the payment flow offered by the installed version. Product visibility remains something you configure; enabling native payments does not automatically enable every Products page. If the app opens a browser, complete that checkout and return to the app.

For a multi-length scheduler, the selected length determines the displayed cash price, processing fee, and credit cost. Changing length clears the previously selected time.


# Set Up Page Paywalls to Monetize Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/paywall-settings

Learn how to restrict athlete access to Programs, Scheduling, and Products pages until payment. Complete paywall setup guide with troubleshooting.

<Info>
  **Quick Answer**: Page paywalls restrict athlete access to specific pages (Programs, Scheduling, or Products) in your athlete portal until they purchase a required product. Configure paywalls at App Builder → Settings → Pages Paywall.
</Info>

<img alt="CoachIQ paywalled athlete app showing purchase prompt for restricted content" />

## What is a page paywall in CoachIQ?

A page paywall is a monetization feature that restricts athlete access to entire sections of your athlete portal until they purchase a qualifying product. When athletes attempt to access a paywalled page without the required product, they see a purchase prompt instead of the content.

<img alt="CoachIQ Athlete Portal paywall page settings configuration" />

**Key capabilities:**

* Paywall three core pages: Programs, Scheduling, and Products
* Multiple products can unlock the same page
* Works with subscriptions, one-time purchases, and access codes
* Automatically relocks pages if subscriptions expire or payments fail

## Prerequisites for setting up paywalls

<Note>
  **Required before starting:**

  * At least one product created in [Payments → Products](/payments/product-overview)
  * Admin or owner permissions in CoachIQ
  * Active athlete portal (configured in App Builder)
  * Pages activated in Menu & Links settings
</Note>

<img alt="CoachIQ Products page in the admin dashboard" />

## Setting up your first page paywall

<Steps>
  <Step title="Navigate to paywall settings">
    From your App Builder, click **Settings** in the left sidebar, then select **Pages Paywall**.

    <Tip>
      You can also access this by going to App Builder → Settings → Menu & Links, then selecting Pages Paywall from the sidebar.
    </Tip>
  </Step>

  <Step title="Select pages to paywall">
    Choose which pages you want to restrict access to. You can paywall:

    * **Programs** - Training content, certifications, and courses
    * **Products** - Your product catalog and purchase options
    * **Schedulers** - The Schedule page and the schedulers you have added to it

      <img alt="CoachIQ page selection checkboxes for choosing which pages to paywall" />

    <Note>
      Paywalling **Schedulers** restricts only the schedulers listed on your portal's Schedule page. A scheduler you link from a form, a website button, or a direct link stays bookable without the paywalled product, so intake forms and evaluation links keep working for prospects. To gate one of those schedulers too, attach a product to it directly — see [Attach products to schedulers](/payments/attach-products).
    </Note>
  </Step>

  <Step title="Add qualifying products">
    Click **+ Add Product** under the page section you want to paywall. This opens a product selection modal.

    Select one or more products that will grant access to this page. Athletes must purchase at least one of these products to unlock the page.

    <img alt="CoachIQ product selection modal for assigning products to a paywalled page" />
  </Step>

  <Step title="Configure product grouping">
    You can create multiple product groups (sections) for different membership tiers:

    For example:

    * **Memberships section**: Monthly subscriptions
    * **Virtual Training section**: One-time course purchases

    <Note>
      Products in the same section represent alternatives (athlete needs ANY one). Products in different sections can represent bundles or tiers.
    </Note>
  </Step>

  <Step title="Update and activate">
    Once configured, ensure:

    1. The page is set to **Active** in Menu & Links settings
    2. Click **Update Paywall** to save your changes
    3. The paywall takes effect immediately for all athletes

    <Warning>
      A paywall needs an active page to sit in front of. If you turn the paywall on but no paywalled page is active, athletes are prompted to pick a page instead of seeing your content. Activate the page in **Menu & Links**, then save the paywall again.
    </Warning>
  </Step>
</Steps>

## What athletes see when accessing paywalled pages

When an athlete without the required product tries to access a paywalled page, they see:

<img alt="Athlete view of a paywalled page with product pricing and purchase button" />

**The paywall experience includes:**

* Clear indication the page is restricted
* Product name and price display
* Description of what's included
* "Purchase Now" or "Learn More" buttons
* Professional branded appearance matching your portal

<Note>
  The paywall only stands in front of the page itself. An athlete who reaches a scheduler through a form, a button, or a direct link (rather than the Schedule page) can book it without the paywalled product, and a program you shared directly with an athlete stays visible even when the Programs page is paywalled.
</Note>

## Managing multiple products on paywalls

### Adding products to existing paywalls

You can add multiple products that grant access to the same page:

1. Navigate to Pages Paywall settings
2. Find your paywalled page section
3. Click **+ Add Product**
4. Select additional products from your product list
5. Click **Add Selected**

**How multiple products work:**

* **ANY** product in the list grants full access
* Athletes only need to purchase ONE qualifying product
* Great for offering different price points or payment options
* Perfect for seasonal promotions or grandfathered pricing

### Creating membership tiers

Structure your paywalls for different access levels:
Basic Membership ($50/month)
→ Unlocks: Programs only
Pro Membership ($100/month)
→ Unlocks: Programs + Scheduling
Elite Membership (\$250/month)
→ Unlocks: Programs + Scheduling + Products

### Using sections for organization

Create logical groupings of products:

* **Add Section** to create categories like "Memberships" or "Virtual Training"
* Helps athletes understand their options
* Makes managing multiple products easier
* Each section can have its own description

## Customizing paywall pages

### SEO and URL settings

Configure how your paywalled pages appear in search results and browsers:

* **Page Title**: Optimize for search engines (e.g., "Premium Basketball Training Programs")
* **Meta Description**: Describe the value behind the paywall
* **URL Slug**: Customize the page URL (e.g., `/paywall` or `/premium-access`)

<img alt="CoachIQ paywall page SEO settings with title, description, and URL slug" />

<Tip>
  Use compelling descriptions that highlight the value athletes get after purchasing, not just that the content is locked.
</Tip>

### Paywall messaging

The paywall automatically displays:

* Subscription description from your product settings
* Price and billing frequency
* Clear call-to-action buttons

Ensure your product descriptions clearly communicate:

* What's included with purchase
* Billing terms (monthly, one-time, etc.)
* Value proposition for athletes

## Troubleshooting paywall access issues

### Why athletes can't access paywalled pages

**Diagnosis checklist:**

1. **No qualifying product purchased**
   * Check: [People](/people/overview) → \[Athlete Name] → Products tab
   * Solution: Direct athlete to purchase page on web portal
2. **Subscription expired**
   * Check: [Payments → Subscriptions](/payments/subscriptions-dashboard) → Filter by athlete
   * Solution: Update payment method or reactivate subscription
3. **Payment failed**
   * Check: [Payments → Transactions](/payments/transactions) → Failed payments
   * Solution: Have athlete update billing information
4. **Product removed from paywall**
   * Check: Pages Paywall settings for product list
   * Solution: Re-add product or communicate changes to athletes
5. **Page not active**
   * Check: Menu & Links settings for page toggle
   * Solution: Activate the page in settings
6. **Paywall on, but no active page selected**
   * Symptom: athletes see a prompt to pick a page instead of the paywall or the content
   * Solution: Activate at least one paywalled page in Menu & Links, then click **Update Paywall** again

<Warning>
  **iOS App Limitation**: Due to Apple's Reader App policy, athletes cannot purchase products directly through the iOS app. They must use the web portal to purchase access to paywalled content.
</Warning>

### Quick fixes for common issues

<AccordionGroup>
  <Accordion title="Athlete purchased but still can't access">
    1. Verify purchase in People → \[Athlete] → Transactions
    2. Check if subscription is active (not past due)
    3. Have athlete log out and back in
    4. Ensure the correct product is linked to the paywall
  </Accordion>

  <Accordion title="Subscription renewed but page still locked">
    Failed payments can cause temporary locks. Check:

    * Payment status in Stripe
    * Transaction status in CoachIQ
    * May take up to 5 minutes to sync after successful payment
  </Accordion>

  <Accordion title="Access code not working">
    Ensure the access code product is:

    * Added to the paywall product list
    * Not expired or at usage limit
    * Properly redeemed by the athlete
  </Accordion>

  <Accordion title="Want to temporarily remove paywall">
    To temporarily grant free access:

    1. Remove all products from the paywall section
    2. Save changes
    3. Page becomes accessible to all athletes
    4. Re-add products when ready to restore paywall
  </Accordion>
</AccordionGroup>

## Best practices for page paywalls

<Tip>
  **Maximize conversion with these strategies:**

  1. **Clear value proposition** - Make it obvious what athletes get behind the paywall
  2. **Multiple price points** - Offer various products to match different budgets
  3. **Trial periods** - Use trial subscriptions to let athletes experience value first
  4. **Bundle strategically** - Create product combinations that make sense for athlete goals
  5. **Communicate changes** - Always notify athletes before adding new paywalls
</Tip>

## Common questions about paywalls

<AccordionGroup>
  <Accordion title="Does the Schedulers paywall block every scheduler I own?">
    No. It blocks the schedulers you added to the portal's Schedule page. Schedulers reached through a form, a website button, or a direct link are not gated by the Pages Paywall. If you want one of those gated as well, attach a product to that scheduler in its own settings.
  </Accordion>

  <Accordion title="Can I paywall individual programs instead of the whole Programs page?">
    No, paywalls work at the page level only. To restrict individual programs, use the program sharing settings in Content → Programs → \[Program] → Share Settings instead.
  </Accordion>

  <Accordion title="What happens when a subscription payment fails?">
    The page automatically relocks when a subscription payment fails. Athletes see the purchase prompt again until payment is successful. There's typically a grace period of 3-7 days for payment retry.
  </Accordion>

  <Accordion title="Can athletes preview paywalled content?">
    No, paywalled pages are completely restricted. Consider creating a separate "preview" or "demo" section outside the paywall to showcase value.
  </Accordion>

  <Accordion title="How do I offer a free trial before the paywall?">
    Create a subscription product with a trial period in [Payments → Products](/payments/product-overview). Set the trial length (e.g., 7 days free), then add this product to your paywall.
  </Accordion>

  <Accordion title="Do paywalls work on both mobile app and web?">
    Paywalls control access on web and native apps. The available purchase flow depends on the installed app and eligible purchase. When native checkout is unavailable, use the web portal to purchase, then return to the app.
  </Accordion>

  <Accordion title="Can I have different paywalls for different user groups?">
    Currently, paywalls apply to all athletes universally. For group-specific access, consider using private program assignments or access codes.
  </Accordion>

  <Accordion title="What if I want to grant manual access without payment?">
    You can:

    1. Create a \$0 access code product
    2. Add it to the paywall
    3. Manually provide the code to specific athletes
  </Accordion>

  <Accordion title="How do refunds affect paywall access?">
    Refunding a product purchase immediately removes paywall access. The athlete will need to repurchase to regain access.
  </Accordion>
</AccordionGroup>

## Monitoring paywall performance

Track your paywall effectiveness:

**Key metrics to monitor:**

* **Conversion rate**: People viewing vs purchasing
* **Revenue per page**: Which paywalled pages generate most revenue
* **Churn indicators**: Subscription cancellations after paywall access
* **Support tickets**: Common access issues to address

**Where to find data:**

* [Payments → Transactions](/payments/transactions) (purchase tracking)
* [Payments → Subscriptions](/payments/subscriptions-dashboard) (active membership monitoring)
* [People](/people/overview) → Activity logs (access patterns)

## Related articles

<CardGroup>
  <Card title="Product Overview" icon="box" href="/payments/product-overview">
    Understand how products work and where athletes can find them
  </Card>

  <Card title="Product Builder" icon="credit-card" href="/payments/product-builder">
    Create memberships, packages, and one-time products
  </Card>

  <Card title="Attach Products to Schedulers" icon="calendar-plus" href="/payments/attach-products">
    Require payment or credits when athletes book sessions
  </Card>

  <Card title="Products in Your Athlete Portal" icon="mobile" href="/athlete-portal/products">
    Display and organize products in your athlete-facing portal
  </Card>

  <Card title="Transactions" icon="credit-card" href="/payments/transactions">
    Track purchases, refunds, and payment history
  </Card>

  <Card title="Managing People" icon="users" href="/people/overview">
    View athlete profiles, products, and activity
  </Card>
</CardGroup>


# Display Products & Payments in Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/products

Learn how to add products and payment options to your Athlete Portal. Understand platform restrictions and optimize your sales strategy across web and mobile.

<Info>
  **Where to find this**: Dashboard → App Builder → Products
</Info>

<img alt="CoachIQ Athlete Portal Products page displaying memberships and packages" />

<Warning>
  **App availability varies**: Products and checkout depend on your released native app version and enabled features. Configure product visibility intentionally. The web portal remains available for purchases when an app does not offer the required checkout.
</Warning>

## What you'll accomplish

Set up your products page to display memberships, packages, and services for purchase through your web portal. You'll learn how to organize products into sections, manage visibility settings, and understand critical platform limitations that affect how athletes access your payment options.

<img alt="CoachIQ web portal product cards with pricing and purchase buttons" />

## Platform restrictions you must know

<Tabs>
  <Tab title="⚠️ Mobile Apps">
    **iOS and Android apps**

    Supported app versions can display configured products and offer eligible native checkout. Other app versions or purchases use browser checkout. Check your actual released app; a new native payment capability does not automatically make every product visible.

    See [Native app booking](/athlete-portal/native-app-booking).
  </Tab>

  <Tab title="✅ Web Portal">
    **Web Browser - Full Access**

    Products fully available when athletes access via:

    * Desktop computers
    * Mobile web browsers (Safari, Chrome)
    * Tablet browsers
    * Any web-based access

    **All features work**: Purchase buttons, payment processing, subscriptions
  </Tab>
</Tabs>

## Understanding the Products page

The Products page displays your payment options, memberships, and packages that athletes can purchase to access your services. It functions identically to the Programs page in terms of organization, but focuses on payment products rather than content.

### Overview

* **Purpose**: Payment collection vs. content delivery
* **Access**: Purchase required vs. content access rules
* **Platform availability**: Web plus supported native app versions and configuration
* **Primary action**: Buy button vs. view content

## Before you begin

<Note>
  **Required**:

  * At least one product must exist in [Payments → Products](/payments/product-overview)
  * Stripe account must be connected for payment processing
</Note>

<Info>
  **Products are hidden by default**: Creating a product in [Payments → Products](/payments/product-overview) doesn't automatically make it visible to athletes. You must explicitly add products to this page (or attach them to schedulers/forms) for athletes to discover them. This lets you set up products before you're ready to launch. [Learn more about product visibility →](/payments/product-overview#product-visibility-where-athletes-can-find-products)
</Info>

<img alt="CoachIQ Products page listing available products in the admin dashboard" />

## Accessing product settings

<Steps>
  <Step title="Navigate to App Builder">
    From your dashboard, select **App** in the left sidebar.

    <img alt="CoachIQ App Builder sidebar with App selected in left navigation" />
  </Step>

  <Step title="Select Content tab">
    Click on the **Content** tab in the main navigation.

    <img alt="CoachIQ App Builder Content tab showing page sections" />
  </Step>

  <Step title="Choose Products">
    Select **Products** from the content options to access your product configuration page.

    <Frame />
  </Step>
</Steps>

## Activating the Products page

<Steps>
  <Step title="Locate the Active toggle">
    Find the **Active** toggle in the top right corner of the Products page.

    <img alt="CoachIQ Athlete Portal action bar with Update Page and Settings buttons" />

    <Frame />
  </Step>

  <Step title="Toggle visibility">
    * **ON**: Products visible in web portal only
    * **OFF**: Products hidden everywhere

    <Info>
      Check both the page configuration and the installed app version when verifying mobile visibility.
    </Info>
  </Step>

  <Step title="Save your changes">
    Click **Update Page** to save the active status.
  </Step>
</Steps>

## Adding products to sections

<Steps>
  <Step title="Click Add Products">
    Within any section, click the **+ Add Products** button.

    <Frame>
      <img alt="Add Products button in section" />
    </Frame>
  </Step>

  <Step title="Select products to display">
    Choose from your available products:

    * Memberships (recurring subscriptions)
    * One-time packages
    * Session bundles
    * Credit packages

    Each product shows:

    * Product name
    * Price
    * Billing frequency (if subscription)
    * Description preview
  </Step>

  <Step title="Confirm selection">
    Click **Save** to add selected products to the section.

    <Check>
      Products appear immediately with pricing and purchase buttons visible (web portal only).
    </Check>
  </Step>
</Steps>

## Creating and organizing sections

Sections help organize your products into logical categories for easier shopping.

### Adding new sections

<Steps>
  <Step title="Click Add Section">
    Click **+ Add Section** at the bottom of your product list.

    <Frame>
      <img alt="Add Section button for products" />
    </Frame>
  </Step>

  <Step title="Name your section">
    Use clear, descriptive names:

    * "Memberships"
    * "Single Group Class"
    * "Training Packages"
    * "Elite Programs"
    * "Beginner Packages"
  </Step>

  <Step title="Add products to section">
    Use **+ Add Products** to populate the new section.
  </Step>
</Steps>

### Section organization best practices

* Place most popular products at the top
* Group by commitment level (monthly, yearly, one-time)
* Separate memberships from individual purchases
* Consider price-point organization (budget to premium)

## Configuring page settings

Use the Settings panel to rename the Products tab and update the page URL.

<Steps>
  <Step title="Open the Settings panel">
    Click the **gear icon** in the top right of the Products page to open the Settings panel.

    <Frame>
      <img alt="Settings menu for Products page" />
    </Frame>
  </Step>

  <Step title="Rename the page">
    The first field at the top of the Settings panel is the **Page Name** — the display name athletes see as the tab in their portal. Update it to match your branding (e.g., "Shop", "Memberships", "Purchase").
  </Step>

  <Step title="Update the URL slug">
    The **Slug** field controls the URL path for this page (e.g., `/products`, `/memberships`, `/pricing`).
  </Step>

  <Step title="Configure description">
    Add a **Description** for SEO context explaining your offerings.
  </Step>

  <Step title="Save configuration">
    Click **Update Page** to apply settings.
  </Step>
</Steps>

## Working around platform restrictions

Share direct web purchase links when athletes cannot access the required checkout in their installed app.

### Recommended workarounds

<Tabs>
  <Tab title="Direct Link Strategy">
    **Send athletes to web portal**

    1. Share your portal link via SMS/email
    2. Include link in app announcements
    3. Add "Purchase on Website" message in app
    4. Use QR codes at facility
  </Tab>

  <Tab title="Communication Strategy">
    **Educate your athletes**

    * Explain during onboarding
    * Send purchase instructions via Inbox
    * Create a "How to Buy" program
    * Include web links in session confirmations
  </Tab>

  <Tab title="Alternative Sales">
    **Other purchase methods**

    * In-person payments at facility
    * Phone/text orders
    * Email invoicing
    * Direct Stripe payment links
  </Tab>
</Tabs>

## Preview and testing

<Steps>
  <Step title="Click Preview Page">
    Select **Preview Page** to see the athlete view.
  </Step>

  <Step title="Test on web browser">
    Verify display and functionality:

    * Product cards show correctly
    * Prices display accurately
    * Purchase buttons work
    * Sections organized properly
  </Step>

  <Step title="Confirm mobile app behavior">
    Check the released iOS/Android apps to verify the intended product visibility and checkout.
  </Step>
</Steps>

## Publishing changes

<Steps>
  <Step title="Review all settings">
    Double-check sections, products, and pricing.
  </Step>

  <Step title="Click Update Page">
    Click **Update Page** to publish changes.

    <Check>
      Changes apply to your published portal. Native visibility also depends on the installed app version and enabled purchase experience.
    </Check>
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Why can't my athletes see products on the mobile app?">
    Check that the Products page is enabled and published, then check the athlete’s installed app version and supported payment experience. Native payments do not automatically turn on your Products page. If checkout is unavailable in that app, share the product’s web purchase link.
  </Accordion>

  <Accordion title="How do I sell to athletes who only use the app?">
    Best practices:

    1. **Send purchase links** via SMS or email
    2. **Add announcements** in the app directing to web portal
    3. **Include instructions** in your welcome message
    4. **Process payments** in person or over the phone
    5. **Share QR codes** that link to your web products page
  </Accordion>

  <Accordion title="Can I accept payments through the app at all?">
    Native payment availability depends on the released app and eligible purchase. When it is unavailable, you can:

    * Use credits (pre-purchased on web)
    * Book sessions that require payment later
    * Send payment links through in-app messaging
  </Accordion>

  <Accordion title="How do I explain this to frustrated athletes?">
    Sample message:
    "If you do not see the purchase option in your app, use our web portal to buy your membership or package. Then return to the app to use it."
  </Accordion>

  <Accordion title="Do credits purchased on web work in the app?">
    Yes! Once athletes purchase credits through the web portal, they can use them to book sessions within the mobile app. The restriction only applies to the purchase process, not credit usage.
  </Accordion>
</AccordionGroup>

## Troubleshooting

### Products not appearing in selection

* Verify products exist in [Payments → Products](/payments/product-overview)
* Check the product isn't archived (use the status filter dropdown to check)
* Confirm Stripe is properly connected
* Refresh the App Builder page

### Athletes report they can't find products

1. Check the athlete’s app version and whether it supports the intended purchase; offer the web purchase link when needed.
2. Check Products page Active toggle is ON
3. Verify their account has access
4. Test the web portal link yourself

### Purchase buttons not working (web)

* Verify Stripe integration is active
* Check product configuration in [Payments](/payments/product-overview)
* Ensure product has valid pricing
* Test in incognito/private browser

## Pro tips

<Tip>
  **Mobile purchase funnel**:
  Create a dedicated "How to Purchase" program in your app that includes:

  1. Step-by-step instructions with screenshots
  2. Direct link to web portal
  3. Video walkthrough
  4. FAQ about why app purchases aren't available
</Tip>

<Tip>
  **Pricing page on website**:
  Since products aren't visible in apps, make your website pricing page comprehensive:

  * Detailed product descriptions
  * Comparison tables
  * Clear CTAs to purchase
  * Mobile-optimized design
</Tip>

<Tip>
  **Communication strategy**:

  * Add web portal link to email signature
  * Include in SMS appointment reminders
  * Share during trial session sign-ups
  * Post QR codes at your facility
</Tip>

<Tip>
  **Section naming for web**:
  Since only web users see this, optimize for conversion:

  * "🔥 Most Popular"
  * "Best Value - Save 20%"
  * "New Member Special"
  * "Limited Time Offer"
</Tip>

<Tip>
  **Track your funnel**:
  Monitor where athletes drop off:

  1. App users who don't know about web purchasing
  2. Web visitors who don't complete purchase
  3. Create targeted messages for each group
</Tip>

## Critical reminders

<Warning>
  **Never promise** in-app purchases are "coming soon" - this is a permanent platform restriction, not a temporary limitation.
</Warning>

<Info>
  **Best practice**: Add a permanent message to your app onboarding flow explaining that purchases happen on the web for the best prices and to avoid app store fees.
</Info>

## Related articles

<CardGroup>
  <Card title="Creating Products" icon="box" href="/payments/product-builder">
    Build memberships, packages, and one-time products in the Product Builder
  </Card>

  <Card title="Setting Up Stripe" icon="credit-card" href="/payments/connecting-stripe">
    Connect your Stripe account for payment processing
  </Card>

  <Card title="Understanding the Athlete Portal" icon="mobile" href="/athlete-portal/understanding-your-athlete-portal">
    Learn how the Athlete Portal works for coaches and athletes
  </Card>

  <Card title="Paywall Settings" icon="lock" href="/athlete-portal/paywall-settings">
    Restrict page access until athletes purchase a qualifying product
  </Card>

  <Card title="Product Types" icon="box" href="/payments/product-types">
    Understand the different product types available in CoachIQ
  </Card>

  <Card title="Communicating with Athletes" icon="inbox" href="/inbox/inbox-overview">
    Send messages and announcements through your Inbox
  </Card>
</CardGroup>


# Managing Schedulers in Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/schedule

Learn how to add, organize, and customize schedulers in your Athlete Portal so athletes can book sessions directly from their app.

<Info>
  **Where to find this**: Dashboard → App Builder → Schedule tab
</Info>

## What you'll accomplish

Set up and organize your schedulers so athletes can view available sessions and book directly from their mobile app or web portal. You'll learn how to select which schedulers appear, organize them into sections, and customize how they're displayed to your athletes.

## Before you begin

<img alt="CoachIQ Athlete Portal Schedule page showing available sessions to book" />

<Note>
  **Required setup**: You must have at least one scheduler created before adding it to the Athlete Portal. If you haven't created any schedulers yet, go to **Schedule → Schedulers** to set up your first one.
</Note>

## Understanding the Schedule page

The Schedule page in your Athlete Portal is where athletes view and book available sessions. As a coach, you have complete control over:

* Which schedulers athletes can see
* How schedulers are organized into sections
* The titles and descriptions athletes see
* Whether the scheduling feature is available at all

Each scheduler displays its cost (like "1 Credit") which you set when creating the scheduler. This helps athletes understand the booking cost before they select a session.

<img alt="Athlete view of available sessions with credit costs displayed" />

## Accessing your Schedule settings

<Steps>
  <Step title="Navigate to App Builder">
    From your dashboard, click **App** in the left navigation menu, then select **Schedule**.
  </Step>

  <Step title="Locate the Schedule page">
    You'll see any existing sections and schedulers already added to your athlete portal.
  </Step>

  <Step title="Activate the Schedule page">
    Toggle the **Active** switch to control whether athletes can see the Schedule page. When off, the entire scheduling section is hidden from athletes.

    <img alt="CoachIQ App Builder Active toggle for the Schedule page" />

    <Check>
      Always hit update page to ensure the updates go live!
    </Check>
  </Step>
</Steps>

## Adding schedulers to your portal

<Steps>
  <Step title="Click Add Schedule">
    Within any section, click the **+ Add Schedule** button to add a scheduler.

    <img alt="CoachIQ App Builder Add Schedule button for adding schedulers" />
  </Step>

  <Step title="Select from available schedulers">
    A modal will appear showing all schedulers you've created in the system. Select the scheduler(s) you want to add.

    <img alt="CoachIQ scheduler selection modal showing available schedulers to add" />

    <Tip>
      You can select multiple schedulers at once or add them one at a time.
    </Tip>
  </Step>

  <Step title="Confirm your selection">
    Click **Add Selected** to add the chosen schedulers to your section. They'll appear immediately with their title, description, and credit cost.
  </Step>
</Steps>

## Creating and organizing sections

Sections help you organize schedulers into logical groups like "Elite Program", "Rising Stars", or by location. Athletes always see sections expanded - they cannot collapse them.

<Steps>
  <Step title="Add a new section">
    Click **+ Add Section** at the bottom of your scheduler list.

    <img alt="CoachIQ App Builder Add Section button for organizing schedulers" />
  </Step>

  <Step title="Name your section">
    Enter a clear, descriptive title for the section (e.g., "Beginner Classes", "Advanced Training", "Summer Programs").
  </Step>

  <Step title="Add schedulers to the section">
    Click **+ Add Schedule** within your new section to start adding schedulers.

    <Check>
      Your section is created and ready for schedulers!
    </Check>
  </Step>
</Steps>

## Customizing scheduler display

Each scheduler can have a custom title and description that athletes see, regardless of the scheduler's original name.

<Steps>
  <Step title="Click on a scheduler">
    Select any scheduler in your list to open its editing panel.

    <img alt="CoachIQ scheduler edit panel for customizing title and description" />
  </Step>

  <Step title="Edit the title">
    Update the scheduler name that athletes will see. Make it clear and action-oriented.
  </Step>

  <Step title="Edit the description">
    Add helpful context about the session type, skill level, or what athletes should expect. Keep it concise but informative.
  </Step>
</Steps>

## Reordering and managing sections

<Steps>
  <Step title="Access section controls">
    Click the dots menu (⋮) next to any section to see management options.

    <img alt="CoachIQ section management menu with move and delete options" />
  </Step>

  <Step title="Reorder sections">
    Drag sections up or down to change their display order. Place your most popular or important sections at the top.
  </Step>

  <Step title="Delete sections">
    Select the delete option to remove an entire section and all its schedulers from the athlete view.

    <Warning>
      Deleting a section from the Athlete Portal doesn't delete the actual schedulers - it just removes them from athlete view.
    </Warning>
  </Step>
</Steps>

## Add one session to a personal calendar

After booking in the athlete portal, select **Add to Calendar** on the confirmation screen and choose **Google Calendar**, **Apple Calendar**, **Outlook.com**, or the calendar file download. Each option includes the session name, date, time, and location. Apple Calendar downloads a file to open in Calendar.

This adds the selected session. To subscribe to a feed of bookings, use the calendar subscription below.

## Subscribe to bookings in Google, Apple, or Outlook

Parents and athletes can open **Settings → Calendar** in the athlete portal, turn on their calendar subscription, and choose **Google**, **Apple**, or **Outlook**. The subscription is a private, read-only feed of bookings; manage bookings in CoachIQ.

Use **Reset private link** to replace the subscription link, or **Turn off** to disable it. After resetting, subscribe again using the new link. Keep the private link to yourself.

This is separate from a coach's Admin Google Calendar sync. If you receive both a Google guest invitation and the CoachIQ calendar subscription, the same session can appear twice.

## Previewing the athlete experience

Always preview your changes to ensure athletes see exactly what you intend.

<Steps>
  <Step title="Click the preview button">
    Select the preview icon in the top toolbar to see the athlete view.

    <img alt="CoachIQ preview of the live Schedule page as athletes see it" />
  </Step>

  <Step title="Review the layout">
    Check that:

    * Sections appear in the correct order
    * Scheduler titles and descriptions are clear
    * Credit costs display correctly
    * The overall organization makes sense for athletes
  </Step>

  <Step title="Test navigation">
    Click through different schedulers to ensure they're properly configured and available for booking.
  </Step>
</Steps>

## Page settings

Use the Settings panel to rename the Schedule tab and update the page URL.

<Steps>
  <Step title="Open the Settings panel">
    Click the **gear icon** in the top right of the Schedule page to open the Settings panel.

    <img alt="CoachIQ Schedule page advanced settings with SEO and sharing options" />
  </Step>

  <Step title="Rename the page">
    The first field at the top of the Settings panel is the **page display name** — this is what athletes see as the tab name in their portal. Update it to whatever fits your program (e.g., "Book Training", "Reserve a Spot").
  </Step>

  <Step title="Update the URL slug">
    The **Slug** field controls the URL path for this page (e.g., `/sessions`, `/schedule`). Update it to match your new name if needed.
  </Step>

  <Step title="Configure Page Meta (SEO)">
    Edit the SEO metadata fields (title, keywords, description) that appear when someone shares your schedule page link.
  </Step>

  <Step title="Save changes">
    Click **Update Page** to apply all settings.
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Where do I create new schedulers?">
    Schedulers are created in **Schedule → Schedulers** in your main dashboard. The Athlete Portal only controls which existing schedulers are visible to athletes. [Learn how to create schedulers →](/scheduling/creating-your-first-scheduler)
  </Accordion>

  <Accordion title="Why can't my athletes see certain schedulers?">
    Check that:

    1. The Schedule page is set to **Active**
    2. The scheduler is added to a section in the Athlete Portal
    3. The scheduler has available time slots configured
    4. The athlete has the required credits or payment method
  </Accordion>

  <Accordion title="How do credits work with bookings?">
    The credit amount shown (e.g., "1 Credit") is the cost to book that session. Athletes must have sufficient credits in their account to book. Credits are set when creating the scheduler, not in the Athlete Portal.
  </Accordion>

  <Accordion title="Can I show different schedulers to different athlete groups?">
    Currently, all athletes see the same schedulers. To control access, use the scheduler's internal settings for prerequisites or eligibility requirements.
  </Accordion>

  <Accordion title="Do changes appear immediately?">
    Yes! All changes to the Athlete Portal update instantly. There's no draft mode or publish button - athletes see updates as soon as you make them.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<Warning>
  **Schedulers not appearing in selection modal?** Make sure you've created schedulers in **Schedule → Schedulers** first. The Athlete Portal can only display schedulers that already exist in your system.
</Warning>

### Common issues and solutions

**Athletes can't see the Schedule page:**

* Verify the Active toggle is turned on
* Check that at least one scheduler is added
* Ensure athletes are logged into their accounts

**Credit amounts showing incorrectly:**

* Credits are set in the scheduler configuration, not in the Athlete Portal
* Go to **Schedule → Schedulers** to update credit costs

**Sections appearing in wrong order:**

* Use the dots menu (⋮) to drag and reorder sections
* Changes save automatically

**Scheduler descriptions not updating:**

* Click directly on the scheduler to open edit mode
* Make sure to click outside the field to save changes

## Pro tips

<Tip>
  **Organization best practices:**

  * Group schedulers by program level (Beginner, Intermediate, Advanced)
  * Or organize by location if you have multiple facilities
  * Keep section titles short and clear
  * Place your most popular schedulers at the top
</Tip>

<Tip>
  **Writing effective descriptions:**

  * Include skill level requirements
  * Mention any equipment needed
  * Specify age groups if relevant
  * Keep descriptions under 2 sentences
</Tip>

<Tip>
  **Testing your setup:**

  * Always preview after making changes
  * Test with a demo athlete account if possible
  * Check mobile and desktop views
  * Verify credit requirements are clear
</Tip>

## Related articles

* [Creating Your First Scheduler](/scheduling/creating-your-first-scheduler)
* [Setting Credit Prices for Sessions](/payments/credits/credit-system-overview)
* [Managing Scheduler Availability](/scheduling/create-your-availability)
* [Understanding the Athlete Portal](/athlete-portal/understanding-your-athlete-portal)
* [Athlete Portal Access Control](/athlete-portal/paywall-settings)


# Add Analytics and Tracking to Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/scripts-and-analytics

Learn how to add Google Analytics, Facebook Pixel, and custom scripts to track athlete engagement on your portal's web edition.

<Info>
  **Where to find this**: Dashboard → App Builder → Settings → Scripts & Analytics
</Info>

<Frame>
  <img alt="Scripts & Analytics Settings" />
</Frame>

<Note>
  **Web edition only**: Scripts and analytics only apply to the web version of your athlete portal (accessed via browser). Native iOS and Android apps cannot run custom scripts due to platform restrictions.
</Note>

## What you'll accomplish

Add tracking and analytics to your athlete portal's web edition. This lets you:

* Track athlete engagement with Google Analytics
* Run Facebook Pixel for retargeting and conversion tracking
* Load third-party tools (Hotjar, Intercom, etc.)
* Add custom JavaScript for advanced integrations

## Accessing Scripts & Analytics settings

<Steps>
  <Step title="Navigate to App Builder">
    From your dashboard, select **App** in the left sidebar.
  </Step>

  <Step title="Go to Settings">
    Click **Settings** in the navigation menu.
  </Step>

  <Step title="Select Scripts & Analytics">
    Choose **Scripts & Analytics** to access your tracking options.
  </Step>
</Steps>

## Adding Google Analytics

Track athlete behavior, page views, and engagement metrics with Google Analytics.

### Get your Measurement ID

<Steps>
  <Step title="Open Google Analytics">
    Go to [analytics.google.com](https://analytics.google.com) and sign in.
  </Step>

  <Step title="Access Admin settings">
    Click the **Admin** gear icon in the bottom left corner.
  </Step>

  <Step title="Open Data Streams">
    Under **Property Settings**, click **Data Streams**.
  </Step>

  <Step title="Get or create a Web stream">
    Select your existing web stream, or click **Add stream** → **Web** to create one.

    Enter your athlete portal URL (e.g., `app.coachiq.io/your-org/your-portal`).
  </Step>

  <Step title="Copy the Measurement ID">
    Copy the **Measurement ID** - it starts with `G-` followed by letters and numbers (e.g., `G-ABC123XYZ`).

    <Tip>
      You only need the Measurement ID, not the full script code. CoachIQ handles the script injection automatically.
    </Tip>
  </Step>
</Steps>

### Add to CoachIQ

<Steps>
  <Step title="Paste your Measurement ID">
    In the **Analytics** section, paste your Measurement ID into the **Google Analytics** field.
  </Step>

  <Step title="Save your changes">
    Click **Update Analytics** in the top right corner.

    <Check>
      Your Google Analytics tracking is now active on your athlete portal web edition.
    </Check>
  </Step>
</Steps>

### Verify it's working

<Steps>
  <Step title="Open Google Analytics Realtime">
    In Google Analytics, go to **Reports** → **Realtime**.
  </Step>

  <Step title="Visit your athlete portal">
    In another browser tab, visit your athlete portal web edition.
  </Step>

  <Step title="Check for activity">
    You should appear as an active user in the Realtime report within a few seconds.
  </Step>
</Steps>

## Adding Facebook Pixel

Track conversions and build retargeting audiences with Facebook Pixel.

<Steps>
  <Step title="Get your Pixel ID">
    In Meta Business Suite, go to **Events Manager** → **Data Sources** → your Pixel.

    Copy the **Pixel ID** (a string of numbers, e.g., `1234567890123456`).
  </Step>

  <Step title="Add to CoachIQ">
    In the **Analytics** section, paste your Pixel ID into the **Facebook Pixel** field.
  </Step>

  <Step title="Save your changes">
    Click **Update Analytics** to activate tracking.
  </Step>

  <Step title="Verify the pixel fires on the portal">
    In Meta **Events Manager**, open **Test Events** and load a portal page (your sign-up link, a form link, or the Schedule page) in a browser. A PageView from the portal should appear within a few seconds.

    <Note>
      Portal pages fire the pixel independently of your public website. If your website shows events in Test Events but portal pages do not, confirm the Pixel ID is saved here in the App Builder's **Scripts & Analytics**, not only in the Website Builder; the two are configured separately.
    </Note>
  </Step>
</Steps>

## Adding External Scripts

Load third-party JavaScript libraries by URL. Use this for tools like Hotjar, Intercom, Drift, or any service that provides a script URL.

<Steps>
  <Step title="Get the script URL">
    From your third-party tool, copy the script source URL (starts with `https://`).
  </Step>

  <Step title="Add the URL">
    In the **External Scripts** section, paste the URL into the **Script Source URL** field.
  </Step>

  <Step title="Add more scripts (optional)">
    Click **+ Add Script Source** to add additional script URLs.
  </Step>

  <Step title="Save your changes">
    Click **Update Analytics** to load the scripts.
  </Step>
</Steps>

<Warning>
  **Only add scripts you trust.** External scripts have full access to your athlete portal page. Only use scripts from reputable services.
</Warning>

## Adding Custom JavaScript

Run your own JavaScript code for advanced integrations, custom tracking events, or specialized functionality.

<Steps>
  <Step title="Write your code">
    In the **Custom Js** section, enter your JavaScript code.

    <Tip>
      Don't include `<script>` tags - just write the JavaScript code directly.
    </Tip>
  </Step>

  <Step title="Save your changes">
    Click **Update Analytics** to activate your custom code.
  </Step>
</Steps>

### Example: Custom event tracking

```javascript theme={"theme":"github-dark"}
// Track when athletes click specific buttons
document.addEventListener('click', function(e) {
  if (e.target.matches('.book-session-btn')) {
    gtag('event', 'book_session_click', {
      'event_category': 'engagement'
    });
  }
});
```

## Common questions

<AccordionGroup>
  <Accordion title="Does this work on the mobile apps?">
    No. Scripts and analytics only work on the **web edition** of your athlete portal (accessed through a browser). Native iOS and Android apps cannot execute custom scripts due to platform security restrictions.
  </Accordion>

  <Accordion title="Can I add multiple analytics tools?">
    Yes. You can use Google Analytics, Facebook Pixel, multiple external scripts, and custom JavaScript all at the same time.
  </Accordion>

  <Accordion title="Why isn't my tracking showing data?">
    Common causes:

    * **Didn't click Update Analytics** - Make sure you saved your changes
    * **Ad blocker active** - Disable ad blockers when testing
    * **Wrong ID format** - Google Analytics IDs start with `G-`, Pixel IDs are numeric only
    * **Caching** - Try a hard refresh (Ctrl+Shift+R or Cmd+Shift+R)
    * **Meta Pixel set only on the website** - The Website Builder and the App Builder each have their own Scripts & Analytics. Add the Pixel ID here for portal pages and check Meta **Test Events** while loading a portal URL
    * **Testing in the mobile app** - Scripts only run in the web edition; open the portal in a browser to test
  </Accordion>

  <Accordion title="Do I need to add the full Google Analytics script?">
    No. Just paste your Measurement ID (e.g., `G-ABC123XYZ`) into the Google Analytics field. CoachIQ automatically loads and configures the tracking script for you.
  </Accordion>

  <Accordion title="What's the difference between External Scripts and Custom JS?">
    * **External Scripts**: Loads JavaScript files from a URL (for third-party tools)
    * **Custom JS**: Runs your own JavaScript code directly (for custom functionality)
  </Accordion>

  <Accordion title="Will this affect my website tracking?">
    No. These settings only apply to your **Athlete Portal** (App Builder). Website tracking is configured separately in Website Builder → Analytics & Tracking.
  </Accordion>
</AccordionGroup>

## Related articles

* [Understanding Your Athlete Portal](/athlete-portal/understanding-your-athlete-portal)
* [Website Analytics & Tracking](/website/analytics-tracking/analytics-tracking)
* [Portal Design Settings](/athlete-portal/design-settings)


# Understanding Your Athlete Portal
Source: https://help.coachiq.io/athlete-portal/understanding-your-athlete-portal

Learn how CoachIQ's Athlete Portal works, including iOS app restrictions, athlete access methods, and what you control as a coach.

<Info>
  **Where to find this**: Dashboard → App (left sidebar)
</Info>

<img alt="CoachIQ Athlete Portal overview in the App Builder dashboard" />

## Give your athletes a professional training experience

Your Athlete Portal is the professional, branded platform where athletes and parents access everything about their training - from booking sessions to viewing programs. You control every aspect of the experience while athletes enjoy a seamless, app-like interface that makes your business look as professional as the big academies.

## What is the Athlete Portal?

The Athlete Portal is your custom-branded platform that gives athletes and parents organized access to their training experience. It's not just a basic login area - it's a complete ecosystem with three access points:

<img alt="CoachIQ Athlete Portal as seen by athletes on mobile and web" />

* **iOS mobile app** (your branded app in the Apple App Store)
* **Android mobile app** (your branded app in Google Play Store)
* **Web portal** (accessible from any browser on phone or computer)

Think of it as the athlete-facing side of your coaching business - the polished, professional interface that athletes interact with daily while you manage everything behind the scenes.

## The two experiences: What you control vs what athletes see

<Tabs>
  <Tab title="Coach's View">
    You work in the **App Builder** - your control center where you:

    * Design the layout and branding
    * Add or remove features
    * Set up paywalls and access levels
    * Organize content and scheduling
    * Control what athletes can see and do
  </Tab>

  <Tab title="Athlete's View">
    Athletes see a **polished app experience** where they:

    * Book and manage their training sessions
    * Access programs and educational content
    * Receive announcements and messages
    * Purchase memberships or products
    * Track their progress and credits
  </Tab>
</Tabs>

## How athletes get started (Critical for iOS users)

<Warning>
  **iOS App Store Requirement**: Due to Apple's "Reader App" policy, athletes cannot sign up or make purchases directly in your iOS app. They must create their account through your website first or you must add them manually.
</Warning>

### Two ways athletes can join your portal

<Steps>
  <Step title="Option 1: Coach adds them">
    The smoothest experience for everyone:

    1. You add the athlete in **People** → **New User**
    2. They receive a welcome email with login credentials
    3. They can immediately download your app and sign in
    4. Full access granted based on their tags/purchases

    **Best for**: Existing clients, trial sessions, team onboarding
  </Step>

  <Step title="Option 2: Athletes self-register">
    Athletes create their own accounts:

    1. Athlete visits your CoachIQ website
    2. Creates account through web portal
    3. Makes any initial purchases (memberships/credits)
    4. Downloads your app and logs in with web credentials

    **Best for**: New sign-ups, online programs, self-service model
  </Step>
</Steps>

### Platform differences

Your portal is available on the web and in supported iOS and Android apps. [Personalized Apps](/power-ups/personalized-app) are now available for both stores; each business's listing and update is released separately.

A personalized app can prompt a new athlete to register on their first login attempt. Purchases depend on the installed app version and enabled checkout: eligible native purchases can stay in the app, while other purchases open the browser. The website remains a useful starting point for account creation and purchasing.

## What athletes can do in your portal

Once athletes have access, they can:

✅ **Scheduling & Bookings**

* View available sessions and schedules
* Book sessions using credits or payment
* Cancel or reschedule bookings
* See session details and coach assignments

<img alt="Athlete view of session scheduling with available time slots" />

✅ **Content & Programs**

* Access training programs and lessons
* Watch video content and tutorials
* Track progress through programs
* Download resources and materials

<img alt="Athlete view of training programs with progress tracking" />

✅ **Communication**

* Receive announcements and updates
* View direct messages from coaches
* Reply to coach messages
* Get push notifications (mobile apps)

<img alt="Athlete view of Channels with announcements and direct messages" />

✅ **Account Management**

* View credit balance and history
* Manage billing and subscriptions
* Update profile information
* Track payment history

Athletes can view their credit balance, renewal dates, and which schedulers their credits work for by tapping their profile icon.

<Frame>
  <img alt="Athlete mobile view showing credit balances and redeemable schedulers" />
</Frame>

✅ **Purchases** (web, or supported native checkout)

* Buy memberships and subscriptions
* Purchase session credits
* Register for camps and clinics
* Access paywalled content

## What athletes CANNOT do

Understanding limitations helps set proper expectations:

❌ **Cannot anywhere**:

* See other athletes' information or bookings
* Message other athletes directly
* Modify program content or materials
* Change session availability or schedules
* Access coach-side features
* View content behind paywalls (without payment)

## Your control center: The App Builder

The App Builder is where you shape the entire athlete experience. Located in your dashboard's left sidebar, it provides:

### Core structure

* **Channels**: Communication hub for messages and announcements
* **Content**: Programs and educational materials
* **Schedule**: Session booking and calendar
* **Products**: Memberships and purchases

### Settings controls

* **Design**: Themes, colors, and branding
* **Menu & Links**: Navigation and menu visibility
* **Pages Paywall**: Access restrictions and monetization

<img alt="CoachIQ App Builder coach control panel for managing the Athlete Portal" />

### How changes work

* Changes update in real-time as you build
* Use "Update Page" to save your work
* Athletes see changes immediately after publishing
* Preview mode lets you test the athlete experience

## Key concepts to understand

<AccordionGroup>
  <Accordion title="Sections">
    The building blocks of each page. You organize content into sections like "Elite Program" or "Beginner Training" to create logical groupings for athletes.
  </Accordion>

  <Accordion title="Pages">
    The four main areas of your portal: Channels (communication), Content (programs), Schedule (bookings), and Products (purchases). Each can be toggled on/off.
  </Accordion>

  <Accordion title="Paywall">
    Your monetization boundary. Set which pages or content require payment to access. Non-members see a preview with payment options.
  </Accordion>

  <Accordion title="Reader App">
    A term for apps that display content purchased elsewhere. Do not use it as a blanket description of current CoachIQ checkout; check the installed app and enabled features.
  </Accordion>
</AccordionGroup>

## Common questions

<AccordionGroup>
  <Accordion title="How do athletes create an account?">
    Athletes can create an account on your website. Personalized apps also prompt new athletes to register on their first login attempt, using your configured sign-up fields.
  </Accordion>

  <Accordion title="What's the best way to onboard new athletes?">
    For smoothest onboarding:

    1. Add them manually in the People section
    2. Have them create accounts on your website first
    3. Then direct them to download the app
    4. Include clear instructions in welcome emails
  </Accordion>

  <Accordion title="Can parents and athletes share an account?">
    It's best practice to have separate accounts for tracking and communication, but parents can create accounts to manage younger athletes' bookings. Parents can now add and switch between family members themselves from **Settings → Family** in the portal — see [Family Accounts](/athlete-portal/family-accounts).
  </Accordion>

  <Accordion title="Where do iOS users make purchases?">
    Use the checkout offered by the released app. Eligible purchases can use native checkout where enabled; otherwise complete the purchase on the web.
  </Accordion>

  <Accordion title="Should I direct people to web or app first?">
    Always direct new users to your website first to create accounts and handle initial payments. After that, they can use the mobile app for daily access. The exception is a branded [Personalized App](/power-ups/personalized-app), which prompts an athlete with no account to sign up on their first login attempt.
  </Accordion>

  <Accordion title="How do athletes book and pay in the mobile app?">
    Booking happens in the app. If a scheduler accepts both payment and credits, the app asks the athlete whether to pay or use a credit, the same choice as on the web. Card checkout can stay in the app where enabled for the purchase, or open the browser on other versions. See [Booking in the native app](/athlete-portal/native-app-booking).
  </Accordion>

  <Accordion title="Do athletes get logged out when CoachIQ pushes an update?">
    No. If a platform update lands while an athlete or coach is using the app, the app signs them back in once the update completes instead of dropping them at the login screen. An athlete who still ends up logged out should update the app from the App Store or Google Play and sign in once.
  </Accordion>

  <Accordion title="What happens when an athlete requests account deletion?">
    Athletes can request deletion of their account from inside the CoachIQ app or your Personalized App (Apple requires this of every app with sign-up). The request arrives in your **Inbox** as a message from that athlete; nothing is deleted automatically. Action it the way you would any other request: confirm with the athlete, then remove them from your organization from their profile. See [Block or remove an athlete](/people/block-and-remove-athletes).
  </Accordion>
</AccordionGroup>

## Pro tips for athlete onboarding

<Tip>
  **Create an onboarding checklist**: Include steps like:

  1. Visit website and create account
  2. Purchase membership/credits
  3. Download app (with App Store links)
  4. Log in with web credentials
  5. Enable push notifications
</Tip>

<Tip>
  **Bulk import existing clients**: Use **People** → **Import** to add multiple athletes at once, giving them instant app access without the sign-up friction.
</Tip>

<Tip>
  **Set clear expectations**: Share the correct App Store or Google Play link for your business and explain the checkout available in that app.
</Tip>

## What's next?

Now that you understand how the Athlete Portal works, you're ready to start building. Begin with:

* [App Builder Setup & Navigation](/athlete-portal/app-builder-navigation-and-interface) - Learn the interface and how to make changes
* [Setting Up Channels](/athlete-portal/channels) - Configure your communication hub

<Check>
  **You're ready!** You now understand the fundamental structure of CoachIQ's Athlete Portal and how athletes access your platform. Time to start building your professional training app!
</Check>

## Related articles

<CardGroup>
  <Card title="Products in Your Portal" icon="credit-card" href="/athlete-portal/products">
    Display and sell memberships, packages, and products
  </Card>

  <Card title="Page Paywalls" icon="lock" href="/athlete-portal/paywall-settings">
    Restrict page access until athletes purchase a qualifying product
  </Card>

  <Card title="Booking in the native app" icon="mobile-screen" href="/athlete-portal/native-app-booking">
    What athletes and parents see when they book from the iOS or Android app
  </Card>

  <Card title="Family Accounts" icon="people-roof" href="/athlete-portal/family-accounts">
    Parents, managed children, and who gets the reminders
  </Card>

  <Card title="Scheduling Overview" icon="calendar" href="/scheduling/overview">
    Set up session types, availability, and booking rules
  </Card>

  <Card title="Product Overview" icon="box" href="/payments/product-overview">
    Understand how products, pricing, and visibility work
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Communicate with athletes through messages and announcements
  </Card>

  <Card title="Content Overview" icon="video" href="/content/content-overview">
    Manage programs, lessons, and media for your athletes
  </Card>
</CardGroup>


# Product Changelog
Source: https://help.coachiq.io/changelog

New updates and improvements

<Update label="September 27, 2026">
  ## Features & improvements

  **Sheets is now available to organization Admins**

  Open **Tools → Sheets** to build a tracking grid or connect live CoachIQ records and add your own columns beside them. Search, filter, sort, export, and review a messaging audience from selected rows. We built Sheets to keep everyday tracking close to the records you already manage in CoachIQ. [Get started with Sheets →](/tools/sheets/overview)

  **New Teams setup guides**

  For organizations with Teams enabled, the Help Center now covers season setup, rosters and staff, practice and game bookings, registration, and communication. Start from **People → Teams** and follow the guides to check that the roster, registration, and session bookings are ready. [Set up your team →](/people/teams/overview)
</Update>

<Update label="September 24, 2026">
  ## Features & improvements

  **Emails now use messaging credits**

  Emails you write now draw from the same credit balance as texts, at **0.1 credit per email address** (10 emails = 1 credit). This covers Inbox emails, announcement email copies, and automation **Send an Email** actions, including CC and BCC. Booking confirmations, receipts, and other automatic notifications stay free. If an automation can't cover an email, it doesn't send and the automation log says so. [What email costs →](/inbox/email#what-email-costs) · [Credits →](/inbox/sms-credits)

  **See who each sent email reached**

  Opening a sent email in the Inbox **Email** channel now lists every recipient, members by name and typed addresses as entered, and marks any address that wasn't delivered. [Sent emails →](/inbox/email#find-emails-youve-sent)

  **Parents see which athlete they're paying for**

  When a parent checks out for a managed athlete, the purchase and booking reviews now name the selected athlete and update if they switch. Orders and Billing Archive show the athlete on purchases that recorded one. [Check the athlete →](/athlete-portal/family-accounts#check-which-athlete-a-purchase-is-for)

  **Clearer video playback in Media Hub**

  Playback controls now sit in a bottom bar that hides while the video plays, so they no longer cover the athlete. Media Hub also warns you before deleting a file that was sent as an Inbox attachment, and removed attachments show a clear "unavailable" tile. [Before deleting shared media →](/content/media-overview#before-deleting-a-file-you-have-sent)

  <Accordion title="Fixes in this release">
    * **Transactions:** **90 Days** and **All** now show their own totals, and 30-day revenue matches the Dashboard.
    * **Coupons:** Codes with unsupported characters or emoji show a clear invalid-code message at checkout, and coupon creation explains unsupported, empty, or duplicate codes. Coupon product names read correctly on tablets.
    * **Waivers:** Product search when linking a waiver finds all products, not just the first 50.
    * **Calendar:** The date picker stays in step with the calendar after **Today**, day navigation, or a saved-view preset.
    * **Programs:** Quiz results use words and icons, not just red and green, to show your answer and the correct one. Lesson and catalog controls are labeled for screen readers.
    * **Checkout and forms:** Dark-theme payment decline messages are easier to read. Form questions are linked to their labels for screen readers, and the attachment control shows keyboard focus. Sign-up field settings stay readable on small phones.
    * **Website and athlete portal:** Website mobile navigation closes with Escape, and expandable feature cards work with the keyboard. The account menu and mobile Inbox Back button are clearer.
  </Accordion>
</Update>

<Update label="September 23, 2026">
  ## Features & improvements

  **See the emails you've sent from Inbox**

  Emails sent from **Create New → Email** now appear in a new **Email** channel in the Inbox, and under **All**. Each shows the subject, recipients, preview, and send time, and opens to a read-only copy of what went out. Sent emails can be archived and never count as unread. Emails sent before this release are not listed. [Find sent emails →](/inbox/email#find-emails-youve-sent)

  **Choose whether an "All coaches" session needs every coach**

  When **Connected Coaches** is set to **All**, a new checkbox decides whether the session needs every coach, blocking named-coach sessions at the same time, or can be run by any one coach alongside individual lessons. [Multiple coaches →](/scheduling/managing-availability-for-multiple-coaches)

  **Preview specific dates in the scheduler**

  The scheduler's Specific Dates section uses the same table as the Availability page, with hours, session length, and resources for each date, and All / Upcoming / Past filters. Selecting a date jumps the preview to that day and shows its bookable times, or explains why it has none. [Preview a specific date →](/scheduling/advanced-scheduler-settings#preview-a-specific-date)

  **Easier booking for athletes and parents**

  After booking, **Add to Calendar** offers Google Calendar, Apple Calendar, Outlook.com, and a calendar file. On your website calendar, busy time blocks with many sessions show one readable "N available" card that opens a list of every option, instead of unreadable slivers. [Add a session to your calendar →](/athlete-portal/schedule#add-one-session-to-a-personal-calendar)

  <Accordion title="Fixes in this release">
    * **Email replies:** If your reply-to email was blank, replies to announcements and emails now go to your organization's main admin email. Change it in **Settings → Organization → Reply-to Email**. [Reply settings →](/inbox/announcements)
    * **Double-booking:** Two "All coaches" sessions can no longer be booked on top of each other, including sessions created by the CoachIQ team or imported. Booking on a client's behalf into a taken time now says "Timeslot is not available."
    * **Open availability:** **Show → Open availability only** now loads on large schedules, filling in as it loads. Calendar cards share one cleaner layout. [Calendar views →](/scheduling/saved-calendar-views)
    * **Credit purchases from copied links:** Athletes short on credits now see purchase options on copied scheduler links and return to the same time after buying.
    * **Waiver reports and booking imports:** Waiver **Export CSV** includes everyone in the selected view, not just loaded rows. Import Bookings warns when a CSV can't be read and skips incomplete rows. [Waivers →](/tools/waivers/waivers) · [Import Bookings →](/settings/data#import-bookings)
    * **Team reminders:** Editing a practice's length, or moving it by less than an hour, no longer resends a reminder that already went out. A parent with several children on the same practice gets one reminder instead of one per booking. Moving a practice by an hour or more still sends one fresh reminder for the new time.
    * **Scheduled cancellations:** Members who cancel at period end keep booking access and credits through their paid-through date instead of losing them at cancellation. [Manage subscriptions →](/payments/manage-subscriptions)
    * **Video analysis:** Parent videos that play in Media Hub open in Video Analysis again without restarting. The Shortcuts panel fits on phones.
    * **Forms:** Typed text is readable in forms on dark website sections. Optional file uploads have a Remove button before you submit. Checkbox and radio outlines are easier to see, and required Yes/No questions work with the keyboard. Response columns stay aligned when scrolling on phones, and the Share tab stacks readably on phones.
    * **Automations:** Emoji in automation emails save correctly. A message that is too long now asks you to shorten it and keeps your draft, instead of showing an unknown error. Condition rows show the full comparison on phones.
    * **Programs:** Finishing a free preview lesson says "Lesson Complete" with a purchase option, not "Program Complete". Story cards from a private program no longer show to people who aren't assigned. Locked lessons show as compact rows on phones and tablets, and quiz text stays readable in landscape.
    * **Payments:** Coaches no longer see a retry error on Coupons; the page and menu explain that coupons are for Admins. Subscription dates show the full date, time, and timezone, with the billing period on hover. Transactions and Subscriptions scroll to the last row and Load more on phones, and the product filter's Apply button stays visible.
    * **Profiles and people:** Deleting a custom field now names the field and warns that it is removed for everyone in the organization. Family and Waivers sections no longer cover User Details on phones. Staff names are no longer hidden behind the access gear on tablets. Parents' Family and Profile settings have clear headings.
    * **Inbox and messages:** Unsent attachments can be removed with the keyboard. Announcement and message attachments (schedulers, forms, products, media) open with the keyboard.
    * **Scheduling:** The Connect coaches to sessions dialog has search for long coach and session lists. Scheduler Preview dates are readable on phones and tablets and show all times for the day. Reminder timing fields no longer overlap on narrow phones. Booking Rules and other on/off switches across the admin work with the keyboard.
    * **Mobile app:** Media Hub downloads documents and full-quality images. Form activity shows Purchase completed after a successful checkout, attachment answers show a "Tap to download" cue, and long responses stay clear of the status bar. Product previews show the selected waiver's name. Empty activity filters name what's empty.
    * **Website and athlete portal:** Website calendar Week/Month tabs show which is selected, and footer text stays readable on tablets. Booking cards keep their actions on screen at tablet widths. Dark-mode insufficient-credit messages are easier to read. Product categories stay highlighted in landscape.
    * **Settings and website builder:** Settings → Logs keeps filters and column headings separate on compact screens. Website redirect and sitemap controls are labeled for screen readers.
    * **AI assistant connections:** Connected assistants can now work with website pages, blog posts and SEO, session availability and blackouts, one-to-one messages, waivers, and draft automations. They can't enable automations, remove legal pages, or send bulk messages, and every change is logged under the assistant and coach. [Connection access →](/settings/connections#manage-or-remove-access)
  </Accordion>
</Update>

<Update label="September 15, 2026">
  ## Features & improvements

  **Personalized Android apps are here**

  Your coaching business can now have a branded Android app as well as an iOS app. Ask the CoachIQ team to include Android, including if you already have an iOS app. Each store has its own build, review, and launch; share your Google Play link once the team confirms it is live. [Personalized apps →](/power-ups/personalized-app) · [Set up Android →](/power-ups/setup/personalized-app-setup#android-setup)

  **Charge by session length**

  Offer different cash prices and credit costs for different lengths on the same scheduler. In **Payment → Price by session length**, choose the product and credit cost for each length; blank overrides use the scheduler's normal settings. Changing length updates the price and available times. Existing bookings keep their original charge. [Set duration pricing →](/scheduling/pricing-by-session-length)

  **More control over coupons**

  Choose whether a membership discount applies to the first invoice, a set number of calendar months, or every payment. Add an expiry for new redemptions, one-use-per-client or first-purchase restrictions, minimum order value, and product eligibility. Expiring a code does not end an already-applied recurring discount. [Create coupons →](/payments/coupon-overview)

  **Save calendar views and find openings**

  Use **Show → Open availability only** to see unbooked times, narrow the types of openings, and save a named view for later. Return to All sessions when you need your bookings. Large date ranges may ask you to select fewer schedulers or a shorter range. [Calendar views →](/scheduling/saved-calendar-views)

  **Connections and clearer Stripe settings**

  Find Stripe, linked Google Calendars, and the ChatGPT entry point under **Settings → General → Connections**. Stripe settings now distinguish connection, payment, and payout status, link to the correct Stripe business, and show which Stripe products have a matching CoachIQ product. Upcoming integrations are labeled as unavailable. [Connections →](/settings/connections) · [Stripe settings →](/payments/connecting-stripe)

  **Manage payment methods and your CoachIQ billing**

  Admins can manage available checkout payment methods, including Stripe Link. For your business's own CoachIQ subscription, accepted Admins can add a card, make it the default, and remove an old card. If failed billing blocks access, an Admin can retry payment to restore access; saving a card alone does not settle the invoice. [Checkout payment methods →](/settings/payment-methods) · [CoachIQ billing →](/settings/billing)

  **Branded Inbox emails**

  Branded Inbox emails use the group's logo when one is set, falling back to the organization logo. A logo you choose in the composer takes precedence. [Inbox email →](/inbox/inbox-overview)

  <Accordion title="Fixes in this release">
    * **Forms and registration:** Guest submissions save again. Required booking-registration answers save only after payment or booking confirmation, so abandoned or declined checkout does not create a completed response. Sibling registrations can complete as separate purchases. Signing in through one website form updates other forms on the page. [Booking forms →](/tools/forms/payments-and-bookings)
    * **Form text and files:** New responses preserve international text, emoji, and curly quotes through Responses and CSV export. Plain Text content retains multilingual text and line breaks. File-upload failures show an error and allow retry instead of reporting success; this does not restore previously lost answers.
    * **Accessible forms and calendars:** Required checkboxes work with the keyboard. Website Week/Month controls and date navigation, People role filters, and program-type choices also support keyboard navigation. Booking registration respects dark-mode styling.
    * **Coupons and checkout:** Eligible signed-in buyers can redeem an unused one-use coupon; reuse is rejected. Fixed discounts apply with card or bank processing fees. Free-trial orders distinguish the trial from the later recurring payment.
    * **Bank payments and transactions:** Failed bank payments recover to a retry flow after reload. The Success filter excludes terminal failures. Managed-athlete totals and parent product filters include parent-paid purchases, and scheduled charge dates respect the selected timezone. [Transaction statuses →](/payments/transactions)
    * **Family credits and client details:** Eligible manual and refunded parent credits can fund a managed athlete's booking, with qualifying cancellations restoring the same pack. Paused packs remain blocked. Phone Credits View keeps balances readable, product rows show active/inactive/archive status dots, whitespace-only names are rejected, and row tag pickers respond on the first click.
    * **Moving a session:** An athlete's other booking now gives a heads-up instead of blocking the whole-session move. Sharing a location is not a conflict; occupied resources and another occurrence of the same session still block the move with a clear explanation. [Move a session →](/scheduling/editing-rescheduling-bookings)
    * **Availability:** A shared date window saves if at least one linked session length fits; longer sessions offer no times in that window. Past dates no longer block saving. Start dates no longer hide valid early slots, connected dates appear in Specific-date settings, and switching athletes clears stale date/time selections. [Availability rules →](/scheduling/create-your-availability)
    * **Booking details:** Credit-priced schedulers no longer display Free. Name-only locations no longer show an empty address separator. Virtual joining instructions preserve international text.
    * **Video analysis and Media Hub:** Upload, save, and re-record flows support retry; re-recording preserves the media item and share link. Saved recordings play in the completion preview, M toggles mute both ways, and changing aspect ratio asks before discarding slides. Media Hub combines uploader and tag filters. [Video analysis →](/content/video-analysis)
    * **Programs and lessons:** Sharing previews count lessons correctly; stats show the saved quiz answer; private assigned programs stay under Shared with you. Resume and direct links respect drip release dates. Saved lesson line breaks remain visible, and mobile lesson previews can be closed.
    * **Inbox and settings:** Unread indicators remain until you open the conversation. Settings navigation remains scrollable on shorter screens.
    * **Assistant connections:** OAuth consent loads correctly, new connections can request supported write access, and compatible clients can renew their connection. Older read-only connectors may need removal and re-addition. This does not enable every planned assistant integration. [Connection access →](/settings/connections#manage-or-remove-access)
  </Accordion>
</Update>

<Update label="September 11, 2026">
  ## Features & improvements

  **Copy forms and preserve response history**

  Duplicate a form with its current questions and settings, starting with zero responses. Removed questions and choices stay readable in past responses, and new questions remain blank on older submissions. You can delete one selected submission without removing other responses, purchases, bookings, or signed waivers. [Manage forms →](/tools/forms/creating-forms#duplicate-a-form) · [Response history →](/tools/forms/responses-and-automations#manage-response-history)

  **Families together in Clients**

  Parents and their athletes appear together, expanded by default. Collapse each family independently, or search for an athlete while keeping their parent visible. Select-all covers the entire filtered list, including unloaded pages and collapsed athletes; individual exclusions carry through bulk actions. [Use the client list →](/people/overview#parents-and-athletes-in-the-client-list)

  **Clearer Family controls**

  The Family tab shows connected-family counts, managed-athlete labels, remove controls, and the Enable login form on desktop and phones. We also clarified how two connected parents share bookings, credits, and notifications. [Family accounts →](/athlete-portal/family-accounts#when-two-parents-share-an-athlete)

  **Calendar List is easier to scan**

  Session rows and titles are clearer, dates stay readable while scrolling, and phone layouts keep the session and time together with an accessible Add note action. Upcoming, Canceled, and Past filters remain available. [Calendar views →](/scheduling/calendar-overview-and-navigation)

  **Dashboard focuses on your website, app, and activity**

  The main dashboard Copilot prompt has been removed. Website/App controls and activity remain available; Copilot is still available in the availability and booking builders. [Your dashboard →](/getting-started/dashboard)

  <Accordion title="Fixes in this release">
    * **Audio attachments:** Saved audio shows an icon and filename in the media library and message draft instead of a broken image. [Audio attachments →](/inbox/attaching-forms-schedulers-and-products#audio-attachments)
    * **Family connections:** Search results stay visible and scrollable, and selecting and connecting an existing athlete preserves the selection after refresh.
    * **Custom session lengths:** A 180-minute length saves and remains after reopening the scheduler, with matching three-hour preview times.
    * **Scheduler settings:** Verified 60-minute sessions with 30-minute start intervals save with overlap on or off, and Sunday availability can be saved alongside existing blocked dates. A separate date-window duration-fit report remains under investigation.
    * **Family-credit booking:** Eligible Buyer-pack credits can fund a linked managed athlete's booking while keeping the booking assigned to the child. Qualifying cancellation returns the credit to the same parent pack; paused packs remain unavailable.
  </Accordion>
</Update>

<Update label="September 9, 2026">
  ## Staff notifications

  **Pause staff emails for a group**

  Admins can pause staff notification emails for every admin and coach in the selected group, including future staff. Personal Email and Push preferences stay saved, and customer receipts and invitations continue to work. Resume delivery from the same setting. [Manage staff emails →](/settings/communication#pause-staff-emails-for-your-group)

  ## Native calendar

  **Calendar and session details match desktop**

  The current native app includes Day, Week, Month, and List views with matching session details. Open a session to see its time, duration, location, coaches, and participants, and update attendance. [Use the native calendar →](/scheduling/calendar-overview-and-navigation#calendar-in-the-native-admin-app)

  ## Fixes and improvements

  * **Inbox:** Older conversation history loads past the previous cutoff on web and the current Android app. Deselecting the last video attachment no longer crashes the parent or athlete inbox.
  * **Family accounts:** Managed athletes without login emails can see assigned purchases and transaction history. Eligible parent credits can pay for their sessions; cancellation restores credits when the booking qualifies for a refund.
  * **People:** Search finds full names and first names containing spaces. Name edits no longer fail because an optional phone field contains only a country code or an unchanged phone has a formatting conflict. Unsupported managed-athlete name characters show an error and leave the name editable instead of silently replacing characters.
  * **Staff permissions:** Coaches receive clear admin-only guidance when adding a new client or creating a reusable form field. Existing form fields remain selectable.
  * **Forms:** Required answers reject spaces-only text. Response dates and CSV exports follow the selected timezone, CSV quoting handles quotation marks, and date filters and export controls remain reachable on phones. Registration review's **Edit your details** preserves the selected athlete and answers. The Accepted waiver filter finds records beyond the first page of clients.
  * **Availability:** Reversed weekly hours cannot be saved. Availability Copilot applies dated blackouts and preserves existing blocks during other edits.
  * **Payments:** Product-filtered transaction revenue includes processing fees correctly. Removing a displayed saved card removes its duplicate copies without affecting unrelated cards. Saved-card details and actions remain readable on phones, and new access-code products can save their first code.
  * **Client products:** Subscription IDs are visible and editable again, and saved changes persist after refresh.
  * **Content:** Program viewer names no longer overlap timestamps. Lesson size controls retain valid values. Unsupported lesson text now shows an error and preserves the draft and saved lesson; previously replaced text is not recovered. Fullscreen video keeps the playback position and mute setting, and media-detail controls remain reachable on phones.
  * **Website:** Mobile booking calendars keep the selected date and weekday aligned. New Default pages show **Publish** until their sections are published. Featured-image selection rejects unsupported text files and keeps the image replacement control available.
  * **Calendar settings:** Parents can reach the private-link reset and turn-off controls on narrow phone screens.
</Update>

<Update label="September 2026">
  ## Scheduling

  **Move an entire session**

  On a session click view on **Schedule** → **Calendar**, the header has **Move Session**. It moves the occurrence — every participant booking, coach, and resource together — to a new date and time in one action instead of rebooking each athlete. The move announcement names the original date and time and the new one, and you can edit it to add a personal note. [Learn more →](/scheduling/editing-rescheduling-bookings)

  **Cancel entire session from the calendar**

  On a session click view, the red trash next to **Move Session** opens **Cancel Session**. That closes the occurrence, cancels every current participant booking, and lets you notify with Announcement, SMS, or In-app message. [Learn more →](/scheduling/canceling-bookings)

  **Edit duration from the calendar**

  From a session on the calendar, **Duration** → **Edit** opens **Edit Duration**. Change **Duration in minutes** without changing the session date or start time. [Learn more →](/scheduling/editing-rescheduling-bookings)

  **Per-date duration and resources on a session**

  A single session can now carry a different length and different equipment on different dates — a 90-minute indoor practice on Tuesday and a 150-minute field practice on Saturday under one session, each with its own cage, mound, or turf. Set it under **Availability → Specific-date settings** in the scheduler builder. A date window shorter than the duration is now rejected on save instead of silently producing no bookable slots. [Learn more →](/scheduling/advanced-scheduler-settings#a-different-duration-on-one-date)

  **Two session lengths on one scheduler**

  A scheduler can now offer more than one session length, such as **30 or 60 minutes**, instead of a separate scheduler per length. The athlete picks the length first, then sees the dates and times that fit it; switching lengths clears the earlier pick. Works on the web and in the native app. [Learn more →](/scheduling/advanced-scheduler-settings#offer-more-than-one-session-length)

  **Google Meet and Zoom as a scheduler location**

  A scheduler's location can be a **Google Meet** or **Zoom** link. The provider is labeled, joining instructions and a join action show on booking screens in the athlete portal, your website, and the native app, and an invalid meeting link is blocked when you save. Physical locations work as before. [Learn more →](/scheduling/setup-locations)

  **Specific Dates are easier to review and edit**

  The **Specific Dates** availability editor no longer shows a stack of near-identical cards. On desktop it is a compact table; on a phone each date is a card with its date, hours, availability, location, and resources, with no sideways scrolling. A filter and **Select dates** control handle bulk edits, selecting a date opens its editor in a popup, and **Add date** sits beside the section heading. A blank or incomplete date now shows a warning and cannot be saved. [Learn more →](/scheduling/create-your-availability#method-2-specific-dates-availability)

  **Book by tag in New Booking**

  On **Schedule** → **Calendar** → **+ Book Session**, the **Client** field lists **Tags** and **People**. Picking a tag adds a chip and checks people in your group who have that tag. [Learn more →](/scheduling/manually-booking-athletes)

  **Allow resources to be double-booked on a scheduler**

  In the scheduler builder, resources now have the same checkbox that connected coaches have: **Allow resource double booking** lets the attached resources be booked at the same time by more than one session. Leave it off to keep double-booking prevention. [Learn more →](/scheduling/resources#allow-resource-double-booking)

  **Shared Calendar share modes**

  When linking two groups under **Settings → Shared Calendar**, choose **All busy time** or **Resources only**. Resources only gives both groups one shared resource list, so a booking on a court or cage in either group blocks it for the other; busy time without a resource stays private. [Learn more →](/scheduling/shared-calendar-across-groups)

  **Coach and resources in Day and Week view**

  The calendar's **Day** and **Week** views now show the same session details as Month view — coach and attached resources — so you can see who is running a session and where without clicking into it. [Learn more →](/scheduling/calendar-overview-and-navigation)

  **Copy scheduler link**

  On **Schedule → Schedulers**, each card has a link icon with tooltip **Copy scheduler link**. [Learn more →](/scheduling/sharing-schedulers)

  ***

  ## Payments

  **ACH processing fee option**

  If your organization accepts ACH bank payments, a product's payment settings now let you pass on a different processing fee for ACH than for cards, so you no longer need a second copy of every product to offer a lower bank-payment price. [Learn more →](/payments/processing-fee#fees-for-ach-payments)

  **ACH and wallets back on recurring memberships**

  Subscriptions bought through the athlete checkout had been card-only since late April. New recurring memberships once again offer every payment method enabled on your Stripe account, including bank account. [Learn more →](/payments/manage-subscriptions#payment-methods-on-recurring-memberships)

  **Credits can require the session to happen before they expire**

  Credit products have a new toggle, **Sessions must occur by expiration**. With it on, a credit from a billing cycle can only be used for a session that takes place inside that cycle, including a reschedule, so a week-3 booking can no longer land a session past the next renewal. If a cancellation qualifies for a credit refund, the returned credit keeps its original expiration. Leave it off to keep the current rule, where the credit only has to be booked before it expires. [Learn more →](/payments/product-builder#require-sessions-to-happen-before-credits-expire)

  **Attach a form to a product**

  In the Product Builder's **Advanced** settings, **Add a form** attaches a form that a buyer completes as a registration step before paying. Checkout shows three steps: registration, review, purchase. A parent or athlete who has already completed the form for that product skips it on a repeat purchase and sees that registration is on file. [Learn more →](/payments/product-builder#attach-a-registration-form-to-a-product)

  ***

  ## Inbox

  **Unsend an In-App message**

  Use the actions menu beside a message's time, choose **Unsend**, and confirm removal. Admins can remove any In-App message in their group; coaches, parents, and athletes can remove their own. Available in Admin, the web athlete portal, and the current native app. [Learn more →](/inbox/in-app-messages#unsend-an-in-app-message)

  **Send an email from the Inbox**

  **Create New → Email** in the Inbox writes a single formatted email to a person in your group or any typed address. Add a subject, pick a **Blank**, **Branded**, or **Spotlight** design, or start from the **Client check-in** or **Session follow-up** draft. [Learn more →](/inbox/inbox-overview#email)

  **Clickable URLs in In-App messages**

  A URL you send in an In-App thread appears as a blue, underlined hyperlink in the sent bubble. [Learn more →](/inbox/in-app-messages)

  ***

  ## Automations

  **Target the athlete and their parents**

  An action's **Target User** now offers **trigger user and their guardians** alongside **User from trigger** and a specific person. Use it so a welcome announcement, tag, or reminder reaches the parent as well as a managed child who has no email or login. [Learn more →](/tools/automations/triggers-actions-reference)

  ***

  ## People

  **Connect children from a client profile**

  On a client's **Family** section you can connect an existing athlete or create a managed child (no login until you enable it). [Learn more →](/people/client-profiles/client-profiles#connect-children)

  **Per-coach access and Default Coach Access**

  Each coach can now have their own page restrictions instead of one set shared by every coach. On **People** → **Staff**, **Manage Staff Access** opens **Default Coach Access**, which applies to **Coaches without custom access**; open a coach from Staff to set custom access that overrides the default. Admins can view all pages. [Learn more →](/people/managing-staff)

  **Archive a product on a client's profile**

  On a client's **Products** tab you can now **Archive** an individual product. Archiving removes its remaining credits and stops bookings on it while keeping the purchase history on the profile, replacing the old "Unable to delete product. Please contact support." dead end. An active subscription has to be set to end before its product can be archived. [Learn more →](/people/client-profiles/client-profiles-products)

  **Save a card on a client's profile**

  From a client's **Payment Methods** tab, an admin can **Add card** for a parent standing at the front desk. The card is saved for future payments with the client's consent, a declined card leaves existing cards unchanged, and you can set which saved card is the default. [Learn more →](/people/client-profiles/client-profiles-subscriptions#payment-methods-on-file)

  ***

  ## Native App

  **Athlete and admin apps updated**

  The iOS athlete and admin apps were brought up to date with the web release. Parents now see the session location in the **Bookings** tab. When a scheduler accepts both payment and credits, the app now asks whether to pay or use a credit, matching the web flow, and the client profile **Products** view has its **+** button back for adding a product. [Learn more →](/athlete-portal/native-app-booking)

  ***

  ## Bug Fixes & Stability

  This cycle includes fixes across checkout, credits, scheduling, the athlete portal, the inbox, forms, the website builder, video analysis, automations, and the native admin app.

  **Payments & checkout**

  * Athlete-app checkout no longer fails with "Checkout details could not be verified," "Unable to complete checkout," or "Authentication is required to continue" on valid cards and bank accounts.
  * A checkout error no longer charges the card without recording the purchase, so a retry cannot double-charge a parent.
  * Checkout no longer blocks an active product with no limits as "no longer available for purchase."
  * Checkout no longer reports a failure after the payment was captured, so post-purchase confirmation redirects and the "payment received" email fire again.
  * Canceling a membership from the athlete portal **Billing** screen now actually cancels it instead of confirming success while it stays active.

  **Credits**

  * A credit bank on an actively billing subscription no longer reads inactive with 0 redeemable after a renewal because an older record said the purchase was canceled.
  * Family-credit checkout received fixes. The September 9 update covers verified booking with eligible parent credits for managed athletes without a login. Some connected-child credit cases remain under investigation.

  **Scheduling**

  * Saving a scheduler no longer fails with a generic "Unable to save this scheduler" toast, and a session whose date window equals its duration no longer trips "This duration does not fit specific date-window."
  * **+ Create scheduler** always opens the builder instead of sometimes landing on the **Add scheduler setup** modal, and that modal now closes with **X** or **Escape**.
  * A scheduler connected to **All Coaches** no longer offers times already booked in another scheduler.
  * Searching availability from the admin works again.
  * Calendar spacing was tightened.
  * An athlete rescheduling into an open recurring weekly slot no longer gets "Please select an available date and time before booking" with the booking left in place; the booking moves.
  * Updating an availability with many specific dates no longer fails with "An unknown error has occurred! Please try again later."

  **Athlete portal & family**

  * The **Select Athlete** step, with **Family Credits available**, appears again in booking checkout for parents with connected athletes.
  * On a Managed Athlete product, **Who are you registering?** lists connected athletes who have their own login again, so a parent no longer has to create a duplicate child to buy for them.
  * **Settings** in the athlete portal app opens your organization's athlete settings instead of sending parents and athletes to admin.coachiq.io and "Unauthorized, only admins can be here."

  **Inbox**

  * **Share Media** in a Direct Message opens your Media Hub library and accepts uploads and drag-and-drop instead of showing an empty, unclickable picker.
  * Parents and athletes on the desktop portal can attach a photo or video in a Direct Message again; the media button no longer lands on a blank screen.
  * Emails sent from the new **Create New → Email** composer are delivered.

  **Forms**

  * Archived forms can be viewed, edited, and restored from the **Archived** filter instead of returning "no form found."
  * Radio and choice labels on website-embedded forms are fully readable on phones instead of clipped to the first few characters.

  **Website Builder**

  * Section colors update correctly when the same pricing-grid template is placed more than once on a page, and the **Compact Split Text With Button CTA** and **Three Column Responsive Pricing Grid** templates now follow your site theme colors instead of a stale hardcoded color.

  **Content**

  * In Video Analysis, pressing **F** adds an annotation instead of blanking the video, and clips no longer show "Unable to load this media" or "This video is still processing" on already-processed videos until you restart the app.

  **Automations**

  * **Add a Product Purchase** received a fix for newly created Parent profiles. Follow-up failures remain under investigation; contact support if the action fails in your automation log.

  **Native admin app**

  * The calendar refreshes to the current day, with that day's bookings, when you return to the app after the date has changed, instead of staying on yesterday.
</Update>

<Update label="August 2026">
  ## Scheduling

  **Schedulers catalog and Setup area**

  **Schedule** is now **Calendar / Schedulers / Setup**. **Schedulers** is a searchable catalog: type chips (**Practices & games**, **Camps & events**, **Lessons**, **Rentals**, **Other**), a tag rail on the left, and cards showing type, duration, free/paid, and next availability. **Setup** holds the shared assets every scheduler attaches — **Availability**, **Locations**, **Resources**, **Coaches**, **Defaults** — each as a card grid with an **Add** control and **Edit / Duplicate**. The scheduler builder gains an **Organization** block (type plus tags) under **Details**. [Learn more →](/scheduling/organizing-schedulers)

  **Scheduler Defaults**

  **Setup → Defaults** pre-loads duration, buffers, scheduling window, booking rules, limits, reminders, and confirmations onto every new scheduler. Editing defaults does not rewrite schedulers you already created. [Learn more →](/scheduling/setup-defaults)

  **Start cadence is separate from duration**

  In a scheduler's **Advanced settings**, **Duration** and **New sessions can start** are independent, so a 60-minute lesson can offer a start every 30 minutes (9:00–10:00 or 9:30–10:30). **Allow overlapping sessions** is its own checkbox: leave it off and once 9:00 is booked, 9:30 drops out as a collision instead of putting two athletes in the same hour. [Learn more →](/scheduling/overlapping-slots)

  **Free or Paywalled payment block**

  The scheduler builder's **Payment** block starts with **Free** or **Paywalled**. Paywalled then asks **How they pay**: **Price**, **Credit**, or **Either**. No new payment types — the same options, laid out so the choice is obvious. [Learn more →](/scheduling/setting-up-payment-options)

  **A different venue for each session date**

  Each date in a scheduler's availability can carry its own location, defaulting to the scheduler's location until you change it, so a team that practices Tuesdays at one field and Thursdays at another no longer needs a duplicate scheduler per venue. Athletes and parents see the per-date venue on their schedule, in the athlete portal, and in reminders. [Learn more →](/scheduling/setup-locations#a-different-venue-for-each-date)

  **Resources: Reserve all or Use first available**

  In a scheduler's **Resources** block, **Reservation behavior** decides how a space is picked: **Reserve all** (every attached resource is required, the previous behavior) or **Use first available** (the booking takes one open resource from the pool). Two hitting lessons at 4:00 can now each take a free cage without you building a scheduler per cage; staff see which resource was reserved. [Learn more →](/scheduling/resources#reservation-behavior-reserve-all-or-use-first-available)

  **Connect coaches to individual sessions**

  **Setup → Coaches → Connect coaches** lets you pick one or more coaches and one or more sessions in one step, so the coach on a practice or lesson can differ session to session instead of being fixed for the whole scheduler. [Learn more →](/scheduling/setup-coaches)

  **Share a calendar across two groups**

  Organization owners can link two groups under the same organization from **Settings → Shared Calendar** so a booking in one group blocks the same time in the other, in both directions. Built for facilities that run, say, a baseball group and a softball group out of one building. Unlink at any time. [Learn more →](/scheduling/shared-calendar-across-groups)

  **Conflict warning on manual recurring bookings**

  When you add a recurring booking from the admin calendar and it overlaps another booking on the same session, CoachIQ now tells you which booking it collides with and lets you confirm or back out, instead of silently double-booking a capacity-1 session. [Learn more →](/scheduling/manually-booking-athletes)

  ***

  ## Payments

  **See ACH payments while they process**

  Open **Payments → Transactions → Processing** to find bank payments awaiting confirmation. Parents see a processing message while they wait; product access and purchase automations follow confirmation. [Learn more →](/payments/transactions#find-an-ach-payment-that-is-still-processing)

  **Record cash, check, or other when adding a product to a client**

  On a client profile, **Products → + Add Product → Configure Purchases** now captures how the purchase was collected (cash, check, other, paid vs. still collecting) alongside the optional Stripe subscription ID and credit timing, so offline money stops living in a spreadsheet. [Learn more →](/people/client-profiles/client-profiles-products)

  **Turn off a product's credits without deleting it**

  Credit-bearing products that have been used can't be deleted, which used to leave an old membership stuck active on a client. The client's **Credits** view now has a toggle to deactivate credit use for that product, so you can move an athlete to a new plan without support. [Learn more →](/people/client-profiles/client-profiles-credits#turning-off-a-products-credits)

  **Registration asks which athlete**

  On team-registration checkout, a parent with more than one athlete on the account is asked **Who are you registering?** before paying, and the purchase, team tag, and credits attach to that athlete rather than the parent. Date of birth is collected per athlete. [Learn more →](/payments/product-builder#who-the-purchase-is-for-buyer-or-managed-athlete)

  ***

  ## People

  **Family tab in the athlete portal**

  Parents can add and manage family members themselves from **Settings → Family** in the athlete portal, instead of only at sign-up. [Learn more →](/athlete-portal/family-accounts)

  **Parents get their athletes' reminders and bookings**

  The parent–athlete link is now stored and used. Practice reminders and notifications for a managed child go to the parent, a parent's own profile lists every athlete's bookings grouped by athlete, and a coach opening that parent in **People** sees the same view. Parents also see their athletes' bookings in the native app. [Learn more →](/athlete-portal/family-accounts)

  ***

  ## Inbox

  **Announcement reactions**

  Athletes and parents react to an announcement with a fixed row of four chips — 👍 got it, ❤️ love it, 🙏 thanks, 🔥 hype — that land as count pills on the announcement. Tap again to take it back. The full emoji picker is gone from announcements. [Learn more →](/inbox/announcements#reactions)

  **Pinned announcements**

  Pin an announcement from its ⋯ menu to keep it at the top of the feed. A pinned announcement shows first in the app and in the athlete portal, so a schedule change or a deadline is not buried by newer posts. [Learn more →](/inbox/announcements#pin-an-announcement)

  **SMS push shows the sender's name**

  When an athlete texts you, the push notification on the admin app shows the athlete's name instead of the raw phone number, so you can triage from the lock screen. [Learn more →](/inbox/sms-messages#push-notifications-for-incoming-texts)

  ***

  ## Automations

  **Send mode on scheduled automations**

  Each scheduled (daily/weekly/specific date) trigger has a send mode: **Once, until they match again after a change** (the default — right for credit-expiry and inactive-member checks) or **Every time they match** (right for a weekly check-in or schedule drop to the same tagged group). Weekly check-ins no longer fall silent after the first run. [Learn more →](/tools/automations/scheduled-automations)

  ***

  ## Website Builder

  **New Add Section gallery with published sections**

  **Add Section** is now a visual gallery: large previews in a grid, a left sidebar to filter by source (**Published sections**, **Previous pages**, **Default templates**) and section category, one highlighted selection, and a single **Add to page** action. Published (custom) sections are available to every coach, not just legacy sections. Preview cards were regenerated in one consistent dark, brand-color style and the Banner previews are no longer pixelated. [Learn more →](/website/sections/working-with-sections)

  ***

  ## Native App

  **Stay signed in through updates**

  Athletes and coaches are no longer kicked out of the app when a platform update is pushed while they're using it; the app signs them back in once the update completes. [Learn more →](/athlete-portal/native-app-booking#staying-signed-in)

  ***

  ## Content

  **Program checkpoint limit raised**

  The 50-checkpoint cap per program has been lifted, so long programs no longer have to be split to keep adding checkpoints. [Learn more →](/content/programs-overview)

  ***

  ## Settings

  **More customizable names in the athlete portal**

  The athlete portal's page labels can be renamed beyond just the header, so the portal uses your language for what you sell. [Learn more →](/athlete-portal/menu-and-links)

  ***

  ## Bug Fixes & Stability

  89 coach- or athlete-visible fixes shipped this month, concentrated on checkout, credits, recurring bookings, and the native app.

  **Scheduling**

  * Coaches can create, update, skip, and reschedule recurring bookings again, on desktop and in the app.
  * Scheduler and session edits now save when athletes are already booked into them.
  * The availability conflict check no longer blocks a session because an unrelated session with no shared resource, coach, or location overlaps it, and adding a date to a recurring clinic no longer fails with a generic "Unable to create this recurring schedule."
  * The calendar's month view and day view agree on how many sessions are scheduled.
  * Entering specific dates in the availability Copilot populates them onto the schedule.
  * Google Calendar invites and the native admin app show the correct session time for organizations in time zones without daylight saving.
  * Fixed clipped layout in the scheduler builder and the spacing of the location picker.

  **Payments and checkout**

  * ACH bank payments complete checkout instead of linking a bank account and charging nothing.
  * Checkout no longer stops after the waiver step, and no longer shows a false "Checkout changed while the payment form was open" warning on an unchanged order.
  * A 100% coupon that brings the total to \$0.00 completes the order without waiting on a card form that never loads.
  * Guest checkout no longer returns "Authentication Required" or "We could not start payment."
  * Fixed "Unable to confirm payment," blank Cost Summary totals, and "Unable to complete checkout" on the public storefront.
  * Athletes can add a card to file, and a card used at purchase stays saved.
  * Payment-plan (recurring) purchases now write the order to CoachIQ, a double-click or retry no longer charges twice or creates two subscriptions, and checkout no longer creates duplicate Stripe customers for one person.
  * An athlete with zero credits is asked to pay with credits or pay directly rather than seeing both a credit shortfall and a card error at once.
  * Payment options show on payment links and product pages.
  * A pay-later or free-trial purchase shows as deferred rather than charged, and "schedule charges for later" no longer charges immediately.
  * Members can no longer cancel a subscription when **Allow users to cancel** is off.
  * The Transactions **Filter by products** dropdown lists every product and applies a searched selection.
  * Creating a one-time product no longer fails with "Unable to save this payment type."
  * A payment that succeeds now finalizes its booking instead of stranding the athlete on "Complete booking / Retry."
  * Logged-in users without a profile in the purchasing group get a real checkout instead of "Unable to load checkout details."
  * Clicking the edit pencil on a form-connected booking returns to the session selection instead of exiting checkout and losing answers, and the edit button no longer breaks the layout.
  * The waiver checkbox on checkout and on forms has a visible, higher-contrast border.
  * Coupons can be created again.
  * A client's **Orders** shows their full purchase history, not just recent orders.
  * Your CoachIQ subscription's Stripe customer carries your email, so Stripe receipts and failed-payment notices reach you.
  * Claim links no longer fail with "Unable to claim organization" or "This organization is linked to another account," and the email entered at claim reaches Stripe.

  **Credits**

  * Credits are granted on subscription renewal after the charge succeeds.
  * Cancelling a subscription revokes its unlimited (∞) credits instead of leaving them redeemable.
  * A credit bank's link to its purchase no longer detaches and needs manual re-granting.
  * Credits limited to one scheduler can only be spent on that scheduler in the athlete portal.
  * A managed athlete's booking deducts the parent's credits, credits a parent buys are spendable for their athlete, and signing up two athletes grants both athletes' monthly credits.
  * Remaining credits expire at package expiration and membership renewal as configured.
  * Rescheduling a booked session can no longer be used to keep an expired credit alive indefinitely.

  **People**

  * Sub-tags show on the client UI, and the **Untagged** filter actually filters athletes.
  * A client's **All Activity** shows everything added to the profile, and clicking a row on **People → Clients** opens the person.
  * The **Required** toggle for the built-in **Phone number** sign-up field can be turned on.
  * Editing a profile name in Settings no longer throws an "admin only" error, and the reset-password link opens a reset form instead of the login screen.
  * A user changed to the Parent role sees the **Family** tab on their profile.
  * The SMS consent checkbox and disclosure appear on the athlete portal sign-up form for every organization.
  * Add Athlete / Parent flow tidied, with Parent preselected as the default account type at sign-up, and select-all delete behaves.

  **Inbox**

  * The announcement composer shows the full recipient name and the emoji picker can be dismissed without picking an emoji.
  * Announcements sort correctly from first to last.

  **Automations**

  * Purchase-triggered automations book the athlete when a parent buys for a managed child (including parents with more than one athlete), instead of silently skipping the booking step.
  * Granting a \$0 credit-bearing product through an automation issues its credits.

  **Forms**

  * The form builder makes it clear that a field's **Label** — not the heading above it — is what appears in responses, so responses stop showing placeholder text as field names. [Learn more →](/tools/forms/creating-forms#build-a-form-step-by-step)
  * People-connected public forms get past email confirmation instead of "We couldn't confirm your submission," and shared standalone forms open instead of "Form not found."

  **Website Builder**

  * Adding a new page and publishing no longer fails with "Could not save page. Please retry."
  * The builder preview respects custom header and footer logo sizing, and Camp Grid template field edits propagate to the public page.

  **Content**

  * Program links open the program instead of a group picker.
  * Video analysis saves reliably, and the **Content → Video Analysis** route no longer bounces to the dashboard.

  **Native app and athlete portal**

  * The app shows the correct booked count for a session, matching the web.
  * Booking with credits stays in the app instead of redirecting to the web portal.
  * Parents see their athletes' bookings on iOS and Android.
  * **Available** is hidden in the iOS menu when it is turned off in the app builder, and session colors match the scheduler colors on desktop.
  * The desktop athlete portal renders the per-date venue and address for a session.
</Update>

<Update label="July 2026">
  ## Scheduling

  **Archive Schedulers**

  You can now archive a scheduler with the **Archive** button in the scheduler builder to take it out of your active list and off the athlete portal without deleting it. Past bookings and history stay intact, and an archived scheduler can be restored later — handy for retiring a season's clinics or a camp that has run its course. [Learn more →](/scheduling/organizing-schedulers#archiving-a-scheduler)

  **Per-Athlete Booking Limits**

  **Per-athlete booking limits** in a scheduler's **Advanced settings** cap how many times a *single* athlete can book a session per day and per week (**Max bookings per athlete per day / week**), separate from the **Session-wide booking limits** that cap total bookings across all athletes. Great for unlimited memberships and rentals, where one athlete could otherwise grab every open slot. [Learn more →](/scheduling/scheduler-settings-limits-and-permissions#setting-2-booking-limits)

  ***

  ## Athlete Portal

  **Subscribe to bookings in your calendar**

  Parents and athletes can enable a private booking calendar from **Settings → Calendar**, then subscribe using Google, Apple, or Outlook. Reset the private link or turn it off from the same screen. [Learn more →](/athlete-portal/schedule#subscribe-to-bookings-in-google-apple-or-outlook)

  ***

  ## Payments

  **Member Discounts**

  Give athletes who hold a specific membership an automatic discount on your other products. From the product's settings, choose which products the discount applies to — a hand-picked list or **all products** — and it covers both memberships and one-time purchases. Built for facilities where team members get member pricing on camps, clinics, and rentals. [Learn more →](/payments/coupon-overview#member-discounts)

  **ACH (Bank Account) on One-Time Products**

  When **US Bank Account (ACH)** is enabled under **Settings → Payment Methods**, it now appears at checkout for one-time products, not just subscriptions — a lower-fee option for larger camp and team registrations. [Learn more →](/payments/getting-started#payment-methods-at-checkout)

  ***

  ## Inbox

  **SMS Credits Page for Your Organization**

  The **Credits** page (**Settings → Communication → Credits**) is now available to organizations on SMS credits, not just to CoachIQ staff. See your balance, buy top-ups, and review the activity log for every send. [Learn more →](/inbox/sms-credits)

  **SMS Credit Auto-Refill**

  On the same **Credits** page, turn on auto-refill once a card is on file and your balance tops itself up when it runs low — no more discovering at send time that a mass text has no credits behind it. [Learn more →](/inbox/sms-credits#auto-refill)

  **Legal Pages Built for SMS Approval**

  The auto-generated **Privacy Policy** and **Terms** pages on your athlete portal now load publicly (no login prompt), render special characters correctly, and include the carrier-required SMS clauses (message frequency, data rates, STOP/HELP, consent not a condition of purchase). Carriers check these pages during 10DLC review, so this removes the most common reason a campaign was rejected. [Learn more →](/inbox/sms-messages#setting-up-sms-messaging)

  ***

  ## Forms

  **Archive Forms**

  You can now archive a form to take it out of circulation while keeping all of its past submissions and data — no need to delete it or strip every link. Archived forms stop accepting submissions on live pages and can be restored later from the **Show** filter in **Tools → Forms**. [Learn more →](/tools/forms/sharing-forms#archiving-a-form)

  ***

  ## Automations

  **Book Every Future Session in One Action**

  The **Add Booking to User** action has a new **All future session times** option alongside Next available, Specific, and Recurring. Pick it to enroll someone into every upcoming occurrence of a session at once — for example, adding a new team member to the whole season's practice schedule the moment they purchase. [Learn more →](/tools/automations/triggers-actions-reference)

  **Archive Automations**

  Archive automations you no longer run to keep the **Tools → Automations** list focused on what is live. Archived automations keep their history and can be restored. [Learn more →](/tools/automations/builder-reference#archiving-an-automation)

  ***

  ## Website Builder

  **Icon Library in Sections**

  Sections with an icon field let you search a built-in icon library and choose a color. Available categories depend on the section. [Learn more →](/website/sections/working-with-sections#choose-an-icon)

  ***

  ## Bug Fixes & Stability

  We shipped roughly 90 coach-visible fixes (91 Linear issues) this cycle across scheduling, payments and credits, forms, inbox and notifications, the website builder, the athlete portal, content and media, and the native app.

  **Scheduling**

  * The live booking page now shows every open time slot that the admin scheduler preview shows, instead of hiding some of them.
  * Availability edits and specific-date blackouts save reliably — the "Unable to save availability" and 500 errors when blocking off days are fixed, and scheduler settings no longer revert after submit.
  * Days with no open times are greyed out and un-clickable again on the public booking calendar.
  * Parents can book the same time slot for more than one child when **Allow athletes to book a timeslot more than once** is on.
  * **Use Credits & Book** no longer fails with a raw error when the booking day is missing from the request.
  * Manually booking an athlete from a desktop browser no longer redirects you to the mobile view.

  **Payments & Credits**

  * Guest checkout shows the product description, matching what logged-in buyers see.
  * **Settings → Payment Methods** now matches checkout: ACH shows up when it is enabled and stays hidden when it is not, and enabling Afterpay no longer blanks out the payment box.
  * Apple Pay works on athlete portals that use a custom domain.
  * Subscriptions bought with **Schedule charges for later** activate on their start date, and their credits are available at booking.
  * Membership credit renewals fire every cycle, expired credits zero out on schedule, and credits from a cancelled subscription are no longer shown to athletes as Active or available.
  * In the credit log, a cycle's renewal now appears above the matching expiration, so new credits no longer look immediately expired.
  * Subscription payments appear in **Payments → Transactions** and in Dashboard revenue, and each transaction links to the right client and product.
  * The **Subscriptions** tab shows every coach's subscriptions — with dollar amounts — on accounts that share a Stripe connection, instead of zeros or "No subscriptions found."
  * Renewals are no longer counted as **New Orders** on the Dashboard.
  * A checkout lock-up that caused athletes to retry and get charged more than once is fixed, along with the clinic-signup error that showed a raw serialization message; subscriptions no longer get stuck Incomplete with an unpaid first invoice.
  * A duplicate, cancelled purchase of the same plan no longer grants a second set of credits.
  * Creating your first payment type no longer fails with a database error.
  * Connecting Stripe no longer shows an error when you are redirected back to CoachIQ.
  * When an athlete cancels their own subscription it now runs through the paid period instead of ending immediately.
  * The product **Copy link** icon is back in the three-dot menu on desktop.
  * Your CoachIQ plan shows correctly under **Billing**.

  **Forms**

  * Form responses show the real answers under your custom field titles in the Responses feed and in exports, instead of empty "Text" columns.
  * The embed/HTML code option appears for every form, and embedded forms no longer ask visitors to fill the form twice.
  * Phone fields accept numbers with dashes, respect the optional setting on sign-up templates, and the sign-up modal now has a country code selector so US numbers are saved as +1.
  * Saving a form no longer fails with "Unable to update form."

  **Inbox & Notifications**

  * In-app scheduler reminders send again, and a new **Show booking reminders in inbox** toggle (**Settings → Communication → Inbox Settings**) controls whether they appear as threads in your Inbox.
  * Staff coaches no longer receive copies of the owner's conversations as separate threads.
  * In-app messages and announcements sent to tags or roles reach everyone in the selected audience.
  * Submitting a valid US address on **Settings → SMS Number** no longer fails with "Please add a valid address."

  **Website Builder & Checkout**

  * Section alignment, advanced-editor spacing, and description line breaks and bullets render on the live site the way they do in the builder.
  * The "missing asset" call-to-action no longer appears when the asset is present, and favicons render correctly.
  * Editing your logo or header no longer detaches a custom header site-wide.
  * The website checkout modal scrolls on short screens so the card form and Pay button are always reachable; guest checkout no longer shows "requires a CoachIQ account" wording or flashes an email error before you type; the account step always shows its email field; and booking checkouts complete again after an outage that returned an empty response.
  * Entering an email that already has a CoachIQ account in a website funnel no longer freezes the form on "Processing…".

  **Athlete Portal & Accounts**

  * Athlete sign-up and password reset no longer fail with a 429 or "unknown error," and reset emails arrive.
  * The admin login screen shown when claiming an organization now has a **Forgot password** link.
  * The **Still show Bookings to athletes** option (hide self-booking but keep the Bookings tab) is back in **Menu & Links**.
  * Programs shared directly with an athlete stay visible even when a Pages Paywall gates the Programs page, opening a program no longer shows a group picker, and program activity lists every athlete who is training, not just one.

  **Content & Media**

  * Media Hub uploads no longer hang at 0%, iPhone videos upload for video analysis, the video analysis tool loads and saves, athletes can upload to a video analysis invitation, and playback no longer buffers indefinitely.

  **People**

  * A new member's profile photo saves when you click **Update User**.

  **Native App**

  * iOS: the Upcoming list is sorted chronologically without duplicate rows, the booking modal scrolls to the recurring and time options, and the daily calendar view shows every session with readable (not black) session blocks.
  * Android: frequent crashes are fixed, push and SMS notifications arrive again, and clearing notifications no longer spawns new "New message" alerts.
  * The **Copy link** action for products and schedulers is back in the app.

  **Automations**

  * Webhook actions no longer intermittently send empty form-field values on guest submissions, and the new **All future session times** booking option no longer errors with "try again later."
</Update>

<Update label="June 2026">
  ## Scheduling

  **Multiple Resources per Scheduler**

  You can now attach more than one resource to a single scheduler. When a session is booked, every attached resource is reserved for that time slot — ideal for sessions that need several spaces at once, like a team practice across multiple batting cages. [Learn more →](/scheduling/resources)

  **Overlapping Session Slots**

  A new **Allow overlapping slots within this session** option lets a scheduler offer start times that overlap a session already in progress, with a **Slot Cadence** control for how often start times appear (every 5–60 minutes or custom). Great for staggered starts and rolling sessions. *Superseded in August 2026 by the separate **Duration** / **New sessions can start** / **Allow overlapping sessions** controls.* [Learn more →](/scheduling/overlapping-slots)

  **Guest Checkout for Schedulers**

  Schedulers can now be booked without an account. Turn on guest checkout on a scheduler and anyone landing on your booking page or website can reserve an intro call or trial session with just their contact and payment details — no login wall in your marketing funnel. [Learn more →](/payments/guest-checkout#guest-checkout-for-schedulers)

  **Quick Add from the Calendar**

  Add a coach or resource to a session directly from the calendar's click view — one less trip into the scheduler editor. [Learn more →](/scheduling/calendar-overview-and-navigation#click-session-for-details)

  ***

  ## Website Builder

  **Hide Header or Footer Per Page**

  You can now hide the site header and/or footer on individual pages from **Page Settings**. Two toggles — **Hide site header on this page** and **Hide site footer on this page** — let you build focused landing pages, sales pages, or onboarding flows without nav distractions. [Learn more →](/website/sections/header-footer-navigation)

  ***

  ## Payments

  **Schedule Charges for Later**

  Collect a purchase now and charge it on a future date. Turn on **Schedule charges for later** in the product builder and set a first charge date — the card is saved at checkout and charged automatically on that day. Ideal for opening season or camp registration ahead of the billing date. [Learn more →](/payments/product-builder)

  **Free Trials**

  Add a trial period to any product with **Enable free trial**. Clients aren't charged until the trial ends, unless they cancel first. [Learn more →](/payments/product-builder)

  **Collect a Card on File**

  Create a free (\$0.00) product and turn on **Show payment methods** to have buyers save a card at checkout without being charged — perfect for getting parents' cards on file before a program starts. [Learn more →](/payments/product-builder)

  **Payment Plan Down Payments**

  You can now add a one-time down payment on top of a subscription. Turn on **Add an initial down payment** in the product builder and set the amount — the client pays the down payment plus the first billing cycle up front, then the recurring price each cycle after. Great for enrollment or registration fees on memberships. [Learn more →](/payments/product-builder)

  ***

  ## Forms

  **Map Form Fields to People Custom Fields**

  Forms can now write directly to your organization's People custom fields. Add a **Custom Field** from the Contact Info category, pick which custom field it maps to, and (with login required) submissions populate that field on the athlete's profile automatically. [Learn more →](/tools/forms/creating-forms)

  **Form Responses in Coach Emails**

  The **Form Submitted** email you receive now lists the submitter's answers inline, so you can read and reply to a new submission from your inbox without opening the dashboard to find it. [Learn more →](/tools/forms/responses-and-automations#email-notifications-for-new-submissions)

  ***

  ## Automations

  **CC on Send an Email**

  The **Send an Email** action now has a **CC / BCC** field, so a second coach, a parent, or your own inbox can be copied on any automated email — an easy way to confirm your automations are actually going out. [Learn more →](/tools/automations/triggers-actions-reference)

  **Use Form Answers in Automations**

  The **Form Submitted** trigger now exposes each question on the selected form as an **Answer field**, so you can branch on what someone answered — route a "yes" to one message and a "no" to another — and pull their responses into the emails and texts you send. [Learn more →](/tools/automations/triggers-actions-reference#form-answers-in-messages)

  ***

  ## Bug Fixes & Stability

  We closed 28 coach-facing fixes this month across scheduling, payments, the website builder, forms, content, and the apps.

  **Scheduling**

  * Specific-date availability now shows correctly in the availability preview and on the live scheduler, and dates no longer reorder while you edit them.
  * Editing an existing scheduler saves your changes instead of creating a duplicate scheduler.
  * Session reminders no longer go out for a session the athlete has already rescheduled.
  * Booking a time outside a scheduler's availability now says there is no availability instead of the misleading "Coach booked elsewhere" message.
  * Session and purchase deep links open the booking calendar directly instead of stopping at the account/group selector.
  * Google Calendar sync fixes: automation-created bookings now sync, bookings push reliably to the coach's calendar, and group bookings and removals sync more cleanly.

  **Payments & Credits**

  * A 100% discount coupon at website checkout no longer asks for card details on a \$0.00 total.
  * Unlimited-credit products no longer display a fixed credit count in the **Configure Purchases** modal.
  * Fixed a credit-renewal issue where a subscription bought through CoachIQ could lose its product link, leaving athletes without credits to book; added diagnostics so this is caught earlier.
  * Coaches are now notified when a client cancels a subscription.
  * Website checkout no longer blocks a purchase with a "valid email" error when no email field was shown.

  **Automations**

  * The **Booking Ended** trigger now fires when the session actually ends, not hours early.

  **Forms**

  * Fixed a form incorrectly requiring an email response.

  **Website Builder**

  * Section buttons render consistently on live sites again.
  * Logos that appear in the builder now display on the published site.
  * **Create a Tag** in the website builder opens the tag dialog instead of disappearing.
  * **Call** and **Email** buttons (tel: and mailto: links) work on published pages.
  * The horizontal scrollable gallery no longer leaves dead space on the right when a section has only a few images.

  **Athlete Portal & Native App**

  * Athletes no longer get stuck on the account selection screen when entering a portal.
  * Portals with the app paywall on but no active page selected no longer error out; you are prompted to pick a page.
  * Android push notifications now arrive consistently without a manual sync from settings.

  **Content**

  * Video uploads no longer disappear or sit at "processing" after reaching 100% in Media Hub.
  * Program start dates for newly enrolled athletes anchor to their enrollment date instead of jumping to the wrong month.

  **Inbox**

  * Emojis sent from the Inbox arrive as emojis in SMS instead of question marks.
</Update>

<Update label="May 2026">
  ## Scheduling

  **Redesigned calendar for busy facilities**

  All four views on **Schedule → Calendar** (Month, Week, Day, List) were reworked for large schedules. The date bar and time column stay pinned while you scroll in Week and Day view, each day in Month view shows a session count, and when a Week cell holds more sessions than fit, hovering reveals the rest. The **List** view was rebuilt with **Upcoming**, **Canceled**, and **Past** tabs, a fixed header, today highlighted, and a day header that pins to the top as you scroll — and it now works down to phone and tablet widths. [Learn more →](/scheduling/calendar-overview-and-navigation)

  **Calendar defaults to first available date**

  The athlete booking calendar now opens on the month containing your next available slot instead of the current month, so athletes stop clicking forward to find open times. [Learn more →](/scheduling/how-availability-works#what-athletes-see-vs-what-you-manage)

  **Past bookings survive edits to a recurring series**

  Editing or deleting a recurring booking series no longer wipes the past occurrences that already happened. Historical sessions stay on the calendar and on the athlete's profile, so your attendance and billing records are intact. [Learn more →](/scheduling/recurring-bookings#deleting-the-entire-recurring-pattern)

  ***

  ## Payments

  **Coupon codes in embedded checkout**

  Athletes can now enter a coupon code directly in the product payment pop-up and in checkout embedded on your website — no redirect to a separate page. Promotions work anywhere you've embedded a product. [Learn more →](/payments/coupon-overview)

  **Credits-first checkout**

  When an athlete has credits that a scheduler accepts, checkout no longer shows a credit card field. The booking goes straight to credit redemption, ending the common case where an athlete paid by card while holding usable credits. [Learn more →](/scheduling/credits-and-schedulers#what-the-athlete-sees)

  **Coupons apply to a membership's initial fee**

  A coupon attached to a month-to-month membership now discounts the up-front initial fee as well as the recurring charge, so a 100%-off code can genuinely make the first payment free. [Learn more →](/payments/coupon-overview#coupons-and-subscriptions)

  **Subscription length controls**

  You can now define exactly when a subscription ends, directly in the [product builder](/payments/product-builder#section-2-payment-options). Choose ongoing with no end date (default), automatic cancellation after a set number of billing cycles, or cancellation on a specific calendar date. The initial purchase counts as the first billing cycle. Use billing-cycle limits for finite training packages like a 12-week program billed monthly, or set a hard end date for season-based memberships.

  ***

  ## Inbox

  **Mark conversations as unread**

  Right-click any conversation in your Inbox and choose **Mark as unread** to flag it for follow-up. It stays under the **Unread** filter until you reopen it. (Desktop only.) [Learn more →](/inbox/inbox-overview#mark-a-conversation-as-unread)

  ***

  ## Automations

  **Longer SMS messages in automations**

  The **Send an SMS Message** action is no longer capped at 160 characters. Longer texts are sent as multiple segments and billed per segment from your SMS credits, so the builder's live counter (for example **180 / 160**) shows when a message will split. [Learn more →](/tools/automations/triggers-actions-reference)

  ***

  ## Forms

  **Returning visitors sign in with their password**

  When someone enters an email that already has a CoachIQ account on a form with login required, the form now prompts for that account's password (with a **Forgot password?** link) instead of creating a duplicate or letting them through unauthenticated. New emails still create an account as before. [Learn more →](/tools/forms/returning-visitor-sign-in)

  ***

  ## Website Builder

  **Drag-and-drop navigation reordering**

  You can now reorder the links in your site's navigation bar by dragging them into place and saving, the same way you reorder pages — no more deleting and re-adding items to change their order. [Learn more →](/website/sections/header-footer-navigation)

  **Reuse your custom sections**

  Custom sections that were built for your site now appear in the section picker so you can add them to other pages yourself, instead of the picker showing them as unavailable. [Learn more →](/website/sections/working-with-sections)

  **Already logged in? Your site knows**

  If a visitor to your website is already signed in to CoachIQ, the header's login button takes them straight into their account instead of showing the login screen again.

  ***

  ## People

  **Block and remove athletes**

  You can now block or remove athletes directly from their profile. Open any athlete's profile and click **Block or Remove** in the left sidebar to choose between removing them from a group or blocking them from your entire organization. Blocked athletes are tracked under **Settings → Blocklist**, where you can manage or undo blocks at any time, and you can pre-emptively block an email before that person joins. [Learn more →](/people/block-and-remove-athletes)

  ***

  ## Athlete Portal

  **Live phone preview in the App Builder**

  The **App Builder** on desktop now shows a phone-sized preview that updates as you edit, so you can see exactly what athletes will see in the app while you build it. [Learn more →](/athlete-portal/app-builder-navigation-and-interface)

  **Pages Paywall only gates the Schedule page**

  A **Pages Paywall** on your Schedule page now restricts only the schedulers you added to that page. Schedulers you link from a form, a button, or a direct link stay bookable without the paywalled product, so intake forms and evaluation links keep working for prospects. [Learn more →](/athlete-portal/paywall-settings)

  ***

  ## Bug Fixes & Stability

  We shipped more than 60 coach-facing fixes this cycle:

  * **Scheduling** — Athletes could no longer book the same slot across two schedulers sharing a location, or double-book a session capped at one athlete; a confirmed booking that never appeared on the athlete or admin calendar now shows correctly; the 2-hour minimum-notice setting no longer hides bookable slots in the branded app; the scheduler builder's preview now reflects attached availabilities, lets you switch months, and matches the live date and slot count; a failed reschedule no longer deletes the original booking; cancelling and refunding a credit now frees the redeemed-session count on the scheduler; siblings booked into the same group session each show in the athletes-booked row and count toward capacity; a class hidden from the schedule now displays; duplicate locations created during the new Locations & Resources setup were cleaned up; and Copilot no longer errors when generating availability on the Specific Dates tab.
  * **Credits** — Credits are refunded when athletes cancel on time, awarded after a product purchase, and renewed each cycle on weekly memberships; a purchase no longer triggers an immediate renewal that awarded credits twice; the credit bank shows on the athlete side again; and the **Force credit redemption** toggle now saves in automations.
  * **Payments** — Fixed a checkout error some athletes hit when purchasing, the Transactions page and dashboard showing \$0.00 or missing recent orders, and Stripe payments not syncing into CoachIQ; the processing-fee display now updates in the product builder and is styled less prominently; archived products can no longer be purchased; the **Schedule charges for later** builder shows its price and schedule settings and no longer charges customers before the scheduled date; embedded form + scheduler flows now collect payment before booking; product pop-up embeds open on pricing sections; and a checkout layout issue was cleaned up.
  * **Forms** — Forms connected to a scheduler complete the booking after submission; the submit button no longer spins indefinitely; checkbox answers (including waiver acceptances) now save and work on the live site, not just in preview; field labels no longer show a trailing "0"; **Contact Info** custom fields appear on the live link; a scheduler on a quiz form's last step displays; radio buttons render correctly in embedded forms; a legacy website form block was repaired; and you can select a form in the web builder again.
  * **Website Builder** — Navigation links, button destinations, and edited content no longer reset or fail to save on publish (including for web-editor users); background images on new sections persist after publishing; removing a button's link actually removes the button; heading fonts no longer fall back to the paragraph font; the **CoachIQ Login** button destination, homepage and logo links, and page URLs resolve correctly; the mobile hamburger menu opens on custom headers; a tiny-header layout bug was fixed; and em dashes paste correctly into builder fields.
  * **Inbox** — Incoming SMS messages land in the Inbox on desktop and mobile, and in-app announcements to all buckets reach every member.
  * **People & Staff** — You can update a client's name again, and staff accounts can use the sidebar navigation and log out.
  * **Athlete Portal** — Fixed a portal link that prompted for login but never proceeded into the group.
  * **Native App** — Fixed UI overlapping the status bar on Android foldables, inability to scroll to available slots on Android, and available slots not displaying in personalized apps.
  * **Content** — The **Reset** button in Video Analysis no longer shrinks the media.
</Update>

<Update label="April 2026">
  ## Website Builder

  **AI-Powered Sections**

  The **Website Builder** supports AI-generated custom sections, including heroes, testimonials grids, program cards, FAQs, headers, and footers. Once published to the section library or used on your site, these sections can be added through **Add Section** and customized through their editable fields. [Learn more →](/website/sections/working-with-sections)

  **Embedded Products, Forms, and Schedulers**

  Products, forms, and schedulers now embed directly into your website pages as inline sections. Athletes browse sessions, book, fill out a form, or check out without leaving your site or being redirected to the athlete portal. [Learn more →](/website/section-types/scheduling)

  **Map Section**

  Add an interactive map to any page with the new **Map** section — paste a map embed link into the **Map source** field and it renders on the live site. Useful for facility pages, directions, and coaches with more than one location. [Learn more →](/website/section-types/section-types#maps-and-embedded-experiences)

  **Meta Title and Description When Creating a Page**

  The **Create New Page** dialog now has **Meta Title** and **Meta Description** fields, so you can set how a page appears in Google and on social shares at creation time instead of editing **Page Settings** afterward. [Learn more →](/website/seo-marketing/meta-titles-descriptions)

  ***

  ## Scheduling

  **Reschedule & Cancellation Controls**

  Two new toggles under **Scheduler Settings → Booking Rules** give you control over athlete-initiated rescheduling: [Learn more →](/scheduling/scheduler-settings-limits-and-permissions#setting-7-booking-rules-athlete-permissions)

  * **Allow athletes to reschedule** — turn athlete rescheduling on or off per scheduler. Useful for camps, evaluations, or any session where changes shouldn't be allowed after booking.
  * **Block rescheduling within cancellation window** — prevents rescheduling once an athlete is inside your cancellation notice window, closing the loophole where a reschedule bypasses your cancellation policy and leaves you with an unfillable slot.

  **Check In Athletes**

  Mark athletes as checked in when they arrive, from the session view on the calendar. Attendance is recorded on the booking and on the athlete's profile, so no-shows and late cancellations are easy to spot later. [Learn more →](/scheduling/checking-in-athletes)

  **Skip or Change Past Recurring Occurrences**

  In a recurring booking's **Occurrences** view, **Skip** and **Change** now work on past dates as well as future ones, so you can correct the record for a session that didn't happen without touching upcoming sessions. [Learn more →](/scheduling/recurring-bookings#skipping-one-occurrence)

  ***

  ## Payments

  **Waiver Management & Compliance Tracking**

  A new [Waivers tool](/tools/waivers/waivers) gives you centralized control over liability waivers and terms:

  * **Create and manage waivers** from **Tools → Waivers** with a label, URL, and active/archived status
  * **Attach waivers to products** — require agreement at checkout before purchase
  * **Attach waivers to forms** — add a waiver checkbox to any registration or intake form
  * **Compliance Report** — see exactly who has accepted and who's missing, filter by status, and export to CSV for your records

  Every acceptance is logged with the client, date, and method (purchase or form).

  **Payment Method Management**

  Cards now stay in sync with Stripe: when an athlete adds a new card it becomes the default and is used on the next renewal, card validation catches problems before checkout, and default-card selection behaves consistently through the payment flow. Coaches can also see the cards on file for a client and which one is default from the client's profile. [Learn more →](/people/client-profiles/client-profiles-subscriptions#payment-methods-on-file)

  **Clearer Credit Messaging at Booking**

  Athletes now see their remaining credit count during booking and after confirmation, and the error when a booking can't use credits says why — no credits left, credits not valid for this scheduler, or membership expired — instead of a generic "Not enough credits." When a scheduler accepts both credits and card payment, athletes choose which to use before seeing the payment step. [Learn more →](/scheduling/credits-and-schedulers#what-the-athlete-sees)

  **Checkout Matches Your Athlete Portal Theme**

  The new checkout now follows your athlete portal's dark mode setting, fixing the low-contrast look coaches reported on dark-themed portals.

  **Payment Methods Labeled Active / Inactive**

  The payment methods list under **Payments** now reads **Active** and **Inactive** instead of "Available," and the labels reflect what athletes can actually use at checkout (Google Pay, Klarna, Afterpay, and bank account were previously mislabeled). [Learn more →](/payments/getting-started#payment-methods-at-checkout)

  **Unsynced Subscription Filter**

  A new [Unsynced filter](/payments/subscriptions-dashboard#check-for-unsynced-subscriptions) on the Subscriptions dashboard lets you quickly find subscriptions that aren't connected to Stripe. Essential for catching billing gaps after transfers or bulk imports, since an unsynced subscription also won't distribute credits.

  **Updated Billing Page**

  The [billing page](/settings/billing) has a refreshed design. Coaches can update their card on file, view all past invoices, and download receipts from **Settings → Billing**.

  ***

  ## Inbox

  **Unread Filter**

  An **Unread** tab now sits alongside **All**, **Announcements**, **In-App**, and **SMS** at the top of the [Inbox](/inbox/inbox-overview#mark-a-conversation-as-unread), so conversations that still need a response surface instantly.

  **Sub-Tags as Announcement and SMS Recipients**

  When you pick recipients for an **Announcement** or **SMS** from the Inbox, sub-tags now appear under their parent tags, so you can message a nested group (e.g. one team inside a program) directly instead of only the parent tag. [Learn more →](/inbox/using-tags-for-group-messages#sub-tags)

  ***

  ## Settings

  **Show Booking Reminders in Inbox**

  A new **Show booking reminders in inbox** checkbox under **Settings → Communication → Inbox Preferences** controls whether the automated session reminders CoachIQ sends to athletes also appear as threads in your Inbox. It's off by default, so reminders no longer crowd your conversations unless you want them there. [Learn more →](/settings/communication)

  **Reply-To Email Defaults to Your Admin Email**

  If **ReplyTo Email** in **Settings → General** is left blank, replies to your emails now go to your admin account's email instead of a CoachIQ address, so athlete replies reach you. [Learn more →](/settings/general)

  ***

  ## Native App

  **Account Deletion Requests**

  Athletes can now request deletion of their account from within the CoachIQ and personalized apps. The request lands in your Inbox for you to action, meeting Apple's App Store requirement for in-app account deletion. [Learn more →](/athlete-portal/understanding-your-athlete-portal#common-questions)

  ***

  ## Power-Ups

  **User Limit Expansion**

  Organizations approaching the 400-athlete limit now see a **User Limit Expansion** Power-Up that raises the cap on athletes and on announcement, SMS, and email recipients. Reach out to the team to get set up. [Learn more →](/power-ups/user-limit-expansion)

  ***

  ## Bug Fixes & Stability

  We shipped 60+ coach- and athlete-visible fixes this month:

  * **Website Builder** — Fixed AI section values (stats, FAQs, schedules, rosters) not rendering on the live site; buttons and CTA links on new sections not opening products, pages, or scroll targets; forms on new-builder pages that couldn't be submitted; pages disappearing from the editor after being set as a parent page (still live, but unreachable in the builder); purchase buttons unclickable on class listing pages; duplicate listicle groups rendering identical content; generated headers dropping nav links and resetting on save; testimonial text cut off on client sites; footer social icons prompting for image uploads instead of icons; header icon delete not working; map source not updating; a false "publish" notice on every page; and the section builder's "Failed to fetch" error and ignored prompt copy on create.
  * **Scheduling** — Fixed recurring booking day/time edits not updating the schedule view; recurring bookings defaulting to one hour when a custom duration was set; recurring booking end date not editable on mobile; a reschedule error athletes saw on future bookings; athletes booking paywalled schedulers without an active subscription; credits from inactive memberships being accepted for booking; the overlapping-slots toggle and cadence not saving; the unreadable "more info" hover on overlapping bookings; and availability turning on extra days after an update.
  * **Credits** — Fixed credits not expiring at the end of a billing cycle; credits not refunded after a booking cancellation; credits not issued after a subscription purchase; awarded credits showing as 0 available ("Short by 1 credit") in the athlete portal; coaches unable to add a credit bank when creating a manual purchase; manual credit adjustments not applying immediately; and a blank Credits tab in personalized apps.
  * **Payments** — Fixed the checkout button not disabling after the first click, which allowed duplicate charges; coupon codes not applying at checkout; Stripe transactions showing "---" instead of the product name; and the Subscriptions and Transactions pages returning no results when filtered by product.
  * **Inbox & Automations** — Fixed mass in-app messages with a video attached not sending; purchase-announcement emails not showing in the admin Inbox; Wait/Delay continuation conditions in automations not saving; automation webhooks not sending data to external URLs; and Meta Pixel not firing on the athlete portal.
  * **Forms** — Fixed form submissions not registering users (and not appearing in automation logs) and missing field data on multi-step funnels mapped to CoachIQ forms.
  * **Native App** — Fixed frequent Android crashes, including when scheduling a session; Android UI overlapping the system status bar and bottom buttons; the keyboard covering messages; the dashboard "+" button; the calendar not scrolling to show additional sessions; time not saving on manual and recurring bookings; inability to book outside normal availability; an occasional error on launch; a missing Send button in messages; SMS notifications not arriving on Android; a sign-up loop after entering an email in personalized apps; new personalized-app accounts landing in the wrong group; and an "incorrect password" error that only occurred in a personalized app.
  * **Login** — Fixed password reset errors and reset emails that never arrived.
</Update>

<Update label="March 2026">
  ## Scheduling

  **Availability check when saving a scheduler**

  In **Schedule → Schedulers**, saving a new or edited scheduler without an availability selected now shows an error instead of silently saving a scheduler that can never be booked, and the builder previews what athletes will see. This removes the most common reason a new scheduler showed no open slots. [Learn more →](/scheduling/creating-your-first-scheduler)

  ***

  ## Payments

  **Purchase Limits**

  You can now set purchase limits on products like camp registrations and training packages. Cap the number of available spots so products automatically stop selling once they're full, or limit how many times one customer can buy a product, so a one-time intro offer stays one-time. [Learn more →](/payments/product-builder#section-6-advanced-settings)

  ***

  ## People

  **Staff Role Permissions**

  Coaches and staff members now have role-based access restrictions across the admin dashboard. Assign the Coach role to limit what staff can see and edit, keeping sensitive business data visible only to admins. [Learn more →](/people/managing-staff)

  ***

  ## Inbox

  **Reminders Separated from Messages**

  System reminders (booking confirmations, session alerts) now appear separately from athlete conversations in your [inbox](/inbox/inbox-overview). No more real messages getting buried under automated notifications.

  ***

  ## Website Builder

  **Unsaved-changes warning**

  Leaving a page in the **Website Builder** with unsaved edits now shows a confirmation prompt before you navigate away. Previously, switching pages without clicking **Publish** discarded everything since your last save. [Learn more →](/website/overview)

  **AI-generated sections follow your global Design settings**

  New sections you generate now inherit the **Design** panel — your primary color on buttons, highlights, and badges; your font choices; one consistent button shape, heading scale, card radius, and light/dark section background across the site. You can still override any style on an individual section. [Learn more →](/website/settings-and-design)

  **Footer layout and legal links**

  The generated **Footer** now places smaller social icons under your logo and description, adds a divider and "All Rights Reserved" line above the bottom bar, and gives you fields in the section panel for bottom-bar links such as Terms & Conditions and Privacy Policy. [Learn more →](/website/sections/header-footer-navigation)

  ***

  ## Native App

  **Personalized Apps prompt new athletes to create an account**

  In a coach's branded iOS app, an athlete who has never created an account is now prompted to sign up on their first login attempt instead of being bounced back to the login screen. No more sending new athletes to a browser to register first. [Learn more →](/power-ups/personalized-app)

  ***

  ## Bug Fixes & Stability

  We shipped 25+ bug fixes this month across the platform, including:

  * **Website Builder** — Fixed button links in new AI-generated sections being wiped on publish, bullet-point text disappearing on mobile, section background colors not showing on the live site, the footer phone number not being editable, and a page being selectable as its own parent page
  * **Website Builder** — Resolved publishing, form integration, product display, and live site sync issues
  * **Inbox** — Fixed an outage where messages were not sending, and a bug where a message you were composing jumped into a different athlete's conversation when their reply arrived at the same moment
  * **Inbox** — Fixed iOS search crash and native filter display
  * **Automations** — Fixed an error when saving an automation with the **Add booking to user** action, and session-cancellation variables that rendered as `[object Object]` or `undefined` in notifications
  * **Payments** — Fixed subscription counts on the **Subscriptions** page for organizations using revenue sharing, which were mixing partner-organization subscriptions into the parent view
  * **Athlete Portal** — Fixed products that could not be clicked on the paywall page, and the Meta Pixel from **Scripts & Analytics** not firing on the web edition of the athlete portal
  * **Scheduling** — Fixed a rescheduling glitch, and resolved bugs with athlete cancellations, availability display, time slot population, and the calendar "Upcoming" tab
  * **Credits** — Fixed issues with credit awarding, deductions, refunds, expiration display, and duplicate credit banks
  * **Native App** — Fixed login crashes, UI cutoff issues, and message creation errors
  * **Login** — Fixed a loop where the Continue button redirected back to the login screen

  **Earlier this year**

  Fixes that shipped in January and February: past session dates now display on a client's profile, private shared programs open correctly from the athlete portal, the **Products** filter no longer shows only cancelled subscriptions, and sales data for a product with revenue sharing enabled now appears in the organization that created it.
</Update>

<Update label="February 2026">
  ## Athlete Portal

  **Hidden Products for Paywalls**

  You can now use [hidden products](/athlete-portal/hidden-products-paywall) to control paywall access without exposing every pricing option to athletes. Hidden products unlock paywalled pages just like visible ones, but they never appear on the athlete-facing purchase screen.

  This opens up powerful use cases:

  * **Grandfathered pricing** — Raise your rates without affecting existing subscribers. Hide the old-rate product so new athletes only see current pricing.
  * **Invite-only access** — Restrict your app to a select group (travel teams, VIP athletes, tryout groups) without the product being publicly available.
  * **Complimentary memberships** — Grant free or discounted access to staff, scholarship athletes, or partners without a visible \$0 option.

  Configure hidden products at App Builder → Settings → Pages Paywall → Hidden Products.
</Update>

<Update label="January 2026">
  ## Scheduling

  **Athlete Check-In**

  Track attendance by [checking in athletes](/scheduling/checking-in-athletes) when they arrive for sessions. Click any booking on your calendar to see the participant list, then click the checkmark next to each athlete to mark them as checked in.

  * Check-in timestamps are saved to each booking
  * View check-in data in calendar list view or on client profiles
  * Check-in data exports with your scheduling data
  * Easily undo accidental check-ins with one click
</Update>

<Update label="December 2025">
  ## Automations: Major Upgrade

  We shipped a significant update to [Automations](/tools/automations/what-are-automations) this month, giving you more power to automate your business workflows.

  ### New Features

  **Session Notes & Custom Fields in Automations**

  You can now include session notes and athlete [custom fields](/people/adding-editing-clients#adding-custom-fields) (like skill level, position, or training focus) in your automated messages. Perfect for sending personalized session reminders with context about each athlete.

  **Booking Notes**

  Add notes to individual sessions or entire recurring booking series. Great for tracking athlete-specific information, session goals, or occurrence-specific details. Notes are visible from your [calendar](/scheduling/calendar-overview-and-navigation) and can be used in automations.

  **Wait/Delay Actions**

  Create timed sequences in your automations. For example: send a welcome email immediately, then follow up with a training tips message 3 days later. [See all available actions →](/tools/automations/triggers-actions-reference#all-actions)

  **Scheduled Check Trigger**

  Run automations on a recurring schedule (daily, weekly, etc.) to check conditions across your athlete base. Use this to automatically tag athletes based on subscription status, send weekly check-ins, or manage credits. [Learn more about scheduled automations →](/tools/automations/scheduled-automations)

  ### Bug Fixes

  * Fixed issues with email, SMS, and in-app message actions not sending correctly
  * Resolved errors when adding tags to users via automation
  * Fixed announcement sending errors
  * Wait/delay duration can now be adjusted properly
  * Trash icon now works correctly under wait/delay conditions
  * Product list UI no longer overlaps in automation builder
  * Scheduled check trigger now saves and fires correctly

  ***

  ## Scheduling Improvements

  **Booking Notes**

  Add notes directly to bookings from your [calendar](/scheduling/calendar-overview-and-navigation). Notes can be added when creating a booking or [edited afterward](/scheduling/editing-rescheduling-bookings). Perfect for tracking session goals, athlete preferences, or special instructions.

  ### Bug Fixes

  * Fixed an issue where notes weren't saving when first creating a booking
  * Resolved a bug where free schedulers were incorrectly asking for credits

  ***

  ## Payments & Billing

  **Revenue Sharing Fix**

  Products with [revenue sharing](/payments/sharing-rev) enabled now correctly display sales data in the original organization, not just the partner org.

  **Transactions Page Default**

  The [transactions page](/payments/transactions) now defaults to showing 90 days instead of 7 days, so you see more of your payment history without having to change filters.

  ### Bug Fixes

  * Fixed sync issues between Stripe and CoachIQ for transactions
  * Resolved cases where payments showed in Stripe but not CoachIQ (and vice versa)
  * Fixed subscription cancellation toggle not being respected
  * Investigated and resolved double charge reports

  ***

  ## Coupons

  **Multi-Product Coupons**

  You can now select multiple products when restricting a [coupon](/payments/coupon-overview), making it easier to run promotions across related offerings without creating separate coupons for each.

  ***

  ## Website Builder

  **Navigation Fix**

  Fixed an issue where [navigation links](/website/pages-navigation/pages-navigation) were all redirecting to the home page instead of their assigned destinations.

  **Header/Logo Overlap**

  Resolved UI issue where the [header and navigation](/website/sections/header-footer-navigation) were overlapping with logos on some websites.

  **Subheading Font Weight**

  Increased the font weight on all subheadings so they stand out better without manual bolding.

  **Apostrophe Handling**

  Fixed an issue where apostrophes copied from Google Docs weren't transferring correctly to website builder fields.

  ***

  ## Native App (iOS & Android)

  We shipped several stability and UX improvements to the mobile app this month.

  ### Bug Fixes

  * Fixed crash when searching in [Media Hub](/content/media-overview)
  * Fixed crash when adding [credits](/payments/credits/managing-athlete-credits) from the scheduler
  * Resolved issue where changing a single occurrence of a [recurring booking](/scheduling/recurring-bookings) wasn't saving
  * Fixed session dates displaying in non-chronological order and repeating

  ***

  ## Inbox & Messaging

  **SMS Message Linking**

  Fixed an issue where incoming [SMS messages](/inbox/sms-messages) were appearing as "guest" instead of being linked to the correct athlete profile.

  **Coach Role Messages**

  Resolved a bug where messages from [coach roles](/people/managing-staff) were being sent to admins instead of the intended athletes.

  **Phantom SMS Fix**

  Fixed an issue where some organizations were seeing SMS messages in their [inbox](/inbox/inbox-overview) despite not having SMS enabled.

  ***

  ## Programs & Content

  ### Bug Fixes

  * Resolved access issues for free [programs](/content/programs-overview)

  ***

  ## Forms

  **Profile Link Fix**

  Clicking on a user within [form responses](/tools/forms/responses-and-automations) now correctly opens their profile instead of redirecting to the dashboard.

  **Athlete Portal Redirect**

  Fixed an issue where [embedded forms](/tools/forms/sharing-forms) weren't redirecting to the [athlete portal](/athlete-portal/understanding-your-athlete-portal) after submission, even when configured to do so.

  ***

  ## People / CRM

  **Bank Credit Display**

  Added a toggle to display bank credit amounts in the [people archive view](/people/overview).

  ***

  ## Media Hub

  **Video/Image Filter**

  Added the ability to filter by video or image in the [media center](/content/media-overview) popup within Website Builder, making it easier to find specific content.

  **Search Results Fix (Native)**

  Fixed issue where search results weren't populating correctly on the native app.

  ***

  ## Help Center Launch

  We launched the new CoachIQ Help Center with comprehensive documentation:

  * \~80 feature articles
  * Step-by-step workflow guides
  * Business playbooks
  * Power-up documentation

  Visit [help.coachiq.io](https://help.coachiq.io) for all documentation.
</Update>

<Update label="November 2025">
  ## API & Integrations

  **Custom Fields via API**

  You can now read and write [custom fields](/people/adding-editing-clients#adding-custom-fields) through the CoachIQ API. This opens up powerful integrations - for example, when a lead comes in from Facebook Ads, you can automatically populate custom fields like "source: FB Ads" or UTM campaign data directly into athlete profiles.

  **Tags via API**

  Add and remove [tags](/people/tags-filters) from athlete profiles through external systems. Combined with custom fields, this enables fully automated lead tracking and segmentation from your marketing tools.

  **Phone Number Import Fix**

  Fixed an issue with adding phone numbers via N8N and other integration tools.

  ***

  ## Payments & Transactions

  **Transaction Sync Improvements**

  Resolved issues where recent [transactions](/payments/transactions) weren't displaying correctly between Stripe and CoachIQ. Your transaction history now stays in sync reliably.

  **Rollover Credits Fix**

  Fixed an issue where [rollover credits](/payments/credits/recurring-credit-memberships) were being granted even when the subscription was configured not to allow them.

  ***

  ## Scheduling

  **Booking Error Fix**

  Resolved an issue where athletes were receiving "another athlete booked" errors when trying to complete checkout, even when the session was available.

  **Reminder Message Fix**

  Fixed an issue where athletes were receiving reminder messages that didn't match the [scheduler's configured reminder settings](/scheduling/advanced-scheduler-settings).

  ***

  ## Native App (iOS & Android)

  We shipped several important fixes to improve the mobile experience this month.

  **Inbox Fix**

  Fixed an issue where user names were displaying as the admin's name in inbox conversations.

  ***

  ## Notifications

  **Delivery Fix**

  Resolved an issue affecting notification delivery for some organizations. All athletes should now receive their booking confirmations, reminders, and [announcements](/inbox/announcements) reliably.

  ***

  ## Video & Media

  **Video Encoder Update**

  Updated the video encoding system to improve reliability when processing uploaded content. Videos should now process more consistently across all formats.

  **Program Video Playback**

  Fixed an issue where some videos weren't playing within [programs](/content/programs-overview), even though they worked in the [Media Hub](/content/media-overview).

  ***

  ## Website Builder

  **Blog Improvements**

  * Removed featured image duplication (now only shows on blog list, not individual posts)
  * Fixed YouTube video embeds that had stopped working

  ***

  ## Athlete Portal

  **Access Fix**

  Resolved an issue where some athletes were unable to access the [athlete portal](/athlete-portal/understanding-your-athlete-portal) and were seeing an error screen instead.

  ***

  ## iOS Specific

  **Scroll Fix**

  Fixed a UX issue on iOS where scrolling behavior wasn't working correctly in certain views.
</Update>


# Create Online Training Programs & Digital Coaching Content
Source: https://help.coachiq.io/content/content-overview

Build and sell online training programs for athletes. Learn how to upload videos, create interactive lessons, and deliver digital coaching content through CoachIQ.

The Content section of CoachIQ is where you create, organize, and deliver online training programs to your athletes. Whether you're building follow-along workout videos, digital coaching courses, or skill development content—this is your hub for creating and selling training content that athletes access through the CoachIQ app.

<Info>
  **Where to find Content**: Dashboard → Content (in main navigation)
</Info>

## How online coaching content works in CoachIQ

Think of CoachIQ's content system like building an online course: you gather your training videos and images ([Media Hub](/content/media-overview)), create engaging interactive lessons ([Lesson Builder](/content/lesson-overview)), and package everything into a training program your athletes can access ([Programs](/content/programs-overview)).

Here's the key insight: **Athletes only see Programs**. They never access your Media Hub or see your raw lessons—they experience the polished, packaged program you've created for them in the [Athlete Portal](/athlete-portal/understanding-your-athlete-portal).

<CardGroup>
  <Card title="Media Hub" icon="photo-film">
    **Your storage**

    Upload and organize all your images and videos. This is your content library.
  </Card>

  <Card title="Lessons" icon="presentation-screen">
    **Your building blocks**

    Create interactive, swipeable experiences using your media. Think Instagram Stories for coaching.
  </Card>

  <Card title="Programs" icon="rectangle-history">
    **Your delivery**

    Package lessons and media into structured courses that athletes access in the app.
  </Card>
</CardGroup>

## How to create training content for athletes

<Steps>
  <Step title="Upload your media">
    Add videos, images, and training content to your Media Hub. Organize with tags for easy access later.

    *Example: Upload 10 shooting drill videos and tag them "Shooting Drills"*
  </Step>

  <Step title="Create lessons (optional but powerful)">
    Build interactive lessons using your media. Add text overlays, quizzes, buttons, and even let athletes upload their own videos for review.

    *Example: Create a "Shooting Form Basics" lesson with 5 slides—video demo, key points, quiz, and upload prompt*
  </Step>

  <Step title="Build your program">
    Combine lessons and standalone media into a structured program. Set the order, choose how content unlocks, and decide on pricing.

    *Example: Create "30-Day Shooting Program" with 10 lessons and 5 bonus drill videos*
  </Step>

  <Step title="Share with athletes">
    Publish your program as free, paid, or private. Athletes access it through their [Athlete Portal](/athlete-portal/content) and work through the content.

    *Example: Sell access for \$49, or assign it free to your current training clients*
  </Step>
</Steps>

## How athletes access your training programs

When an athlete opens your program in their app, they see:

* **Program overview**: Your thumbnail, title, and chapter list
* **Progress tracking**: Which chapters they've completed (e.g., "3 of 10 complete")
* **Lesson experience**: Swipeable, Instagram Stories-style content they tap through
* **Interactive elements**: Quizzes to answer, forms to fill out, videos to watch

<Note>
  Athletes navigate between lessons by completing each one. If you set your program to "Complete & Progress" mode, they must finish each chapter before the next one unlocks—perfect for structured courses.
</Note>

<Frame>
  <img alt="Programs Example" />
</Frame>

## Understanding Media Hub, Lessons, and Programs

### Media Hub

Your central storage for all images and videos. Key things to know:

* **Supports all file types** except PDFs
* **Unlimited storage**—no caps on how much you can upload
* **Tag-based organization**—create nested tags like "Drills → Shooting → Layups"
* **Direct integration**—pull media into lessons and programs with a click

<Frame>
  <img alt="Media Hub Example" />
</Frame>

### Lessons

Interactive, slide-based content your athletes swipe through. Each lesson can include:

| Element    | What it does                                            |
| ---------- | ------------------------------------------------------- |
| **Media**  | Video or image from your Media Hub                      |
| **Text**   | Customizable text overlays with colors and backgrounds  |
| **Button** | Navigate to next slide, open a link, or download a file |
| **Quiz**   | Multiple choice questions for engagement                |
| **Form**   | Free-text input for athlete responses                   |
| **Upload** | Let athletes upload their own videos or images          |

<Tip>
  The **Upload** element is powerful for remote coaching. Athletes can submit videos of themselves performing drills, and you can review their form and provide feedback.
</Tip>

<Frame>
  <img alt="Lesson Ui" />
</Frame>

### Programs

The container that holds everything together. Programs can include:

* **Lessons** (interactive, multi-slide content)
* **Standalone media** (individual videos or images)
* **Any mix of both**

You control how athletes progress through programs:

| Mode                    | How it works                                           | Best for                                 |
| ----------------------- | ------------------------------------------------------ | ---------------------------------------- |
| **Immediate Access**    | All content available at once                          | Reference libraries, on-demand content   |
| **Complete & Progress** | Must finish each chapter to unlock next                | Structured courses, certifications       |
| **Drip**                | Content releases on a schedule (daily, weekly, custom) | Email-course style, subscription content |

<Frame>
  <img alt="Programs Main Page" />
</Frame>

## How to sell or share your coaching programs

Every program can be configured with different access levels:

| Option        | Description                                                                                    |
| ------------- | ---------------------------------------------------------------------------------------------- |
| **Free**      | Anyone can access without payment                                                              |
| **Paywalled** | Requires purchase of a linked [product](/payments/product-overview) (one-time or subscription) |
| **Private**   | Only assigned users can see and access it                                                      |

You can combine these—for example, a paywalled program that's also privately assigned to specific athletes.

<Info>
  **Connecting to payments**: When you paywall a program, you link it to one or more [Products](/payments/product-overview) you've created in CoachIQ. Any athlete who purchases that product automatically gets access to the program. Learn more about [attaching products](/payments/attach-products).
</Info>

## Ways coaches use digital training content

<AccordionGroup>
  <Accordion title="Sell an online training course">
    Create a program with structured lessons covering your training methodology. Set it to "Complete & Progress" so athletes work through content in order. Paywall it with a one-time purchase price or monthly subscription.
  </Accordion>

  <Accordion title="Deliver bonus content to in-person clients">
    Upload workout videos and create programs your current athletes can access for free. Set programs to private and assign them to specific clients. They get at-home workouts that complement their in-person sessions.
  </Accordion>

  <Accordion title="Run a video analysis service">
    Create lessons with an Upload element where athletes submit videos of themselves. Review their submissions and provide feedback through the platform. Great for remote coaching or form checks.
  </Accordion>

  <Accordion title="Build a certification program">
    Structure lessons with quizzes and forms to assess understanding. Use "Complete & Progress" mode so athletes must pass each section. Track completion through program stats.
  </Accordion>
</AccordionGroup>

## Tips for creating online coaching content

<Warning>
  **No auto-save in builders**: Both the Lesson Builder and Program Builder require you to manually save your work. Click "Update Lesson" or "Update Program" frequently to avoid losing changes.
</Warning>

**Quick tips for success:**

* **Start with media**: Upload your videos and images first. Everything else builds on your media library.
* **Keep lessons focused**: Each lesson should cover one concept or drill. It's better to have more short lessons than fewer long ones.
* **Test as an athlete**: Use the preview feature to see exactly what athletes will experience before publishing.
* **Organize with tags**: Good tagging in Media Hub makes building lessons and programs much faster.

## Next steps

<CardGroup>
  <Card title="Uploading & Organizing Media" icon="cloud-arrow-up" href="/content/media-overview">
    Start by getting your videos and images into CoachIQ's Media Hub.
  </Card>

  <Card title="Creating Interactive Lessons" icon="presentation-screen" href="/content/lesson-overview">
    Learn how to build engaging, swipeable lessons your athletes will love.
  </Card>

  <Card title="Building Programs" icon="rectangle-history" href="/content/programs-overview">
    Package your content into structured programs athletes can access.
  </Card>

  <Card title="Sharing & Selling Programs" icon="share-nodes" href="/content/sharing-programs">
    Configure pricing, access, and delivery options for your programs.
  </Card>
</CardGroup>

## Frequently asked questions about CoachIQ content

<AccordionGroup>
  <Accordion title="Do I need to create lessons, or can I just add videos to a program?">
    You can do either! Programs support both interactive lessons AND standalone media files. If you just want to share a collection of videos, add them directly as media. If you want a more engaging experience with text, quizzes, and athlete uploads, create lessons.
  </Accordion>

  <Accordion title="Can athletes download my videos?">
    By default, athletes stream content—they don't download it. If you want to provide downloadable files, use a Button element in a lesson with the "downloadable link" option.
  </Accordion>

  <Accordion title="Where do quiz and form responses go?">
    All responses from quizzes and forms within lessons are collected at the program level. You can view them in the Stats section of your Program Builder.
  </Accordion>

  <Accordion title="Can I use the same lesson in multiple programs?">
    Yes! Once you create a lesson, it appears in your Media Hub and can be added to any program. This is great for reusing foundational content across different courses.
  </Accordion>

  <Accordion title="What's the difference between Media Hub and Google Drive?">
    Media Hub is your replacement for Google Drive within CoachIQ. It's built specifically for coaching content—easier to organize, directly integrates with lessons and programs, and your athletes access content through a professional app experience rather than shared links.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Understanding Products" icon="credit-card" href="/payments/product-overview">
    Create the payment products you link to paywalled programs.
  </Card>

  <Card title="Attach Products to Content" icon="credit-card" href="/payments/attach-products">
    Learn how to connect products to programs for paywalled access.
  </Card>

  <Card title="Your Athlete Portal" icon="mobile" href="/athlete-portal/understanding-your-athlete-portal">
    Configure the branded app where athletes access your programs and content.
  </Card>

  <Card title="Content in the Athlete Portal" icon="mobile" href="/athlete-portal/content">
    Manage which programs and content appear in your athlete app.
  </Card>
</CardGroup>


# Lesson Elements Guide: Media, Text, Quizzes, Forms & More
Source: https://help.coachiq.io/content/lesson-components

Master all six lesson elements in CoachIQ—Media, Text, Button, Quiz, Form, and Upload. Learn how to configure each element to create engaging interactive lessons for athletes.

Every lesson you build in CoachIQ is made up of elements—the building blocks you combine to create interactive training content. This guide covers each of the six elements in detail, including configuration options and best practices.

<Info>
  **Adding elements**: In the Lesson Builder, click on any element icon in the toolbar to add it to your current slide. Each slide can have multiple elements layered on top of each other.
</Info>

<Frame>
  <img alt="Lesson Ui" />
</Frame>

## Element quick reference

| Element    | Icon | What it does                 | Athlete interaction |
| ---------- | ---- | ---------------------------- | ------------------- |
| **Media**  | ▶    | Displays video or image      | Watch/view          |
| **Text**   | TT   | Shows text overlay           | Read                |
| **Button** | Grid | Provides navigation or links | Tap                 |
| **Quiz**   | 🤔   | Multiple choice question     | Select answer       |
| **Form**   | 📋   | Free-text input field        | Type response       |
| **Upload** | 📎   | File upload prompt           | Submit video/image  |

***

## Media element

The Media element pulls videos and images from your [Media Hub](/content/media-overview) to display on slides. This is typically the foundation of most slides—start with media, then layer other elements on top.

<Frame>
  <img alt="Media Hub In Lesson" />
</Frame>

### How to add media

<Steps>
  <Step title="Click the Media icon">
    In the Lesson Builder toolbar, click the **Media** element (▶ icon).
  </Step>

  <Step title="Select from Media Hub">
    A panel opens showing your Media Hub. Browse or search for the video or image you want.
  </Step>

  <Step title="Click to add">
    Click on any media item to add it to your slide. It will appear on the canvas.
  </Step>
</Steps>

### Media settings

Once added, select the media element to access settings in the right panel:

| Setting       | What it controls               |
| ------------- | ------------------------------ |
| **Scale**     | Size of the media on the slide |
| **Placement** | Position on the canvas         |

<Tip>
  **Pro tip**: For full-screen video backgrounds, scale to 100% and center the placement. Then layer text or buttons on top for a polished look.
</Tip>

### Media best practices

* **Use Media Hub first**: You can only add media that's already in your Media Hub—upload your content there before building lessons
* **Mind the format**: Vertical/portrait videos work best since lessons display in mobile format
* **Keep videos short**: 30-90 second clips per slide work better than long videos spanning multiple minutes

***

## Text element

The Text element adds customizable text overlays to your slides. Use it for instructions, key points, titles, or any written content.

<Frame>
  <img alt="Lesson Example" />
</Frame>

### How to add text

<Steps>
  <Step title="Click the Text icon">
    In the toolbar, click the **Text** element (TT icon).
  </Step>

  <Step title="Edit the default text">
    A text box appears with placeholder text. Click to edit and type your content.
  </Step>

  <Step title="Style your text">
    Use the right panel to customize appearance.
  </Step>
</Steps>

### Text settings

| Setting        | Options                                       |
| -------------- | --------------------------------------------- |
| **Content**    | Your text (edit inline on canvas or in panel) |
| **Font size**  | Slider from 0-100%                            |
| **Text color** | 12-color palette                              |
| **Background** | 12-color palette + transparent option         |
| **Width**      | Slider to control text box width              |

### Text color options

Both text color and background offer the same 12-color palette:

* White
* Black
* Gray
* Red
* Orange
* Yellow
* Green
* Teal
* Blue
* Indigo
* Purple
* Pink

### Text best practices

* **High contrast**: Use light text on dark backgrounds (or vice versa) for readability
* **Keep it short**: Athletes are swiping through quickly—limit text to key points
* **Use backgrounds**: A semi-transparent background helps text stand out over video/images
* **Position thoughtfully**: Place text where it won't cover important parts of underlying media

***

## Button element

The Button element creates tappable buttons that can navigate between slides, open external links, or provide downloadable files.

### How to add a button

<Steps>
  <Step title="Click the Button icon">
    In the toolbar, click the **Button** element (grid icon).
  </Step>

  <Step title="Configure the action">
    Choose what happens when athletes tap the button.
  </Step>

  <Step title="Style the button">
    Customize colors to match your brand.
  </Step>
</Steps>

### Button actions

| Action                    | What it does                             | When to use                                               |
| ------------------------- | ---------------------------------------- | --------------------------------------------------------- |
| **Take to next slide**    | Advances to the next slide in the lesson | Default navigation, ensuring athletes acknowledge content |
| **Add web link**          | Opens an external URL                    | Link to your website, YouTube, or external resources      |
| **Add downloadable link** | Provides a file download                 | Share PDFs, worksheets, or other downloadable resources   |

### Button settings

| Setting              | Options                                                           |
| -------------------- | ----------------------------------------------------------------- |
| **Button text**      | What the button says (e.g., "Next", "Download PDF", "Watch More") |
| **Action**           | Next slide, web link, or downloadable link                        |
| **Text color**       | 12-color palette                                                  |
| **Background color** | 12-color palette                                                  |

### Button best practices

* **Use for pacing**: Adding a "Next" button (instead of just swipe) ensures athletes consciously move forward
* **Clear labels**: Use action-oriented text like "Download Workout PDF" instead of just "Download"
* **Consistent styling**: Keep button colors consistent throughout your lessons
* **Test links**: Always preview your lesson to make sure external links and downloads work

<Note>
  **Downloadable files**: The downloadable link option accepts any file type—PDFs, spreadsheets, documents, etc. This is how you share materials that can't be displayed directly in lessons.
</Note>

***

## Quiz element

The Quiz element adds multiple choice questions to your lessons. Athletes tap to select their answer from the options you provide.

### How to add a quiz

<Steps>
  <Step title="Click the Quiz icon">
    In the toolbar, click the **Quiz** element (🤔 icon).
  </Step>

  <Step title="Write your question">
    Enter the question athletes will see.
  </Step>

  <Step title="Add answer options">
    Add multiple choice options. Click **Add Option** to add more choices.
  </Step>

  <Step title="Configure appearance">
    Choose light or dark theme.
  </Step>
</Steps>

### Quiz settings

| Setting           | Options                                         |
| ----------------- | ----------------------------------------------- |
| **Question text** | The question you're asking                      |
| **Options**       | Multiple choice answers (add as many as needed) |
| **Theme**         | Light or Dark                                   |

### Important: Quizzes are not graded

<Warning>
  CoachIQ quizzes are for **engagement and feedback collection only**—there is no scoring, pass/fail, or correct answer designation. You see what athletes selected, but the system doesn't grade responses.
</Warning>

**What quizzes are good for:**

* Checking understanding (you review responses manually)
* Gathering preferences ("What skill do you want to work on next?")
* Engagement and interaction during lessons
* Collecting data about your athletes

**What quizzes are NOT for:**

* Formal assessments with grades
* Certification requirements with pass/fail
* Automated feedback based on correct/incorrect

### Quiz best practices

* **Keep questions clear**: One question per quiz element
* **Limit options**: 3-5 answer choices works best
* **Use for checkpoints**: Add quizzes after teaching a concept to reinforce learning
* **Review responses**: Check the Program Stats to see how athletes answered

***

## Form element

The Form element adds free-text input fields where athletes can type their own responses. Use it for reflection questions, goal setting, feedback, or any open-ended input.

### How to add a form

<Steps>
  <Step title="Click the Form icon">
    In the toolbar, click the **Form** element (📋 icon).
  </Step>

  <Step title="Write your prompt">
    Enter the question or prompt athletes will respond to.
  </Step>

  <Step title="Configure appearance">
    Choose theme and button color.
  </Step>
</Steps>

### Form settings

| Setting             | Options                            |
| ------------------- | ---------------------------------- |
| **Question/prompt** | The text asking athletes for input |
| **Theme**           | Light or Dark                      |
| **Button color**    | Color of the Submit button         |

### Form vs Quiz: When to use each

| Use Form when...                      | Use Quiz when...                      |
| ------------------------------------- | ------------------------------------- |
| You want open-ended responses         | You want specific answer choices      |
| Athletes should reflect or explain    | You're checking factual understanding |
| Collecting goals, feedback, questions | Gathering preferences between options |
| Response length varies                | Quick, simple interaction             |

### Form best practices

* **Ask specific questions**: "What's one thing you'll focus on this week?" is better than "Any thoughts?"
* **Set expectations**: Let athletes know roughly how much you expect (a sentence vs a paragraph)
* **Use for accountability**: Ask athletes to commit to goals or reflect on progress
* **Review responses**: Check Program Stats regularly to read what athletes submit

***

## Upload element

The Upload element lets athletes submit their own videos, images, or files. This is powerful for remote coaching, form checks, and drill assignments.

<Warning>
  **Important distinction**: The Upload element is for **ATHLETE uploads**, not coach uploads. If you want to add your own video to a slide, use the Media element instead.
</Warning>

<Frame>
  <img alt="Upload Lesson Feature" />
</Frame>

### How to add an upload prompt

<Steps>
  <Step title="Click the Upload icon">
    In the toolbar, click the **Upload** element (📎 icon).
  </Step>

  <Step title="Configure the prompt">
    Athletes will see a prompt to upload their content.
  </Step>

  <Step title="Set the theme">
    Choose Light or Dark appearance.
  </Step>
</Steps>

### Upload settings

| Setting   | Options       |
| --------- | ------------- |
| **Theme** | Light or Dark |

### What athletes can upload

Athletes can upload:

* Videos (from their camera roll or recorded in-app)
* Images/photos
* Other file types

### Upload use cases

<AccordionGroup>
  <Accordion title="Form check submissions">
    Show an example of correct form, then ask athletes to upload a video of themselves performing the movement. Review their submissions and provide feedback.
  </Accordion>

  <Accordion title="Drill completion proof">
    Assign a drill and have athletes upload video evidence that they completed it. Great for accountability in remote training.
  </Accordion>

  <Accordion title="Progress photos">
    For fitness coaching, have athletes submit progress photos at regular intervals throughout a program.
  </Accordion>

  <Accordion title="Homework assignments">
    Ask athletes to film themselves practicing a skill from your lesson, then submit for review.
  </Accordion>
</AccordionGroup>

### Upload best practices

* **Explain what you want**: Add a Text element above the Upload explaining what athletes should submit
* **Show an example first**: Use a Media element to demonstrate what you're looking for before asking for uploads
* **Check submissions regularly**: Athletes expect feedback—review uploads in Program Stats and respond
* **Set expectations**: Let athletes know how you'll use their uploads (review, feedback, etc.)

***

## Where element responses are collected

All interactive elements (Quiz, Form, Upload) collect responses at the **[Program](/content/programs-overview) level**, not the individual lesson level.

To view responses:

1. Open the Program containing your lesson
2. Click the **Stats** button in the top bar
3. View all submissions organized by lesson/checkpoint

<Info>
  This means if you use the same lesson in multiple programs, responses are tracked separately for each program.
</Info>

***

## Layering multiple elements on one slide

Each slide can have unlimited elements layered on top of each other. Common patterns:

**Video + Text + Button:**

1. Media element (video) as background
2. Text element with key instruction overlay
3. Button element at bottom for "Next"

**Image + Quiz:**

1. Media element (image showing a scenario)
2. Quiz element asking about what they see

**Text + Form:**

1. Text element explaining the reflection prompt
2. Form element for athlete response

<Tip>
  **Reorder elements**: In the left sidebar, you can drag elements within a slide to change their stacking order. Elements lower in the list appear on top.
</Tip>

***

## Frequently asked questions about lesson elements

<AccordionGroup>
  <Accordion title="Can I mark a correct answer for quizzes?">
    No. CoachIQ quizzes don't have correct/incorrect answers or scoring. They're for engagement and data collection. You can review responses manually to see what athletes selected.
  </Accordion>

  <Accordion title="How do I add a PDF to my lesson?">
    Use the Button element with the "Add downloadable link" action. Upload your PDF and athletes can download it when they tap the button.
  </Accordion>

  <Accordion title="Can athletes skip the Upload element?">
    Currently, athletes can proceed through lessons without uploading. If you require submissions, consider adding a text note explaining that uploads are expected.
  </Accordion>

  <Accordion title="How many elements can I add to one slide?">
    There's no limit. However, keep slides focused—too many elements can feel cluttered. If you need lots of content, spread it across multiple slides.
  </Accordion>

  <Accordion title="Can I change element order on a slide?">
    Yes. Drag elements up/down in the left sidebar to change their stacking order. Elements lower in the list appear visually on top.
  </Accordion>

  <Accordion title="What file types can athletes upload?">
    Athletes can upload videos, images, and other common file types. There's no strict restriction, but video and image uploads are most common.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup>
  <Card title="Create Your First Lesson" icon="presentation-screen" href="/content/lesson-overview">
    Put these elements to work—build your first interactive lesson.
  </Card>

  <Card title="Build a Program" icon="rectangle-history" href="/content/programs-overview">
    Package your lessons into programs athletes can access.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Uploading & Organizing Media" icon="video" href="/content/media-overview">
    Get videos and images into Media Hub so you can use them in lesson elements.
  </Card>

  <Card title="Sharing & Selling Programs" icon="credit-card" href="/content/sharing-programs">
    Configure pricing and access for programs that contain your lessons.
  </Card>

  <Card title="Content in the Athlete Portal" icon="mobile" href="/athlete-portal/content">
    Control how athletes discover and access your lesson content.
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Build standalone forms for collecting information outside of lessons.
  </Card>
</CardGroup>


# Create Interactive Training Lessons for Athletes
Source: https://help.coachiq.io/content/lesson-overview

Learn how to build engaging, swipeable lessons in CoachIQ's Lesson Builder. Add videos, quizzes, text overlays, and let athletes upload their own content for review.

Lessons are interactive, slide-based content your athletes swipe through—like Instagram Stories, but for coaching. Each lesson can combine videos, images, text, quizzes, and more into an engaging experience that goes beyond just watching a video.

<Info>
  **Where to find Lessons**: Dashboard → Content → [Media Hub](/content/media-overview) → Create Lesson button
</Info>

<Frame>
  <img alt="Lesson Ex" />
</Frame>

## What makes lessons powerful

Unlike standalone videos, lessons let you:

* **Layer text and instructions** over your media
* **Add quizzes** to check athlete understanding
* **Collect written feedback** with form fields
* **Let athletes upload** their own videos for you to review
* **Guide navigation** with buttons and links
* **Create a structured experience** athletes complete slide by slide

<Tip>
  **Best for**: Skill breakdowns, drill explanations, educational content, form checks, and any training that benefits from interaction beyond just "watch this video."
</Tip>

## How to create your first lesson

<Steps>
  <Step title="Open the Lesson Builder">
    Go to **Content → Media Hub** and click the **Create Lesson** button in the top right.

    You can also click **Copy Existing** to duplicate an existing lesson as a starting point.
  </Step>

  <Step title="Set your lesson details">
    Click the **Settings** icon in the top bar to configure:

    * **Lesson Name**: What athletes will see (e.g., "Shooting Form Basics")
    * **Thumbnail**: The cover image shown in programs
    * **Tags**: For organizing in Media Hub
  </Step>

  <Step title="Add your first slide">
    Your lesson starts with one blank slide. Click on any element type in the toolbar to add content:

    * **Media**: Add a video or image from your Media Hub
    * **Text**: Add text overlays
    * **Button**: Add navigation or links
    * **Quiz**: Add multiple choice questions
    * **Form**: Add free-text input fields
    * **Upload**: Let athletes submit their own content
  </Step>

  <Step title="Add more slides">
    Click **Add Slide** at the bottom of the builder to create additional slides. Athletes will swipe left/right to navigate between them.
  </Step>

  <Step title="Preview your lesson">
    Click the **Preview** button (play icon) in the top bar to see exactly what athletes will experience. Swipe or click arrows to navigate through slides.
  </Step>

  <Step title="Save your lesson">
    Click **Update Lesson** (yellow button, top right) to save your work.

    <Warning>
      **Critical**: The Lesson Builder does NOT auto-save. If you navigate away without clicking Update Lesson, you will lose all unsaved changes.
    </Warning>
  </Step>
</Steps>

## Understanding the Lesson Builder interface

The builder is divided into four main areas:

### Top bar

| Element                 | Function                                        |
| ----------------------- | ----------------------------------------------- |
| **← Back**              | Return to Media Hub (prompts to save if needed) |
| **Settings**            | Lesson name, thumbnail, and tags                |
| **Preview** (play icon) | See the lesson as athletes will experience it   |
| **Update Lesson**       | Save all changes (yellow button)                |

<Frame>
  <img alt="Lesson Top Bar" />
</Frame>

### Left sidebar

Shows your lesson structure:

* **Lesson title** at the top
* **Slide list** showing each slide and its elements
* Expandable view to see what's on each slide
* Click any slide to select it for editing

<Frame>
  <img alt="Lesson Sidebard" />
</Frame>

### Center canvas

A mobile phone preview showing exactly how your current slide will appear to athletes. This is your main editing area—what you see is what athletes get.

<Frame>
  <img alt="Lesson Center Canvas" />
</Frame>

### Right panel

Contextual settings for whatever element you have selected. Options change based on the element type (text color, button actions, quiz options, etc.).

## Working with slides

### Adding slides

Click **Add Slide** at the bottom of the builder. New slides appear at the end of your lesson.

### Reordering slides

Drag slides up or down in the left sidebar to change their order.

### Duplicating slides

Click the **duplicate icon** at the bottom of the canvas to copy the current slide. Useful when creating similar slides with minor variations.

### Deleting slides

Select a slide and click delete. Be careful—this cannot be undone without re-creating the slide.

<Note>
  **No limit**: You can add unlimited slides to a single lesson. However, shorter, focused lessons (5-15 slides) typically perform better than very long ones.
</Note>

## The six lesson elements

Each slide can contain multiple elements layered on top of each other. Here's a quick overview:

| Element    | Icon | Purpose                                      |
| ---------- | ---- | -------------------------------------------- |
| **Media**  | ▶    | Add videos or images from your Media Hub     |
| **Text**   | TT   | Add customizable text overlays               |
| **Button** | 👆   | Navigation buttons, links, or file downloads |
| **Quiz**   | ❓    | Multiple choice questions                    |
| **Form**   | 📋   | Free-text input fields                       |
| **Upload** | 📎   | Let athletes upload their own content        |

<Info>
  For detailed instructions on configuring each element, see the [Lesson Components Guide](/content/lesson-components).
</Info>

## How athletes experience lessons

When athletes open a lesson within a [program](/content/programs-overview), they see:

1. **A full-screen, mobile-optimized view** of your first slide
2. **Progress dots at the top** showing how many slides remain (like Instagram Stories)
3. **Swipe left/right** (or tap arrows) to navigate between slides
4. **Interactive elements** they can engage with—answer quizzes, fill forms, upload videos
5. **Completion tracking** so they know when they've finished

The experience feels native and modern—athletes are already familiar with this format from social media.

## Where lesson responses go

When athletes interact with your lesson elements:

| Element    | Where responses go                      |
| ---------- | --------------------------------------- |
| **Quiz**   | Collected in the parent Program's Stats |
| **Form**   | Collected in the parent Program's Stats |
| **Upload** | Collected in the parent Program's Stats |

<Note>
  Responses are tied to the Program, not the individual lesson. This means you access all athlete submissions from the Program Builder's Stats view.
</Note>

## Tips for creating effective lessons

<CardGroup>
  <Card title="Start with media" icon="photo-film">
    Begin each slide with a video or image, then layer text and other elements on top. This creates visual interest and context.
  </Card>

  <Card title="Keep slides focused" icon="bullseye">
    One concept per slide. If you're explaining multiple things, split them across slides rather than cramming everything onto one.
  </Card>

  <Card title="Use buttons for pacing" icon="computer-mouse">
    Add a "Next" button instead of relying on swipe navigation. This ensures athletes acknowledge each slide before moving on.
  </Card>

  <Card title="Save frequently" icon="floppy-disk">
    Click Update Lesson often while building. There's no auto-save, and losing 30 minutes of work is frustrating.
  </Card>
</CardGroup>

## Common lesson patterns

<AccordionGroup>
  <Accordion title="Drill breakdown lesson">
    **Slide 1**: Full video demonstration

    **Slide 2**: Key point #1 with text overlay on still image

    **Slide 3**: Key point #2 with text overlay

    **Slide 4**: Quiz checking understanding

    **Slide 5**: Upload element for athlete to submit their attempt
  </Accordion>

  <Accordion title="Educational content lesson">
    **Slide 1**: Introduction video from you

    **Slides 2-5**: Key concepts with images and text

    **Slide 6**: Quiz on the material

    **Slide 7**: Form asking athletes to reflect on what they learned
  </Accordion>

  <Accordion title="Form check / video review lesson">
    **Slide 1**: Example of correct form (video)

    **Slide 2**: Common mistakes to avoid (text + images)

    **Slide 3**: Upload element for athlete to submit their form video

    **Slide 4**: Thank you message with next steps
  </Accordion>
</AccordionGroup>

## Frequently asked questions about lessons

<AccordionGroup>
  <Accordion title="Can I use the same lesson in multiple programs?">
    Yes! Once created, lessons appear in your Media Hub and can be added to any program. This is great for reusing foundational content across different courses.
  </Accordion>

  <Accordion title="How do I edit an existing lesson?">
    In Media Hub, click on any lesson to open it. You can also access lessons from within a Program by clicking on the lesson node and selecting "Edit Lesson."
  </Accordion>

  <Accordion title="Can I add multiple elements to one slide?">
    Yes. Each slide can have unlimited elements layered on top of each other. For example, a video with a text overlay and a button at the bottom.
  </Accordion>

  <Accordion title="What's the difference between Quiz and Form?">
    **Quiz** provides multiple choice options—athletes tap to select their answer. **Form** provides a free-text field—athletes type their own response. Use Quiz for quick checks, Form for reflection and open-ended questions.
  </Accordion>

  <Accordion title="Are quizzes graded?">
    No. Quizzes in CoachIQ are for engagement and feedback collection, not formal assessment. There's no pass/fail or scoring—you simply see what athletes selected.
  </Accordion>

  <Accordion title="What's the Upload element for?">
    The Upload element lets athletes submit their own videos, images, or files. It's designed for them to upload content (like a video of themselves doing a drill), NOT for coaches to add content. Use the Media element to add your own videos and images.
  </Accordion>

  <Accordion title="Why did my changes disappear?">
    The Lesson Builder does not auto-save. If you navigated away or closed the browser without clicking "Update Lesson," your changes were not saved. Always save frequently while building.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup>
  <Card title="Lesson Elements Guide" icon="layer-group" href="/content/lesson-components">
    Deep dive into configuring each of the six element types—Media, Text, Button, Quiz, Form, and Upload.
  </Card>

  <Card title="Build a Program" icon="rectangle-history" href="/content/programs-overview">
    Package your lessons into structured programs athletes can access.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Uploading & Organizing Media" icon="video" href="/content/media-overview">
    Get your videos and images into Media Hub before building lessons.
  </Card>

  <Card title="Sharing & Selling Programs" icon="credit-card" href="/content/sharing-programs">
    Configure pricing and access for the programs that contain your lessons.
  </Card>

  <Card title="Content in the Athlete Portal" icon="mobile" href="/athlete-portal/content">
    Control which programs and lessons athletes see in the app.
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Pair your training content with scheduling so athletes can book sessions.
  </Card>
</CardGroup>


# Upload & Organize Your Coaching Media
Source: https://help.coachiq.io/content/media-overview

Learn how to upload videos and images to CoachIQ's Media Hub, organize content with tags, and manage your media library.

Media Hub is your central storage for all videos and images in CoachIQ. Upload your training content here, organize it with tags, then pull it into [lessons](/content/lesson-overview) and [programs](/content/programs-overview).

<Info>
  **Where to find Media Hub**: Dashboard → Content → Media Hub tab
</Info>

<Frame>
  <img alt="Media Hub Example" />
</Frame>

## Uploading media

<Steps>
  <Step title="Open Media Hub">
    Navigate to **Content** from the main navigation, then select the **Media Hub** tab.
  </Step>

  <Step title="Click Upload Media">
    Click the **Upload Media** button in the top right corner. Select one or more files from your computer.
  </Step>

  <Step title="Wait for processing">
    Files upload and process automatically. Videos may take a moment depending on size. Once complete, they appear in your media grid.
  </Step>
</Steps>

<Note>
  Media Hub supports all file types except PDFs. There are no storage limits—upload as much content as you need.
</Note>

## Organizing with tags

Tags are how you keep your media library manageable as it grows. You can create nested tags to build a structured hierarchy.

**Example tag structure for a basketball coach:**

* Drills → Shooting → Layups
* Drills → Shooting → Free Throws
* Drills → Ball Handling
* Game Film → 2025 Season

<Steps>
  <Step title="Select media to tag">
    Click on a media item to open it, or select multiple items using the checkboxes.
  </Step>

  <Step title="Add or create tags">
    Use the tag selector to apply existing tags or type a new tag name to create one. Nest tags using the arrow syntax (e.g., "Drills → Shooting").
  </Step>
</Steps>

<Tip>
  Set up your tag structure before uploading a large batch of content. It's much easier to tag as you upload than to go back and organize later.
</Tip>

## Filtering and finding media

Use the controls at the top of Media Hub to find what you need:

| Filter        | What it does                                                             |
| ------------- | ------------------------------------------------------------------------ |
| **By User**   | Filter media by who uploaded it (useful for teams with multiple coaches) |
| **All tags**  | Filter by any tag or nested tag in the sidebar                           |
| **All types** | Show everything                                                          |
| **Lessons**   | Show only lessons you've created                                         |
| **Videos**    | Show only video files                                                    |
| **Images**    | Show only image files                                                    |

You can also use the search bar to find media by name.

## Using media in lessons and programs

Media you upload here is available throughout CoachIQ:

* **In the [Lesson Builder](/content/lesson-overview)** — Add media as slides in your interactive lessons
* **In the [Program Builder](/content/programs-overview)** — Add standalone videos or images directly to program chapters
* **On your Website** — Pull images and videos into website sections

<Info>
  When you add media to a lesson or program, it references the original file in Media Hub. Updating or replacing the file in Media Hub updates it everywhere it's used.
</Info>

## Managing your media library

**Bulk actions** — Select multiple items to tag, delete, or download in bulk.

**Replacing media** — Click on any media item to open its details, where you can replace the file while keeping the same tags and references.

**Downloading** — Select media items and use the download option to save copies to your computer.

<Warning>
  Deleting media from Media Hub removes it from lessons, programs, and sent Inbox messages that use it. Keep shared feedback videos in Media Hub for as long as athletes need access.
</Warning>

### Before deleting a file you have sent

If selected media is attached to sent Inbox messages, the delete confirmation shows how many messages will lose it and warns that recipients are affected. This applies to both single-file and bulk deletion. Review that warning before choosing **Delete anyway**.

If a conversation shows **Attachment no longer available**, the shared file may have been deleted. If you still have the original, upload it again and send a new message with the attachment. Re-uploading does not restore the old message attachment. See [Message attachments](/inbox/attaching-forms-schedulers-and-products#when-a-shared-file-is-deleted).

## Next steps

<CardGroup>
  <Card title="Creating Interactive Lessons" icon="presentation-screen" href="/content/lesson-overview">
    Turn your media into engaging, swipeable lessons athletes tap through.
  </Card>

  <Card title="Building Programs" icon="rectangle-history" href="/content/programs-overview">
    Package lessons and media into structured programs athletes can access.
  </Card>

  <Card title="Video Analysis" icon="video" href="/content/video-analysis">
    Record and annotate video feedback for your athletes.
  </Card>

  <Card title="Content Overview" icon="photo-film" href="/content/content-overview">
    Learn how Media Hub, Lessons, and Programs work together.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Lesson Elements Guide" icon="video" href="/content/lesson-components">
    Learn how each lesson element uses your media to create interactive experiences.
  </Card>

  <Card title="Sharing & Selling Programs" icon="credit-card" href="/content/sharing-programs">
    Configure pricing and access for programs that use your media.
  </Card>

  <Card title="Content in the Athlete Portal" icon="mobile" href="/athlete-portal/content">
    Manage how athletes discover and access your content in the app.
  </Card>

  <Card title="Understanding Products" icon="credit-card" href="/payments/product-overview">
    Create payment products to monetize programs built from your media.
  </Card>
</CardGroup>


# Build Training Programs Athletes Access in the App
Source: https://help.coachiq.io/content/programs-overview

Learn how to create and structure training programs in CoachIQ. Combine lessons and videos, set progression rules, and deliver professional coaching content through the athlete app.

Programs are the top-level container for everything you deliver to athletes. They're how you package your lessons, videos, and training content into structured courses that athletes access through the CoachIQ app. Think of programs as the "product" athletes actually see and work through in the [Athlete Portal](/athlete-portal/understanding-your-athlete-portal).

<Info>
  **Where to find Programs**: Dashboard → Content → Programs
</Info>

## Why programs matter

While Media Hub stores your content and Lesson Builder creates interactive experiences, Programs are what athletes actually access. Key points:

* **Athletes only see Programs**—they never access your Media Hub or raw lessons directly
* **Programs can be sold** as paid [products](/payments/product-overview) or shared free
* **Programs track progress**—you see who's completed what
* **Programs collect responses**—quiz answers, form submissions, and uploads all live here

<Tip>
  Think of it like this: Media Hub is your filing cabinet, Lessons are your worksheets, and Programs are the course binder you hand to students.
</Tip>

## How to create a training program

<Steps>
  <Step title="Go to Programs">
    Navigate to **Content → Programs** and click the **+ Create Program** button in the top right.
  </Step>

  <Step title="Set program details">
    Enter your program name and configure basic settings. This is what athletes will see in their app.
  </Step>

  <Step title="Add content from the sidebar">
    In the left sidebar under **Coaching Materials**, you'll see:

    * **Lesson**: Your interactive lessons from Media Hub
    * **Media**: Standalone videos and images

    Drag items from the sidebar into the visual flow area to add them to your program.
  </Step>

  <Step title="Arrange your content">
    Drag nodes up or down in the visual flow to reorder chapters. Athletes will progress through them in the order you set.
  </Step>

  <Step title="Configure progression">
    Click **Complete & Progress** in the top bar to choose how athletes move through content (more on this below).
  </Step>

  <Step title="Save your program">
    Click **Update Program** (yellow button, top right) to save all changes.

    <Warning>
      **Critical**: The Program Builder does NOT auto-save. Always click Update Program before navigating away or you'll lose your changes.
    </Warning>
  </Step>
</Steps>

## Understanding the Program Builder interface

### Top bar

| Element                 | Function                                     |
| ----------------------- | -------------------------------------------- |
| **← Back**              | Return to Programs list                      |
| **Stats**               | View program analytics and athlete responses |
| **Complete & Progress** | Current progression mode (click to change)   |
| **Share**               | Configure pricing and access settings        |
| **Preview** (play icon) | See the program as athletes experience it    |
| **Update Program**      | Save all changes (yellow button)             |

<Frame>
  <img alt="Programs Topbar Nav" />
</Frame>

### Left sidebar

**Program title** displays at the top, followed by:

* **Coaching Materials**: Expandable sections for Lessons and Media
* Drag items from here into the visual flow to add them

<Frame>
  <img alt="Programs Side Bar" />
</Frame>

### Center area - Visual flow builder

This is where you build your program structure:

* **Starting Block** (purple): Visual entry point, always present
* **Lesson nodes** (orange/red): Interactive lessons you've added
* **Media nodes** (blue): Standalone videos or images

Click any node to select it and see options.

<Frame>
  <img alt="Programs Center Ui" />
</Frame>

### Right panel - Materials summary

Shows a list of all content in your program with:

* Order number (1, 2, 3...)
* Content type (Lesson or Media)
* Access timing (Immediate, or unlock requirements)

<Frame>
  <img alt="Programs Right Panel" />
</Frame>

## Adding content to your program

### Adding standalone media

3. Drag the media button into the visual flow area
4. Drop it in position
5. Find the video or image you want

### Adding lessons

3. Drag the lesson button into the visual flow area
4. Drop it where you want it in the sequence
5. Find the lesson you want to add

<Note>
  **Mixed content**: Programs can contain any combination of lessons and standalone media. Use lessons for interactive content and standalone media for simple video chapters that don't need quizzes or text overlays.
</Note>

### Reordering content

Drag nodes up or down in the visual flow to change their order. Athletes will progress through content in the order shown (top to bottom).

### Removing content

1. Click on any node in the visual flow
2. Click **Remove** in the popup menu
3. The content is removed from the program (but not deleted from Media Hub)

## Working with program nodes

When you click on a node in the visual flow, you'll see:

| Option                | What it does                                 |
| --------------------- | -------------------------------------------- |
| **Preview thumbnail** | Shows the content preview                    |
| **Edit Lesson**       | Opens Lesson Builder directly (lessons only) |
| **Thumbnail**         | Change the chapter thumbnail                 |
| **Remove**            | Remove from program                          |
| **Access dropdown**   | Set when this chapter unlocks                |

<Tip>
  **Quick editing**: Click "Edit Lesson" on any lesson node to jump directly into the Lesson Builder. Save your lesson changes there, then return to the Program Builder.
</Tip>

## Progression modes: How athletes move through content

Click **Complete & Progress** (or **Change** next to it) in the top bar to choose how athletes progress through your program.

### Immediate Access

**How it works**: All content is available immediately. Athletes can access any chapter in any order.

**Best for**:

* Reference libraries
* On-demand content collections
* Programs where order doesn't matter
* Returning athletes who need to jump to specific sections

### Complete & Progress

**How it works**: Athletes must complete each chapter before the next one unlocks. They work through content sequentially.

**Best for**:

* Structured courses with building concepts
* Certification programs
* Training progressions where order matters
* Ensuring athletes don't skip foundational content

<Note>
  "Complete" means the athlete has fully viewed/finished the lesson or media—not just opened it. They need to swipe through all slides or watch the video.
</Note>

### Drip

**How it works**: Content releases on a time-based schedule. You configure how frequently new chapters unlock (daily, weekly, or custom intervals).

**Best for**:

* Email-course style content delivery
* Subscription programs with ongoing content
* Pacing athletes to prevent rushing through material
* Building anticipation and engagement over time

## Previewing your program

Click the **Preview** button (play icon) in the top bar to see exactly what athletes will experience:

* Program thumbnail and title
* Chapter list with progress indicators
* Lesson preview with slide count
* "Begin Program" button

This is the same view athletes see in their app. Use it to verify your content looks correct before sharing.

## Viewing program stats

Click the **Stats** button in the top bar to see:

* **All Checkpoints**: Overview of all chapters
* **View counts**: How many athletes viewed each chapter
* **Quiz responses**: What athletes selected on multiple choice questions
* **Form responses**: What athletes typed in free-text fields
* **Upload submissions**: Files athletes submitted through Upload elements

<Info>
  Stats are collected at the program level, even if the same lesson appears in multiple programs. Each program tracks its own responses separately.
</Info>

## Tips for building effective programs

<CardGroup>
  <Card title="Start with an outline" icon="list">
    Plan your chapter structure before building. Know what content goes where and in what order.
  </Card>

  <Card title="Mix content types" icon="shuffle">
    Combine interactive lessons with standalone videos for variety. Not everything needs to be a full lesson.
  </Card>

  <Card title="Use clear thumbnails" icon="image">
    Each chapter thumbnail helps athletes navigate. Use distinct images that represent the content.
  </Card>

  <Card title="Save frequently" icon="floppy-disk">
    No auto-save means lost work if you forget. Click Update Program after every significant change.
  </Card>
</CardGroup>

## Program content patterns

<AccordionGroup>
  <Accordion title="Online course (Complete & Progress)">
    **Structure**:

    * Lesson 1: Welcome & Overview
    * Lesson 2: Foundation Concepts
    * Lesson 3: Core Technique
    * Lesson 4: Practice Drills (with Upload for submission)
    * Lesson 5: Advanced Application
    * Lesson 6: Final Quiz & Next Steps

    **Settings**: Complete & Progress mode, Paywalled
  </Accordion>

  <Accordion title="Drill library (Immediate Access)">
    **Structure**:

    * Media: Warm-up Routine
    * Media: Drill 1 - Ball Handling
    * Media: Drill 2 - Shooting Form
    * Media: Drill 3 - Footwork
    * Media: Drill 4 - Defense
    * (Continue with more drills...)

    **Settings**: Immediate Access, Free or Paywalled
  </Accordion>

  <Accordion title="Weekly training program (Drip)">
    **Structure**:

    * Lesson: Week 1 - Assessment & Baseline
    * Lesson: Week 2 - Foundation Building
    * Lesson: Week 3 - Skill Development
    * Lesson: Week 4 - Progressive Challenge
    * Lesson: Week 5 - Advanced Techniques
    * Lesson: Week 6 - Final Assessment

    **Settings**: Drip mode (weekly release), Paywalled subscription
  </Accordion>

  <Accordion title="Client supplemental content (Private)">
    **Structure**:

    * Media: Your Personalized Warm-up
    * Lesson: Form Corrections (specific to this athlete)
    * Media: Homework Drills
    * Lesson: Upload Your Practice Videos

    **Settings**: Immediate Access, Free, Private (assigned to specific athlete)
  </Accordion>
</AccordionGroup>

## Frequently asked questions about programs

<AccordionGroup>
  <Accordion title="Can I add the same lesson to multiple programs?">
    Yes! Lessons can be reused across unlimited programs. This is great for foundational content that applies to multiple courses.
  </Accordion>

  <Accordion title="What's the difference between a lesson and standalone media in a program?">
    **Lessons** are interactive, multi-slide experiences with text, quizzes, forms, etc. **Standalone media** is just a single video or image—athletes watch/view it and move on. Use lessons when you want interaction, standalone media when you just need to share a video.
  </Accordion>

  <Accordion title="Can I change the progression mode after athletes have started?">
    Yes, but be careful. Changing from Complete & Progress to Immediate Access will unlock all content for everyone. Changing the other direction may lock content athletes previously had access to.
  </Accordion>

  <Accordion title="How do I see which athletes completed my program?">
    Click the **Stats** button in the Program Builder. You'll see view counts and can track which chapters athletes have completed.
  </Accordion>

  <Accordion title="Is there a limit to how many chapters a program can have?">
    Programs used to stop at 50 checkpoints (chapters). That cap was raised in August 2026, so long programs no longer have to be split just to keep adding content. There is still an upper limit; if you reach it, contact support. Very long programs often read better split into "levels" anyway, so athletes see progress sooner.
  </Accordion>

  <Accordion title="Why can't I see my lesson in the sidebar?">
    Lessons must be saved in the Lesson Builder before they appear in the Program Builder. Make sure you clicked "Update Lesson" after creating it.
  </Accordion>

  <Accordion title="What happens if I delete a lesson that's in a program?">
    The lesson will be removed from any programs that included it. Always check where a lesson is used before deleting it from Media Hub.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup>
  <Card title="Share & Sell Your Programs" icon="share-nodes" href="/content/sharing-programs">
    Learn how to configure pricing, share programs privately, and connect to payment products.
  </Card>

  <Card title="Create Interactive Lessons" icon="presentation-screen" href="/content/lesson-overview">
    Build engaging lessons to include in your programs.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Understanding Products" icon="credit-card" href="/payments/product-overview">
    Create the payment products you link to paywalled programs.
  </Card>

  <Card title="Attach Products to Content" icon="credit-card" href="/payments/attach-products">
    Connect payment products to your programs for monetization.
  </Card>

  <Card title="Content in the Athlete Portal" icon="mobile" href="/athlete-portal/content">
    Manage which programs appear in your athlete app.
  </Card>

  <Card title="Your Athlete Portal" icon="mobile" href="/athlete-portal/understanding-your-athlete-portal">
    Configure the branded app where athletes access your programs.
  </Card>
</CardGroup>


# How to Share, Sell, and Monetize Your Training Programs
Source: https://help.coachiq.io/content/sharing-programs

Learn how to publish programs to your athlete portal, set up paywalls, share privately with specific athletes, and connect payment products in CoachIQ.

Once you've built a program, you need to make it available to athletes. This involves two steps: configuring your pricing and access settings, then publishing the program to your Athlete Portal so athletes can actually see it.

<Note>
  **Two steps to share a program**:

  1. Configure Share settings (Free/Paywalled, Public/Private) in the Program Builder
  2. Add the program to your Athlete Portal to make it live
</Note>

## Publishing programs to your Athlete Portal

The [Athlete Portal](/athlete-portal/understanding-your-athlete-portal) is your branded app where athletes access your content. For athletes to see any program, you must add it to the portal's Programs section.

<Info>
  **Where to find the Athlete Portal**: Dashboard → Website & App → Athlete Portal → Click **Edit**
</Info>

### How to add programs to your portal

<Steps>
  <Step title="Open the Athlete Portal editor">
    From your dashboard, go to **Website & App** and find the **Athlete Portal** section. Click **Edit** to open the portal builder.
  </Step>

  <Step title="Go to the Content tab">
    In the portal editor, click the **Content** tab. This is where you manage which programs appear in your athlete app.
  </Step>

  <Step title="Add your programs">
    Select the programs you want to make available. Only programs added here will appear in the athlete app.
  </Step>

  <Step title="Save your portal">
    Save your changes. The programs will now be visible to athletes in the app.
  </Step>
</Steps>

<Frame>
  <img alt="Programs Example" />
</Frame>

### What athletes see in the app

When athletes open your app, they see a **Programs** section in the sidebar with two categories:

| Section             | What appears here                                      |
| ------------------- | ------------------------------------------------------ |
| **Available**       | Public programs anyone can access or purchase          |
| **Shared with you** | Private programs specifically assigned to that athlete |

<Tip>
  **The portal is your control center**: You have complete control over what appears in your athlete app. You can add or remove programs, schedulers, products, and communication channels—all from the Athlete Portal editor.
</Tip>

***

## Understanding pricing and access options

Once a program is added to your Athlete Portal, you control *who* can access it through Share settings in the Program Builder.

<Info>
  **Where to find share settings**: Open any program in the Program Builder → Click **Share** in the top bar
</Info>

Every program has two independent settings you can combine:

| Setting        | Options           | What it controls                   |
| -------------- | ----------------- | ---------------------------------- |
| **Price**      | Free or Paywalled | Whether payment is required        |
| **Visibility** | Public or Private | Who can see and access the program |

This creates four possible combinations:

| Configuration           | Who can access                           |
| ----------------------- | ---------------------------------------- |
| **Free + Public**       | Anyone on the athlete app                |
| **Free + Private**      | Only athletes you specifically assign    |
| **Paywalled + Public**  | Anyone who purchases a linked product    |
| **Paywalled + Private** | Only assigned athletes who also purchase |

## How to configure program sharing

<Steps>
  <Step title="Open share settings">
    In the Program Builder, click the **Share** button in the top bar. The share settings panel opens on the left.
  </Step>

  <Step title="Select your price">
    Choose between:

    * **Free**: No payment required
    * **Paywalled**: Requires purchase to access
  </Step>

  <Step title="Configure visibility (optional)">
    Toggle **Private program** on if you want to restrict access to specific athletes.
  </Step>

  <Step title="Complete additional settings">
    Depending on your choices:

    * **If Paywalled**: Select which products unlock this program
    * **If Private**: Search and assign specific athletes
  </Step>

  <Step title="Save your settings">
    Click **Save** to apply your share configuration.
  </Step>
</Steps>

<Frame>
  <img alt="Progam Share Settings" />
</Frame>

***

## Free programs

Free programs don't require any payment. Athletes can access them without purchasing anything.

### Setting up a free program

1. Click **Share** in the Program Builder
2. Select the **Free** tab
3. Click **Save**

That's it—your program is now free for all athletes to access.

### When to use free programs

<CardGroup>
  <Card title="Lead magnets" icon="magnet">
    Offer a free introductory program to attract new athletes and showcase your coaching style.
  </Card>

  <Card title="Client bonuses" icon="gift">
    Give existing training clients free access to supplemental at-home content.
  </Card>

  <Card title="Community content" icon="users">
    Share general fitness tips or educational content with your entire audience.
  </Card>

  <Card title="Trial programs" icon="flask">
    Let athletes sample your training before committing to paid programs.
  </Card>
</CardGroup>

***

## Paywalled programs

Paywalled programs require athletes to purchase a product before accessing the content. This is how you monetize your training programs.

### How paywalling works

1. You create **[Products](/payments/product-overview)** in CoachIQ (one-time purchases or subscriptions)
2. You [link those products](/payments/attach-products) to your program
3. When an athlete purchases any linked product, they automatically get access to the program

<Note>
  **Products come first**: You must [create at least one Product](/payments/product-builder) in CoachIQ before you can paywall a program. Products are created in the Payments section of your dashboard.
</Note>

### Setting up a paywalled program

<Steps>
  <Step title="Open share settings">
    Click **Share** in the Program Builder.
  </Step>

  <Step title="Select Paywalled">
    Click the **Paywalled** tab. You'll see the message: "A product you will deliver to your customer on a per order basis"
  </Step>

  <Step title="Select products">
    Under **Select Products**, you'll see your existing CoachIQ products with their prices. Click to select which products unlock this program.

    *Example: Select "Bronze Package - 10"*
  </Step>

  <Step title="Save">
    Click **Save** to apply the paywall.
  </Step>
</Steps>

### Multiple products can unlock one program

You can link multiple products to a single program. Purchasing **any** of the selected products grants access.

**Why this is useful:**

| Scenario                    | How to set it up                                                                                                          |
| --------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Tiered pricing**          | Link both "Basic" ($49) and "Premium" ($99) products—both get access to this program, but Premium includes other benefits |
| **Bundle deals**            | Link your "Complete Training Bundle" product so buyers get this program plus others                                       |
| **Subscription + one-time** | Link both your monthly subscription and a one-time purchase option                                                        |

<Tip>
  **Pricing strategy**: Create different products at different price points, then link the appropriate ones to each program. This lets you offer flexible purchasing options without duplicating programs.
</Tip>

***

## Private programs

Private programs are only visible to athletes you specifically assign. Other athletes won't see the program in their app at all.

### Setting up a private program

<Steps>
  <Step title="Open share settings">
    Click **Share** in the Program Builder.
  </Step>

  <Step title="Enable private mode">
    Toggle on **Private program**. You'll see the description: "Directly assign to students"
  </Step>

  <Step title="Assign athletes">
    Use the search field to find athletes by:

    * Name
    * Email
    * Phone number

    Click on an athlete to add them to the access list.
  </Step>

  <Step title="Save">
    Click **Save** to apply. Only assigned athletes will see this program.
  </Step>
</Steps>

### Managing assigned athletes

* **Add more**: Search and click to add additional athletes
* **Remove access**: Click the X next to an athlete's name to remove them
* **View current list**: Assigned athletes appear with their profile photos in the settings panel

### When to use private programs

<AccordionGroup>
  <Accordion title="Personalized training plans">
    Create custom programs for individual athletes with content specific to their needs. Only they can see it.
  </Accordion>

  <Accordion title="Team-specific content">
    Build programs for a specific team or training group. Assign all team members and keep it hidden from others.
  </Accordion>

  <Accordion title="VIP client content">
    Offer exclusive programs to your premium clients that regular athletes can't access.
  </Accordion>

  <Accordion title="Beta testing">
    Test new programs with a small group before releasing to everyone.
  </Accordion>
</AccordionGroup>

***

## Combining price and visibility

You can combine Free/Paywalled with Public/Private for different business scenarios.

### Free + Public

**Access**: Anyone on the athlete app

**Use case**: Lead magnets, community content, free trials

**Setup**:

1. Select **Free**
2. Leave Private toggle OFF
3. Save

### Free + Private

**Access**: Only assigned athletes (no payment)

**Use case**: Bonus content for existing clients, personalized programs

**Setup**:

1. Select **Free**
2. Toggle ON **Private program**
3. Assign specific athletes
4. Save

### Paywalled + Public

**Access**: Anyone who purchases a linked product

**Use case**: Selling courses to the public, subscription content

**Setup**:

1. Select **Paywalled**
2. Select products that unlock this program
3. Leave Private toggle OFF
4. Save

### Paywalled + Private

**Access**: Only assigned athletes who also purchase

**Use case**: Exclusive paid programs for select clients, invite-only courses

**Setup**:

1. Select **Paywalled**
2. Select products
3. Toggle ON **Private program**
4. Assign specific athletes
5. Save

<Warning>
  **Paywalled + Private means both requirements must be met**: Athletes must be assigned AND purchase a linked product. If either condition isn't met, they can't access the program.
</Warning>

***

## The program preview card

As you configure share settings, the preview card on the right shows how your program will appear:

| Element            | What it shows                                       |
| ------------------ | --------------------------------------------------- |
| **Thumbnail**      | Your program cover image                            |
| **Title**          | Program name                                        |
| **Status badges**  | "Paywalled" if paid, "Private (X users)" if private |
| **Assigned users** | Profile photos of assigned athletes (if private)    |

Use this preview to verify your settings look correct before saving.

***

## Sharing workflow examples

<AccordionGroup>
  <Accordion title="Selling an online course to the public">
    **Goal**: Anyone can buy and access your program

    **Setup**:

    1. Create a Product: "Complete Shooting Course - \$79"
    2. In Program Builder, click Share
    3. Select Paywalled
    4. Select your \$79 product
    5. Leave Private OFF
    6. Save
    7. Go to **Website & App → Athlete Portal → Edit → Content**
    8. Add the program to your portal

    **Result**: Athletes see the program in "Available," purchase the product, and get immediate access.
  </Accordion>

  <Accordion title="Giving free content to current training clients">
    **Goal**: Only your current 1-on-1 clients get bonus content

    **Setup**:

    1. In Program Builder, click Share
    2. Select Free
    3. Toggle ON Private program
    4. Search and assign each client
    5. Save
    6. Go to **Website & App → Athlete Portal → Edit → Content**
    7. Add the program to your portal

    **Result**: Only assigned clients see the program under "Shared with you." It's completely free for them.
  </Accordion>

  <Accordion title="Monthly subscription with exclusive program access">
    **Goal**: Subscribers get access to your program library

    **Setup**:

    1. Create a subscription Product: "Monthly Training - \$49/month"
    2. For each program, click Share
    3. Select Paywalled
    4. Select the monthly subscription product
    5. Save
    6. Add all programs to your Athlete Portal's Content section

    **Result**: Anyone who subscribes gets access to all linked programs. If they cancel, access ends.
  </Accordion>

  <Accordion title="VIP-only paid program">
    **Goal**: Only certain clients can purchase your premium program

    **Setup**:

    1. Create a Product: "Elite Training Program - \$299"
    2. In Program Builder, click Share
    3. Select Paywalled, select the \$299 product
    4. Toggle ON Private program
    5. Assign your VIP clients
    6. Save
    7. Add the program to your Athlete Portal

    **Result**: Only assigned VIPs see the program under "Shared with you." They still must purchase to access content.
  </Accordion>
</AccordionGroup>

***

## Frequently asked questions about sharing and pricing

<AccordionGroup>
  <Accordion title="I configured Share settings but athletes can't see my program. What's wrong?">
    You need to add the program to your **Athlete Portal**. Go to Website & App → Athlete Portal → Edit → Content, and add the program there. Share settings control *who* can access a program, but the Athlete Portal controls *whether* it appears in the app at all.
  </Accordion>

  <Accordion title="What's the difference between Share settings and the Athlete Portal?">
    **Share settings** (in Program Builder) control pricing and visibility—Free vs Paywalled, Public vs Private. The **Athlete Portal** (in Website & App) controls what actually appears in your athlete app. You need both: configure Share settings, then add to the portal.
  </Accordion>

  <Accordion title="Can I change pricing after athletes have already purchased?">
    You can change which products are linked to a program at any time. Athletes who already purchased keep their access. New athletes need to purchase based on the current configuration.
  </Accordion>

  <Accordion title="What happens if I switch from Paywalled to Free?">
    The program becomes free for everyone. Athletes who previously paid still have access (they just didn't need to pay anymore). All future access is free.
  </Accordion>

  <Accordion title="Can one product unlock multiple programs?">
    Yes! When you create a product, you can link it to multiple programs. This is how bundles work—one purchase, access to many programs.
  </Accordion>

  <Accordion title="How do I remove someone's access to a private program?">
    Open Share settings, find the athlete in the assigned list, and click the X to remove them. Save your changes.
  </Accordion>

  <Accordion title="Do I need to assign athletes if the program is public?">
    No. Public programs are visible to all athletes in the "Available" section. You only need to assign athletes when Private mode is enabled.
  </Accordion>

  <Accordion title="Can athletes share or transfer their program access?">
    No. Access is tied to the individual athlete's account. They can't share login credentials or transfer access to someone else.
  </Accordion>

  <Accordion title="Where do I create the Products that I link to programs?">
    Products are created in the **Payments** section of your dashboard, not in the Content section. Create your products there first, then link them to programs in Share settings.
  </Accordion>

  <Accordion title="Can I remove a program from my Athlete Portal without deleting it?">
    Yes. Removing a program from the Athlete Portal just hides it from athletes—the program still exists in your Content section. You can add it back anytime.
  </Accordion>
</AccordionGroup>

***

## Next steps

<CardGroup>
  <Card title="Set Up Your Athlete Portal" icon="mobile-screen" href="/athlete-portal/understanding-your-athlete-portal">
    Configure your branded app where athletes access programs, schedules, and communication.
  </Card>

  <Card title="Create Products" icon="credit-card" href="/payments/product-overview">
    Set up the payment products you'll link to your programs.
  </Card>

  <Card title="Build Your Program" icon="rectangle-history" href="/content/programs-overview">
    Create the program content before configuring sharing and pricing.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Product Builder" icon="credit-card" href="/payments/product-builder">
    Step-by-step guide to creating the products you link to paywalled programs.
  </Card>

  <Card title="Attach Products to Content" icon="credit-card" href="/payments/attach-products">
    Learn the details of connecting payment products to your programs.
  </Card>

  <Card title="Scheduling Overview" icon="calendar" href="/scheduling/overview">
    Pair your programs with scheduling so athletes can book training sessions.
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Collect athlete information with standalone forms outside of programs.
  </Card>
</CardGroup>


# Record, Save, and Share Video Analysis
Source: https://help.coachiq.io/content/video-analysis

Prepare your slides, record coaching feedback, save it to Media Hub, and re-record a saved analysis.

Use Video Analysis to explain a clip with playback controls, drawings, text, and recorded commentary. You can build several slides into one recording.

## Open the editor

* From **Content → Media Hub**, open a video and choose **Create Video** to load it for analysis.
* Or open **Content → Video Analysis → Create New Video**, then choose **Add Media** on the slide.

Wait for the source media to finish loading before recording.

## Prepare the slides

Choose your orientation, layout, background, and optional logo before building the analysis. Add media to the slide, then use **Add slide** when you need another section. The slide strip on the right shows the current slide.

<Warning>
  Changing the aspect ratio after preparing slides or drawings asks for confirmation. **No** keeps your work; **Yes** resets it to a blank slide. Choose the format first whenever possible.
</Warning>

Use the drawing, text, and move tools to prepare the points you want to explain. The **Camera** menu controls the camera presentation; recording setup lets you select the camera and microphone devices.

## Record your feedback

1. Choose **New Recording**.
2. Select the microphone and camera you want to use. Enable only the inputs you need.
3. Choose a resolution under **Video Settings**. The current options are **1080p**, **720p**, **420p**, and **240p**.
4. Choose **Start Recording** and confirm the timer starts.
5. Play or pause the source, move between slides, and draw or add text while explaining the clip. Use **Q** to pause or resume the recording.
6. Choose **Save** when your feedback is complete.

<Frame>
  <img alt="New Recording setup with microphone, camera, resolution, and Start Recording controls" />
</Frame>

For long analyses, use shorter parts. A recording-size safeguard warns as the limit approaches and can stop and save the recording at the limit. The available duration depends on the video; it is not a fixed number of minutes.

## Save and check playback

Keep the editor open while the recording saves. Wait for processing, then play the completed video and check the sound, annotations, and ending before sharing it.

The saved analysis appears in **Media Hub**. If the tile says **Processing**, wait until the new recording is ready to play. You do not need a separate export step to add the saved recording to Media Hub.

<Warning>
  An unfinished editor draft is not a saved recording. Before leaving or refreshing, save the completed recording and confirm it is available in Media Hub. Unfinished slides and drawings may be lost when you leave.
</Warning>

If a save fails after a connection problem, reconnect and choose **Retry Save** in the same editor. Keep the page open so the recording remains available for the retry.

## Share the saved analysis

After saving, use **Send to users** to choose the intended recipients, or **Copy Link** to copy the analysis link. Review the recipient selection and video before sending. You can also find the recording in **Media Hub**, copy its link, or download it.

To include the analysis in a structured training experience, add the saved media to a [lesson](/content/lesson-overview) or [program](/content/programs-overview).

## Re-record a saved analysis

Choose **Re-record** in the analysis editor, record the replacement, and save it. Wait for processing and check that the new take plays.

<Warning>
  Re-recording replaces the video inside the **same Media Hub item**. Its shared link stays the same, so people using that link will see the replacement after processing. Do not use Re-record when you want to keep two separate versions; create a separate analysis instead.
</Warning>

**Send to users** and **Copy Link** remain available after a re-record. A temporary **Processing** label does not mean the item was removed. If saving fails, reconnect and use **Retry Save**.

## Use keyboard shortcuts

Open **Shortcuts** in the editor to see the current list.

<Frame>
  <img alt="Video Analysis shortcut panel with playback, drawing, slide, and recording controls" />
</Frame>

| Key          | Action                                    |
| ------------ | ----------------------------------------- |
| Space        | Pause or resume the source video.         |
| A / D        | Move backward or forward by frames.       |
| Up / Down    | Move backward or forward by one second.   |
| Left / Right | Move backward or forward by five seconds. |
| M            | Mute the source video.                    |
| W / S        | Move up or down through slides.           |
| T            | Start the text tool.                      |
| G            | Start the free-move tool.                 |
| F            | Start drawing.                            |
| C            | Undo a drawing.                           |
| Q            | Pause or resume recording.                |

For optimized videos, the shortcut panel lists frame-based movement for **A/D** and **Left/Right**. Muting the source video is separate from turning off your recording microphone.

## Troubleshoot without losing work

* **No microphone or camera:** check the selected input and the browser's permission for CoachIQ before recording.
* **Source still loading:** wait for the source download to finish before starting the take.
* **Save failed:** keep the editor open, restore the connection, and use **Retry Save**.
* **Replacement still processing:** wait, then check playback from both the editor and Media Hub before sharing.
* **Need help:** note the approximate recording length, the exact error, and whether the problem occurs during source upload, recording, saving, or playback. These details help support investigate the right step.

See [Media Hub](/content/media-overview) for uploading and organizing source videos and [Inbox overview](/inbox/inbox-overview) for communication options.


# CoachIQ Copilot
Source: https://help.coachiq.io/getting-started/copilot

The AI assistant built into CoachIQ: where it appears, what it is good at today, and how to get useful answers from it.

<Info>
  **Where to find this**: the **Copilot** panel inside the availability and booking builders.
</Info>

## What Copilot is

Copilot is CoachIQ's built-in assistant. You describe what you want in plain English and it fills in the structured settings for you, or points you to the right place. It is in **Beta**, so expect it to get better and occasionally to need a second try.

The main dashboard no longer has a Copilot prompt bar. Open the relevant builder to use Copilot.

## Inside builders

The **Copilot** panel appears on the right of the availability builder and the booking builder. This is where it saves the most time:

| Where                | Say something like                                      | Copilot fills in               |
| -------------------- | ------------------------------------------------------- | ------------------------------ |
| Availability builder | "Mondays and Wednesdays 4 to 8 pm, Saturdays 9 to noon" | The weekly day and time ranges |
| Recurring booking    | "Every Tuesday and Thursday at 6 pm for 8 weeks"        | Days, time, and repeat count   |
| Manual booking       | "Book Maya into Friday's 5 pm lesson"                   | Athlete, scheduler, and slot   |

<Frame>
  <img alt="CoachIQ Copilot panel inside a builder" />
</Frame>

Detailed walkthroughs live with each feature:

* [Create your availability](/scheduling/create-your-availability#method-3-using-copilot-to-generate-availability)
* [Recurring bookings](/scheduling/recurring-bookings)
* [Manually booking athletes](/scheduling/manually-booking-athletes#using-copilot-for-faster-booking)

## Getting good results

* **Be specific with times and days.** "5 pm" beats "evening"; "next Tuesday" beats "soon".
* **One request at a time.** Ask for the availability, review it, then ask for the next change.
* **Review before you save.** Copilot drafts; you confirm. Nothing is booked or published until you click **Save** or **Update**.
* **Rephrase if it misses.** A shorter sentence with the numbers first usually lands.

## What Copilot does not do

* It does not send messages to athletes or charge cards on its own.
* It does not change settings outside the builder you are in.
* It does not see anything you have not saved yet in another tab.

## Common questions

<AccordionGroup>
  <Accordion title="Can athletes use Copilot?">
    No. It is an admin and coach tool. Athletes book through the portal as usual.
  </Accordion>

  <Accordion title="Copilot produced the wrong availability">
    Click **Regenerate** with a clearer prompt, or edit the generated ranges by hand. Nothing is live until you save.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Your Dashboard" icon="gauge" href="/getting-started/dashboard">
    Website, athlete portal, and activity shortcuts
  </Card>

  <Card title="How availability works" icon="clock" href="/scheduling/how-availability-works">
    The model Copilot is filling in for you
  </Card>
</CardGroup>


# Your Dashboard
Source: https://help.coachiq.io/getting-started/dashboard

What every tile, card, and feed on the CoachIQ home screen means, and where each one takes you.

<Info>
  **Where to find this**: click **Website & App** at the top of the sidebar, or the CoachIQ logo. It is the first screen after you log in.
</Info>

## What the dashboard is for

The dashboard is the home screen of the admin app. It answers three questions in one glance: what is happening in my business right now, how do I get to my website and athlete portal, and what should I do next.

## The parts of the page

The dashboard focuses on Website/App controls and activity. The main Copilot prompt bar has been removed; [Copilot](/getting-started/copilot) remains available inside the availability and booking builders.

### Site and Portal cards

Two cards side by side:

| Card               | Edit                     | View                                   |
| ------------------ | ------------------------ | -------------------------------------- |
| **CoachIQ Site**   | Opens the website editor | Opens your public website              |
| **Athlete Portal** | Opens the portal builder | Opens the portal as an athlete sees it |

These are the fastest route to the [Website Builder](/website/overview) and the [Athlete Portal](/athlete-portal/understanding-your-athlete-portal).

### Activity tiles

Three counters for the things that grow your business, plus a **View All** card that opens the full stats view:

| Tile            | Counts                                                 |
| --------------- | ------------------------------------------------------ |
| **Users**       | New people added to your group                         |
| **Orders**      | Revenue from products, subscriptions, and access codes |
| **Checkpoints** | Program checkpoints athletes completed                 |

Switch the period with **All**, **Last 30 Days**, and **Last 7 Days**. **View All** adds the rest: form responses, media uploaded, bookings, and more.

### Activity feed

A live, newest-first list of what just happened: a booking, a purchase, a form submission, a new user, a program checkpoint. Filter it with the tabs **All · Forms · Orders · Programs · Schedulers · Users**. Click an entry to open the related record.

<Tip>
  Start each day on the **Users** and **Forms** filters. New sign-ups and form submissions are the leads most likely to go cold if nobody replies.
</Tip>

### "New Update Available" banner

CoachIQ ships updates continuously. When a new version is ready you see a banner with **Update & Refresh**. Click it when you are not mid-edit; it reloads the app and nothing you have saved is lost.

## Where to go from here

<CardGroup>
  <Card title="Scheduling" icon="calendar" href="/scheduling/overview">
    Calendar, schedulers, and setup
  </Card>

  <Card title="Payments" icon="credit-card" href="/payments/getting-started">
    Stripe, products, and transactions
  </Card>

  <Card title="People" icon="users" href="/people/overview">
    Clients, staff, and sign-up settings
  </Card>

  <Card title="Inbox" icon="inbox" href="/inbox/inbox-overview">
    SMS, in-app messages, announcements
  </Card>

  <Card title="Content" icon="photo-film" href="/content/media-hub">
    Media, programs, video analysis
  </Card>

  <Card title="Settings" icon="gear" href="/settings/index">
    Account, organization, notifications, data
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="A tile shows zero but I know activity happened">
    Check the period toggle. A tile on **Last 7 Days** ignores anything older than a week. Switch to **All**.
  </Accordion>

  <Accordion title="Why does the sidebar collapse when I open the Inbox?">
    The Inbox uses the space for conversations and shrinks the sidebar to icons. Hover an icon to see its label, or click **Website & App** to return here.
  </Accordion>

  <Accordion title="I manage more than one group. Which one am I looking at?">
    The group name is in the URL and in **Settings → Groups**. Switch groups from there. See [General settings](/settings/general#groups).
  </Accordion>
</AccordionGroup>


# Use CoachIQ with AI
Source: https://help.coachiq.io/getting-started/use-coachiq-with-ai

Give ChatGPT or Claude CoachIQ documentation, a live business connection, and a Project tailored to how you work.

Give your assistant three things: **CoachIQ's documentation**, **a connection to your business**, and **context about your goals**. Together, they help it give more useful answers and carry out supported work in CoachIQ.

| What you provide       | What it gives your assistant                                                  |
| ---------------------- | ----------------------------------------------------------------------------- |
| Help Center            | Instructions for how CoachIQ features work.                                   |
| CoachIQ MCP connection | Current information and supported tools for your authorized business group.   |
| Private Project        | Your business brief, priorities, and working preferences across future chats. |

## 1. Connect your business

Choose the guide for your assistant. It walks you through adding CoachIQ, signing in, and selecting your group and access.

<CardGroup>
  <Card title="Connect to ChatGPT" icon="plug" href="/settings/connect-chatgpt">
    Connect CoachIQ, confirm access, and use it in your ChatGPT workflow.
  </Card>

  <Card title="Connect to Claude" icon="plug" href="/settings/connect-claude">
    Add the CoachIQ connector, authorize it, and enable it in a conversation.
  </Card>
</CardGroup>

**Already connected?** Ask your assistant:

> Check my CoachIQ connection with a small live read. Confirm my business, group, and whether you can read only or make supported changes. Don't change anything.

Continue once it confirms the intended business and a successful live read. Signing in and approving access happen through the connection flow; pasting a prompt or the Help Center URL does not complete those steps.

## 2. Give it CoachIQ's feature knowledge

Point your assistant to [help.coachiq.io](https://help.coachiq.io) and the [AI-readable guide index](https://help.coachiq.io/llms.txt). The index lists the available articles so it can choose the relevant guides instead of guessing how a feature works.

For a specific question, give it the article's URL. A plain-text Markdown version is also available by adding **.md** to an article URL, for example [the Sheets overview as Markdown](https://help.coachiq.io/tools/sheets/overview.md).

The [complete documentation text](https://help.coachiq.io/llms-full.txt) is available when your tool needs it, but it is large. Start with the index and relevant articles. If your assistant cannot open links, provide the relevant article text or file using its supported attachment controls. Saved copies need refreshing when the product changes.

<Note>
  Help Center access explains features; it does not grant access to your account. MCP access is limited to the tools and permissions actually available on your connection. A feature described here may still require you to use the CoachIQ app.
</Note>

## 3. Paste one Project setup prompt

Once the connection is confirmed, paste this into the connected chat. It combines the documentation, live business context, and your goals into a reusable setup.

```text theme={"theme":"github-dark"}
I'm a CoachIQ customer. Help me set up a private Project that understands my business and how I work.

First, use my connected CoachIQ MCP for a small live read. Confirm my business, group, and available access. If it isn't connected, guide me through the appropriate guide at https://help.coachiq.io/getting-started/use-coachiq-with-ai before continuing.

Read https://help.coachiq.io/llms.txt to find the relevant CoachIQ guides, then read those pages to understand how the features work. Use the available MCP tools to learn about my services, coaches, locations, scheduling, and products. Keep this focused; don't pull my entire client list or message history. Tell me if you can't access a source.

Ask up to three questions about my goals and working preferences. Then prepare a concise Business Brief, five useful requests tailored to me, and ready-to-paste Project Instructions.

The instructions should use the Help Center for feature guidance and the MCP for current business facts and supported actions. Stay within the connected group, ask before making changes or sending messages, and verify results. Keep private client details out of saved context. Only read data during this setup.

Suggest a Project name and help me save the brief and instructions. If you can save them directly, do so; otherwise give me the finished content and exact steps. Finish by checking that a new Project chat can use both the saved context and the live CoachIQ connection.
```

Answer its questions and follow the saving steps. Your assistant can prepare the content, but you may need to create the Project and save its instructions and files yourself. The [ChatGPT guide](/settings/connect-chatgpt#save-your-project) and [Claude guide](/settings/connect-claude#save-your-project) explain where to save them.

## 4. Check a new Project chat

Ask the new chat to summarize your priorities from the saved brief and perform a small live CoachIQ read. It should be able to identify both the saved context and the current business group. If the connector is unavailable in that chat or mode, return to the platform guide's troubleshooting steps.

Start with one of the five requests from your Business Brief. Keep the brief current when your services, goals, or working preferences change; use live data for details that change day to day.

## Looking for CoachIQ's built-in Copilot?

[CoachIQ Copilot](/getting-started/copilot) is the assistant inside supported CoachIQ builders. This page covers connecting an external assistant such as ChatGPT or Claude. See [Connections](/settings/connections) to manage your integrations.


# How to Find and Lease a Training Facility: Complete Guide for Coaches
Source: https://help.coachiq.io/guides/building-your-training-facility

How to go from renting gym time to your own training facility: prove demand first, real costs, the 8-12 month search, and lease negotiation. Built on one owner's real numbers.

## TL;DR: Your Facility Search Roadmap

**Timeline**: 6-12 months from research to signed lease

**Critical Path**:

1. **Prove demand first** (3-12 months training in rented space until revenue = 2x facility costs)
2. **Research exhaustively** (4 weeks: 10-15 competitors + 20-30 stakeholder conversations)
3. **Budget conservatively** (\$40K-\$100K total investment + 6-12 months reserves)
4. **Search patiently** (8-12 months: 3-5 brokers + tour 10-20+ properties)
5. **Negotiate everything** (rent, terms, improvements, exit strategy—all negotiable)

**Brandon's Results**: \$70K self-funded, 4,700 sq ft at \$4/sq ft (50% below market), 3-year lease, downtown Fort Wayne

**Biggest Mistake to Avoid**: Rushing major purchases (cost him \$30-40K extra on flooring)

***

## What This Guide Covers

Opening a training facility is one of the biggest decisions you'll make as a coach. The difference between a thriving facility and one that closes within 18 months often comes down to the location decision—not just where you open, but how you validate demand, structure your search, and negotiate your lease.

This guide walks you through the systematic 6-12 month process to find, evaluate, and secure the perfect training facility location. You'll learn how to research competition, prove market demand before committing capital, understand real costs, navigate commercial leases, and avoid the expensive mistakes that sink new facilities.

**Who This Is For**: The coach renting church gyms, school courts, or hourly cages who is ready for a building with their name on the door. Whatever the sport, the lease is the same decision. Most facility owners in the CoachIQ community made this exact transition, and their goal going in was almost always the same: stop depending on someone else's gym.

## Your Guide: Brandon Evans & Pro Standard Basketball Academy

Throughout this guide, we'll follow the real-world journey of **Brandon Evans**, founder of Pro Standard Basketball Academy in Fort Wayne, Indiana. Brandon is a Fort Wayne native who trained under Ryan Razooky in California—one of the largest basketball training programs in the country—before returning home with a mission to bring professional player development to his community.

What started as small group sessions under "Brandon Evans Basketball" has evolved into a 4,700 sq ft facility where 40 to 60 athletes train every week. Brandon's journey from church gyms to his own facility embodies every principle in this guide: he proved demand first, researched exhaustively, budgeted conservatively, and learned expensive lessons so you don't have to.

His philosophy—"Raise Your Standard"—isn't just a tagline. It's the systematic approach he took to facility planning, and the same approach we've seen work for facility owners across our coaching network.

<Info>
  **Real Numbers, Real Lessons**: Brandon generously shared every detail of his facility journey—from his \$70K total investment to his biggest mistake (rushing a flooring decision that cost him an extra \$30-40K). His transparency, combined with insights from facility owners across our network, forms the foundation of this guide.
</Info>

***

## Part 1: Competition Research (4 Weeks)

Before you even think about signing a lease or touring properties, you need to understand your competitive landscape. This isn't just about counting how many facilities exist—it's about finding the gap you can own. The coaches who succeed aren't necessarily in markets with less competition; they're in markets where they've identified what's missing and built that.

Brandon discovered this firsthand. Fort Wayne had 10-15 basketball training options, but after 20+ hours of research and 30 stakeholder conversations, he found his opening: nobody focused exclusively on skill development. Every competitor funneled athletes into AAU teams, performance packages, or membership upsells. That gap became Pro Standard Basketball Academy.

This 4-week research phase will save you from opening in an oversaturated market or—worse—opening a facility that offers the same thing everyone else does.

### Goal: Find the gap in your market you can own

Start by identifying every competitor, then analyze their positioning to discover what's missing. Don't copy what exists—find what doesn't exist and build that.

### Week 1-2: Comprehensive Competitor Identification

<CardGroup>
  <Card title="Traditional Research" icon="magnifying-glass">
    Google searches, Yelp, Facebook, Instagram, Parks & Rec, local leagues, and neighborhood drives
  </Card>

  <Card title="AI-Powered Research" icon="sparkles">
    Use Perplexity AI, Claude, or Gemini to accelerate 20 hours of research into 2 hours
  </Card>
</CardGroup>

**Traditional Online Research:**

* Google every keyword variation: "\[sport] training," "AAU," "skill development," "camps," "academies," "lessons"
* Search Yelp, Facebook, Instagram (many skip professional websites)
* Contact Parks & Recreation for public programs
* Review local leagues and club organizations
* Drive target neighborhoods for "For Lease" signs on gyms

**Modern AI Acceleration:**

Prompt: "Find all \[sport] training facilities, club programs, and performance centers in \[city]. Include services, pricing, business models, and ownership structure."

Tools: Perplexity AI, Claude, Gemini

<Tip>
  **Time Savings**: AI tools can compress 20+ hours of manual research into 2 hours of strategic searching. Use AI for initial discovery, then verify with direct research for accuracy.
</Tip>

### Week 2-3: Build Your Intelligence Database

Create a spreadsheet tracking every competitor with these columns (if you can find them):

**Facility Analysis:**

* Name, location, square footage
* Condition, amenities, parking capacity

**Business Model:**

* Is training primary business or side offering?
* Single sport or multi-sport?
* Training structure: group only, private available, camps, leagues
* **Critical:** Do they funnel clients elsewhere? (AAU teams, performance packages, memberships)
* Ownership type: independent, hospital, franchise, nonprofit

**Pricing Structure:**

* Private sessions, group packages, memberships, drop-ins
* **Warning:** Don't copy competitor pricing blindly

<Warning>
  **Pricing Trap to Avoid**: Some competitors intentionally lose money on training to drive revenue elsewhere (hospital referrals, gym memberships, AAU teams). As an independent facility, copying their artificially low prices means you can't cover your actual costs.

  **Example**: Hospital-owned facility charging \$40/session but making money when athletes need physical therapy. Independent facilities matching that \$40 price can't cover real costs and fail within 18 months.

  Use competitor pricing only to understand market baselines, not set your rates. We've seen this pricing trap sink multiple facilities in our coaching network—coaches who matched "loss leader" pricing without understanding the full business model behind it.
</Warning>

### Week 3-4: Human Intelligence (Most Valuable Research)

After mapping the competitive landscape online, it's time for the most valuable research you'll do: talking to real people. This is where you discover the gap between what facilities offer and what athletes actually want. Digital research tells you what exists; human conversations tell you what's missing.

**Target Conversations:**

* Local coaches: Email requesting informational meetings
* Parents: Talk at games, tournaments, recreation centers
* High school athletic staff
* League organizers
* Sporting goods employees

**Questions That Reveal Gaps:**

* "What programs has your child tried? What worked and didn't?"
* "What's missing in our area for \[sport] development?"
* "How much do you invest annually in training?"
* "What would make you switch programs?"

Document everything. After 20-30 conversations, patterns emerge revealing unmet needs.

<Info>
  **Brandon's Discovery**: After talking with 20-30 Fort Wayne basketball stakeholders, Brandon heard consistent feedback: crowded group sessions with no individual attention, every facility funneling kids into AAU teams or performance programs, nobody focused purely on skill development. This revealed his market gap and became the foundation for Pro Standard Basketball Academy's positioning.
</Info>

### Market Red Flags (Consider Walking Away If Present)

<CardGroup>
  <Card title="Oversaturation" icon="users-slash">
    8-10+ quality facilities in your exact niche
  </Card>

  <Card title="Price Wars" icon="dollar-sign">
    Destructive undercutting between competitors
  </Card>

  <Card title="Declining Demographics" icon="chart-line-down">
    Census showing youth population decrease
  </Card>

  <Card title="Dominant Player" icon="crown">
    One facility with 60%+ market share
  </Card>

  <Card title="High Turnover" icon="door-open">
    3+ facilities opened and closed in 3 years
  </Card>

  <Card title="Economic Distress" icon="arrow-trend-down">
    Job losses, declining household incomes
  </Card>
</CardGroup>

***

**With your competitive landscape mapped and market gap identified, it's time to validate that opportunity with real revenue. The most critical mistake coaches make? Opening a facility before proving demand. Part 2 shows you how to de-risk your investment by building revenue first.**

***

## Part 2: Market Validation (2-3 Weeks Analysis + 3-12 Months Validation)

This is where dreams meet reality. You've found your market gap through research. Now you need to prove people will actually pay for what you're offering—before you commit to an expensive lease.

The traditional path is backwards: sign lease, build out facility, hope revenue materializes. The smart path? Build revenue in low-cost rented spaces, prove your model works, then open your facility backed by proven demand, not hope. Brandon trained in Fort Wayne church gyms for several years, saving nearly all his profit until his revenue hit double his projected facility costs. Only then did he begin his facility search. This approach eliminated 90% of his financial risk.

This validation phase might feel like it's delaying your dream. In reality, it's ensuring your dream doesn't become a nightmare 12 months after opening.

### The Smart Approach: Prove Demand Before Facility Commitment

**Recommended Path:**

1. Train in low-cost rented space (churches, community centers, hourly rentals)
2. Build clientele and test your value proposition
3. When revenue reaches **2x projected facility costs (important)**, start facility search
4. Open facility backed by proven demand, not hope

**Why This Works:**

* Dramatically reduces risk (expanding proven business vs. testing theory)
* Validates pricing in real market conditions
* Builds cash reserves for buildout
* Strengthens landlord negotiations (operating business vs. startup concept)
* Allows patient, selective facility search

**Low-Cost Validation Venues:**

<CardGroup>
  <Card title="Church Gymnasiums" icon="church">
    **\$30-75/hour**

    Available evenings/weekends, often negotiable rates
  </Card>

  <Card title="Community Centers" icon="building">
    **\$40-80/hour**

    Good parking, familiar locations for families
  </Card>

  <Card title="School Gyms" icon="school">
    **Varies by district**

    Summer availability, institutional credibility
  </Card>

  <Card title="Hourly Court Rentals" icon="basketball">
    **\$50-100/hour**

    Flexible scheduling, professional settings
  </Card>
</CardGroup>

<Check>
  **Brandon's Validation Journey**: Brandon trained in Fort Wayne church gyms for several years, building revenue to nearly double his estimated facility costs before beginning his facility search. He negotiated a deal with the church to pay \$5/kid/hour—helping him short-term while providing the church consistent rental income long-term. This approach eliminated 90% of his financial risk and gave him \$70K in saved capital to self-fund his facility.
</Check>

<Info>
  **Start smaller than you think**: Lee Taft, the speed coach who has since consulted for nine NBA teams, opened his first facility at 4,000 square feet with no business background and a rent that jumped after six months. It closed. He went back to teaching, trained about 40 athletes on the side, and when he finally resigned he opened in a 1,000 square foot space. Within a year he had about 150 athletes. He outgrew that into 3,200 square feet, then 6,000, hiring staff along the way. The model was proven at 1,000 square feet. The 4,000 square foot building only proved he wasn't ready for it.
</Info>

<Note>
  **The building is what makes it a full-time business**: Jesse Armitstead runs ICE Basketball out of two Utah locations and puts it plainly: "CoachIQ has been one of the biggest reasons why I've been able to grow my business and get to a point where I can support my family full-time and make enough money to do that." The systems and the space arrive together. Get the systems running in the rented gym so the space doesn't have to carry both.
</Note>

<Note>
  **Run the rented-space business like a facility already**: The families you're training in the church gym are the ones who move into the building with you. Put them on memberships with a card on file, let them book their own sessions, and give them a real website to send friends to. When you open, day one is a transfer, not a launch. Start with [Scheduling](/scheduling/overview), [Payments](/payments/getting-started), and the [Website Builder](/website/overview).
</Note>

### Essential Market Demographics

Understanding your market's demographics isn't optional—it's the foundation for knowing if enough potential customers exist to support your facility. You're looking for population density, income levels, and youth participation rates that signal sustainable demand.

**Research Requirements:**

* Total metro population (100K+ minimum recommended for specialized training)
* Youth population (ages 7-18 in your target range)
* Household income distribution (target \$60K+ median)
* Youth sports participation rates

**Data Sources:**

<CardGroup>
  <Card title="census.gov" icon="chart-bar" href="https://www.census.gov">
    American Community Survey for demographics
  </Card>

  <Card title="Local Resources" icon="building-columns">
    Economic development orgs, Chamber of Commerce
  </Card>

  <Card title="School Data" icon="school">
    District enrollment data by age group
  </Card>

  <Card title="Sports Associations" icon="trophy">
    State athletic association statistics
  </Card>
</CardGroup>

### Geographic Analysis

Location isn't just about being "near" your target market—it's about accessibility, drive times, and geographic barriers that can make or break attendance patterns.

**Critical Questions:**

* Where do ideal clients live? (map target neighborhoods)
* Maximum acceptable drive time? (15-20 min for 80% recommended)
* Geographic barriers limiting access? (highways, rivers, railroad tracks)
* Neighborhood sports culture and commitment level?

**Location Strategy Considerations:**

* Proximity to affluent residential areas
* Access from multiple target neighborhoods
* Visibility vs. rent tradeoff
* Partnership opportunities (complementary businesses nearby)

<Info>
  **Brandon's Location Strategy**: Brandon chose downtown Fort Wayne even though his wealthiest clients lived in the Southwest and North suburbs. Downtown gave equal access from every part of town (families who won't cross the city to a rival neighborhood will come to the middle), the lowest rent (\$4/sq ft vs. \$8-12/sq ft in the suburbs), and room to prove the model. Moving closer to the wealthiest demographic later, once the concept was proven, was an option he earned rather than a bet he made.
</Info>

***

**You've validated demand and understand your market demographics. Now comes the sobering reality check: what does this actually cost? Part 3 breaks down every dollar of investment—from Brandon's \$70K build-out to the monthly operating costs most coaches underestimate.**

***

## Part 3: Financial Reality (Real Numbers You Need)

This is where optimism meets spreadsheets. Most coaches underestimate facility costs by 30-50%, which creates cash flow crises within the first 6 months. This section gives you the complete financial picture—not the sanitized version you'll see in most business plan templates, but the real numbers from Brandon's \$70K build-out and operating costs from facility owners across our network.

The goal isn't to scare you away from opening a facility. It's to ensure you open with eyes wide open, sufficient capital reserves, and realistic revenue projections. The coaches who fail aren't always the ones with the least money—they're the ones who underestimated what they'd need.

### Total Investment Range: \$40K-\$100K

This number can vary GREATLY depending on your size and buildout preferences. Facilities in the CoachIQ community run from a 1,000 square foot room to Mad Apple Softball's Fort Wayne building with three hitting lanes, three pitching lanes, and a full indoor field, to Elite Baseball and Softball Training's 49,000 square feet outside Grand Rapids: two indoor turf fields, three bullpen lanes, three private HitTrax cages, six team cages, and a weight room, run by a staff of seven to ten full-time coaches. The ranges below are for the first building most coaches sign for, not for Elite.

<Tip>
  **Plan for the dead hours before you sign.** A building that size only works if it earns money when your own athletes aren't in it. Elite's plan is to rent the whole facility to high school and college programs in winter and early spring, sell cage memberships on 3-, 6-, and 12-month terms, and run its travel-team practices on Saturdays and Sundays as one hour of field plus one hour of cages. Every square foot has a second job. Sketch that schedule for any space you're considering, and if you can't fill the weekday mornings, lease less.
</Tip>

**For 3,000-7,000 sq ft dedicated facility**

<CardGroup>
  <Card title="Conservative Build" icon="dollar-sign">
    **\$40-50K**

    Used equipment, DIY improvements, minimal tech
  </Card>

  <Card title="Standard Build" icon="dollar-sign">
    **\$60-75K**

    New equipment, professional contractors, modern tech
  </Card>

  <Card title="Premium Build" icon="dollar-sign">
    **\$80-100K**

    High-end finishes, top equipment, full automation
  </Card>
</CardGroup>

**Major Expense Categories:**

**Flooring: \$8K-\$50K (Largest Single Expense Typically)**

* Sport-specific court: \$5-15/sq ft installed
* Communal areas: \$2-5/sq ft
* Lead time: 6-10 weeks typical
* **Critical:** Get 3-5 quotes minimum, allow 3+ months
  * Look around on Facebook marketplace or used marketplaces

<Warning>
  **The \$30,000 mistake**: One contractor, two weeks of pressure to open, and Brandon spent \$40K on flooring that should have cost \$10K. It's the single most expensive error in this guide and the easiest to avoid.

  **How to avoid it**: Start pricing flooring the day you sign your lease. Get quotes from commercial flooring companies, used-flooring marketplaces (Facebook, OfferUp), your landlord's contractor referrals, neighboring facilities, and online suppliers who ship. Then give yourself three months. Rushing a major purchase under time pressure always costs more.
</Warning>

**Facility Improvements: \$5K-\$15K**

<CardGroup>
  <Card title="Cosmetic Updates" icon="paint-roller">
    **\$1-3K**

    Painting, basic repairs, cleaning
  </Card>

  <Card title="Functional Upgrades" icon="lightbulb">
    **\$2-5K**

    Lighting, electrical, HVAC adjustments
  </Card>

  <Card title="Safety & Comfort" icon="shield-halved">
    **\$1-4K**

    Wall padding, bathroom updates, waiting area
  </Card>

  <Card title="Office & Storage" icon="boxes-stacked">
    **\$1-3K**

    Office buildout, storage solutions
  </Card>
</CardGroup>

**Equipment: \$5K-\$15K**

* Sport-specific gear (hoops, nets, goals: \$2-5K each)
* Wall pads (\$200/ea)
* Training equipment (cones, ladders, bands: \$1-3K)
* Specialized machines (if applicable: \$3-15K)
* Sound system: \$200-2K
* Storage solutions: \$500-2K

<Tip>
  **Cost Savings Opportunity**: Buy used equipment from closing facilities or upgrading competitors. Brandon estimates 40-60% savings on items like basketball hoops, wall padding, and training gear by shopping Facebook Marketplace and connecting with other facility owners.
</Tip>

**Technology: \$2K-\$5K**

* Scheduling/booking software
* Payment processing systems
* Security cameras: \$500-3K
* WiFi infrastructure: \$100-500
* Computer/tablets: \$500-1.5K

<Check>
  **One subscription instead of a stack**: Most coaches arrive at a facility running a scheduling app, a payment app, a website builder, and a spreadsheet, each with its own bill and none of them talking to each other. CoachIQ replaces that stack with one platform: scheduling, payments and memberships, website, messaging, forms, and the athlete app. Budget one software line, not five. See the [Help Center home](/) for what's included.
</Check>

**Deposits: \$5K-\$15K**

<CardGroup>
  <Card title="Lease Deposits" icon="file-contract">
    **\$3-10K**

    First month + security (typically 2-3 months rent)
  </Card>

  <Card title="Utility Deposits" icon="bolt">
    **\$500-1,500**

    Electric, water, gas connections
  </Card>

  <Card title="Insurance Deposits" icon="shield-halved">
    **\$200-1,000**

    Initial policy payments
  </Card>

  <Card title="Business Licenses" icon="certificate">
    **\$200-2,000**

    Permits, licenses, inspections
  </Card>
</CardGroup>

**Initial Supplies: \$1K-\$3K**

* Cleaning supplies and equipment
* Toiletries, paper products
* First aid supplies
* Office supplies
* Marketing materials

**Marketing Launch: \$2K-\$5K**

* Website development
* Initial advertising
* Grand opening promotion
* Local partnerships/sponsorships

### Understanding Commercial Rent

If you've only rented apartments, commercial leases work differently. They're quoted annually per square foot, then you add "NNN" (triple net) charges for property taxes, insurance, and maintenance. Here's how to calculate your actual monthly cost.

**How It's Quoted:** Annual dollars per square foot

**Calculation Example:**

```
5,000 sq ft × \$8/sq ft/year = \$40,000 annual
\$40,000 ÷ 12 months = \$3,333/month base rent
```

**Plus NNN (Triple Net):** Three additional monthly charges

1. **Property taxes** (your proportional share)
2. **Building insurance** (property structure, not your liability)
3. **CAM** (Common Area Maintenance: parking, landscaping, exterior)

NNN typically adds \$200-800/month depending on property.

<Tip>
  **Real Monthly Cost Formula**: (Square Footage × \$/sq ft ÷ 12) + NNN = Your actual monthly rent

  Brandon's example: (4,700 sq ft × \$4/sq ft ÷ 12) + \$333 NNN = \$1,900/month total
</Tip>

**Market Rate Ranges:**

| Location Type            | Cost (\$/sq ft) | Pros                                     | Cons                                                 | Best For                                 |
| ------------------------ | --------------- | ---------------------------------------- | ---------------------------------------------------- | ---------------------------------------- |
| **Industrial Warehouse** | \$4-8           | Lowest cost, high ceilings, large spaces | Less visibility, older facilities, limited amenities | Established coaches prioritizing margins |
| **Retail Strip Center**  | \$12-25         | High visibility, foot traffic, parking   | Expensive, retail hours restrictions                 | High-end training, visibility-dependent  |
| **Standalone Building**  | \$8-15          | Full control, flexible hours, signage    | Medium cost, maintenance responsibility              | Growing businesses ready to scale        |
| **Shared Facility**      | Varies          | Lower commitment, built-in networking    | Limited control, scheduling conflicts                | Testing market, part-time operations     |

<Info>
  **Brandon's Rent Strategy**: Brandon secured \$4/sq ft annually for 4,700 sq ft warehouse = \$1,567/month base + \$333/month NNN = \$1,900 total occupancy cost. This was 50% below market due to old warehouse, no AC, industrial location, and motivated landlord. The money saved on rent (\$1,500-2,000/month) gave him financial cushion to build his business—more valuable than a newer facility at market rates.
</Info>

### Monthly Operating Costs (Beyond Rent)

Once you're in the facility, rent is just the beginning. These ongoing expenses determine whether you're profitable or slowly bleeding cash. Most coaches underestimate operating costs by 20-30%, which creates the cash flow crises we see in months 4-6.

**Fixed Monthly Expenses:**

<CardGroup>
  <Card title="Occupancy" icon="building">
    **Rent + NNN**: Varies by space

    Your largest fixed expense
  </Card>

  <Card title="Utilities" icon="bolt">
    **\$150-700/month**

    Seasonal variation—heating/cooling spikes
  </Card>

  <Card title="Internet & Security" icon="wifi">
    **\$130-250/month**

    Business-grade internet + security systems
  </Card>

  <Card title="Insurance & Software" icon="shield">
    **\$250-700/month**

    Liability insurance + operational software
  </Card>
</CardGroup>

**Variable Expenses:**

* Staffing: \$1K-\$5K+ (scales with growth)
* Marketing: \$500-\$3K (strategic investment)
* Equipment maintenance: \$100-300
* Cleaning/toiletries: \$100-200
* Professional services: \$100-300

**Total Operating Range: \$4K-\$8K/month before owner compensation**

**Revenue Requirement:** Need \$6K-\$10K monthly to cover costs + modest salary + reserves

<Tip>
  **Rent is fixed. Make revenue fixed too.** A \$1,900 rent check on the first of the month cannot be paid with drop-in sessions and Venmo requests. Facilities that survive the first year run on memberships: a card on file, billed monthly, with credits the athlete books against. That's the number you forecast from, and the number that builds your 6-12 month reserve. See [Recurring Credit Memberships](/payments/credits/recurring-credit-memberships) and the [Pricing Your Services guide](/guides/pricing-your-services).
</Tip>

### Insurance (Often Underestimated)

Insurance costs surprise most first-time facility owners—they budget for rent and utilities but forget comprehensive coverage can run \$300-500/month. Don't skip this or underinsure to save money; one incident without proper coverage can end your business.

**Essential Coverage:**

<CardGroup>
  <Card title="General Liability" icon="shield">
    **\$1,500-3,000 annually**

    Covers injuries, accidents on property
  </Card>

  <Card title="Professional Liability" icon="briefcase">
    **\$800-1,500 annually**

    Covers training-related claims
  </Card>

  <Card title="Property Insurance" icon="building">
    **\$800-2,000 annually**

    Covers your equipment and improvements
  </Card>

  <Card title="Workers Comp" icon="user-injured">
    **\$2,000-5,000 annually**

    Required when hiring staff (state dependent)
  </Card>
</CardGroup>

**Monthly Cost: \$300-500 for comprehensive coverage**

<Note>
  Get quotes from at least 3 insurance providers. Rates vary dramatically based on your sport, facility size, and state regulations. Some insurance companies specialize in sports facilities and offer better rates than general business insurers.
</Note>

### Unexpected Costs (Budget 20-30% Buffer)

No matter how detailed your projections, unexpected costs always appear. Budget an additional 20-30% beyond your estimates to cover surprises that inevitably arise during buildout and the first few months of operation.

* Professional painting runs higher than DIY estimates
* Small equipment replacement adds up monthly
* Toiletries and cleaning supplies ongoing
* Marketing that actually works requires investment
* All the "little things" collectively significant

### Financing Options

Most coaches don't have \$40-100K in cash ready to deploy. Here are the financing paths we've seen work across our coaching network—from lowest risk to highest complexity.

<CardGroup>
  <Card title="Self-Funding" icon="wallet">
    **Lowest Risk**

    No debt service, full control. Limited by personal savings, takes longer to accumulate capital.
  </Card>

  <Card title="Revenue-First" icon="chart-line">
    **Recommended**

    Build revenue in rented space first. Open facility when revenue = 2x costs. Dramatically reduced risk.
  </Card>

  <Card title="SBA 7(a) Loan" icon="landmark">
    **Traditional Financing**

    Up to \$5M, 10-25 year terms. Requires solid business plan, 650+ credit, 2-4 month approval.
  </Card>

  <Card title="SBA Microloan" icon="hand-holding-dollar">
    **Smaller Scale**

    Up to \$50K, shorter terms. Easier qualification for newer businesses.
  </Card>

  <Card title="Equipment Financing" icon="truck">
    **Preserve Cash**

    Finance 60-80% of major equipment. Preserves working capital for operations.
  </Card>

  <Card title="Business Credit Cards" icon="credit-card">
    **Strategic Use**

    0% intro APR periods. Requires discipline to pay off before rates jump.
  </Card>

  <Card title="Friends/Family Loans" icon="handshake">
    **Flexible Terms**

    Potentially lower rates. **Must formalize with written agreements**.
  </Card>
</CardGroup>

<Check>
  **Brandon's Financing Path**: Brandon self-funded his entire \$70K investment from several years of training income saved while working from church gyms. Zero debt gave him complete control and flexibility but required patience to accumulate capital. This approach meant no loan payments eating into his early revenue—giving him crucial breathing room during his first 6 months.
</Check>

### Brandon's Fort Wayne Facility: Complete Financial Transparency

One of the most valuable aspects of Brandon's story is his willingness to share every number—not the sanitized version most facility owners present, but the real investment, real mistakes, and real lessons learned. Here's the complete breakdown from validation phase through opening day.

<Info>
  Brandon Evans generously shared every number from his facility journey. Here's the complete breakdown to help you plan yours.
</Info>

**Pre-Facility Phase (Years 1-3)**

* **Revenue built in church gyms**: \$3K-5K/month
* **Costs**: \$600-1,200/month (gym rentals)
* **Net profit saved**: \~\$2K-3K/month
* **Total saved**: \$70K over \~3 years

**Facility Investment (Year 4) - Total: \$70,000**

* **Flooring: \$40-50K** ❌ (his biggest mistake)
  * *Should have been*: \$8-10K with proper research
  * Lesson: Get 3-5 quotes, allow 3 months lead time
* **Equipment: \$6K**
  * Basketball hoops: \$3K (2 professional adjustable)
  * Training gear: \$2K (cones, ladders, bands, medicine balls)
  * Sound system: \$500
  * Storage: \$500
* **Facility improvements: \$4K**
  * Painting: \$1.5K
  * Wall padding: \$1K
  * Bathroom updates: \$800
  * Office setup: \$700
* **Deposits: \$6K**
  * First month + security: \$3,800
  * Utility deposits: \$1,200
  * Insurance deposit: \$600
  * Licenses/permits: \$400
* **Technology: \$2K**
  * Computers/tablets: \$800
  * Security cameras: \$700
  * WiFi and networking: \$500
  * Website and booking software: no setup cost; CoachIQ is in the monthly software line below
* **Initial supplies: \$1.5K**
* **Marketing launch: \$2.5K**

**Monthly Operating Costs**

* **Rent + NNN**: \$1,900/month
  * Base rent: \$1,567 (4,700 sq ft × \$4/sq ft ÷ 12)
  * NNN: \$333
* **Utilities**: \$200-500/month (seasonal)
  * No AC = lower cooling costs
  * Heat in winter = higher
* **Internet**: \$100/month
* **Insurance**: \$300/month (expanded as business grew)
* **Software**: \$150/month (CoachIQ + minor tools)
* **Supplies**: \$150/month
* **Marketing**: \$500-1,000/month
* **Total operating**: \~\$3,300-4,000/month

**Revenue Required**

* **Break-even**: \$4,500/month (costs + minimal salary)
* **Comfortable**: \$8,000/month (costs + \$3-4K salary + reserves)
* **Thriving**: \$15,000+/month (scaling phase)

Brandon hit break-even within 2 months of opening because he had proven demand first. His existing client base from church gyms transitioned to the facility immediately, eliminating the typical 3-6 month ramp-up period most new facilities face.

**Key Success Factors From Brandon's Journey:**

* **Self-funding** gave complete control with no debt stress during critical first year
* **Downtown location** at \$4/sq ft provided 50% cost advantage over suburbs (\$8-12/sq ft)
* **3-year lease** with renewal options = low risk test of the model
* **Old warehouse** with no AC was acceptable tradeoff for financial cushion—the \$1,500-2,000/month he saved vs. nicer retail spaces gave him breathing room to build

### Rented Space vs. Dedicated Facility

Understanding when to stay in rented spaces versus committing to a facility is crucial. This comparison shows why the revenue-first approach (validating in rented spaces) reduces risk so dramatically—and why you shouldn't rush into a facility until the math clearly supports it.

| Factor             | Rented Space (Churches, Schools) | Dedicated Facility   |
| ------------------ | -------------------------------- | -------------------- |
| **Startup cost**   | \$500-2K                         | \$40K-100K           |
| **Monthly cost**   | \$600-1,200                      | \$3-8K               |
| **Flexibility**    | High (cancel anytime)            | Low (3-5 year lease) |
| **Branding**       | Limited                          | Complete control     |
| **Schedule**       | Restricted (evening/weekends)    | Your hours           |
| **Risk**           | Very low                         | Medium-high          |
| **Growth ceiling** | Low-medium                       | High                 |
| **Best for**       | Validation phase                 | Scaling phase        |

***

**You understand the financial reality. You have capital saved or financing secured. Now comes the longest part of the journey: finding the actual space. Part 4 covers the 8-12 month search process, from online platforms to broker relationships to the due diligence that separates great deals from money pits.**

***

## Part 4: The Facility Search (8-12 Months)

This is where patience becomes your competitive advantage. The coaches who rush this process—signing the first decent space they find—often regret it for the next 3-5 years. The coaches who methodically search, tour 10-20+ properties, and walk away from "almost right" deals? They end up in spaces that support their business instead of constraining it.

Brandon's facility search took 8 months. He toured numerous properties, walked away from several that seemed promising, and eventually found his downtown warehouse through a broker who reached out before public listing. That early access eliminated competition and simplified negotiations—advantages that came from having multiple brokers searching on his behalf while he remained patient.

This phase tests your discipline. You'll see spaces that are "good enough." You'll feel pressure to commit. Resist. The perfect space for your business exists, and finding it is worth the wait.

### Timeline: Don't Rush This Process

Expect 6-12 months from beginning search to signed lease. Bad location decisions haunt you for years through expensive leases with limited escape options. We've seen coaches sign 5-year leases on poorly researched spaces, then spend years wishing they'd waited another 2 months for a better option.

### Search Channels

<CardGroup>
  <Card title="Online Platforms" icon="laptop">
    LoopNet, Crexi, CommercialCafe, Zillow Commercial, Craigslist
  </Card>

  <Card title="Commercial Brokers" icon="handshake">
    Free to you (landlord pays), access to unlisted properties
  </Card>

  <Card title="Proactive Strategies" icon="magnifying-glass">
    Drive neighborhoods, contact property managers, network
  </Card>

  <Card title="Social Networks" icon="users">
    Facebook/LinkedIn "space wanted" posts
  </Card>
</CardGroup>

**Online Platforms:**

* LoopNet.com (largest commercial marketplace)
* Crexi.com
* CommercialCafe.com
* Zillow Commercial
* Craigslist (good for warehouses)
* Local commercial real estate sites

**Proactive Strategies:**

* Engage 3-5 commercial brokers (free to you—landlord pays)
* Drive target neighborhoods weekly
* Contact property management companies directly
* Network with business owners
* Post "space wanted" on Facebook/LinkedIn

<Tip>
  **Broker Value**: Brokers provide access to unlisted properties, negotiation expertise, and market knowledge—all at zero cost to you (landlord-paid commissions). Use multiple brokers simultaneously. They work on commission with no exclusivity needed, so having 3-5 searching increases your chances of finding the perfect space before it hits the public market.
</Tip>

<Check>
  **Brandon's Search Strategy**: Brandon's ideal space came from a broker who reached out proactively before public listing. Early access eliminated competition and simplified negotiations. This happened because he had established relationships with multiple brokers who knew exactly what he was looking for.
</Check>

### Your Non-Negotiable Requirements

Know your deal-breakers before you start touring. Every sport has specific requirements that can't be compromised—these are the make-or-break factors for your training model.

**Sport-Specific Must-Haves:**

<CardGroup>
  <Card title="Basketball" icon="basketball">
    **20+ ft ceiling minimum**

    Shooting arc clearance, Half-court minimum (47 ft × 50 ft)
  </Card>

  <Card title="Volleyball" icon="volleyball">
    **24+ ft ceiling**

    High serves/hits clearance
  </Card>

  <Card title="Baseball/Softball" icon="baseball">
    **50-70 ft length**

    Batting cage depth requirements
  </Card>

  <Card title="Strength Training" icon="dumbbell">
    **Floor loading capacity**

    Support for heavy equipment
  </Card>
</CardGroup>

**Universal Requirements:**

* Adequate electrical capacity
* Sufficient parking (1 space per 200-300 sq ft)
* ADA compliance
* Minimum 2 bathrooms
* Water access
* Separate office space
* Parent/family waiting area

**Nice-to-Haves (Not Deal Breakers):**

* AC + heating (many warehouses have heat only)
* Natural lighting
* Updated facilities
* Shower facilities
* Outdoor space

<Note>
  **Brandon's Requirements**: Brandon needed 20+ ft ceilings for basketball shooting arcs and half-court space (47 ft × 50 ft minimum). He was willing to compromise on AC, aesthetics, and location visibility to hit his \$4/sq ft rent target. Those compromises saved him \$1,500-2,000/month compared to retail locations.
</Note>

### Due Diligence Questions

These aren't just polite conversation topics—these questions protect you from signing leases on properties with hidden problems. Ask every single one, and if you get evasive answers, consider it a red flag worth investigating further.

<AccordionGroup>
  <Accordion title="Building Condition Questions">
    * Roof replacement date?
    * HVAC age and condition?
    * Electrical panel capacity?
    * Flooding/water damage history?
    * Structural issues?
    * What's included in CAM?
  </Accordion>

  <Accordion title="Lease Terms Questions">
    * Base rent vs. NNN breakdown?
    * Utilities separately metered?
    * Improvement approval process?
    * Repair responsibilities and response times?
    * Signage permissions and restrictions?
    * Lease term and renewal options?
    * Escalation clauses? (Lee Taft's first lease had a low rate that lasted six months, then jumped "right back up to where it was and beyond." The facility didn't survive it. Ask exactly when and by how much the rent changes.)
  </Accordion>

  <Accordion title="Operations Questions">
    * Operating hours restrictions?
    * Noise limitations?
    * Parking arrangements?
    * Security systems?
    * WiFi infrastructure?
  </Accordion>
</AccordionGroup>

<Tip>
  **Document Everything**: Take notes during property tours, photograph issues, and follow up in email with any concerns. If a landlord promises something verbally (repairs, improvements, concessions), get it in writing before signing.
</Tip>

### Warning Signs (Walk Away)

These red flags indicate serious problems that typically cost more to fix than they're worth. We've seen facility owners ignore these warning signs and regret it for years afterward.

<CardGroup>
  <Card title="Environmental Issues" icon="triangle-exclamation">
    Strange odors (mold, sewage, chemicals), visible water damage or staining
  </Card>

  <Card title="Structural Concerns" icon="house-crack">
    Foundation/wall cracks, outdated/insufficient electrical
  </Card>

  <Card title="Pricing Red Flags" icon="dollar-sign">
    Extremely cheap rent indicates hidden problems
  </Card>

  <Card title="Landlord Issues" icon="user-xmark">
    Evasive responses, high business turnover in space
  </Card>

  <Card title="Legal Complications" icon="gavel">
    Zoning/permit complications, unclear ownership
  </Card>

  <Card title="Maintenance History" icon="screwdriver-wrench">
    Evidence of deferred maintenance, recurring tenant complaints
  </Card>
</CardGroup>

<Warning>
  **Trust Your Instincts**: If something feels off during property tours or negotiations, investigate further. Facility owners across our network report that their "gut feeling" about warning signs was correct 90%+ of the time. Don't talk yourself into a problematic space.
</Warning>

### Decision Framework

**Commit When:**

* Price fits budget (can afford 6 months rent at zero revenue)
* Location accessible to target demographic
* Space meets minimum requirements
* Landlord responsive and reasonable
* Lease terms match risk tolerance
* Gut feeling positive

**Walk Away When:**

* Math doesn't work (revenue can't support costs + salary)
* Difficult landlord during negotiation
* Major structural/system issues
* Wrong demographic location
* Better options available

<Check>
  **Brandon's Decision**: Brandon committed to 4,700 sq ft warehouse despite being larger than wanted, old aesthetics, and no AC because:

  1. \$4/sq ft = 50% below market provided financial cushion
  2. Downtown location gave equal access from all neighborhoods
  3. 20 ft ceilings met basketball requirements
  4. Responsive landlord who valued long-term tenant
  5. 3-year lease with renewal options = low risk test

  Imperfect space with perfect fundamentals. He prioritized financial sustainability over aesthetics—a decision that gave him breathing room to build his business.
</Check>

***

**You've found your space. Now comes the negotiation that determines whether you thrive or struggle for the next 3-5 years. Part 5 covers lease negotiation strategies and the critical mistakes that cost coaches tens of thousands of dollars.**

***

## Part 5: Lease Negotiation & Critical Mistakes to Avoid

The lease negotiation is where most coaches leave \$10K-50K on the table. They assume lease terms are fixed, they don't ask for concessions, they skip legal review, and they fail to negotiate exit strategies. Then they're locked into 5-year leases that become financial prisons when circumstances change.

Everything in a commercial lease is negotiable—from rent to tenant improvements to early termination clauses. Landlords expect negotiation. If you don't negotiate, you're literally the only person who didn't try. Brandon negotiated tenant improvement allowances, graduated rent increases, and renewal options that all came from simply asking.

This section covers negotiation leverage points we've seen work across our coaching network, plus the expensive mistakes that cost facility owners significant money and flexibility.

### Negotiation Leverage Points

**Everything Is Negotiable:**

<CardGroup>
  <Card title="Rent Considerations" icon="dollar-sign">
    First month free, graduated rent, annual increase caps, long-term concessions
  </Card>

  <Card title="Lease Terms" icon="file-signature">
    Shorter initial terms, extension options, first refusal rights, sublease rights
  </Card>

  <Card title="Improvements" icon="hammer">
    Tenant improvement allowance (\$5-15K typical), maintenance clarity, modification permissions
  </Card>

  <Card title="Exit Strategy" icon="door-open">
    Early termination clause, assignment rights if selling
  </Card>
</CardGroup>

<Tip>
  **Critical Principle**: Great landlord > saving \$50-100/month rent. Responsive, fair landlords make operations dramatically easier than difficult ones. We've seen coaches endure years of maintenance delays, lease disputes, and operational headaches to save \$75/month in rent—terrible trade-off.
</Tip>

### Financial Traps

<Warning>
  **Overcommitting on Space**: Don't lease 10,000 sq ft hoping to "grow into it." Empty space costs money. Start with what you need, expand when demand justifies. We've seen coaches commit to large spaces "for future growth" then struggle to cover rent while 40% sits unused.
</Warning>

<Info>
  **A second location is a second business.** Two owners in the CoachIQ community added a location this year and both did it on reliable access to someone else's space rather than a second lease. Coach Stefano Soccer runs Freehold and Middletown, New Jersey, and the first problem wasn't rent, it was seeing both schedules at once from a phone. Jeff Schmidt at Schmidt Performance added a second gym and immediately named the constraint: "managing staff across two locations; ensuring enough staff to cover sessions at both places." His own ceiling is deliberate: "not looking to expand and become like Schmidt Performance Worldwide... stay in a good place where I feel comfortable." Decide what size of business you actually want before the square footage decides it for you.
</Info>

**Underestimating Costs**

Add 20-30% buffer to all projections. Assume higher costs, longer timelines, seasonal variations.

**Insufficient Reserves**

Maintain 6-12 months operating expenses in reserve. Don't spend every dollar on buildout.

**Skimping on Essentials**

Don't cheap out on flooring quality, insurance, or marketing. Buy them carefully, not cheaply. Those create bigger long-term problems than they save.

**Ignoring Seasonality**

Budget for seasonal cost variations (heating/cooling) and revenue fluctuations.

### Operational Mistakes

**No Exit Strategy**

Get early termination clauses. Expensive but provides options if plans change.

<Warning>
  **Verbal Agreements**: Everything negotiated must be written in lease. Verbal promises have zero legal weight. Brandon witnessed a facility owner lose \$15K in promised tenant improvements because they relied on verbal confirmation instead of written lease terms.
</Warning>

**Rushing Decisions**

Time pressure leads to expensive mistakes. Be patient, even when frustrated.

**Wrong Location**

Beautiful facility in wrong neighborhood fails. Demographics and accessibility matter more than aesthetics.

<Info>
  **Brandon's one-line lesson**: "Get 3-5 quotes and give yourself 3 months. Don't rush major purchases." His flooring decision cost more than every other buildout expense combined.
</Info>

***

## Your Action Plan: Week-by-Week Checklist

This roadmap breaks down your 6-12 month facility search into actionable weekly steps. Follow this sequence to systematically move from concept to signed lease without missing critical research or rushing decisions.

<Steps>
  <Step title="Months 1-2: Research Phase">
    **Week 1-2: Competition**

    * Google all keywords for your sport + city
    * Build competitor database (10-15 minimum)
    * Drive target neighborhoods
    * Use AI for deep analysis

    **Week 3-4: Market Validation**

    * Talk to 20-30 coaches and parents
    * Document patterns and gaps
    * Identify your differentiation opportunity

    **Week 5-6: Financial Planning**

    * Calculate total investment need
    * Determine financing approach
    * Build monthly cost projection
    * Calculate required revenue

    **Week 7-8: Requirements Definition**

    * List must-haves vs. nice-to-haves
    * Define target neighborhoods
    * Set maximum rent budget
  </Step>

  <Step title="Months 3-12: Active Search">
    **Search Activities:**

    * Contact 3-5 commercial brokers
    * Set up daily listing alerts
    * Drive target areas weekly
    * Tour 10-20+ properties
    * Ask tough due diligence questions

    **When You Find the Right Space:**

    * Negotiate everything (rent, terms, improvements, exit)
    * Get legal review before signing
    * Secure tenant improvement allowance
    * Document everything in writing
  </Step>

  <Step title="Before Opening: Final Preparations">
    **Final Checklist:**

    * 6-12 months expenses in reserve
    * All permits and licenses secured
    * Insurance policies active
    * Marketing launch plan ready
    * Staffing plan in place
    * CoachIQ system configured
    * Grand opening promotion scheduled
  </Step>
</Steps>

***

## Frequently Asked Questions

These are the questions we hear most often from coaches planning their facility journey. The answers draw from Brandon's experience and patterns we've seen across our coaching network—real insights from real facility owners who've navigated this process.

<AccordionGroup>
  <Accordion title="Should I open a facility before I have clients, or build clients first?">
    **Always build clients first.** Train in rented space (churches, community centers, schools) until your revenue reaches 2x your projected facility costs. This approach:

    * Proves market demand before committing to expensive lease
    * Builds cash reserves for buildout
    * Strengthens landlord negotiations (operating business vs. startup)
    * Reduces risk by 90%

    Brandon trained in Fort Wayne church gyms for several years before opening his facility. This eliminated nearly all financial risk.
  </Accordion>

  <Accordion title="How much money do I need to open a training facility?">
    **Total investment range: \$40K-\$100K** for a 3,000-7,000 sq ft facility, including:

    * Flooring: \$8K-\$50K (largest expense)
    * Equipment: \$5K-\$15K
    * Facility improvements: \$5K-\$15K
    * Deposits: \$5K-\$15K (first month + security)
    * Technology: \$2K-\$5K
    * **Plus: 6-12 months operating expenses in reserve**

    Brandon's 4,700 sq ft facility cost \$70K total (though \$40K was flooring—should have been \$10K with proper research).
  </Accordion>

  <Accordion title="What's the biggest mistake coaches make when opening a facility?">
    **Three costly mistakes:**

    1. **Not proving demand first** - Opening a facility hoping clients will come vs. expanding a proven business
    2. **Rushing major purchases** - Brandon paid \$40K for flooring that should have cost \$10K because he rushed the decision
    3. **Insufficient reserves** - Not maintaining 6-12 months operating expenses leads to cash flow crises
  </Accordion>

  <Accordion title="How long does it take to find the right facility?">
    **Expect 8-12 months** from beginning your search to signed lease.

    **Timeline breakdown:**

    * Month 1-2: Define requirements, engage brokers
    * Month 3-8: Tour properties (10-20+), conduct due diligence
    * Month 9-10: Negotiate lease terms
    * Month 11-12: Legal review, sign lease, begin buildout

    **Don't rush this.** Bad location decisions haunt you for years through expensive leases with limited escape options.
  </Accordion>

  <Accordion title="Should I buy or lease my training facility?">
    **Lease first, buy later** for most coaches.

    **Why lease:**

    * Lower initial capital requirement (\$5-10K deposit vs. \$100K+ down payment)
    * Flexibility to relocate if market shifts
    * Landlord handles major repairs (roof, HVAC, structure)
    * Can test location before committing to purchase
    * Preserves capital for marketing and operations

    **When to consider buying:**

    * After 3-5 years of proven success in a leased space
    * Strong cash position with 30-40% down payment available
    * Planning 10+ year commitment to location
    * Wanting to build real estate equity

    Brandon leased for his first facility and is now considering purchase after proving the model.
  </Accordion>

  <Accordion title="How do I know if there's too much competition in my market?">
    **Red flags indicating oversaturation:**

    * 8-10+ quality facilities in your exact niche (not just general gyms)
    * Destructive price wars with competitors undercutting each other
    * Multiple facilities opened and closed in past 3 years
    * Dominant player with 60%+ market share

    **However, competition isn't always bad if:**

    * You've identified a clear market gap through stakeholder conversations
    * You offer something different (Brandon focused on pure skill development when everyone else funneled to AAU)
    * Geographic opportunity exists (different part of city)
    * You're targeting underserved demographic

    Brandon found 10-15 basketball competitors in Fort Wayne but discovered none focused exclusively on skill development—that was his gap.
  </Accordion>

  <Accordion title="Can I use CoachIQ before I have a facility?">
    **Yes—and you should!**

    CoachIQ is perfect for the "revenue-first approach":

    * Accept bookings for sessions in rented spaces (churches, schools, community centers)
    * Process payments and track exactly how much revenue you're generating
    * Build a waitlist of athletes ready to join when you open your facility
    * Create your professional website and branded app while searching for space
    * Set up automation sequences that work immediately

    When you finally open your facility, you'll have:

    * Proven demand (revenue data)
    * An existing client base
    * A professional digital presence
    * Systems already running

    Many successful CoachIQ coaches started in rented spaces and transitioned to their own facilities once revenue justified it.

    [Book a demo](https://www.coachiq.io/demos/)
  </Accordion>

  <Accordion title="What if I can't afford \$40K-\$100K to open a facility?">
    **Alternative paths:**

    1. **Start even smaller**: Church gyms cost \$30-75/hour. Train 10 hours/week = \$150-300/week (\$600-1,200/month). Build from there.

    2. **Partnership model**: Find a facility owner who has empty court time. Propose revenue share or flat hourly rate.

    3. **Incremental buildout**: Lease the space but build out gradually. Start with minimal flooring and equipment, expand as revenue grows.

    4. **SBA Microloan**: Up to \$50K with easier qualification than traditional loans.

    5. **Equipment financing**: Finance 60-80% of major equipment purchases to preserve cash.

    **Brandon's approach**: He saved training income for several years while working from church gyms, then self-funded his entire \$70K investment. Zero debt gave him complete control but required patience.
  </Accordion>
</AccordionGroup>

***

## Key Takeaways

<CardGroup>
  <Card title="Prove Demand First" icon="chart-line">
    Train in rented space until revenue = 2x facility costs. Dramatically reduces risk.
  </Card>

  <Card title="Research Exhaustively" icon="magnifying-glass-chart">
    10-15 competitors analyzed + 20-30 stakeholder conversations reveals your market gap.
  </Card>

  <Card title="Budget Conservatively" icon="piggy-bank">
    Add 20-30% to all projections. Unexpected costs always appear.
  </Card>

  <Card title="Don't Rush" icon="hourglass">
    6-12 month search timeline prevents expensive mistakes. Patience pays.
  </Card>

  <Card title="Negotiate Everything" icon="handshake">
    Rent, terms, improvements, exit strategy—all negotiable even when they say otherwise.
  </Card>

  <Card title="Great Landlord > Cheap Rent" icon="thumbs-up">
    Responsive, fair landlord worth more than \$100/month savings.
  </Card>

  <Card title="Get It in Writing" icon="file-contract">
    Verbal promises are worthless. Everything negotiated goes in the lease.
  </Card>

  <Card title="Build Reserves" icon="vault">
    6-12 months operating expenses in reserve for unexpected costs and slow periods.
  </Card>
</CardGroup>

<Info>
  **Bottom Line**: Your location determines everything—costs, accessibility, competitive position, growth capacity, and ultimate success. Invest the systematic time to get it right.

  Follow this framework, adapt to your specific sport and market, and you'll find the right space at the right price with terms supporting long-term success. Brandon's journey from church gyms to a thriving 4,700 sq ft facility proves this approach works—and the coaches in our network who followed similar paths have built sustainable, profitable training businesses.
</Info>

***

## Ready to Start Your Facility Journey?

Whether you're currently training in rented spaces and building toward your facility, or you're ready to begin your location search, CoachIQ gives you the operational infrastructure to run your business professionally from day one.

<CardGroup>
  <Card title="See CoachIQ in Action" icon="video" href="https://www.coachiq.io/demos/">
    Book a demo to see how facility owners use CoachIQ to manage operations and scale.
  </Card>

  <Card title="Legal & Risk Management" icon="scale-balanced" href="/guides/legal-risk-management">
    Lease signed? The LLC, insurance, and waiver come before the first athlete walks in.
  </Card>
</CardGroup>

***

*Last reviewed: September 2026.*


# Getting Found Online: SEO for Sports Coaches
Source: https://help.coachiq.io/guides/getting-found-online-seo

The busy coach's guide to showing up when parents search for training. Focus on what actually moves the needle—Google Business Profile, reviews, and local content.

## The Bottom Line

You're a coach, not a marketer. This guide cuts through the noise and tells you exactly what's worth your time.

Jeff Schmidt at Schmidt Performance in Northern Colorado has seven coaches, two gyms, and a goal of 120 members. He's never spent a dollar on ads. His summary of where the business stands is the one almost every facility owner eventually says out loud: "I have the coaches. I have the gyms. I just need the clients now." This guide is for that moment.

<CardGroup>
  <Card title="80% of Results" icon="bullseye">
    Google Business Profile + Reviews + NAP consistency

    **Time: 2-3 hours setup, 15 min/week**
  </Card>

  <Card title="Compounds Over Time" icon="chart-line">
    Local content, service pages, expanded listings

    **Time: A few hours/month**
  </Card>

  <Card title="For Growth Phase" icon="rocket">
    Backlinks, partnerships, advanced tactics

    **Time: When you're ready to scale**
  </Card>
</CardGroup>

***

## How Parents Actually Find Coaches

When a parent searches "basketball training near me" or "youth soccer coach Dallas," Google decides whether they find you or your competitor. Understanding this search journey helps you show up at the right moment.

### The Parent Search Journey

<Steps>
  <Step title="Research Phase">
    Parent realizes their child needs training. They search broad terms like "basketball training for kids" or "how to improve soccer skills." They're gathering information, not ready to book.
  </Step>

  <Step title="Comparison Phase">
    Parent searches with local intent: "basketball coach Austin" or "best youth soccer training near me." They're looking at Google Maps, reading reviews, comparing options.

    **This is where you win or lose.**
  </Step>

  <Step title="Decision Phase">
    Parent has narrowed to 2-3 options. They visit websites, check reviews one more time, and look for trust signals. Then they book.
  </Step>
</Steps>

### The Numbers That Matter

<Info>
  **Why local search is the whole game for coaches:**

  * Parents search with a place attached: "near me," a city, a suburb. Almost nobody searches for a coach without one.
  * The map results sit above the regular results on a phone. Most parents never scroll past them.
  * Reviews are read before anyone calls. A parent picking between two facilities picks the one other parents vouch for.
  * Facility owners in the CoachIQ community consistently name Google as their top source of new families after word of mouth.
</Info>

### The Three Pillars of Local Search

Your visibility comes from three sources working together:

| Pillar                   | What It Is                                | Your Action             |
| ------------------------ | ----------------------------------------- | ----------------------- |
| **Business Listings**    | Google Business Profile, Apple Maps, Yelp | Claim and optimize      |
| **Website Authority**    | Your CoachIQ site's SEO foundation        | Already handled for you |
| **Reviews & Reputation** | What parents say about you online         | Actively build          |

<Note>
  **What CoachIQ handles for you**: Your website comes pre-optimized with professional SEO—fast hosting, mobile-first design, SSL security, clean URLs, and automatic sitemaps. You're starting ahead of coaches who built their own sites.

  Learn more: [Website SEO Basics](/website/seo-marketing/website-seo-basics)
</Note>

<Frame>
  <img alt="Example CoachIQ website with professional SEO optimization" />
</Frame>

***

## Part 1: The Only Three Things That Actually Matter

If you have zero time, do these three things and stop. They drive 80% of your results.

### 1. Google Business Profile (Your Most Important Asset)

When parents search "basketball training near me," the first thing they see is the Google Map Pack—three local businesses with reviews, photos, and contact info. Your Google Business Profile determines whether you're in that pack or invisible.

<Frame>
  <img alt="Google Maps showing local business results for sports training" />
</Frame>

<Info>
  **The reality**: Parents look up the facility on Google Maps before they ever open your website. Without a Google Business Profile, you're invisible at the exact moment they're deciding who to call.
</Info>

**Quick Setup Checklist:**

<Steps>
  <Step title="Claim or Create Your Profile">
    Go to [business.google.com](https://business.google.com). Search for your business—if it exists, claim it. If not, create it.

    <Warning>
      Never create a duplicate listing. If you find an existing listing, always claim it rather than creating a new one.
    </Warning>
  </Step>

  <Step title="Choose the Right Category">
    Be specific. "Basketball coach" or "Soccer coach" ranks better than generic "Sports coaching."

    Your primary category directly affects which searches you appear in. Add secondary categories for additional visibility.
  </Step>

  <Step title="Complete Every Field">
    * Exact business name (as it appears on your CoachIQ site)
    * Phone number
    * Website URL (your CoachIQ site)
    * Service area (all cities/zip codes you serve)
    * Hours of operation
    * Business description (750 characters—include your specialties, experience, and a call-to-action)
  </Step>

  <Step title="Add Photos">
    Profiles with real photos get more calls and direction requests than profiles without them. Parents want to see the space their kid will train in.

    Upload at least 10 photos:

    * Professional headshot or logo
    * Action shots of you coaching
    * Your training space
    * Athletes in training (with permission)
    * Certifications displayed
  </Step>

  <Step title="Verify Your Business">
    Google will verify via postcard, phone, or email. This takes 5-14 days. You can complete your profile while waiting.
  </Step>
</Steps>

**The Weekly Habit (10 minutes):**

* Post something once a week (upcoming camp, training tip, athlete success)
* Respond to any new reviews within 48 hours
* Upload 1-2 new photos

<Tip>
  **The secret weapon**: Most coaches set up Google Business Profile once and forget it. A profile that posts weekly, answers reviews, and adds photos looks alive to Google and to parents. In most local markets that alone puts you ahead of the facilities that never touch theirs.
</Tip>

<Frame>
  <img alt="Google Business Profile showing reviews and business details" />
</Frame>

For the complete setup guide: [Google My Business Setup & Optimization](/website/seo-marketing/google-my-business)

***

### 2. Reviews (Your 24/7 Sales Team)

Reviews do three things: they build trust before parents visit your website, they directly influence your Google ranking, and they provide social proof that converts browsers into bookers.

<Info>
  **The math**: A facility with 50 reviews averaging 4.5 stars will almost always outrank one with 5 reviews averaging 5 stars. Volume and recency matter more than a perfect score.
</Info>

**When to Ask for Reviews:**

The best time to ask is right after a breakthrough moment:

* First successful game after training
* Personal record achieved
* Skill milestone reached
* End of a successful camp

Parents are most motivated to share when emotions are high.

**How to Ask:**

<Tabs>
  <Tab title="In Person">
    After a great session: "I'm so glad \[athlete] is making progress! If you have a minute, a Google review would really help other families find us."
  </Tab>

  <Tab title="Automated">
    Build a CoachIQ automation on the **booking ended** trigger and add the condition that skips the athlete's first booking ever, so the ask lands after they've come back, not after the trial:

    "Hi \[Parent Name]! Thanks for trusting me with \[Athlete's] development. If you're happy with our progress, I'd really appreciate a quick Google review: \[your review link]. Your feedback helps other families find quality training!"
  </Tab>
</Tabs>

**Get Your Direct Review Link:**

1. Go to your Google Business Profile dashboard
2. Click "Get more reviews"
3. Copy your short URL
4. Use this link in all review requests

**Responding to Reviews:**

Respond to ALL reviews within 48 hours. This shows you're engaged and encourages more reviews.

| Review Type  | Response Approach                                                               |
| ------------ | ------------------------------------------------------------------------------- |
| **5-star**   | Thank them specifically, mention the athlete's progress                         |
| **3-4 star** | Thank them, acknowledge the feedback, offer to discuss how to improve           |
| **1-2 star** | Stay professional, apologize for the experience, offer to make it right offline |

<Note>
  **Set up automated review requests**: The booking-ended trigger is the one to use for any "after the session" follow-up. See the [Triggers & Actions Reference](/tools/automations/triggers-actions-reference) for the trigger and the conditions you can add to it.
</Note>

***

### 3. NAP Consistency (The Foundation)

NAP stands for Name, Address, Phone number. When your business information is identical everywhere online, Google trusts you more and ranks you higher. When it's inconsistent, Google gets confused.

**The One-Hour Fix:**

Make sure these five listings have identical information:

1. **Google Business Profile** (most important)
2. **Apple Maps** ([register.apple.com/business](https://register.apple.com/business))
3. **Your CoachIQ website**
4. **Facebook Business Page**
5. **Yelp** ([biz.yelp.com](https://biz.yelp.com))

<Warning>
  **Common mistakes that hurt you:**

  * "Elite Basketball Training" on Google, "Elite Basketball Training LLC" on Facebook
  * Different phone numbers on different platforms
  * Old address that was never updated
  * Inconsistent hours of operation
</Warning>

**Your Source of Truth:**

Use your CoachIQ website as the master record. When filling out any listing, copy directly from your site to ensure consistency.

For the complete listings guide: [Additional Business Listings Setup](/website/seo-marketing/additional-business-listings)

***

## Part 2: If You Have More Time (The Accelerators)

These tactics compound over time. They're not urgent, but they separate coaches who dominate local search from those who just show up.

### Create Separate Service Pages

Instead of one "Services" page listing everything, create individual pages for each offering:

* `/private-training` — "Private Basketball Training Austin"
* `/group-training` — "Small Group Basketball Sessions Austin"
* `/summer-camps` — "Summer Basketball Camps Austin 2026"
* `/team-training` — "Team Basketball Training Austin"

Each page can rank for different keywords. A parent searching "basketball camps Austin" finds your camp page directly.

<Tip>
  **CoachIQ makes this easy**: Create separate pages in your Website Builder, each with its own title, description, and keywords.

  Learn more: [Meta Titles & Keywords](/website/seo-marketing/meta-titles-descriptions)
</Tip>

<Frame>
  <img alt="CoachIQ page SEO settings panel" />
</Frame>

***

### Local Content That Gets Indexed

Here's an insight most coaches miss: **any content that mentions your local area gets indexed for local searches.**

This applies to:

* Blog posts
* YouTube video titles and descriptions
* Video transcripts (YouTube auto-generates these)
* Instagram captions
* Facebook posts

**Example:**

A YouTube video titled "3 Basketball Shooting Drills" helps nobody find you.

A YouTube video titled "3 Basketball Shooting Drills for Dallas Youth Players" ranks for "Dallas basketball training" and related searches.

**The formula:**

> \[Helpful Content] + \[Your City/Area] = Local SEO Value

**Content Ideas That Work:**

| Content Type    | Example                                                         | Why It Works           |
| --------------- | --------------------------------------------------------------- | ---------------------- |
| Tournament prep | "How to Prepare for the Austin Youth Basketball League Tryouts" | Parents search this    |
| Seasonal guides | "Summer Training Schedule for North Dallas Athletes"            | Timely + local         |
| Local tips      | "Best Parks for Soccer Practice in Cedar Park"                  | Useful + ranks locally |
| Event recaps    | "Highlights from Our Spring Break Basketball Camp in Plano"     | Shows activity + local |

<Note>
  **You're not "doing SEO"—you're making content that naturally includes local context.** The video transcript gets indexed. The blog post gets indexed. Your Instagram caption gets indexed.
</Note>

<Frame>
  <img alt="Example of a coaching business blog with local content" />
</Frame>

***

### Encourage User-Generated Content

A parent trusts another parent's post far more than anything you publish. When athletes and parents post about training, you get:

* Free content you didn't create
* Social proof that builds trust
* Location tags that help discoverability

**How to encourage it:**

* Create an Instagram-worthy moment at your facility (logo wall, achievement board)
* Ask athletes to tag your location when posting training clips
* Repost their content (with permission) to your own channels
* Run a monthly "tag us to win" contest

***

### Expand Your Listings (When You Have Time)

Beyond the essential five, these listings add incremental value:

<AccordionGroup>
  <Accordion title="Bing Places for Business">
    Powers Bing, Yahoo, Alexa, and Cortana. Popular with older demographics.

    **Shortcut**: Import directly from Google Business Profile at [bingplaces.com](https://www.bingplaces.com)
  </Accordion>

  <Accordion title="Nextdoor Business">
    Hyperlocal platform where neighbors recommend services. Great for "looking for a coach" posts.

    Create at [nextdoor.com](https://nextdoor.com) → Business section
  </Accordion>

  <Accordion title="Local Directories">
    * Chamber of Commerce (\$200-500/year, adds credibility)
    * City Parks & Recreation "approved vendors" list
    * Local parenting magazines/websites
    * Youth league websites
  </Accordion>

  <Accordion title="Instagram Location">
    Create a location tag for your training facility so athletes can tag it in posts.

    Open Instagram → Create post → Add Location → Search → Add if not found
  </Accordion>
</AccordionGroup>

**Monthly Maintenance (10 minutes):**

* Verify NAP is identical across all platforms
* Update hours for holidays or seasonal changes
* Respond to any reviews on Yelp or Facebook

For detailed setup instructions: [Additional Business Listings Setup](/website/seo-marketing/additional-business-listings)

***

### Sampling Events for SEO + Leads

Camps, skills clinics, and "Bring a Friend Day" events serve double duty:

1. **Generate leads directly** — New families experience your coaching
2. **Create content opportunities** — Photos, testimonials, local coverage
3. **Give you something to post** — Fresh content for Google Business Profile

<Tip>
  **Pre-season timing**: Parents start searching for training 6-8 weeks before each sports season. Plan your events and content accordingly.
</Tip>

***

## Part 3: For the Ambitious (Advanced Tactics)

These tactics require more effort but can significantly accelerate growth when you're ready to scale.

### Building Local Authority Through Backlinks

When other websites link to yours, Google sees it as a vote of confidence. Local backlinks are especially valuable for local search rankings.

**Partnership Opportunities:**

| Partner Type        | What to Ask For                                |
| ------------------- | ---------------------------------------------- |
| Local sports stores | "Recommended Trainers" page on their website   |
| Physical therapists | Cross-referral listing                         |
| Schools             | Link from athletic department resources        |
| Youth leagues       | Partner/vendor page                            |
| Local news          | Coverage of your camps or athlete achievements |

**How to approach:**

> "Hi \[Name], I provide professional \[sport] training for youth athletes in \[area]. Many of your \[customers/players/patients] already train with me. Would you be open to adding my business to your recommended resources? Happy to do the same for you."

**Event Sponsorship:**

Sponsor local charity runs, tournaments, or school events. Organizers typically link to sponsors from their official pages.

***

### Google Search Console

Google Search Console shows you exactly how Google sees your site—what searches you appear in, your average position, and any technical issues.

**Monthly check-in (5 minutes):**

1. Go to [search.google.com/search-console](https://search.google.com/search-console)
2. Check Performance → See which searches bring traffic
3. Check Coverage → Fix any errors Google found

For setup instructions: [Google Search Console Setup](/website/seo-marketing/seo-google-search-console)

***

### Local Partnerships That Generate Ongoing Value

The best partnerships create ongoing SEO value, not just one-time links:

<CardGroup>
  <Card title="Complementary Businesses" icon="handshake">
    Physical therapists, nutritionists, sports psychologists, equipment stores

    Cross-promote each other's services
  </Card>

  <Card title="Schools & Leagues" icon="school">
    Offer to run clinics, provide training resources

    Get listed as official training partner
  </Card>

  <Card title="Local Media" icon="newspaper">
    Pitch stories about athlete achievements, camp milestones

    Local news loves youth sports stories
  </Card>

  <Card title="Community Events" icon="calendar">
    Sponsor, participate, volunteer

    Shows up in event coverage and builds reputation
  </Card>
</CardGroup>

***

## Part 4: The Long Game (Expectations & Timeline)

SEO is not instant. Setting realistic expectations helps you stay consistent instead of giving up too early.

### Realistic Timelines

| Tactic                               | When You'll See Results |
| ------------------------------------ | ----------------------- |
| Google Business Profile optimization | 2-4 weeks               |
| Reviews (10+ new reviews)            | Immediate ranking boost |
| NAP consistency fixes                | 2-4 weeks               |
| Website content/blog posts           | 3-6 months              |
| Local backlinks                      | 3-6 months              |
| Comprehensive content strategy       | 6-12 months             |

<Note>
  **Google Business Profile delivers fastest results.** If you only have time for one thing, this is it. Organic website ranking takes longer but compounds over time.
</Note>

### What to Measure

**Monthly:**

* Google Business Profile Insights (views, clicks, calls, direction requests)
* New reviews received
* "How did you hear about us?" responses on intake forms

<Tip>
  **Make the lead form ask enough to act on.** Jeff Schmidt gets a lead or two a week he can't do anything with: "I don't know what to do with it because I don't know if it's the athlete, the parent. I don't know if they're in Georgia or if they're in Colorado." Your inquiry form needs, at minimum, who's filling it out, the athlete's age, and the city. Three fields is the difference between a lead and a mystery.
</Tip>

**Quarterly:**

* Google Search Console (which searches bring traffic)
* Overall inquiry volume compared to previous quarter

**Don't obsess over:**

* Daily ranking changes (they fluctuate naturally)
* Vanity metrics (website visits without conversions)
* Competitor rankings (focus on your own growth)

***

## Your Action Plan

### This Week (2-3 hours total)

<Steps>
  <Step title="Claim Google Business Profile">
    Go to [business.google.com](https://business.google.com) and claim or create your listing. Complete every field.
  </Step>

  <Step title="Add 10+ Photos">
    Upload professional photos of you coaching, your space, and athletes training.
  </Step>

  <Step title="Verify NAP Consistency">
    Check Google, Apple Maps, Facebook, Yelp, and your CoachIQ site. Make them identical.
  </Step>

  <Step title="Set Up Review Request">
    Create your direct review link. Set up a CoachIQ automation or draft a template message.
  </Step>
</Steps>

### Ongoing (15 min/week)

* Post once on Google Business Profile
* Respond to all new reviews
* Ask 2-3 happy clients for reviews
* Upload 1-2 new photos

### When You Have More Time

* Create separate service pages on your website
* Write one local-focused blog post per month
* Claim additional business listings
* Build one local partnership

***

## Quick Reference: What CoachIQ Handles

You don't need to worry about these—CoachIQ has you covered:

| Technical SEO Element       | Status  |
| --------------------------- | ------- |
| Fast page loading           | Handled |
| Mobile-first design         | Handled |
| SSL security (HTTPS)        | Handled |
| Clean URL structure         | Handled |
| Automatic XML sitemaps      | Handled |
| Professional page structure | Handled |

**What you focus on:**

* Google Business Profile
* Reviews
* NAP consistency
* Local content (when you have time)

***

## Common Questions

<AccordionGroup>
  <Accordion title="How long until I show up in Google?">
    Google Business Profile: 2-4 weeks after verification. Website organic rankings: 3-6 months of consistent effort. Google Business Profile results appear much faster than organic—prioritize it.
  </Accordion>

  <Accordion title="Do I need a blog for SEO?">
    A blog helps if you'll consistently publish local, relevant content. Writing about local tournaments, training tips for area schools, and seasonal programs boosts rankings. Random or infrequent posts won't help. Don't start a blog unless you'll post at least monthly.
  </Accordion>

  <Accordion title="What's more important—website SEO or Google Business Profile?">
    Google Business Profile drives more immediate local traffic. Website SEO provides long-term authority. Do both, but prioritize your Business Profile if you must choose. CoachIQ handles the technical side of website SEO, so your time goes to the profile.
  </Accordion>

  <Accordion title="Should I pay for ads?">
    Your Business Profile is free and should be optimized first. Once you're getting consistent organic results, paid ads can amplify your reach—especially for competitive keywords or seasonal camps. Start organic, add paid when you're ready to scale.

    When you do, the ad is the easy part. Coach Stefano Soccer ran a Facebook campaign that delivered 662 clicks at 25 cents each, then converted 3% of them. The team's own diagnosis: "It should be closer to 20%. So there's something when people land on our landing page here that is throwing them off." The fix they landed on applies to every coach: "I think there was too much information on the landing page. I think the landing page needs to be, hey, five-star reviews, trust us, no commitment, come try it out. Simple as that." One offer, your reviews, one button.

    If you'd rather not run ads yourself, see the [Done-For-You Paid Ads power-up](/power-ups/done-for-you-paid-ads).
  </Accordion>

  <Accordion title="How do I compete with established coaches who have more reviews?">
    Focus on what you can control: post weekly on your Business Profile, respond to every review, upload fresh photos, and keep NAP consistent. Newer businesses regularly outrank established ones whose profiles have gone quiet.
  </Accordion>

  <Accordion title="Do social media posts help SEO?">
    Not directly—social media posts don't improve Google rankings. But they help indirectly: content that mentions your local area gets indexed, social profiles appear in search results, and social activity drives website traffic. Don't do social media for SEO—do it for awareness and engagement.
  </Accordion>
</AccordionGroup>

***

## Related Resources

<CardGroup>
  <Card title="Google My Business Setup" icon="map-pin" href="/website/seo-marketing/google-my-business">
    Complete setup and optimization guide
  </Card>

  <Card title="Business Listings" icon="list-check" href="/website/seo-marketing/additional-business-listings">
    Apple Maps, Yelp, Facebook, and more
  </Card>

  <Card title="Website SEO Basics" icon="globe" href="/website/seo-marketing/website-seo-basics">
    Understanding keywords and on-page SEO
  </Card>

  <Card title="Google Search Console" icon="magnifying-glass-chart" href="/website/seo-marketing/seo-google-search-console">
    Monitor how Google sees your site
  </Card>
</CardGroup>

***

*Last reviewed: September 2026.*


# The Complete Guide to Hiring & Onboarding Trainers
Source: https://help.coachiq.io/guides/hiring-onboarding-trainers

Master the complete process of finding, evaluating, and onboarding exceptional trainers who will represent your coaching philosophy and grow your business.

## TL;DR - The Essentials

<CardGroup>
  <Card title="Hire Character" icon="heart">
    Personality and reliability can't be trained. Coaching skills can.
  </Card>

  <Card title="Prove Before Pay" icon="eye">
    Paid evaluation periods (60-90 days) reveal more than any interview.
  </Card>

  <Card title="W-2 by Default" icon="file-contract">
    Most training positions should be employees, not contractors. Consult an attorney.
  </Card>
</CardGroup>

***

<Warning>
  **This is not legal advice.** Employment law, worker classification, wage-and-hour rules, and contract enforceability vary by state. Where this guide says "consult an attorney," it means it: have an employment attorney licensed in your state review classification, agreements, and your handbook before you rely on them. CoachIQ and the authors assume no liability for decisions made from this guide.
</Warning>

<Info>
  **Who this guide is for**: The facility owner who is the bottleneck. You've got the building, the schedule is full on the nights you can coach, and the next 50 athletes depend on someone who isn't you running the floor to your standard. [Bring your staffing plan to Office Hours](https://cal.com/team/coach-iq/office-hours) if you want to talk it through.
</Info>

## Why this guide exists

Your trainers are your business. Every interaction an athlete has with your facility flows through them.

Most facility owners make the same mistake: hire too early, train too little, wonder why growth stalls. This guide exists because hiring trainers is fundamentally different from other roles. You're not filling a position—you're extending your coaching philosophy to someone who will represent everything you've built.

**After reading this guide, you'll be able to:**

* Build a pipeline of candidates without job boards
* Evaluate trainers through action, not interviews
* Structure compensation that's fair and sustainable
* Onboard trainers to independence in 60-90 days
* Retain great trainers for years
* Promote your best trainer to management

***

## The hiring philosophy

### Never hire too early

The most expensive mistake isn't hiring wrong—it's hiring too soon.

When you hire before someone proves themselves, the relationship becomes transactional from day one. They show up, do hours, collect pay. No investment in your mission. No skin in the game.

<Tip>
  **The mindset shift**: Instead of "I need to fill this role," think "I need to find someone who has already shown they belong here."
</Tip>

There's a second reason not to hire early: you can't afford to do it well until the business is actually profitable. Brandon Evans at Pro Standard Basketball Academy didn't pay himself for the first two years while he built the gym. He now runs a staff of seven trainers, and he's blunt about what made that possible: "You can 100% make money while doing what's best for the kids. It's not a one-to-one tradeoff. I wouldn't be able to hire on a team of seven trainers if we didn't make money. Like, bills have to be paid." Get the [pricing](/guides/pricing-your-services) right first. Hiring is what profit buys you.

And know what you're buying. Jeff Schmidt at Schmidt Performance runs seven coaches, three of them in leadership roles who can run the gym without him, and assistant coaches cover the floor when he travels. He's clear-eyed about the trade: "I could do this by myself and make way more money, but I would be going crazy. These guys help me, and we can expand if we want. The gym is more like a team environment, like a team practice than it is like an individual session." His target isn't a franchise. It's take-home pay of \$85,000 to \$100,000 a year on about 120 members, at a size where "I know all the kids." Hire toward the business you want to run, not the biggest one you could.

### What you're actually hiring for

Credentials matter far less than character.

**The hierarchy:**

| Priority | Trait                     | Trainable? |
| -------- | ------------------------- | ---------- |
| 1        | Personality & Culture Fit | No         |
| 2        | Reliability & Character   | Difficult  |
| 3        | Coaching Ability          | Yes        |

<Note>
  **Implication**: Hire for personality and reliability. Train for coaching ability.
</Note>

### Red flags that disqualify immediately

<Warning>
  Watch for these immediate disqualifiers:

  * **They don't fit socially with your team** - Forced conversation won't improve under pressure
  * **They can't demonstrate skills at full speed** - You don't need a former pro, but they need proper form on everything they'll teach
  * **They're focused on their personal brand** - If they're asking about posting their own content or training their own clients, they're planning their exit
  * **They've bounced between multiple facilities** - Three gyms in three years = flight risk
  * **Something feels off** - Trust your gut
</Warning>

***

## Legal foundations: W-2 vs. 1099

This is the most consequential legal decision in this guide. Misclassifying an employee as a contractor means back wages and overtime, unpaid payroll taxes plus penalties, workers' comp exposure, and the possibility of an audit. Some states (California, Massachusetts, New Jersey among them) use tests far stricter than the federal one. Talk to an employment attorney in your state before you classify anyone as a 1099 contractor.

### The control test (federal standard)

The IRS evaluates worker status through three categories:

| Category         | W-2 Employee (Academy Model)                | 1099 Contractor (Rental Model)           |
| ---------------- | ------------------------------------------- | ---------------------------------------- |
| **Behavioral**   | You dictate drills, methodology, dress code | They use their own methods, attire       |
| **Financial**    | You set prices, collect payment, pay them   | They set rates, invoice clients directly |
| **Relationship** | Ongoing, integrated into core business      | Project-based, peripheral service        |

<Info>
  **The ABC Test** (used in many states): A worker is presumed to be an employee unless they perform work *outside* the usual course of your business. This is a stricter standard than the federal test. Coaching basketball at a basketball academy would typically = employee under this test.
</Info>

### Why proper classification matters

A common scenario: A "contractor" coach tears their ACL demonstrating a drill. They file for workers' compensation. Investigation reveals misclassification. The business owner may be liable for all medical costs, back premiums, penalties—potentially tens of thousands of dollars, plus possible criminal charges for failure to carry workers' comp insurance.

### General recommendation

<Check>
  **Most training positions should be W-2 employees.** Reserve 1099 status for genuinely independent operators: someone with their own business who sets their own methods and rates and serves other facilities too. That includes the general manager who runs your floor. A manager you direct day to day is an employee, whatever the paperwork says.

  What a defensible contractor setup looks like: Schmidt Performance's coaches are 1099 contractors who each hold their own LLC and carry their own insurance. Elite Baseball and Softball Training went the other way, with seven to ten full-time coaches on payroll under an S-Corp, and sells that as a feature to families: "Full-time invested coaching staff, not part-time/rotating." Both are legitimate. What isn't is a coach on your schedule, teaching your curriculum, with a W-9 instead of a W-4.
</Check>

<Tip>
  **How do other facilities structure this?** It's one of the most common questions at [Office Hours](https://cal.com/team/coach-iq/office-hours). We can share what other owners have done, though not legal advice.
</Tip>

### Contractual protections

Enforceability varies by state, and several states restrict non-competes outright. Have an attorney draft or review the agreement. Provisions worth asking about:

**Non-Solicitation Clause**: May prohibit trainers from soliciting your clients for a specified period after leaving (enforceability varies by state—consult an attorney on reasonable scope and duration).

**IP Assignment**: Specifies that curriculum, video content, or training programs created during employment are "works made for hire" and remain your property.

**At-Will Employment**: States that either party can terminate at any time (standard in most states, but confirm state-specific requirements with counsel).

***

## Finding trainer candidates

### Why job boards often fall short

Posting on general job boards tends to attract people looking for jobs, not necessarily people aligned with your mission. Training isn't typically high-paying—it's often a calling. Job board candidates may optimize for income. Content followers often optimize for alignment.

### The four pipelines (in order of quality)

<CardGroup>
  <Card title="1. In-House Athletes" icon="medal">
    **Highest Quality, Longest Timeline**

    Athletes who've trained with you 3+ years know your system better than anyone. They carry credibility with younger athletes and already love the environment.

    *Timeline: 2-4 years from identification to hire*
  </Card>

  <Card title="2. Social Media & Content" icon="hashtag">
    **High Quality, Medium Timeline**

    People who follow you are pre-qualified. They already believe in what you're doing.

    *Key: You're not posting job listings. You're posting content that attracts the type of person you'd want to hire.*
  </Card>

  <Card title="3. Referrals" icon="handshake">
    **High Quality, Unpredictable**

    A referral from someone you trust starts with built-in credibility. Tell your network specifically what you're looking for.
  </Card>

  <Card title="4. Cold Applications" icon="inbox">
    **Lower Quality, Heavy Filtering**

    If you must post publicly: post in coaching-specific communities, not general job boards. Make the application require effort (a video response) to filter low-intent applicants.
  </Card>
</CardGroup>

***

## The interview process

### Why traditional interviews don't always reveal fit

A formal interview tells you how someone performs in interviews—not necessarily how they'll train athletes day-to-day.

### The "come hang out" method

Consider inviting promising candidates to your facility during a normal session to observe and have an informal conversation.

**Setup**: Choose a session run by a current trainer. You and any decision-makers observe from a distance. Invite the candidate to sit with you and talk naturally.

**What you're evaluating:**

| Area         | Look For                                   |
| ------------ | ------------------------------------------ |
| Conversation | Does it flow naturally? Are they curious?  |
| Energy       | Would athletes gravitate toward them?      |
| Philosophy   | Do they focus on athletes or themselves?   |
| Team Fit     | Would the dynamic work with current staff? |
| Authenticity | Real or performing?                        |

<Tip>
  **Duration**: Let it go as long as it goes. The length itself is data.
</Tip>

### The skill verification

<Warning>
  **Important**: They should be able to demonstrate the skills they'll teach with proper form. A trainer who can't demonstrate may lose credibility with athletes. You'll often know if they can just by observing them around the gym.
</Warning>

### The decision

After the conversation: **Invite to next stage** (move to evaluation period) or **Pass** (thank them, move on).

There's no "maybe." Maybe is usually a no.

***

## The evaluation period

### Why observation periods work

A conversation shows who someone wants to be. Time shows who they actually are.

<Warning>
  **The evaluation period is paid. Full stop.** Under federal wage-and-hour law and most state laws, anyone doing work that benefits your business must be paid at least minimum wage for every hour, and that includes shadowing, assisting, and "trial" sessions. Unpaid tryouts are the most common wage violation in this industry. Structure the evaluation as a paid probationary period with clear milestones, and confirm the details with an employment attorney.
</Warning>

### Recommended structure for paid evaluation (60-90 days)

| Phase         | Timeline  | Focus                                                        | Compensation |
| ------------- | --------- | ------------------------------------------------------------ | ------------ |
| **Observe**   | Week 1-2  | Shadow trainers, help with small tasks, learn names          | Paid hourly  |
| **Assist**    | Week 3-4  | Light corrections, start finding their voice                 | Paid hourly  |
| **Co-Lead**   | Week 5-8  | Lead portions, then half sessions, receive detailed feedback | Paid hourly  |
| **Solo Eval** | Week 9-12 | Run full sessions with minimal intervention                  | Paid hourly  |

<Note>
  Frame this as a probationary employment period with clear performance milestones. Both you and the employee should understand that employment can be terminated during this period if performance standards aren't met (subject to any applicable state laws regarding probationary periods).
</Note>

### What you're evaluating

| Signal                          | Meaning          |
| ------------------------------- | ---------------- |
| Arrives 15+ min early           | High commitment  |
| Arrives late repeatedly         | 🚩 Red flag      |
| Asks questions between sessions | Growth mindset   |
| Becomes unresponsive for days   | 🚩 Red flag      |
| Implements feedback immediately | Highly coachable |
| Gets defensive at feedback      | 🚩 Red flag      |

### Evaluation criteria

<Check>
  **"Can we trust this person to run a workout alone, with none of us in the gym, and feel confident it will meet our standard?"**

  * If **yes** → continue employment beyond probationary period
  * If **"almost"** → extend probationary period with specific improvement goals
  * If **"probably never"** → end employment (following proper termination procedures)
</Check>

<Info>
  **Setting up staff in CoachIQ**: Once you've decided to bring someone on, add them as a coach in People with the permissions that match their role. A trainer in evaluation usually gets calendar and client access without payments or settings. See [Managing Staff](/people/managing-staff).
</Info>

***

## Compensation structures

Every model below has to clear minimum wage and overtime rules, and a CPA or payroll provider should set up withholding. The ranges are what facility owners in the CoachIQ community report; check them against your local market.

### Trainer pay models

<Tabs>
  <Tab title="Hourly Per Session">
    **Most Common Structure**

    Typical rates:

    | Level        | Rate Range   |
    | ------------ | ------------ |
    | Entry-Level  | \$15-20/hour |
    | Experienced  | \$20-25/hour |
    | Lead Trainer | \$25-35/hour |

    Non-training hours (gym watch, cleaning): \$12-15/hour, and never below your state's minimum wage. Hours over 40 in a week are overtime.
  </Tab>

  <Tab title="Per-Session Flat Rate">
    **Session-Based Pricing**

    Typical market rates:

    | Session Type      | Rate Range |
    | ----------------- | ---------- |
    | Group Class       | \$30-50    |
    | Small Group (2-4) | \$40-60    |
    | Private           | \$40-75    |

    Count prep and cleanup in the session time so the effective hourly rate stays above minimum wage.
  </Tab>

  <Tab title="Revenue Split">
    **For Trainers Building Books**

    Common arrangements:

    | Scenario                  | Typical Split     |
    | ------------------------- | ----------------- |
    | Trainer brings clients    | 50-60% to trainer |
    | Facility provides clients | 30-40% to trainer |

    A high split plus real independence over schedule and methods starts to look like a contractor relationship. Decide the classification first, then the pay model.
  </Tab>

  <Tab title="Monthly Salary">
    **Fixed Compensation**

    Typical ranges:

    | Commitment                 | Range               |
    | -------------------------- | ------------------- |
    | Part-Time (10-15 hrs/week) | \$500-1,000/month   |
    | Full-Time (25-35 hrs/week) | \$2,000-3,500/month |

    A salary doesn't make someone exempt from overtime on its own. Check the exemption tests with your attorney or payroll provider.
  </Tab>
</Tabs>

### Performance bonuses

<Tip>
  Consider these bonus structures to improve retention:

  * Discretionary bonuses after strong months
  * Retention bonuses (90%+ client retention = quarterly bonus)
  * Commission on package sales (5-10%)
  * Non-cash rewards (gear, shoes, unexpected gifts)

  Bonuses count toward overtime pay for hourly staff; your payroll provider will handle the math.
</Tip>

<Info>
  **Revenue sharing in CoachIQ**: If you pay on a split, [Sharing Revenue](/payments/sharing-rev) routes each coach's share of a payment automatically. No spreadsheet at the end of the month.
</Info>

### Manager compensation framework

When promoting to management, consider structuring compensation with multiple components:

**Base Pay**: Flat monthly amount for stability (\$2,000-3,500/month depending on scope and market)

**Revenue Share**: Tiered brackets (example structure—adjust for your business):

| Revenue Bracket | Share % |
| --------------- | ------- |
| $0-$19,999      | 8-10%   |
| $20,000-$29,999 | 10-14%  |
| $30,000-$39,999 | 14-16%  |
| \$40,000+       | 16-18%  |

**Quarterly Bonuses**: Tied to hitting performance metrics ($500-$1,500 based on achievement)

A manager who also coaches sessions may or may not be exempt from overtime. Get that classification right before the first paycheck.

***

## Day one & administrative setup

### Documents to collect

The I-9 has a hard deadline (three business days from the start date) and real fines behind it. A payroll provider will walk you through the rest.

<Tabs>
  <Tab title="W-2 Employees">
    Collect in person or through your payroll provider:

    * W-4 (federal withholding)
    * State W-4 (if applicable)
    * I-9 + acceptable documents (MUST be completed within 3 business days of start date)
    * Direct deposit authorization form
    * Emergency contact information
    * Signed offer letter
    * Employment agreement (if applicable)
    * Acknowledgment of employee handbook receipt
    * Any required state-specific forms
  </Tab>

  <Tab title="1099 Contractors">
    Only after your attorney has confirmed the classification:

    * W-9
    * Independent contractor agreement
    * Direct deposit authorization form (optional)
    * Certificate of insurance (if required)
  </Tab>
</Tabs>

### The day one experience

| Hour | Focus                                                                 |
| ---- | --------------------------------------------------------------------- |
| 1    | Welcome, paperwork completion, compensation and benefits overview     |
| 2    | Facility walkthrough, opening/closing procedures, emergency protocols |
| 3    | Team introductions, communication channels, first week expectations   |

<Check>
  **Goal**: They leave feeling welcomed and informed, not overwhelmed.
</Check>

<Tip>
  **Digitize the non-tax paperwork**: A CoachIQ form can collect emergency contacts, certifications, and handbook acknowledgment before day one. Keep tax and banking forms with your payroll provider. See [Creating Forms](/tools/forms/creating-forms).
</Tip>

***

## The onboarding system

### The trainer handbook

Every facility should have a handbook—your single source of truth for how things are done here. Have an attorney review it once so it carries the required notices and doesn't accidentally read as an employment contract.

**Essential sections:**

<AccordionGroup>
  <Accordion title="1. Culture & Philosophy">
    Mission, values, what makes you different (non-binding inspirational content)
  </Accordion>

  <Accordion title="2. Training Methodology">
    Core concepts, workout structures, progressions
  </Accordion>

  <Accordion title="3. Coaching Standards">
    How to explain, demonstrate, correct
  </Accordion>

  <Accordion title="4. Communication">
    Parent interaction guidelines, conflict resolution, response time expectations
  </Accordion>

  <Accordion title="5. Operations">
    Opening/closing checklists, dress code, substitution policy, timekeeping procedures
  </Accordion>

  <Accordion title="6. Emergency Procedures">
    Emergency action plan, incident reporting, AED/first aid locations, injury protocols
  </Accordion>

  <Accordion title="7. Legal Policies">
    * At-will employment statement
    * Equal employment opportunity policy
    * Anti-discrimination and harassment policies
    * Complaint procedures
    * Required state and federal notices
    * Acknowledgment forms
  </Accordion>

  <Accordion title="8. Growth Path">
    How trainers advance, performance evaluation criteria
  </Accordion>
</AccordionGroup>

### The first 30 days

| Week | Focus                                                                                   |
| ---- | --------------------------------------------------------------------------------------- |
| 1    | Legal compliance (background checks, certifications), technology setup, handbook review |
| 2    | Shadow multiple trainers, observe different session types                               |
| 3    | Co-coach specific segments, receive immediate feedback                                  |
| 4    | Lead full session under observation, cleared for independent sessions                   |

<Info>
  **CoachIQ setup for new trainers**: During week 1, get your new trainer set up in CoachIQ:

  * Add them as a coach with the right permissions → [Managing Staff](/people/managing-staff)
  * Set their availability so athletes can book them → [Managing Availability for Multiple Coaches](/scheduling/managing-availability-for-multiple-coaches)
  * Connect their Google Calendar so their sessions show up next to the rest of their life → [Google Calendar Sync](/scheduling/google-calendar-sync)
</Info>

### Background checks and SafeSport compliance

<Warning>
  **Before anyone works with a minor, not after.** Criminal background check, sex offender registry check, and abuse-prevention training (SafeSport or your sport's equivalent). Many states require it, most insurers expect it, and a facility that skips it owns whatever happens next. Pair the checks with written policies on one-on-one contact, transportation, and messaging minors. The [Legal & Risk Management guide](/guides/legal-risk-management#child-safety-protocols) covers the full protocol.
</Warning>

***

## Ongoing management & retention

### Feedback rhythm

| Frequency                      | Type                      |
| ------------------------------ | ------------------------- |
| After sessions (initial weeks) | Quick 2-3 min debrief     |
| Weekly                         | 10-15 min check-in        |
| Monthly                        | Development conversation  |
| Quarterly or Annually          | Formal performance review |

<Tip>
  **Automate reminders**: Set up a scheduled automation to remind yourself about weekly trainer check-ins. See [Scheduled Automations](/tools/automations/scheduled-automations).
</Tip>

### How to give feedback

<Steps>
  <Step title="Let them self-assess first">
    Start by asking "How do you think that went?" This builds self-awareness and makes them more receptive to your input.
  </Step>

  <Step title="Be specific, not vague">
    Instead of "good energy," say "I loved how you called out Sarah by name when she nailed that form—that's the kind of specific encouragement that builds confidence."
  </Step>

  <Step title="Tie feedback to athlete impact">
    Connect actions to outcomes: "When you simplified that cue, three athletes fixed their form immediately. That's the difference clear coaching makes."
  </Step>

  <Step title="One focus area at a time">
    Don't overwhelm with a list. Pick the highest-leverage improvement and focus there until it's consistent.
  </Step>

  <Step title="Balance confirmation and correction">
    Highlight what's working before addressing what needs work. People implement feedback better when they feel valued.
  </Step>
</Steps>

### Addressing performance issues

Write everything down, apply the same steps to everyone, and call your attorney before a termination. Inconsistency is what turns a performance problem into a discrimination claim.

| Instance | Recommended Action                                                                                  |
| -------- | --------------------------------------------------------------------------------------------------- |
| First    | Private conversation, clear expectation, document in writing                                        |
| Second   | Written warning referencing first conversation, specific improvement plan, timeline for improvement |
| Third    | Final written warning with clear consequences, document thoroughly                                  |
| Beyond   | Consult employment attorney, follow termination procedures, document decision rationale             |

Gross misconduct or a safety violation can warrant immediate termination; the steps above are for the ordinary case.

### Why good trainers stay

| Factor             | How to Deliver                                                       |
| ------------------ | -------------------------------------------------------------------- |
| **Valued**         | Know their life, recognize contributions, thoughtful rewards         |
| **Growing**        | New responsibilities, clear advancement path, learning opportunities |
| **Belonging**      | Positive team culture, strong relationships, inclusion               |
| **Fairly Treated** | Competitive pay, clear expectations, consistent policies             |

***

## Promoting to management

### When to consider promotion

Consider promoting when:

1. You've become the bottleneck to growth
2. Someone has proven themselves over 12+ months
3. You're willing to let them develop their own management style
4. They've demonstrated both technical and interpersonal excellence

The test of whether it's working is simple: does the business run when you're not in the building? Jeff Schmidt built Schmidt Performance in Northern Colorado into memberships, group training, team consulting, camps, and events with a staff behind him, and credits shared systems for getting there: "They've saved me thousands of hours, and everything is bundled into one: your scheduling, your payments, your video, your website, your app." A manager can only take the floor from you if the schedule, the payments, and the client history live somewhere other than your phone.

The same systems decide how many people you need at the front desk at all. Elite Baseball and Softball Training's general manager, planning the move of a 49,000 square foot facility onto one platform, expected it to change the staffing plan itself: "it's going to ease up the customer service side so much for us that it's probably going to adjust even our staff and how much we even have to have a front desk staff present." Every parent who books, pays, and signs on their own is a shift you don't have to schedule.

### What changes

| Trainer Role                   | Manager Role                 |
| ------------------------------ | ---------------------------- |
| Responsible for their sessions | Responsible for all sessions |
| Takes direction                | Gives direction              |
| Reports problems               | Solves problems              |
| Works in the business          | Works on the business        |

### Manager responsibilities

**Daily**: Facility operations, schedule execution, immediate issue resolution

**Weekly**: Trainer performance monitoring, schedule optimization, client concern resolution

**Monthly**: Revenue tracking, trainer development, operational improvements

### The transition

| Phase       | Duration  | Focus                                                       |
| ----------- | --------- | ----------------------------------------------------------- |
| Shadow      | 2-4 weeks | Observe your decisions, discuss rationale                   |
| Supported   | 4-8 weeks | Handle day-to-day operations, you're available for guidance |
| Independent | Ongoing   | They run operations, you focus on strategic growth          |

***

## Templates & resources

### Daily opening checklist

```markdown theme={"theme":"github-dark"}
- [ ] Disarm alarm, unlock doors
- [ ] HVAC to appropriate temperature, lights on, music on
- [ ] Walk training area for hazards or debris, clean as needed
- [ ] Verify equipment is in good working order
- [ ] Ensure necessary supplies are stocked
- [ ] Boot up scheduling/management system
- [ ] Check restroom cleanliness and supplies
- [ ] Review day's schedule and staff assignments
```

### Evaluation period tracker

**Trainer Name**: \_\_\_\_\_\_\_\_\_*\_******\_\_ Start Date: \_\_****\*\*\_*\_

| Week | Milestone                                                               | Complete |
| ---- | ----------------------------------------------------------------------- | -------- |
| 1-2  | Knows athlete names, understands workflow, assists proactively          | \[ ]     |
| 3-4  | Provides appropriate corrections, demonstrates properly, asks questions | \[ ]     |
| 5-8  | Leads segments confidently, implements feedback effectively             | \[ ]     |
| 9-12 | Runs full sessions independently, handles issues appropriately          | \[ ]     |

**Evaluation (1-5 scale):**

* Reliability: \_\_\_
* Communication: \_\_\_
* Coaching Ability: \_\_\_
* Culture Fit: \_\_\_
* Coachability: \_\_\_

**Decision**: \[ ] Continue Employment \[ ] Extend Evaluation Period \[ ] End Employment

### New hire documentation checklist

<Tabs>
  <Tab title="W-2 Employee Checklist">
    ```markdown theme={"theme":"github-dark"}
    - [ ] W-4 (federal withholding)
    - [ ] State W-4 (if applicable)
    - [ ] I-9 + acceptable documents (within 3 days of start)
    - [ ] Direct deposit authorization
    - [ ] Emergency contact form
    - [ ] Offer letter signed and returned
    - [ ] Employment agreement (if applicable)
    - [ ] Non-solicitation/confidentiality agreement (if applicable)
    - [ ] Employee handbook acknowledgment
    - [ ] Background check authorization and results
    - [ ] Required certifications (CPR, First Aid, SafeSport, etc.)
    - [ ] Insurance enrollment forms (if applicable)
    - [ ] State-required new hire notices
    ```
  </Tab>

  <Tab title="1099 Contractor Checklist">
    ```markdown theme={"theme":"github-dark"}
    - [ ] W-9
    - [ ] Independent contractor agreement signed
    - [ ] Certificate of insurance (if required)
    - [ ] Scope of work document
    - [ ] Direct deposit authorization (optional)
    ```
  </Tab>
</Tabs>

### Incident report

Every trainer needs to know where the incident report lives and that it gets filled out the same day, every time. The template and the documentation rules are in the [Legal & Risk Management guide](/guides/legal-risk-management#incident-documentation).

***

## Final word

Building a training staff is one of the most important things you'll do as a facility owner. The trainers you hire become the face of your business. Take your time, pay people properly from the first hour, and spend the few hundred dollars on an attorney for classification, agreements, and the handbook. It is always cheaper than the alternative.

<Check>
  **The goal**: Extend your standard of care to someone who will represent everything you've built, and still be able to take a Saturday off.
</Check>

***

## Professional resources

**Legal & HR:**

* [U.S. Department of Labor - FLSA Information](https://www.dol.gov/agencies/whd/flsa)
* [IRS - Independent Contractor vs. Employee](https://www.irs.gov/businesses/small-businesses-self-employed/independent-contractor-self-employed-or-employee)
* National Federation of Independent Business (NFIB) - State employment law resources
* Society for Human Resource Management (SHRM) - HR best practices

**Youth Sports Safety:**

* [U.S. Center for SafeSport](https://uscenterforsafesport.org/)
* Your sport's national governing body
* Local youth sports organizations

**Business & Insurance:**

* Your business insurance agent
* Small business associations in your state
* Local chamber of commerce

***

## Related articles

<CardGroup>
  <Card title="Managing Staff in CoachIQ" icon="users" href="/people/managing-staff">
    Add trainers, set permissions, and manage your team
  </Card>

  <Card title="Multi-Coach Availability" icon="calendar" href="/scheduling/managing-availability-for-multiple-coaches">
    Set up scheduling for your entire training staff
  </Card>

  <Card title="Revenue Sharing" icon="money-bill-transfer" href="/payments/sharing-rev">
    Automatically split payments between coaches and facility
  </Card>

  <Card title="Pricing Your Services" icon="tag" href="/guides/pricing-your-services">
    Set trainer rates and session pricing that works
  </Card>
</CardGroup>

***

<Note>
  **Ready to hire but want a sounding board?** [Book an Office Hours session](https://cal.com/team/coach-iq/office-hours) to talk through your staffing plan with people who've watched a lot of facilities make their first hire.
</Note>

***

*Last reviewed: September 2026.*


# Business Guides
Source: https://help.coachiq.io/guides/index

Long-form guides for coaches building and running a sports training facility: pricing, getting found, finding a space, protecting the business, and hiring your first trainers

These guides are for the coach who runs a business out of a training facility, or is on the way to one. They cover the decisions that happen away from the court: what to charge, how families find you, how to pick and lease a space, how to protect yourself, and how to bring on your first trainers. Each one draws on facility owners in the CoachIQ community, including Brandon Evans (Pro Standard Basketball Academy), Jeff Schmidt (Schmidt Performance), Coach Stefano (Coach Stefano Soccer), Chaz Glotta (CG Hoops), Elite Baseball and Softball Training, Jesse Armitstead (ICE Basketball), John Jeffus (Futbol Factory), and Lee Taft, and shows where the product does the work for you.

Read them in the order your business grows. The first two apply from day one, even if you're still renting gym time by the hour.

## Available Guides

<CardGroup>
  <Card title="Pricing Your Services" icon="tags" href="/guides/pricing-your-services">
    One entry point, commitment-based packages, and prices that fit your market
  </Card>

  <Card title="Getting Found Online (SEO)" icon="magnifying-glass" href="/guides/getting-found-online-seo">
    The busy coach's guide to showing up when parents search for training
  </Card>

  <Card title="Finding Your Facility Location" icon="map-location-dot" href="/guides/building-your-training-facility">
    Prove demand, budget honestly, search patiently, and negotiate the lease
  </Card>

  <Card title="Legal & Risk Management" icon="scale-balanced" href="/guides/legal-risk-management">
    Business structure, insurance, waivers, and the safety systems that protect you
  </Card>

  <Card title="Hiring & Onboarding Trainers" icon="users" href="/guides/hiring-onboarding-trainers">
    Find, evaluate, pay, and onboard trainers who coach to your standard
  </Card>
</CardGroup>

***

<Note>
  More guides are on the way. Have a topic you want covered? Tell us at [support@coachiq.io](mailto:support@coachiq.io) or bring it to [Office Hours](https://cal.com/team/coach-iq/office-hours).
</Note>


# Legal & Risk Management for Training Facilities
Source: https://help.coachiq.io/guides/legal-risk-management

Essential legal and risk management guidance for sports training facilities and private coaches.

## The Bottom Line

The day you sign a lease, you stop being a coach with a side business and become an owner with something to lose. Four things protect it. None of them is expensive next to what they prevent.

<CardGroup>
  <Card title="Form an LLC" icon="building">
    Before the lease, before the first client. \$100-500.
  </Card>

  <Card title="Insure before you open" icon="shield-halved">
    General liability at minimum. \$5,000-8,000 a year for the full set.
  </Card>

  <Card title="Every athlete signs a waiver" icon="file-signature">
    Attorney-reviewed for your state, collected at checkout so nobody slips through.
  </Card>

  <Card title="Write it down" icon="clipboard-list">
    Incidents, policies, agreements. If it isn't documented, it didn't happen.
  </Card>
</CardGroup>

<Warning>
  **This is not legal, tax, or insurance advice.** Requirements vary by state and by facility. Use this guide to know what to ask for, then have a licensed attorney, an insurance broker who knows sports facilities, and a CPA confirm the specifics. CoachIQ and the authors assume no liability for decisions made from it.
</Warning>

## Who This Guide Is For

The coach opening or already running a physical training facility. If you're still renting gym time by the hour, Parts 1 through 3 (structure, insurance, waivers) apply to you today. The rest becomes urgent the day you have keys.

***

## Part 1: Business Structure

<Note>
  **Timeline**: Complete within first 30 days of planning
</Note>

### LLC: The Right Choice for Most Coaches

**Why LLC Works for Training Facilities:**

* **Liability protection**: Personal assets shielded from business lawsuits and debts
* **Tax simplicity**: Pass-through taxation (no double taxation)
* **Minimal paperwork**: No board meetings or complex compliance requirements
* **Professional credibility**: Legitimate business entity status
* **Flexibility**: Works for single owners or partners with customizable profit distribution

**Formation Costs:**

* State filing fee: \$50-500
* Registered agent (optional): \$50-300 annually
* Annual reports: \$50-300 (state dependent)

<Steps>
  <Step title="Check business name availability">
    Visit your state's Secretary of State website and verify your desired business name is available for registration.

    <Tip>
      Choose a name that's unique, memorable, and reflects your training specialty. Avoid names too similar to existing businesses in your state.
    </Tip>
  </Step>

  <Step title="File LLC formation documents">
    Complete and submit your Articles of Organization through your state's online filing system.

    **Required information typically includes:**

    * Business name and address
    * Registered agent information
    * Management structure (member-managed or manager-managed)
    * Purpose of business
  </Step>

  <Step title="Obtain your EIN from the IRS">
    Apply for your Employer Identification Number (EIN) through the IRS website. This is free, completed online, and you'll receive your EIN immediately.

    <Info>
      Your EIN is essentially a social security number for your business. You'll need it to open business bank accounts, hire employees, and file taxes.
    </Info>
  </Step>

  <Step title="Open a business bank account">
    Using your EIN and formation documents, open a dedicated business bank account. This separates personal and business finances—critical for liability protection and tax compliance.

    <Check>
      **Success!** Your LLC is now operational and you have proper financial separation between personal and business activities.
    </Check>
  </Step>
</Steps>

**Timeline**: 2-3 weeks from start to finish

<Accordion title="Real-world example: Pro Standard Training">
  Brandon formed Pro Standard as an Indiana LLC through the state website for \$100, establishing himself as the sole owner while offering his general manager profit sharing (a percentage of profits without ownership stake). Ongoing maintenance requires only annual state reports with minimal paperwork.
</Accordion>

### When to Consider S-Corporation Status

An S-Corporation is a tax election, not a separate business structure. You form an LLC first, then elect S-Corp tax treatment with the IRS.

**S-Corp Tax Benefits:**

You can pay yourself a "reasonable salary" (subject to employment taxes) and take remaining profits as distributions (not subject to employment taxes).

**Example savings**: On $100K net profit, you could save approximately $6,000 annually in self-employment taxes.

**Trade-Offs to Consider:**

* Payroll processing costs: \$500-2,000 annually
* Quarterly payroll tax filings required
* Annual corporate tax return (more complex than LLC)
* Accountant fees: \$1,000-3,000 annually
* Must pay yourself "reasonable" salary (IRS scrutinizes this)

<Warning>
  **S-Corp Sweet Spot**: Generally makes sense at \$60K+ annual net profit. Below that threshold, administrative costs typically exceed tax savings.
</Warning>

**Implementation Strategy:**

Form your LLC first and operate profitably for 6-12 months. Once you're consistently profitable above \$60K, elect S-Corp status by filing Form 2553 with the IRS. You can make this election retroactive to January 1st if filed within the first 2.5 months of your tax year.

<Accordion title="Real-world example: when the S-Corp makes sense">
  Elite Baseball and Softball Training outside Grand Rapids runs as an S-Corp. With a 49,000 square foot building, seven to ten full-time coaches on payroll, a pro shop, and travel teams, the payroll infrastructure the S-Corp requires already exists, so the tax election is nearly free to maintain. Brandon's single-owner Indiana LLC is the right call for the same reason in reverse. Match the structure to the payroll you actually run.
</Accordion>

### Business Structures to Avoid

<Warning>
  **Sole Proprietorship: Never for Physical Facilities**

  Operating as a sole proprietor provides zero liability protection. Your personal assets—home, car, savings—are directly exposed to business lawsuits. If a client is injured and sues, they can pursue your personal property. This structure is never appropriate for facilities with physical injury risk.
</Warning>

**General Partnership: Dangerous for Multi-Owner Facilities**

In a general partnership, all partners are equally liable for business debts and lawsuits. If your partner causes an injury through negligence, both of you can be sued and held responsible. Always use a multi-member LLC instead, which provides liability protection for all owners.

<Tip>
  **Remember**: YOU are the owner. You can find and hire managers, but protect your ownership and personal assets through proper business structure.
</Tip>

### State Selection for Formation

**The Simple Rule**: Form your LLC in the state where you physically operate your facility.

* Operating in Indiana? Form an Indiana LLC.
* Operating in Texas? Form a Texas LLC.
* Operating in California? Form a California LLC.

**Foreign LLC Registration (Usually Not Worth It):**

Some people suggest forming in states like Wyoming or Delaware for perceived benefits. However, if you form in Wyoming but operate in Indiana, you must:

* Register as a "foreign LLC" in Indiana
* Pay filing fees in both states
* Maintain compliance in both states
* File annual reports in both states

<Note>
  For single-location training facilities, the double fees and compliance burden rarely justify any potential benefits. Form in your operating state.
</Note>

***

## Part 2: Insurance Protection

<Warning>
  **Critical**: Obtain insurance coverage BEFORE training your first client. Operating without insurance exposes you to catastrophic financial risk.
</Warning>

### General Liability Insurance (Non-Negotiable)

General liability insurance is your primary protection against client injury claims and should be secured before opening your doors.

**What It Covers:**

* Client injuries occurring on your premises
* Property damage you or your staff cause
* Legal defense costs (even if claim is frivolous)
* Medical payments regardless of fault
* Product liability if you sell equipment or supplements

**Minimum Coverage**: $1M per occurrence / $2M aggregate\
**Recommended**: $2M per occurrence / $4M aggregate (minimal premium difference)

**Annual Cost**: $1,500-3,000 for $1M/\$2M coverage

**Common Claims Scenarios:**

<AccordionGroup>
  <Accordion title="Slip and fall injuries">
    Athlete trips over equipment left on the floor, parent slips on wet surface near entrance, client falls on stairs due to inadequate lighting.
  </Accordion>

  <Accordion title="Equipment-related incidents">
    Weight machine malfunctions and causes injury, basketball hoop collapses during use, training equipment breaks and injures athlete.
  </Accordion>

  <Accordion title="Training-related injuries">
    Client claims your training advice caused their injury, athlete injured during demonstration of improper technique, overexertion leading to medical emergency.
  </Accordion>
</AccordionGroup>

<Accordion title="Real-world example: Pro Standard's insurance">
  Brandon obtained $1M general liability coverage through a local Indiana agent for approximately $1,800 annually. He secured coverage after opening (taking significant risk—not recommended). Always get insurance before training your first client.
</Accordion>

### Professional Liability Insurance (Highly Recommended)

Professional liability insurance (also called Errors & Omissions) covers claims arising from your professional advice and instruction—a critical gap that general liability doesn't cover.

**What It Covers:**

* Claims that your coaching or instruction caused injury
* Allegations of negligent program design
* Errors in training methodology or technique instruction
* Failure to properly progress athletes
* Claims of inadequate supervision during training

**Why It's Separate**: General liability covers "accidents" (client slips and falls). Professional liability covers "professional negligence" (your coaching advice allegedly caused harm).

**Annual Cost**: $800-1,500   **Coverage**: $1-2M per claim

**When It's Essential:**

* Teaching technical skills with injury risk (Olympic lifting, plyometrics)
* Training athletes with previous injury history
* Working with high-level competitive athletes
* Providing any nutritional guidance or program design
* Any activity beyond simply providing facility access

<Tip>
  If you're actively coaching (not just renting space), professional liability insurance provides critical protection for the advice and instruction you provide.
</Tip>

### Property Insurance (Landlord Required)

Your landlord's insurance only covers the building structure—not your business property. Property insurance protects your investment in equipment and improvements.

**What It Covers:**

* Your training equipment, computers, and furniture
* Tenant improvements you made to the space
* Business interruption if facility becomes unusable
* Theft and vandalism of your property
* Electronic equipment and data

**Annual Cost**: \$800-2,000\
**Coverage**: Based on replacement value of your property (not depreciated value)

<Note>
  **Important**: Your landlord's insurance will never cover your contents. This is always a separate policy requirement and often a lease condition.
</Note>

**Coverage Calculation:**

Make a detailed inventory of all your property:

* Training equipment (weights, machines, speed equipment)
* Office equipment (computers, phones, tablets)
* Furniture (desks, chairs, reception area)
* Tenant improvements (flooring, mirrors, lighting you added)

Insure for full replacement cost, not what you paid originally.

### Workers Compensation Insurance (Required for Employees)

Workers compensation insurance is legally required in most states once you hire W-2 employees and protects both you and your employees.

**What It Covers:**

* Employee medical expenses from work-related injuries
* Lost wages during recovery period
* Rehabilitation and physical therapy costs
* Legal protection (employees generally cannot sue if receiving workers comp)
* Disability benefits for permanent injuries

**When Required**: Most states mandate coverage with your first W-2 employee (independent contractors typically excluded)

**Annual Cost**: \$2,000-5,000+ depending on your state and total payroll

<Warning>
  **Penalties for Non-Compliance**:

  * Criminal charges in some states
  * Massive fines (often \$10,000+)
  * Personal liability for ALL medical costs
  * Inability to obtain future coverage
  * Potential business closure by state authorities
</Warning>

<Accordion title="Real-world example: Pro Standard's approach">
  Brandon's part-time coaches are W-2 employees who work scheduled shifts under direct supervision, and his workers compensation policy covers them for approximately \$2,000-3,000 annually. He initially brought his general manager on as a 1099 contractor. That is the arrangement employment attorneys flag most often for facilities, because a manager you direct day to day generally meets the test for an employee regardless of the paperwork. Have your attorney review any manager or coach you plan to treat as a contractor; see the [Hiring & Onboarding Trainers guide](/guides/hiring-onboarding-trainers#legal-foundations-w-2-vs-1099).
</Accordion>

### How to Get Insurance

<Steps>
  <Step title="Find a specialized insurance broker">
    Work with brokers who specialize in sports, recreation, or fitness facilities. They understand your specific risks and coverage needs better than general commercial agents.

    **Where to find specialized brokers:**

    * Referrals from other facility owners in your area
    * Search "sports facility insurance \[your state]"
    * Industry associations (USA Weightlifting, NSCA, local coaching organizations)
    * Online directories of sports insurance specialists
  </Step>

  <Step title="Request and compare 3-5 quotes">
    Get quotes from multiple brokers to compare coverage and pricing.

    **What to compare:**

    * Coverage limits (per occurrence and aggregate)
    * Exclusions (what's NOT covered)
    * Annual premium costs
    * Deductibles
    * Payment options (monthly vs. annual)
    * Broker's reputation for claims handling
  </Step>

  <Step title="Ask critical questions">
    Before purchasing, get clear answers to these essential questions:

    **Critical questions to ask:**

    * "What specific situations are NOT covered by this policy?"
    * "Does this cover camps or events I host at other locations?"
    * "Are independent contractors covered when working at my facility?"
    * "What's my obligation if an incident occurs?" (reporting timeline)
    * "Can I pay monthly or is annual payment required?"
    * "What's your average claim response time?"
    * "Are there any exclusions specific to my sport or training style?"

    <Tip>
      If a broker can't clearly answer these questions or seems uncertain about coverage details, find a different broker. You need someone who truly understands your business.
    </Tip>
  </Step>

  <Step title="Purchase coverage before opening">
    Secure all required coverage at least 2 weeks before your first client trains at your facility. This allows time for:

    * Certificate of insurance delivery (needed for lease)
    * Policy review to ensure accuracy
    * Questions or corrections with broker
    * Peace of mind on opening day

    <Check>
      **Success!** You're properly protected and can focus on training clients rather than worrying about catastrophic financial risk.
    </Check>
  </Step>
</Steps>

**Total First-Year Insurance Budget**: \$5,000-8,000 for comprehensive coverage (general liability, professional liability, property, workers compensation)

### Insurance Mistakes to Avoid

<Warning>
  **Critical Mistakes That Expose You to Serious Risk:**

  **1. Skipping Coverage Entirely** One lawsuit judgment can easily exceed $500,000. Your annual $2,000 premium is insignificant compared to this catastrophic risk. Many facilities have closed permanently after a single uninsured incident.

  **2. Choosing the Cheapest Policy Without Review** A dramatically lower premium almost always means excluded coverage. A \$1,000 policy that doesn't cover your primary activities is worthless when you need it most.

  **3. Not Reading Policy Exclusions** Your policy might specifically exclude your sport or training style. Review exclusions carefully and ask questions before purchasing.

  **4. Delaying Workers Compensation** Operating with W-2 employees without workers comp is illegal in most states. Penalties are severe—fines, criminal charges, and personal liability for all medical costs.

  **5. Failing to Update Coverage as You Grow** Added new equipment worth \$50,000? Expanded services? Changed training methods? Notify your insurance broker immediately to ensure continued coverage.
</Warning>

***

## Part 3: Liability Waivers

### What Waivers Do (And Don't Do)

Understanding the realistic protection waivers provide helps you implement them properly and maintain appropriate expectations.

**What Signed Waivers Provide:**

* Legal defense foundation if you're sued (not a guarantee you'll win)
* Documented proof client understood inherent risks
* Evidence client voluntarily chose to participate
* Significant deterrent to frivolous lawsuits
* Demonstration of your risk management diligence

**What Waivers DON'T Provide:**

* Guaranteed immunity from all lawsuits
* Protection against gross negligence or intentional harm
* Replacement for proper insurance coverage
* Consistent protection across all states (enforceability varies)
* Protection if client proves they didn't understand what they signed

<Info>
  **The Bottom Line**: Waivers are essential but work alongside insurance and safety protocols—not instead of them. Think of waivers as one layer in your comprehensive protection strategy.
</Info>

### Essential Waiver Components

A legally defensible waiver must include specific language and disclosures. Here are the critical components:

#### 1. Clear Risk Disclosure

Explicitly list specific risks inherent to your training activities:

* Sprains, strains, and muscle injuries
* Fractures and broken bones
* Concussions and head injuries
* Contact with other participants or equipment
* Overexertion and cardiovascular stress
* Serious injury including permanent disability
* Death (yes, this must be included)

<Tip>
  Be specific to your sport. A baseball facility should mention balls, bats, and pitching injuries. A strength facility should mention weights, barbells, and lifting injuries.
</Tip>

#### 2. Assumption of Risk

Client must acknowledge they understand these risks and voluntarily choose to participate anyway, with full knowledge of the dangers involved.

#### 3. Release of Liability

Client agrees not to sue your facility, staff, or owners for injuries resulting from ordinary negligence (not gross negligence or intentional harm).

#### 4. Indemnification Clause

Client agrees to cover your legal costs and damages if you're sued because of their actions or if they bring a claim that violates the waiver.

#### 5. Medical Representation

Client confirms they are physically capable of participating safely and have consulted their physician if they have any medical concerns.

#### 6. Emergency Treatment Authorization

Permission to seek emergency medical care if the client becomes unable to consent to treatment during participation.

#### 7. Photo/Video Release (Optional)

Permission to use participant images in marketing materials, social media, and promotional content. Make this optional with a separate checkbox.

#### 8. Facility Rules & Code of Conduct

Agreement to follow all facility rules, policies, and staff instructions. Acknowledgment that you can remove them for violations without refund.

### Waivers for Minors (Under 18)

Waivers for minors present unique legal challenges because minors cannot legally waive their own rights in most states.

**The Legal Challenge:**

Minors (under 18) cannot enter into binding contracts or waive their legal rights. Parents or legal guardians must sign on behalf of the minor.

**Critical Language Requirements:**

* "Parent/guardian signing on behalf of minor participant"
* "Parent/guardian releases facility from liability for injuries to minor"
* "Parent/guardian agrees not to sue on behalf of minor"
* "Parent/guardian assumes all risks on minor's behalf"

<Note>
  **One Waiver Format**: You can use a single waiver that works for both adults and minors. Simply ensure the signature line clearly states: "Participant Signature (if 18+) OR Parent/Guardian Signature (if participant under 18)."
</Note>

**State Variability**: Some states limit parental ability to waive minors' rights. This makes attorney review in your specific state absolutely essential.

### Creating Your Waiver

You have two primary approaches to creating a legally sound waiver:

<Tabs>
  <Tab title="Template + Attorney Review (Recommended)">
    **Process:**

    1. Find a liability waiver template online (\$0-50) or use AI to draft initial version
    2. Customize template for your specific sport and facility
    3. Have local attorney review for state-specific compliance (\$300-800)

    **Total Cost**: \$300-850

    **Advantages:**

    * Most cost-effective approach
    * Quick initial creation
    * Attorney ensures enforceability
    * Can update template yourself for minor changes

    **Timeline**: 1-2 weeks

    <Accordion title="AI prompt for waiver creation">
      "Draft a comprehensive liability waiver and release for a \[your sport - e.g., baseball training] facility in \[your state]. Include: (1) detailed risk disclosure specific to \[your sport], (2) assumption of risk language, (3) release of liability and waiver, (4) indemnification clause, (5) medical fitness representation, (6) emergency treatment authorization, (7) provisions for minors with parent/guardian signature, and (8) optional photo/video release. Use clear, enforceable language appropriate for \[your state] law."
    </Accordion>
  </Tab>

  <Tab title="Attorney-Drafted from Scratch">
    **Process:**

    1. Consult with sports law attorney
    2. Describe your facility, activities, and specific risks
    3. Attorney drafts custom waiver
    4. Review and revise as needed

    **Total Cost**: \$800-2,000

    **Advantages:**

    * Fully customized to your situation
    * Attorney familiar with every provision
    * Maximum confidence in enforceability
    * Established attorney relationship for future needs

    **Timeline**: 2-4 weeks
  </Tab>
</Tabs>

<Warning>
  **Don't Skip Attorney Review**

  Waiver enforceability varies significantly by state. Some states readily enforce waivers; others have strict limitations. A local attorney ensures your waiver complies with your state's specific requirements and maximizes your legal protection. The \$300-800 investment is insignificant compared to the protection it provides.
</Warning>

<Accordion title="Real-world example: Pro Standard's waiver">
  Brandon obtained his initial waiver from an industry mentor (zero cost), but strongly recommends investing in attorney review for anyone without this connection. His waiver covers injury risk disclosure, assumption of risk, release of liability, and photo release—all essential components. Every participant must sign before any training, camps, or events participation.
</Accordion>

### Collecting & Storing Waivers

How you collect and store waivers affects both convenience and legal protection.

#### Digital Collection (Strongly Recommended)

**Advantages:**

* Integrate with your scheduling and payment system
* Clients sign electronically before purchasing anything
* Automatically stored and searchable
* Can't be lost or damaged
* Instant access during emergencies or legal issues
* Timestamped signature records

**Implementation Options:**

* [CoachIQ Waivers](/tools/waivers/waivers): attach the waiver to your products so nobody can buy a package, membership, or camp spot without agreeing, and add it to any registration form
* Dedicated waiver platforms (WaiverSign, Smartwaiver)
* Electronic signature tools (DocuSign, Dropbox Sign)

John Jeffus, co-founder of Futbol Factory in Nashville, on why the waiver lives in the same system as everything else: "It helps us with our communication with parents, our calendars, all of our payments, all of our waivers, and we do online programs with it as well. It's a great resource to have everything all in one place." The point isn't convenience. It's that a waiver stored next to the booking and the payment is one you can find the day you need it.

#### Paper Backup System

Even with digital collection, maintain paper backup procedures:

**Organization:**

* File signed copies alphabetically by last name
* Separate adult and minor waivers if helpful
* Use clearly labeled file folders or binders
* Store in secure, locked location

**Retention Period:**

* Keep indefinitely (safest approach)
* Minimum: statute of limitations in your state plus 2 years
* Never destroy waivers from incidents resulting in injury

<Accordion title="Real-world example: CoachIQ integration">
  Brandon attaches his waiver to every product in CoachIQ, so a parent can't buy a package, membership, or camp registration without checking "I agree" at checkout. The acceptance is recorded on the client's profile and the compliance report shows who has and hasn't accepted. One signature covers all future participation, so there's no annual renewal chase for families or staff.
</Accordion>

### When Clients Sign Waivers

<Tabs>
  <Tab title="One-Time Signing (Recommended)">
    **Approach**: Client signs comprehensive waiver once upon initial registration, covering all future activities and participation.

    **Advantages:**

    * Better client experience (sign once, participate forever)
    * Less administrative burden
    * Fewer chances for unsigned participation to slip through
    * Works well with automated digital systems

    **When to Use**: Most training facilities, especially with consistent activities
  </Tab>

  <Tab title="Annual Renewal">
    **Approach**: Require waiver re-signing annually, typically at membership renewal.

    **Advantages:**

    * Updates contact information annually
    * Refreshes client awareness of risks
    * Opportunity to update medical information
    * Demonstrates ongoing risk communication

    **When to Use**: Optional approach, particularly if you want regular medical updates
  </Tab>

  <Tab title="Activity-Specific Waivers">
    **Approach**: Different waivers for significantly different activities (e.g., standard training vs. ropes course).

    **Advantages:**

    * Addresses unique risks of specialized activities
    * More specific risk disclosure
    * May be required for certain activities

    **When to Use**: Only when activities have substantially different risk profiles

    <Note>
      Most facilities don't need multiple waivers. A comprehensive, well-drafted waiver covering all your activities is simpler and equally effective.
    </Note>
  </Tab>
</Tabs>

***

## Part 4: Client Service Agreements

Beyond liability waivers, you need clear business terms that govern the commercial relationship with clients.

### Payment Terms

**Essential Components:**

**Pricing Structure:**

* Session rates, monthly memberships, or package pricing
* Any setup or registration fees
* Price changes and notification procedures

**Payment Timing:**

* When payment is due (before service strongly recommended)
* Accepted payment methods
* Credit card on file requirements
* Auto-pay enrollment and processing dates

**Late Fees and Penalties:**

* Grace period (if any)
* Late fee amount and when applied
* Actions taken for non-payment (suspension, termination)

<Tip>
  **Best Practice**: Require payment before providing services. Never train clients with outstanding balances. This prevents uncomfortable collection situations and ensures your time is compensated.
</Tip>

### Cancellation & Refund Policy

Clear cancellation policies prevent disputes and set proper expectations from the start.

**Key Policy Elements:**

**Advance Notice Requirements:**

* How much notice required for cancellation (2 hours, 24 hours, etc.)
* How clients submit cancellations (app, text, phone)
* Consequences for insufficient notice

**Late Cancellation & No-Show Policies:**

* Late cancellation penalties (forfeit session, fee charged)
* No-show forfeitures
* Exceptions for emergencies (define what qualifies)

**Refund Policy:**

* Refundable vs. non-refundable products
* Partial refund conditions (if any)
* Refund processing timeline
* Unused credit expiration dates

**Sample Policy Language:**

"Cancellations require 2+ hours advance notice. Late cancellations (less than 2 hours) forfeit the session credit. No-shows forfeit the session with no credit or refund. Monthly memberships are non-refundable. Members may cancel with 7 days notice before their next billing date and rejoin at the current rate."

<Note>
  **Before you promise a pause option**: CoachIQ subscriptions don't have a built-in pause. If you want to offer one, decide how you'll handle it first (cancel and re-subscribe, or pause collection in Stripe) so the policy you publish is one you can actually run. See [Managing Subscriptions](/payments/manage-subscriptions).
</Note>

<Accordion title="Real-world example: Pro Standard's policies">
  Brandon's facility uses monthly auto-renewing memberships requiring payment before participation via saved credit cards in CoachIQ. His cancellation policy requires 2 hours notice for credit back. The stated policy is no refunds, but Brandon exercises discretion for genuine hardship situations to maintain goodwill while firmly enforcing the policy for "just because" requests.

  The policy only works because the reminder does the enforcing. Every athlete gets a text a few hours before the session with a reschedule link in it. "Before, every coach has had that text: 'Hey coach, we're not going to be there. Sorry, can we reschedule?' We don't get that anymore. Ever." A cancellation window nobody knows about is a fee you'll end up waiving.
</Accordion>

<Accordion title="Real-world example: Elite's team-fee policy">
  Elite Baseball and Softball Training collects travel-team packages of \$750 to \$1,450 either paid in full or in four monthly payments from August to November. The policy is one line: non-refundable except for a verified season-ending injury. It's specific enough that nobody has to interpret it, and humane enough that nobody resents it.
</Accordion>

### Commitment Terms

**Membership Duration:**

* Month-to-month vs. 3/6/12-month commitments
* Auto-renewal provisions and client notification
* Termination procedures and required notice
* Early termination fees (if applicable)

**Pause/Freeze Options:**

* How many pauses allowed per year
* Maximum pause duration
* Notice required to pause
* Fees for pausing (if any)

### Behavior Expectations & Code of Conduct

Establish clear behavioral standards to maintain a positive training environment.

**Essential Conduct Policies:**

**Respect Requirements:**

* Respectful treatment of coaches, staff, and other participants
* Appropriate language (no profanity, discrimination, harassment)
* Proper equipment use and care
* Following coach instructions and facility rules

**Parent Conduct Policies (Youth Facilities):**

* Appropriate sideline behavior during training
* No coaching from sidelines
* Respect for coaching staff decisions
* Communication protocols

**Consequences for Violations:**

* Warning system (verbal warning, written warning)
* Temporary suspension
* Permanent removal from facility
* No refunds for behavioral removals

### Making Agreements Enforceable

**Legal Requirements for Enforceable Contracts:**

* **Clear language**: No incomprehensible legalese that clients can't understand
* **Reasonable terms**: Not extremely one-sided or unconscionable
* **Proper signature and date**: Client signs and dates the agreement
* **Client received copy**: Provide signed copy to client immediately
* **Knowing agreement**: Not buried in fine print or hidden

The most common "knowing agreement" failure in a training facility isn't the waiver. It's the subscription. Coach Stefano Soccer had parents buy a membership twice and then dispute the second charge: "well, I didn't know it's a subscription." If the recurring nature of the charge isn't obvious at checkout, you'll be issuing refunds to people who technically agreed.

**Best Practices for Enforcement:**

* Email clients their signed agreement copy immediately
* Reference terms in your regular communications
* Enforce consistently (don't make exceptions that create precedent)
* Document all policy violations and consequences
* Update agreements when policies change (with client notice)

<Tip>
  **Consistency is Key**: Once you make exceptions to your policies, those exceptions can become the expected standard. Be thoughtful about when and why you deviate from your stated terms.
</Tip>

***

## Part 5: Risk Management Systems

Effective risk management goes beyond legal documents—it requires daily operational systems that prevent incidents before they occur.

### Daily Safety Protocols

**Daily Opening Checklist:**

<AccordionGroup>
  <Accordion title="Equipment condition inspection">
    * Check all training equipment for wear, damage, or malfunction
    * Verify nets, hoops, and padding are secure
    * Test machines and moving parts
    * Ensure safety equipment (pads, helmets) is functional
  </Accordion>

  <Accordion title="Facility hazard check">
    * Inspect floors for wet spots, tears, or debris
    * Verify all lighting is functional
    * Ensure emergency exits are clear and accessible
    * Check restrooms for safety hazards
  </Accordion>

  <Accordion title="Emergency preparedness">
    * Verify first aid kit is stocked
    * Confirm AED is functional (if present)
    * Ensure emergency contact information is posted
    * Check fire extinguisher is accessible and inspected
  </Accordion>
</AccordionGroup>

**Responsibility**: Assign opening staff member to complete checklist before any clients arrive. Document completion in a log.

<Info>
  **Why Documentation Matters**: If an incident occurs, your documented daily safety checks prove your diligence and can be critical in your legal defense.
</Info>

### Equipment Maintenance Schedule

**Weekly Maintenance:**

* Visual inspection of all equipment
* Tighten loose bolts, screws, and connections
* Clean and sanitize high-touch surfaces
* Check equipment stability and placement

**Monthly Maintenance:**

* Deep clean all equipment
* Detailed inspection of wear points
* Lubricate moving parts as needed
* Test all electronic equipment

**Quarterly Maintenance:**

* Professional servicing of complex equipment
* Replace worn parts before failure
* Update maintenance logs
* Review incident reports for patterns

**Annual Maintenance:**

* Comprehensive safety inspection by qualified professional
* Major equipment servicing or replacement
* Update manufacturer guidelines and protocols
* Review and update maintenance procedures

<Warning>
  **Tag and Remove Broken Equipment Immediately**

  Never allow clients to use equipment "just this once" when you know it's damaged or malfunctioning. Tag it clearly as "OUT OF SERVICE" and physically remove it from the training area. One injury from known-defective equipment dramatically weakens your legal defense.
</Warning>

### Emergency Preparedness

**Required Equipment:**

<CardGroup>
  <Card title="First Aid Kit" icon="kit-medical">
    Well-stocked, easily accessible location, staff trained in use, regularly inspected and restocked
  </Card>

  <Card title="AED (Recommended)" icon="heart-pulse">
    Automated External Defibrillator for cardiac emergencies, staff trained in use, registered with local EMS
  </Card>

  <Card title="Emergency Contacts" icon="phone">
    Posted prominently: 911, nearest hospital, poison control, utility companies, facility owner contact
  </Card>

  <Card title="Fire Extinguisher" icon="fire-extinguisher">
    Code required, proper type for facility, regularly inspected, staff trained in use
  </Card>
</CardGroup>

**Written Emergency Action Plan:**

Your facility needs documented procedures for:

* Medical emergencies and injury response
* Fire emergencies and evacuation procedures
* Severe weather and natural disasters
* Security threats and active intruder situations
* Utility failures (power, water, HVAC)

**Staff Training Requirements:**

* **CPR/First Aid certification**: Highly recommended for all staff who supervise training
* **Emergency procedure review**: Quarterly training sessions
* **Practice drills**: Conduct annually minimum (fire, medical emergency, evacuation)
* **New staff onboarding**: Complete emergency training before unsupervised shifts

<Tip>
  Many local fire departments offer free fire safety training and will conduct facility inspections to help you identify hazards.
</Tip>

### Incident Documentation

Document every incident that occurs at your facility, regardless of severity.

**Required Documentation for Every Incident:**

<Steps>
  <Step title="Basic incident information">
    * Date and time of incident
    * Exact location within facility
    * Names of all people involved
    * Witnesses present (names and contact info)
  </Step>

  <Step title="Detailed incident description">
    Write exactly what happened in factual terms:

    * What was the person doing?
    * How did the injury occur?
    * What equipment was involved?
    * Environmental conditions at the time

    <Note>
      **Write Facts, Not Opinions**: Document what you observed, not what you think caused it. "Client fell while running" is factual. "Client was running too fast and lost control" is opinion.
    </Note>
  </Step>

  <Step title="Injury and response details">
    * Description of visible injuries
    * First aid provided (by whom and what actions)
    * Whether EMS was called
    * Whether client went to hospital
    * Client's condition when leaving facility
  </Step>

  <Step title="Follow-up and notification">
    * Parent notification (if minor) - time and method
    * Insurance notification (if potentially serious)
    * Follow-up needed or scheduled
    * Any equipment taken out of service

    <Check>
      **Success!** You have complete documentation that protects you legally and helps identify safety improvements.
    </Check>
  </Step>
</Steps>

**Why Comprehensive Documentation Matters:**

If a lawsuit is filed months or years after an incident, your detailed contemporaneous records prove what actually happened versus what the plaintiff claims. Memory fades; documented facts remain.

**Insurance Notification Requirements:**

<Warning>
  **Critical Timing**: Report any potential claim to your insurance carrier within 24-48 hours. Most policies require notification within 30 days. Late reporting can void your coverage entirely—even if the claim is legitimate.
</Warning>

### Medical Information Collection

Collect essential medical information from every client to ensure safe participation and proper emergency response.

**Required Information:**

<AccordionGroup>
  <Accordion title="Emergency contacts">
    Minimum two emergency contacts with:

    * Full name and relationship to client
    * Phone number (mobile preferred)
    * Alternative contact method
    * Whether they have authority to make medical decisions
  </Accordion>

  <Accordion title="Medical conditions">
    Any conditions that could affect safe participation:

    * Asthma, diabetes, heart conditions
    * Seizure disorders
    * Previous serious injuries (especially relevant to training)
    * Any condition requiring activity modification
  </Accordion>

  <Accordion title="Allergies and medications">
    * Severe allergies (especially anaphylaxis risk)
    * Current medications
    * Location of emergency medication (EpiPen, inhaler)
    * Instructions for medication administration if needed
  </Accordion>

  <Accordion title="Physician information">
    * Primary care physician name
    * Physician phone number
    * Permission to contact physician if needed
    * Recent physical exam date (for competitive athletes)
  </Accordion>
</AccordionGroup>

**Storage and Privacy Requirements:**

<Warning>
  **Keep it confidential.** A training facility isn't a medical provider, so HIPAA generally doesn't apply to you, but state privacy laws and basic duty of care do. Limit access to the staff who need it for safety, store paper forms in a locked cabinet, and keep digital records in a password-protected system. Never discuss an athlete's condition with another family.
</Warning>

**Annual Updates:**

Medical conditions, medications, and emergency contacts change. Request updated information annually, typically at membership renewal or before each season.

### Child Safety Protocols

Facilities serving minors must implement comprehensive child protection measures.

#### Background Checks (Non-Negotiable)

**Minimum Required Screening:**

* Criminal background check
* Sex offender registry check
* Reference verification

**Cost**: \$20-100 per person\
**Timeline**: 3-7 business days typically

**Legal Requirements**: Many states mandate background checks for anyone working with minors. Verify your state's specific requirements.

<Warning>
  **Before They Work With Kids**: Complete background checks before staff members have any unsupervised contact with minors. No exceptions.
</Warning>

#### Visibility & Supervision Protocols

**Critical Safety Measures:**

* **No one-on-one behind closed doors**: All coaching and training occurs in visible areas
* **Windows in offices**: Private rooms need windows or open doors during sessions
* **Multiple staff present**: Schedule overlapping shifts when possible
* **Security cameras throughout**: Both safety tool and deterrent (post signs notifying of cameras)

**Two-Deep Leadership**: When possible, maintain at least two staff members present when working with groups of minors.

#### Check-In/Check-Out Procedures

**Arrival Protocol:**

* Document who dropped off minor (name, relationship, time)
* Verify authorized pickup list is current
* Minor signs in or scans in
* Photo ID on file for authorized adults

**Departure Protocol:**

* Only release to authorized adults listed
* Verify ID for unfamiliar adults
* Document time and who picked up
* Never allow minor to leave alone without written parent authorization

**Digital Tracking**: Check athletes in on the booking when they arrive. CoachIQ stamps the time on the booking and the client profile, which gives you a record of who was in the building for every session. See [Checking In Athletes](/scheduling/checking-in-athletes).

#### Communication Policies

**Protect Staff and Athletes:**

* **All coach-athlete communication through parents**: No private messaging with minors
* **Team communication apps only**: Use group platforms, never personal phone numbers
* **No social media direct messaging**: Connect through official team/facility accounts only
* **Document all communications**: Use systems that create automatic records
* **In-person conversations in visible areas**: Never behind closed doors

<Accordion title="Real-world example: Pro Standard's child safety">
  Brandon requires background checks for every staff member before they work with athletes. The facility has security cameras throughout, which serve as both a safety tool and a deterrent. Coaches check athletes in on each booking in CoachIQ, so there's a timestamped record of who trained when.
</Accordion>

### Staff Classification

Whether a coach is a W-2 employee or a 1099 contractor decides your payroll tax, workers comp, and unemployment obligations, and it's the area where facilities most often get it wrong. The short version: most coaches who work your schedule and teach your methods are employees, and so is a manager you direct. The contractor model can be done properly: Schmidt Performance's coaches are 1099 contractors who each carry their own LLC and their own insurance, which is exactly the profile the tests look for. The [Hiring & Onboarding Trainers guide](/guides/hiring-onboarding-trainers#legal-foundations-w-2-vs-1099) covers the tests, the penalties, and how to structure pay for each.

***

## Part 6: Common Legal Issues

Understanding common legal challenges helps you prevent problems and respond appropriately when they arise.

### Client Refund Disputes

**Prevention Strategy:**

* State your refund policy clearly in your service agreement
* Communicate the policy verbally before clients purchase
* Require clients to acknowledge the policy (checkbox in registration)
* No surprises after purchase

**Resolution Process:**

<Steps>
  <Step title="Review your policy">
    Does the client's situation fall within any refund provisions you've established? Is there a legitimate reason the policy should apply?
  </Step>

  <Step title="Evaluate the situation">
    Consider:

    * Client's reason for requesting refund
    * Whether it's a genuine hardship vs. changed mind
    * Client's history with your facility
    * Potential relationship damage vs. policy enforcement
  </Step>

  <Step title="Make your decision">
    **Stand firm when**: Client simply changed their mind, wants to try a competitor, didn't read the clearly stated policy, would create negative precedent

    **Consider flexibility when**: Genuine documented hardship (medical, family emergency, job loss), your error in communication, maintaining relationship is valuable

    <Tip>
      Document your decision-making reasoning in case of future dispute or legal action.
    </Tip>
  </Step>

  <Step title="Communicate clearly">
    Explain your decision with reference to your stated policy. If making an exception, clarify it's discretionary and doesn't change your policy.
  </Step>
</Steps>

<Accordion title="Real-world example: Pro Standard's approach">
  Brandon enforces his no-refund policy firmly for "I just don't want it anymore" requests, which sets clear expectations and prevents abuse. However, for genuine hardship situations (documented medical issues, family emergencies, job loss), he evaluates discretionary exceptions to maintain goodwill and positive reputation. All decisions are documented.
</Accordion>

### Injury Claims

When a client is injured at your facility, your immediate response is critical for both their wellbeing and your legal protection.

**Immediate Actions (First 24-48 Hours):**

<Steps>
  <Step title="Provide appropriate care">
    * Assess the injury severity
    * Provide first aid if trained and appropriate
    * Call 911 if serious or uncertain
    * Document exactly what care you provided

    <Warning>
      **Never Admit Fault**: You can be sympathetic ("I'm sorry you're hurt") without accepting liability ("It's my fault"). Admitting fault can void your insurance coverage.
    </Warning>
  </Step>

  <Step title="Document everything thoroughly">
    Complete your incident report immediately while details are fresh:

    * What happened (facts only)
    * Who was present
    * What care was provided
    * Witness statements
    * Photos if appropriate
  </Step>

  <Step title="Notify your insurance carrier">
    Call your insurance company within 24-48 hours for any injury that:

    * Required medical attention
    * Could potentially result in a claim
    * Involved significant pain or visible injury
    * The client expressed frustration or blame

    <Info>
      **Better Safe Than Sorry**: Your insurance company would rather be notified of incidents that don't become claims than not be notified of incidents that do.
    </Info>
  </Step>

  <Step title="Limit your communications">
    Do not discuss:

    * Who was at fault
    * What you think caused it
    * Your insurance coverage
    * Whether you'll pay medical bills

    Direct the client to your insurance company for all claim-related discussions.
  </Step>
</Steps>

**What Your Insurance Company Handles:**

* Legal defense and attorney fees
* Investigation of the incident
* Communication with injured party
* Negotiation of settlements
* Payment of claims up to policy limits

**Your Role in the Claims Process:**

* Provide complete documentation
* Respond promptly to insurer requests
* Do not communicate with plaintiff's attorney (direct them to your insurer)
* Continue normal operations (don't make facility changes that imply previous fault)

### When to Call an Attorney

**Immediate Attorney Consultation Required:**

<CardGroup>
  <Card title="Lawsuit Filed" icon="gavel">
    Answer typically due within 20-30 days. Missing deadline results in automatic judgment against you.
  </Card>

  <Card title="Regulatory Investigation" icon="building-columns">
    OSHA, state agencies, discrimination complaints require immediate legal representation.
  </Card>

  <Card title="Serious Injury" icon="user-injured">
    Catastrophic injuries, permanent disability, or death require attorney involvement from the start.
  </Card>

  <Card title="Employee Issues" icon="users">
    Discrimination charges, wrongful termination claims, wage disputes need specialized employment attorneys.
  </Card>
</CardGroup>

**Attorney Consultation Appropriate:**

* Lease review before signing (essential)
* Partnership or shareholder agreements
* Employment contracts for key staff
* Major contract negotiations (\$50K+)
* Complex client disputes threatening litigation

**Probably Don't Need Attorney:**

* Minor refund disputes (\$500 or less)
* Standard waiver creation (review yes, creation no)
* Routine daily operations
* General business questions (ask your CPA)

**How to Find the Right Attorney:**

* Sports law specialists for facility-specific issues
* Local business attorneys for general matters
* Referrals from other facility owners
* State bar association referral services
* Industry association recommendations

<Tip>
  **Establish Relationship Before Crisis**: Meet with a sports law attorney when you're opening, not when you're being sued. Having an established relationship means faster response when problems arise.
</Tip>

***

## Part 7: Implementation Timeline & Costs

### Pre-Opening Timeline (60-90 Days)

<Steps>
  <Step title="Month 1: Business formation">
    **Tasks:**

    * Research and select business structure (LLC recommended)
    * Check business name availability
    * File formation documents with your state
    * Obtain your EIN from the IRS (free, immediate)
    * Open business bank account with EIN
    * Apply for required business licenses

    **Costs:**

    * LLC filing fee: \$100-500
    * Business licenses: \$50-500
    * Bank account: \$0-50 (initial deposit)

    **Timeline**: Weeks 1-4
  </Step>

  <Step title="Month 2: Insurance coverage">
    **Tasks:**

    * Research specialized insurance brokers
    * Request quotes from 3-5 brokers
    * Compare coverage, exclusions, and costs
    * Ask critical questions about coverage gaps
    * Purchase general liability insurance
    * Purchase property insurance
    * Purchase professional liability insurance
    * Set up workers compensation (if hiring W-2 employees)

    **Costs:**

    * General liability: \$1,500-3,000/year
    * Property: \$800-2,000/year
    * Professional liability: \$800-1,500/year
    * Workers comp: \$2,000-5,000/year (if hiring)

    **Timeline**: Weeks 4-8

    <Tip>
      Get insurance quotes before finalizing your lease—some landlords have specific coverage requirements.
    </Tip>
  </Step>

  <Step title="Month 2-3: Legal documents">
    **Tasks:**

    * Create or obtain waiver template
    * Have attorney review waiver for your state
    * Draft client service agreement
    * Create incident report form template
    * Develop written emergency action plan
    * Have attorney review your lease before signing

    **Costs:**

    * Waiver attorney review: \$300-800
    * Lease review: \$500-1,000
    * Service agreement review: \$300-500
    * Emergency plan template: \$0-200

    **Timeline**: Weeks 6-10
  </Step>

  <Step title="Month 3: Operational systems">
    **Tasks:**

    * Integrate waivers into booking/payment system
    * Set up medical information collection
    * Create daily safety checklist
    * Install security cameras
    * Stock first aid kits
    * Post emergency contact information
    * Create equipment maintenance schedules
    * Set up incident documentation system

    **Costs:**

    * Security cameras: \$500-2,000
    * First aid supplies: \$100-300
    * Signage and posting: \$100-300

    **Timeline**: Weeks 8-12
  </Step>

  <Step title="Before first client">
    **Final verification tasks:**

    * Confirm insurance is active and you have certificates
    * Test waiver collection system
    * Complete background checks for all staff
    * Train staff on emergency procedures
    * Conduct practice emergency drill
    * Verify all signage posted
    * Complete first daily safety inspection

    <Check>
      **Success!** Your facility is legally protected and ready to welcome clients safely.
    </Check>
  </Step>
</Steps>

### Total Cost Summary

#### First-Year Setup Costs

<AccordionGroup>
  <Accordion title="Business formation & licensing">
    * LLC formation: \$100-500
    * Business licenses: \$50-500
    * **Subtotal: \$150-1,000**
  </Accordion>

  <Accordion title="Legal services">
    * Waiver attorney review: \$300-800
    * Lease attorney review: \$500-1,000
    * Service agreement review: \$300-500
    * General consultations: \$500-1,000
    * **Subtotal: \$1,600-3,300**
  </Accordion>

  <Accordion title="Insurance (first year)">
    * General liability: \$1,500-3,000
    * Property insurance: \$800-2,000
    * Professional liability: \$800-1,500
    * Workers compensation: \$2,000-5,000 (if hiring)
    * **Subtotal: \$5,100-11,500**
  </Accordion>

  <Accordion title="Safety equipment & systems">
    * Security cameras: \$500-2,000
    * First aid supplies: \$100-300
    * Signage: \$100-300
    * Background checks: \$20-100 per staff member
    * **Subtotal: \$800-3,000**
  </Accordion>
</AccordionGroup>

**Total First Year**: \$7,650-18,800

**Realistic Budget for Most Facilities**: \$10,000-13,000

#### Annual Ongoing Costs

After your first year, ongoing costs primarily consist of insurance renewals and maintenance:

* Insurance renewals: \$5,100-11,500
* Annual state reports: \$50-500
* Attorney consultations: \$500-2,000 (as needed)
* Background checks: \$20-100 per new hire
* License renewals: \$50-300

**Total Annual Ongoing**: \$5,700-14,400

**Realistic Annual Budget**: \$7,000-9,000

<Accordion title="Real-world costs: Pro Standard Training">
  Brandon's actual first-year costs (Indiana facility, 2023):

  * LLC formation: \$100
  * Business licenses: \~\$200
  * General liability insurance: \$1,800
  * Lease attorney review: \~\$750
  * Waiver cost: $0 (obtained from mentor—would typically be $500-800)
  * Security cameras: \~\$1,200
  * Misc. supplies: \~\$400

  **Total first year**: \~\$4,450

  **Note**: Brandon's costs were below average due to industry connections providing templates and guidance. Budget \$8,000-12,000 for a more typical experience without these connections.
</Accordion>

***

## Key Takeaways

<CardGroup>
  <Card title="Form LLC Before Opening" icon="building">
    **Investment**: \$100-500

    Shield your personal assets from business liability. Form before signing your lease or training any clients. Your home and savings depend on this protection.
  </Card>

  <Card title="Insurance is Non-Negotiable" icon="shield-halved">
    **Budget**: \$5,000-8,000 annually

    Minimum $1M/$2M general liability before first client. Add professional liability and property insurance. Workers comp required when hiring W-2 employees.
  </Card>

  <Card title="Every Client Signs Waiver" icon="file-signature">
    **Investment**: \$300-800 for attorney review

    Attorney-reviewed waiver required before any participation. Provides legal defense foundation (not immunity). Build into registration process to ensure compliance.
  </Card>

  <Card title="Document Everything" icon="clipboard-list">
    **Time**: 10-15 minutes per incident

    Complete incident reports, maintenance logs, and communication records. Your paper trail is your legal protection. If it's not documented, legally it didn't happen.
  </Card>

  <Card title="Proper Employee Classification" icon="users">
    **Critical**: Get it right from day one

    Understand W-2 vs. 1099 requirements. Misclassification creates massive penalties including back taxes, fines, and workers comp violations. When uncertain, classify as employee.
  </Card>

  <Card title="Attorney Review for Major Commitments" icon="scale-balanced">
    **Investment**: $500-1,000 lease, $300-800 waiver

    Always have an attorney review your lease before signing. Review waivers for your specific state. These investments prevent expensive problems and strengthen your legal position.
  </Card>

  <Card title="Background Checks Essential" icon="user-shield">
    **Cost**: \$20-100 per person

    Required for all staff working with minors in most states. Legal requirement and moral imperative. Protects children and shields you from negligent hiring liability.
  </Card>

  <Card title="Emergency Preparedness Required" icon="truck-medical">
    **Time**: 2-3 hours initial setup

    Written emergency action plan, trained staff, proper equipment (first aid, AED). Non-negotiable for both safety and liability protection. Practice drills annually minimum.
  </Card>

  <Card title="Clear Communication Prevents Disputes" icon="comments">
    **Best Practice**: Document all policies

    State policies before purchase, provide written agreements, avoid surprises. Document reasoning for decisions. Clear communication reduces refund disputes and sets proper expectations.
  </Card>

  <Card title="Annual Review and Updates" icon="calendar-check">
    **Frequency**: Annually minimum

    Review insurance coverage, update legal documents, adjust policies as needed, train staff on changes. Legal protection is ongoing, not one-time setup.
  </Card>
</CardGroup>

***

## Your Implementation Path

1. **Before opening**: Form the LLC, get insured, get the waiver reviewed, have the lease reviewed
2. **First 30 days**: Waiver on every product, medical info collected, daily checklist running, staff trained on emergencies
3. **Ongoing**: Document every incident, maintain equipment, enforce policies consistently
4. **Annually**: Review coverage as you grow, refresh documents, re-run the emergency drill

Legal protection isn't paranoia. It's what lets you coach without thinking about it. Follow the framework, adapt it to your state, and get the professionals to confirm the specifics.

***

*Last reviewed: September 2026. Laws and requirements change; verify current rules in your state before acting.*


# How to Price Your Sports Coaching Services: The Complete Guide
Source: https://help.coachiq.io/guides/pricing-your-services

Learn how to price personal training sessions, create subscription packages, and build a profitable coaching business. Commitment-based pricing strategies that work.

## The Bottom Line

Pricing is the most important decision in your business. Get it wrong, and you'll work twice as hard for half the money. Get it right, and everything else becomes easier.

<CardGroup>
  <Card title="One Entry Point" icon="door-open">
    Discounted onboarding session for every new athlete

    **60-80% off normal rate**
  </Card>

  <Card title="Commitment Required" icon="handshake">
    No one-off sessions—monthly minimum

    **Predictable revenue**
  </Card>

  <Card title="Frequency-Based" icon="calendar-week">
    2x/month, 1x/week, 2x/week, or unlimited

    **Simple choices**
  </Card>
</CardGroup>

<Frame>
  <img alt="Example coaching website pricing page" />
</Frame>

<Note>
  **Not sure if your pricing is right?** Pricing comes up in almost every onboarding call. Bring your packages to [Office Hours](https://cal.com/team/coach-iq/office-hours) and we'll compare them to what similar facilities in the CoachIQ community charge.
</Note>

***

## Start with an Onboarding Session

Before you think about your actual pricing, nail your onboarding session. This is the entry point for every new athlete—the one thing you market to people who don't know you yet.

### What is an onboarding session?

An onboarding session is a discounted first session (typically 60-80% off your normal rate) designed to get new families in the door. It's a no-brainer offer that removes the risk for parents who are on the fence.

<Tip>
  **The principle**: One entry point, marketed consistently. Every new lead goes through the same door. This keeps your business clean, simple, and optimized.
</Tip>

### Why it works

Parents don't know you. They don't trust you yet. Asking them to commit to a training package before they've met you is a big ask. The onboarding session solves this by:

| Benefit                  | How It Works                                                   |
| ------------------------ | -------------------------------------------------------------- |
| **Lowering the barrier** | It's cheap enough that there's no reason not to try            |
| **Building trust**       | They meet you, see your facility, and experience your coaching |
| **Collecting data**      | You learn their goals, schedule, and what they care about      |

<Frame>
  <img alt="Trial session options on a coaching website" />
</Frame>

<Note>
  **Charge something.** Brandon Evans at Pro Standard Basketball Academy in Fort Wayne ran a free trial for years and watched no-show rates stay high no matter how many reminder calls and texts went out. He moved the trial to \$10 with a card on file, and the no-shows stopped. His explanation: "They already have skin in the game. They're invested. Even \$10. Like, you put your card in and it's on file now. You are invested." The trial can be nearly free. It should never be nothing.
</Note>

<Accordion title="Three entry points from the CoachIQ community">
  * **Coach Stefano Soccer (Freehold and Middletown, NJ)** sold a \$1 one-week all-access pass behind a Facebook ad. Every new family got a full week of small-group sessions, speed classes, and strength work for a dollar, then hit the monthly membership wall.
  * **Elite Baseball and Softball Training (Grand Rapids, MI)** charges \$250 for a one-on-one assessment with HitTrax and TrackMan, and the athlete leaves with a written report and a training plan. Athletes who join a team get the assessment credited back inside their package. The entry point costs more than a trial because the report is worth more than a trial.
  * **Schmidt Performance (Northern Colorado)** does the opposite: the first in-person session is free, and Jeff filters hard on fit before and after it. "I've turned clients down before that weren't good fits."

  Three different prices, one principle: every new family walks through the same door.
</Accordion>

### What happens during the session

The onboarding session serves two purposes: **data collection** and **trust building**.

You're not just running drills. You're listening:

<Steps>
  <Step title="Understand Their Goals">
    What does the parent want for their athlete? College recruitment? Making the team? Building confidence?
  </Step>

  <Step title="Assess the Athlete">
    What are their strengths? Weaknesses? Current skill level? How do they respond to coaching?
  </Step>

  <Step title="Learn Their Schedule">
    What sports do they play? When are they available? What's their commitment capacity?
  </Step>

  <Step title="Match to a Package">
    By the end, you know exactly which package fits—and the sale becomes natural.
  </Step>
</Steps>

<Frame>
  <img alt="Trial session checkout form collecting athlete data" />
</Frame>

<Info>
  **CoachIQ tip**: Our [Product Builder](/payments/product-builder) makes it easy to create a trial session product with custom intake forms. Collect athlete age, position, goals, and parent contact—all before they walk in the door.
</Info>

***

## Commitment-Based Pricing Only

Here's the most important principle: **no one-off sessions**. Ever.

Your pricing must involve some form of commitment. This is non-negotiable if you want to build a sustainable business and actually help athletes improve.

<Info>
  **Why this matters for athlete development**: You can't help someone get better if they show up randomly. Consistency is everything in sports training. Commitment-based pricing aligns your business model with what actually works.
</Info>

### Why commitment matters

| For Your Business           | For the Athlete              |
| --------------------------- | ---------------------------- |
| Predictable monthly revenue | Consistent training schedule |
| Reduced admin headaches     | Real skill development       |
| Better client relationships | Accountability to show up    |
| Easier capacity planning    | Measurable progress          |

### Commitment structures that work

The most common commitment is **monthly**, but many facilities have great success with **3-month** or **6-month** commitments. The minimum should always be one month.

<Tabs>
  <Tab title="Monthly">
    **Best for**: New facilities, testing pricing, flexible markets

    * Lowest barrier to entry
    * Easier to sell after onboarding
    * Higher churn risk
    * Most common starting point
  </Tab>

  <Tab title="3-Month">
    **Best for**: Established facilities, serious athletes

    * Better revenue predictability
    * Lower churn
    * Often offered at a small discount
    * Shows athlete commitment
  </Tab>

  <Tab title="6-Month / Annual">
    **Best for**: Premium positioning, loyal families

    * Best revenue predictability
    * Significant discount (10-15%)
    * Lowest churn
    * Builds long-term relationships
  </Tab>
</Tabs>

<Frame>
  <img alt="Membership pricing tiers with commitment structure" />
</Frame>

<Accordion title="Real-world example: how four facilities structure commitment">
  | Facility                                               | What they sell                                                                                                                                  | Commitment                                                     |
  | ------------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------- |
  | **Schmidt Performance**, basketball, Northern Colorado | Starter \$249.99/mo (1-month), Pro \$225/mo (3-month), Elite \$199.99/mo (6-month), Unlimited \$375/mo                                          | Longer commitment buys a lower monthly rate                    |
  | **Coach Stefano Soccer**, two NJ locations             | Auto-renewing monthly membership, 4 skills sessions a month, credits expire monthly, no refunds                                                 | Month to month, but the credits reset so nobody banks sessions |
  | **Elite Baseball and Softball Training**, Grand Rapids | Offseason program 5x/week at \$600/mo or 2x/week at \$320/mo; pay 12 months up front for \$5,700                                                | The 12-month prepay is priced as the anchor                    |
  | **CG Hoops**, basketball, Chesterfield, MO             | Memberships from 4 sessions a month to unlimited, six days a week year-round; private training requires a minimum of 10 sessions inside 90 days | Even the private option carries a commitment                   |

  Jeff Schmidt's reason for moving off prepaid session banks and onto subscriptions is the whole argument in one sentence: "I wanted to get rid of the upfront pricing. I think it allows parents to think that they have so many sessions and they can use them whenever they want."
</Accordion>

<Warning>
  **Say "subscription" where the parent can't miss it.** Coach Stefano's team saw parents buy the membership a second time, then ask why they were double charged: "they're like, I don't know what happened. You double charge me, and I go, no, you purchased it twice. And they go, well, I didn't know it's a subscription." Put "billed monthly, cancels anytime with 7 days notice" in the product name or the first line of the description, not the fine print.
</Warning>

<Note>
  **CoachIQ makes this easy**: Subscription management auto-charges cards on file, and the credit system automatically tracks each athlete's sessions, cancellations, and rescheduling—all visible in their app.
</Note>

<Frame>
  <img alt="CoachIQ client subscription management view" />
</Frame>

<Tip>
  **Failed payments don't mean chasing parents**: When a subscription card declines, Stripe retries it on a schedule and the subscription shows as Past Due in CoachIQ until it clears. You see who's behind without asking anyone. See [Failed Payments](/payments/failed-payments) for what to do next.
</Tip>

***

## Keep It Simple: Frequency-Based Packages

Parents are not experts. They don't understand—or care about—the nuanced difference between video analysis, skill work, strength training, and mental preparation. They just want their athlete to get better.

Your job is to make that happen. Their job is to choose how often to show up.

### The packages that work

Most successful facilities offer exactly four options:

| Package          | Best For                                       | Typical Price Range |
| ---------------- | ---------------------------------------------- | ------------------- |
| **2x per month** | Busy athletes juggling multiple sports         | \$80-120/month      |
| **1x per week**  | Standard commitment for consistent development | \$160-240/month     |
| **2x per week**  | Serious athletes wanting accelerated progress  | \$280-400/month     |
| **Unlimited**    | High-volume athletes and dedicated families    | \$400-600/month     |

That's it. The parent picks a frequency, commits monthly (or longer), and you handle the rest.

<Frame>
  <img alt="Frequency-based training packages example" />
</Frame>

<Accordion title="Real-world example: Pro Standard's two-tier menu">
  Pro Standard Basketball Academy runs exactly two tiers. **Standard** is unlimited access to every class, shooting lab, camp, weekend league, and open gym for \$250 a month. Pay three months ahead and it's \$230 a month; six months, \$210; twelve months, \$175. A **Credit** membership, five sessions for \$125 or nine for \$200, exists for athletes who live far away or play multiple sports. Brandon pushes Standard every time, because frequency is what gets players better.

  The unlimited tier came from a real problem: families kept saying they wanted to train three or four times a week and couldn't afford it per session. "Even the \$250 a month, we focus a lot on providing as much value as we possibly can, to where they feel like that \$250 is just a steal."
</Accordion>

<Info>
  **How CoachIQ handles this**: Build each package as a subscription product that grants credits every billing cycle. 1x/week = 4 credits/month. 2x/week = 8 credits/month. Unlimited = ∞ credits. Athletes see their balance in the app and book sessions until credits run out. No spreadsheets, no manual tracking.

  Learn more: [Recurring Credit Memberships](/payments/credits/recurring-credit-memberships)
</Info>

### The pitch

After an onboarding session, the conversation sounds like this:

<Tabs>
  <Tab title="Standard Close">
    *"I can definitely help your son reach his goals. Here's how we work—can you come in once a week or twice a week?"*

    Simple binary choice. Most parents pick one.
  </Tab>

  <Tab title="Busy Family">
    If they push back because of a busy schedule:

    *"What about just coming in twice a month for tune-ups? We can always adjust from there."*

    Gets them in the door. Upgrades happen naturally.
  </Tab>

  <Tab title="Serious Athlete">
    If the athlete is clearly committed:

    *"Based on what I saw today, twice a week would really accelerate his development. That's what most of our competitive players do."*

    Position the higher tier as the norm for serious athletes.
  </Tab>
</Tabs>

<Warning>
  **The biggest mistake**: Too many offers.

  Coaches constantly add more packages, more options, more complexity—thinking it gives parents "choice." It doesn't. It creates confusion, analysis paralysis, and operational nightmares for you.

  Think about In-N-Out. They sell burgers. That discipline—that focus—is why they gross the most revenue per location in their industry. Your pricing should work the same way.
</Warning>

***

## Avoid One-on-One Sessions

This is a trap that destroys coaching businesses. Avoid it.

### Why one-on-one doesn't scale

| Factor                  | One-on-One                          | Small Group (4-10)                 |
| ----------------------- | ----------------------------------- | ---------------------------------- |
| **Revenue per hour**    | \$60-100                            | \$240-600                          |
| **Athlete development** | Good                                | Often better (competition, energy) |
| **Scalability**         | Zero                                | High                               |
| **Parent expectations** | "I'm paying for all your attention" | "My athlete trains with peers"     |

### Small groups are better for everyone

A small group of 4-10 athletes at similar skill levels is how you maximize development. Athletes feed off each other. You can run competitive drills and game-like scenarios. The energy is higher.

And for your business? You're making 4-10x more per hour than one-on-one would generate.

Lee Taft, who built speed-training facilities to 150 athletes within a year and has consulted for nine NBA teams, rejected one-on-one from the start: "My hourly rate was tremendous, but each person wasn't paying that much. As where if I ever did privates, I had to charge a lot and people couldn't do it for very long." Brandon Evans at Pro Standard went further and removed individual sessions from the menu entirely: "I don't believe in individual workouts as a concept for getting people better." He calls it the biggest operational improvement he's made.

<Note>
  If a parent insists on one-on-one training, that's a red flag. Protect your time and your business model. The right response: *"We've found athletes develop faster in our small group environment. That's how we structure all our training."*
</Note>

***

## Pricing to Your Market

There's no universal "right" price. Pricing depends on your location, your market, and the type of business you want to run.

### How to find your price

<Steps>
  <Step title="Research Your Market">
    What are other facilities and coaches charging in your area? Call them. Check their websites. Get a baseline.
  </Step>

  <Step title="Decide Your Positioning">
    Are you premium (higher price, fewer athletes, more personalized) or volume-based (more accessible, higher capacity)?
  </Step>

  <Step title="Factor in Your Costs">
    Rent, equipment, staff, insurance, and your own time. Make sure your pricing covers costs with healthy margins.
  </Step>

  <Step title="Test and Adjust">
    Start slightly higher than you think. It's easier to offer discounts than to raise prices on existing clients.
  </Step>
</Steps>

### Typical ranges by market

| Market Type            | Per-Session Range | Monthly (1x/week) |
| ---------------------- | ----------------- | ----------------- |
| **Rural / Small town** | \$30-45           | \$120-180         |
| **Suburban**           | \$40-60           | \$160-240         |
| **Affluent suburb**    | \$50-80           | \$200-320         |
| **Urban / Metro**      | \$60-100          | \$240-400         |

<Tip>
  **Group size matters**: These ranges assume 4-10 athletes per session. Smaller groups (2-4) command higher prices. Larger groups (10+) should be priced lower per athlete but generate more total revenue.
</Tip>

<Note>
  **Need help pricing for your specific market?** CoachIQ's onboarding team reviews your pricing against comparable facilities in your area. We've helped hundreds of coaches find the sweet spot between competitive pricing and healthy margins. [Book a call with our team](https://cal.com/team/coach-iq/office-hours) to review your pricing strategy.
</Note>

***

## Add-Ons Follow the Same Rules

Once you've nailed your core offer, you can add supplementary services like video analysis, mental coaching, or specialized training. But the same principles apply.

### How to structure add-ons

<CardGroup>
  <Card title="Subscription-Based" icon="rotate">
    Not one-off purchases. Monthly add-on to their existing package.
  </Card>

  <Card title="Optional" icon="circle-plus">
    They enhance your core offer, not replace it. Core training comes first.
  </Card>

  <Card title="Simple" icon="list-check">
    One or two add-ons maximum. Don't recreate the complexity problem.
  </Card>
</CardGroup>

<Info>
  **Example**: A softball facility offers video analysis as an add-on. Athletes subscribe to the core training (1x/week at $200/month), and parents can add +$75/month for one video analysis session per month.

  Total: \$275/month for training + video analysis. Clean, simple, valuable.
</Info>

***

## Camps, Clinics, and Team Training

Most facilities run more than weekly training. Camps and clinics are the second most common revenue line among CoachIQ facilities, and team training fills the floor on nights the memberships don't. They follow different rules than your core packages.

| Offer                                               | Price it as                                             | Why                                                                        |
| --------------------------------------------------- | ------------------------------------------------------- | -------------------------------------------------------------------------- |
| **Camp** (multi-day, school break)                  | One-time, paid in full at registration, capacity-capped | Fixed dates, fixed costs. Collecting up front is what makes the camp real  |
| **Clinic** (single session, one skill)              | One-time, priced above a single package session         | It's a sampling event. Price it so a member never feels like they overpaid |
| **Team training** (a club or school team books you) | Per-team block, invoiced to the organization            | The payer is the program, not the parent                                   |

Two rules carry over from your core pricing:

* **Members get first access, not a discount.** Open camp registration to current families a week early. That rewards commitment without undercutting your monthly price.
* **Every camp is an onboarding session at scale.** Collect parent contact and athlete details at registration, then follow up with the frequency pitch. The camp roster is your best lead list of the year.

<Accordion title="Real-world examples: camps, clinics, and team packages">
  **CG Hoops** in Chesterfield, Missouri runs the camp side the way the guide describes. Most of the top local players train there, the camps sell out at capacity every time, and the business posted its three best revenue months ever this year. The camps feed the memberships, not the other way around.

  **Elite Baseball and Softball Training** sells 90-minute drop-in clinics at \$100 as an upsell to members and an on-ramp for new families, and prices its travel-team packages by age group: \$750 for 8U-9U up to \$1,450 for the top 15U-18U tier, each bundling a facility membership, a set number of team practices, the one-on-one assessment, and pro-shop discounts. Families pay in full or in four monthly payments, and the fee is non-refundable except for a verified season-ending injury. On tryout night, Elite sends a link to collect a commitment fee before families can shop other programs.

  If you run teams out of your building, that last move is the one to copy.
</Accordion>

<Info>
  **How CoachIQ handles this**: Camps and clinics are one-time products attached to a scheduler with a capacity limit. Attach your waiver so registration collects the signature, and use the intake form to capture the details you'll need for the follow-up. See [Product Types](/payments/product-types).
</Info>

***

## Raising Prices

If you've been undercharging, raising prices is uncomfortable but necessary.

### The safest approach

**Grandfather existing clients** at their current rate and raise prices only for new clients. This protects your relationships with loyal families—who are likely your best source of referrals. In CoachIQ, existing subscribers keep their price when you change a product's price; see [Grandfathering Client Pricing](/payments/grandfather-pricing).

### Timing matters

If your facility has a natural break—a holiday, off-season, or month you're closed—that's the ideal time to implement new pricing. It feels less abrupt and gives everyone a clean reset.

<Tip>
  Your existing clients built your business. They refer new families and strengthen your reputation. Don't damage those relationships over a price increase. Let them keep their rate and raise prices on everyone new.
</Tip>

***

## Not Every Client is a Good Client

As you grow, you'll learn that some families aren't worth the headache.

<Warning>
  **Red flags to watch for:**

  * Only wants one-on-one sessions (refuses group training)
  * Constantly cancels or no-shows
  * Doesn't respect your time or policies
  * Pushes back on every aspect of how you run your business
  * Wants to negotiate on everything
  * Badmouths other coaches or facilities

  Taking every client when you're starting out makes sense. But as you grow, protecting your time and your business model matters more than filling every slot.
</Warning>

Two owners who've earned the right to say no. Jeff Schmidt at Schmidt Performance: "I don't want just anyone coming into the program. It's not a revolving door. I want to make sure we're getting the right kids and it's the right fit on both sides, not just their side." Elite Baseball and Softball Training puts it in the membership guide every family reads: "We are not a recreational program, and we are not for everyone."

The flip side is rewarding the families who are the right fit. Schmidt's referral program gives a member 10% off for every family they bring in, for as long as that family stays. The discount leaves when the referral does.

***

## Quick Reference: Pricing Principles

<AccordionGroup>
  <Accordion title="The Onboarding Session">
    * 60-80% off your normal rate
    * The one thing you market to new leads
    * Used for data collection and trust building
    * Every new athlete enters through this door
  </Accordion>

  <Accordion title="Commitment Structure">
    * No one-off sessions—ever
    * Minimum one month commitment
    * 3-month and 6-month commitments work great
    * Auto-billing through CoachIQ subscriptions
  </Accordion>

  <Accordion title="Package Options">
    * 2x per month (tune-ups)
    * 1x per week (standard)
    * 2x per week (serious athletes)
    * Unlimited (high-volume)
  </Accordion>

  <Accordion title="Group Training">
    * Small groups of 4-10 athletes
    * Similar skill levels together
    * Better for development AND business
    * Avoid one-on-one at all costs
  </Accordion>

  <Accordion title="Pricing Your Market">
    * Research local competitors
    * Decide: premium or volume?
    * Typical range: \$40-60/session
    * Adjust for your specific area
  </Accordion>

  <Accordion title="Raising Prices">
    * Grandfather existing clients
    * Raise prices for new clients only
    * Use natural breaks (holidays, off-season)
    * Protect referral relationships
  </Accordion>
</AccordionGroup>

***

## Ready to Set Up Your Pricing?

Everything in this guide maps to a part of CoachIQ:

<CardGroup>
  <Card title="Pricing Page" icon="browser" href="/website/overview">
    Put your packages on your website with a trial-session button as the only call to action
  </Card>

  <Card title="Subscriptions" icon="rotate" href="/payments/manage-subscriptions">
    Cards on file, automatic billing, Past Due visibility
  </Card>

  <Card title="Credits" icon="coins" href="/payments/credits/credit-system-overview">
    Each package grants credits; athletes book against them
  </Card>

  <Card title="Products" icon="box" href="/payments/product-builder">
    Build the trial session, the packages, and your camps
  </Card>
</CardGroup>

<Info>
  **Want a second opinion on your numbers?** [Book an Office Hours call](https://cal.com/team/coach-iq/office-hours). We'll look at your packages next to what comparable facilities in the CoachIQ community charge and tell you where you sit.
</Info>

***

## What's Next?

<CardGroup>
  <Card title="Adding Clients" icon="user-plus" href="/people/adding-editing-clients">
    Get a new family into CoachIQ after their onboarding session
  </Card>

  <Card title="Getting Found Online (SEO)" icon="magnifying-glass" href="/guides/getting-found-online-seo">
    Now that the offer is right, make sure parents can find it
  </Card>
</CardGroup>

***

*Last reviewed: September 2026.*


# Announcements - Broadcasting to Your Team
Source: https://help.coachiq.io/inbox/announcements

Send professional team-wide announcements that appear as emails, push notifications, and in the athlete portal. Perfect for schedules, updates, and important news.

<Info>
  **Where to find this**: Dashboard → Inbox → Create New → Announcement
</Info>

## What are announcements?

Announcements are your broadcast system for team-wide communication. Think of them as your digital bulletin board - one message that reaches everyone through multiple channels simultaneously.

<Frame>
  <img alt="CoachIQ announcement example showing a team-wide broadcast message" />
</Frame>

### How athletes receive announcements

<CardGroup>
  <Card title="Email" icon="envelope">
    Professionally formatted email sent to their inbox
  </Card>

  <Card title="Push Notification" icon="bell">
    Instant alert on their mobile device
  </Card>

  <Card title="Channels" icon="hashtag">
    Permanent record in the app's Announcements channel and in the athlete portal
  </Card>
</CardGroup>

## Why use announcements?

Perfect for information that:

* Affects the entire team or large groups
* Doesn't require individual responses
* Should be documented and easily referenced
* Needs professional email formatting

Common uses:

* Weekly training schedules
* Tournament information
* Registration deadlines
* Team achievements
* Policy updates
* Seasonal information

## What announcements cost

The in-app announcement is free. Each email copy uses **0.1 messaging credit**, so an announcement that sends 100 email copies uses **10 credits**. The same rate applies when an announcement is sent by an automation or integration.

Check your balance in **Settings → Communication → Credits** before a large send. If insufficient credits block the email copies, the announcement still posts in-app; seeing the post does not confirm that its emails were delivered. See [Messaging credits](/inbox/sms-credits).

## Creating an announcement

<Steps>
  <Step title="Open announcement composer">
    Navigate to **Inbox** → **Create New** → Select **Announcement**

    <Frame>
      <img alt="CoachIQ Inbox with Create New menu open showing the Announcement option" />
    </Frame>
  </Step>

  <Step title="Select your recipients">
    In the "Send to" field, you can:

    * Type "Everyone" to broadcast to all athletes
    * Use tags to target specific groups (e.g., "Varsity Team", "New Athletes")
    * Select specific individuals if needed

    <Note>
      **Recipient limit**: 400 contacts per announcement by default. Larger organizations raise it with the [User Limit Expansion Power-Up](/power-ups/user-limit-expansion).
    </Note>
  </Step>

  <Step title="Add announcement heading">
    Enter a clear, descriptive heading. This becomes:

    * The email subject line
    * The push notification title
    * The announcement title in the app

    Good examples:

    * "Week of March 15 - Training Schedule"
    * "Spring Tournament Registration Now Open"
    * "Important: Facility Closure March 20"
  </Step>

  <Step title="Compose your message">
    Write your announcement content. This appears as the email body and full announcement text.

    Format tips:

    * Use line breaks for readability
    * Include all essential information
    * Add dates, times, and locations clearly
    * Keep paragraphs short for mobile reading

    Example:\
    Team,\
    This week's schedule has been updated to accommodate the tournament prep:\
    Monday & Wednesday: Regular practice 4-6pm\
    Tuesday: Film review 5-6pm (classroom)\
    Thursday: Extended practice 4-7pm\
    Friday: Rest day before tournament\
    Tournament bus departs Saturday at 7am SHARP from the main lot.\
    Please bring:

    Both uniforms\
    Water bottles\
    Snacks for the bus\
    Signed permission slips

    See you at practice! Coach Johnson
  </Step>

  <Step title="Add attachments (optional)">
    Click **+ Attach** to include:

    * **Forms**: Tournament signups, permission slips
    * **Media**: Schedule graphics, facility maps
    * **Products**: Camp registrations, merchandise
    * **Scheduler**: Special training sessions

    <Frame>
      <img alt="CoachIQ message composer showing attachment options for forms, media, products, and sessions" />
    </Frame>

    These appear as actionable buttons in the email and app.
  </Step>

  <Step title="Configure reply settings">
    By default, email replies go to your configured reply-to address (Settings → Organization → Reply-to Email). If the field is blank, replies go to your organization's main admin email, not to CoachIQ.

    <Tip>
      Set your reply-to email to one you check regularly - replies don't appear in CoachIQ's Inbox.
    </Tip>
  </Step>

  <Step title="Send announcement">
    Click **Send** to broadcast immediately to all selected recipients.

    <Check>
      **Delivered!** Your announcement is sent via email and push notification.
    </Check>
  </Step>
</Steps>

## How announcements appear to athletes

### Email version

* Professional HTML-formatted email
* Clear heading and formatted text
* Attachment buttons for easy action
* Reply option (goes to your reply-to email)

<Frame>
  <img alt="CoachIQ announcement as it appears in an athlete's email inbox" />
</Frame>

### Push notification

* Instant alert on their phone
* Shows announcement heading
* Tap to open full announcement in app

<Frame>
  <img alt="CoachIQ announcement push notification on a mobile device" />
</Frame>

### Channels section

* Permanent record in Announcements channel
* Chronological list of all announcements, with the pinned announcement (if any) first
* Athletes can reference anytime
* Never expires or disappears
* Athletes and parents can react to an announcement (see [Reactions](#reactions))

## Pin an announcement

Pin one existing announcement so it shows first for everyone who could already see it. Pinning does not change who can see it, and it does not send it to anyone new.

A pinned announcement sits at the top of the Announcements feed in both the mobile app and the athlete portal, so a schedule change or a deadline is not buried by newer posts.

Open the announcement in your Inbox (the **Announcements** channel filters to them), click the **⋯** menu at the top right of the conversation, and choose **Pin Announcement**. The same menu holds **Edit Announcement** and **Delete Announcement**.

| Action              | What happens                                                                 |
| ------------------- | ---------------------------------------------------------------------------- |
| Pin                 | That announcement appears first for its existing audience                    |
| Pin a different one | Replaces the current pin. A group has only one pinned announcement at a time |
| Clear the pin       | Nothing is pinned                                                            |

## Reactions

Athletes and parents can acknowledge an announcement with a reaction. Under each announcement they see a fixed row of four chips:

| Chip | Meaning |
| ---- | ------- |
| 👍   | Got it  |
| ❤️   | Love it |
| 🙏   | Thanks  |
| 🔥   | Hype    |

Tapping a chip adds it to the announcement as a **count pill** showing how many people picked it. Tapping the same chip again removes their reaction. There is no full emoji picker on announcements, and no reply thread; reactions are a quick acknowledgement, not a conversation.

On your side, open the announcement in the Inbox and the same pills appear under the body (for example **❤️ 1**, **🔥 3**), alongside the **Archive** button and the **⋯** menu in the header.

<Tip>
  Reactions are the closest thing announcements have to a read receipt. If you need a firm head count, ask people to react 👍 and compare the pill to your recipient count.
</Tip>

## Managing announcements

### Viewing sent announcements

* All sent announcements appear in your Inbox
* Filter by "Announcements" tab to see only broadcasts
* Click any announcement to see details and recipients

### Editing announcements

Open the announcement, click **⋯** at the top right, and choose **Edit Announcement** to fix a typo or update details. Edits change what athletes see in the app going forward; emails and push notifications that already went out are not recalled.

### Deleting announcements

Unlike messages, announcements CAN be deleted. Open the announcement, click **⋯**, and choose **Delete Announcement**:

* Removes from your Inbox view
* Does NOT remove from athletes' Channels or emails already sent

### Tracking engagement

* No read receipts available
* Reaction count pills show how many people acknowledged the announcement (see [Reactions](#reactions))
* Consider adding "React 👍 to confirm" for important updates

## Best practices

<AccordionGroup>
  <Accordion title="Writing effective announcements">
    **Structure for scanning:**

    * Lead with most important information
    * Use clear headings for sections
    * Bullet points for lists
    * Bold for dates and times

    **Be complete:**

    * Who, what, when, where, why
    * Include all necessary details
    * Add backup contact info
    * Specify response requirements
  </Accordion>

  <Accordion title="Timing your announcements">
    **Best send times:**

    * Weekday evenings (6-8pm) for next-day info
    * Sunday evenings for weekly schedules
    * 48-72 hours notice for schedule changes

    **Avoid:**

    * Late night sends (unless emergency)
    * During school/work hours
    * Multiple announcements in one day
  </Accordion>

  <Accordion title="Using attachments effectively">
    * **Forms**: "Complete this form by Friday"
    * **Schedulers**: "Book your player evaluation"
    * **Products**: "Register for summer camp"
    * **Media**: Visual schedules, facility maps, instruction videos

    Always explain what the attachment is and what action to take.
  </Accordion>
</AccordionGroup>

## Announcement vs other message types

| Feature            | Announcements                          | In-App Messages          | SMS                                                  |
| ------------------ | -------------------------------------- | ------------------------ | ---------------------------------------------------- |
| Best for           | Team updates                           | Individual communication | Urgent alerts                                        |
| Cost               | In-app free; 0.1 credit per email copy | Free                     | About 1 credit per short text; longer texts use more |
| Replies in CoachIQ | No (email only)                        | Yes                      | Yes                                                  |
| Permanent record   | Yes (Channels)                         | Yes (conversation)       | Yes (conversation)                                   |
| Email sent         | Yes (formatted)                        | Yes (notification only)  | No                                                   |
| Character limit    | 15,000                                 | 15,000                   | 155/1400                                             |

## Common questions

<AccordionGroup>
  <Accordion title="Can athletes reply to announcements?">
    Athletes can reply via email, which goes to your configured reply-to address. These replies do NOT appear in your CoachIQ Inbox.
  </Accordion>

  <Accordion title="How do I increase the 400 recipient limit?">
    The [User Limit Expansion Power-Up](/power-ups/user-limit-expansion) raises the cap on athletes and on announcement, SMS, and email recipients. It appears in **Power-Ups** for organizations approaching the limit.
  </Accordion>

  <Accordion title="Can athletes reply with any emoji?">
    No. Reactions are limited to the four chips (👍 ❤️ 🙏 🔥), and each person can add or remove their own reaction. There is no comment thread on announcements.
  </Accordion>

  <Accordion title="Can I schedule announcements for later?">
    Currently, announcements send immediately. For scheduled sends, prepare your content and send manually at the desired time.
  </Accordion>

  <Accordion title="Do announcements work if athletes don't have the app?">
    Yes, they can receive the email copy without installing the app. Each copy uses messaging credits; a posted announcement does not by itself confirm email delivery. See [What announcements cost](#what-announcements-cost).
  </Accordion>

  <Accordion title="Can I pin more than one announcement?">
    No. A group has only one pinned announcement. Pinning a different one replaces the current pin.
  </Accordion>

  <Accordion title="Does pinning send the announcement to everyone?">
    No. Pinning does not change who can see it. It only shows first for people who could already see that announcement.
  </Accordion>

  <Accordion title="Can I edit an announcement after sending?">
    Yes. Open it, click **⋯**, and choose **Edit Announcement**. The edit updates what athletes see in the app and portal; emails and push notifications that already went out are not recalled, so send a follow-up if the change matters.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Weekly rhythm**: Send a consistent weekly announcement every Sunday night with the upcoming week's schedule. Athletes and parents will learn to expect and check for it.
</Tip>

<Tip>
  **Template strategy**: Create announcement templates for recurring communications like weekly schedules, tournament info, and weather cancellations.
</Tip>

<Tip>
  **Attachment combo**: Pair announcements with forms - "Spring season starts March 1. Complete the attached medical form by February 20."
</Tip>

<Tip>
  **Emergency protocol**: For urgent cancellations, send an announcement first (for documentation), then follow with SMS to ensure immediate awareness.
</Tip>

## Related articles

* [In-App Messages - Direct Athlete Communication](/inbox/in-app-messages)
* [SMS Messages - Setup and Best Practices](/inbox/sms-messages)
* [Using Tags for Group Messages](/inbox/using-tags-for-group-messages)
* [Attaching Forms, Sessions, and Products](/inbox/attaching-forms-schedulers-and-products)

## Send a formatted email instead

For a message with a subject line and a Blank, Branded, or Spotlight layout, choose **Inbox → Create New → Email**. See [Sending email from the Inbox](/inbox/email).


# Add Attachments to Messages - Forms, Products, Sessions & Media
Source: https://help.coachiq.io/inbox/attaching-forms-schedulers-and-products

Learn how to attach forms, products, schedulers, and media to your Inbox messages. Enhance communication with clickable links that drive action.

<Info>
  **Where to find this**: Dashboard → Inbox → Create New Message → Attachment Options
</Info>

## What you'll accomplish

Learn how to enhance your messages with attachments that drive specific actions - from completing waivers to booking sessions to purchasing products. Turn simple messages into powerful engagement tools.

## Understanding message attachments

Attachments in CoachIQ messages appear as polished, clickable links that maintain your professional appearance while making it easy for athletes to take action. Whether they're viewing on mobile or web, attachments open seamlessly in their browser.

<Frame>
  <img alt="CoachIQ message composer showing attachment options for forms, media, products, and sessions" />
</Frame>

### What you can attach

<CardGroup>
  <Card title="Forms" icon="file-lines">
    Waivers, registrations, surveys, and feedback forms from your Forms library
  </Card>

  <Card title="Media" icon="play">
    Images, videos, and documents from your Media Hub
  </Card>

  <Card title="Products" icon="cart-shopping">
    Membership packages, training programs, and any products you've created
  </Card>

  <Card title="Sessions" icon="calendar">
    Direct links to your schedulers for easy booking
  </Card>
</CardGroup>

## Adding attachments to messages

<Steps>
  <Step title="Start composing your message">
    Navigate to **Inbox** and click **Create New**. Select your message type (In-App, SMS, or Announcement) and recipients.
  </Step>

  <Step title="Write your message">
    Compose your message text. Keep it concise if adding attachments - let the attachments do the heavy lifting.

    <Tip>
      For SMS messages with attachments, remember standard character limits apply. Keep your message under 160 characters to avoid splitting.
    </Tip>
  </Step>

  <Step title="Click the attachment type">
    Below your message composer, click the appropriate attachment button:

    * **Forms** - Opens your forms library
    * **Media** - Opens the **Share Media** picker, with a **Select Media** tab for files already in your Media Hub and an **Upload Media** tab for a file from your computer
    * **Products** - Shows your products list
    * **Sessions** - Displays available schedulers
  </Step>

  <Step title="Select items to attach">
    Choose one or multiple items from the list. You can attach multiple items of the same type or mix different types in one message.

    <Check>
      Selected items will appear as attachment previews below your message.
    </Check>
  </Step>

  <Step title="Send your message">
    Review your message and attachments, then click **Send**. Athletes receive the message with professional, clickable attachment links.
  </Step>
</Steps>

## How attachments appear to athletes

### In-App and web viewing

Attachments display as styled, clickable elements that match your branding:

* **Clean design**: Professional card-style links with clear labels
* **Action-oriented**: Clear indicators of what happens when clicked
* **Price display**: Products may show pricing depending on context
* **Smooth transitions**: Opens in web browser or new tab seamlessly

<Frame>
  <img alt="How message attachments appear to athletes in the CoachIQ app" />
</Frame>

<Note>
  When athletes using the mobile app click an attachment, it opens in their mobile web browser. Web users stay in their current browser with a new tab or window.
</Note>

### SMS attachment behavior

For SMS messages, attachments convert to text links:

* Short, trackable URLs
* Clear labeling (e.g., "Waiver Form: \[link]")
* Character count considerations apply
* Multiple attachments listed sequentially

## Attachment-specific features

### Forms attachments

When you attach a form:

* **Direct access**: Athletes click to open and complete immediately
* **No login friction**: Forms can be set to not require authentication
* **Response tracking**: Submissions appear in your Forms → Responses section
* **Common uses**: Waivers, emergency contacts, feedback surveys, registration

<Tip>
  Attach your waiver form to welcome messages using automation - ensure every new athlete completes it immediately.
</Tip>

### Product attachments

Product links in messages:

* **Show key details**: May display price and description based on viewing context
* **Direct purchase path**: One click to product page
* **Payment ready**: Athletes can purchase immediately if payment info is on file
* **Perfect for**: Limited offers, new program launches, membership renewals

### Session/Scheduler attachments

Scheduler links provide:

* **Full scheduler view**: Athletes see your availability calendar
* **Real-time availability**: Always shows current open slots
* **Credit display**: Shows if sessions require credits
* **Immediate booking**: Athletes with credits can book without leaving the flow

<Warning>
  Always ensure your scheduler has available times before sending. Athletes clicking on an empty scheduler creates frustration.
</Warning>

### Media attachments

Clicking **Media** opens the **Share Media** picker, which has two tabs:

* **Select Media** — browse and pick files already in your [Media Hub](/content/media-overview). If the tab shows "No media yet", nothing has been uploaded to the hub for this group yet.
* **Upload Media** — choose a file from your device. It is added to your Media Hub as well as to the message, so you can reuse it later.

What you can send:

* **All file types**: Videos, images, PDFs, documents
* **No size limits**: Attach large training videos without worry
* **Multiple files**: Attach several items in one message
* **Organized delivery**: Files appear in order selected

### When a shared file is deleted

A sent media attachment depends on its file in **Media Hub**. Deleting that file also removes access from the messages you sent it in, including messages in archived conversations. Media Hub warns you about affected messages before you confirm a single or bulk delete.

If you or a family sees **Attachment no longer available**, check whether the file was deleted. Keep sent coaching feedback in Media Hub while athletes need it. If you have the original file, upload it again and send it as a new attachment; this does not repair the attachment in the old message.

### Audio attachments

Audio files appear with an audio icon and filename in the library and message draft, rather than an image preview. Open an audio attachment to use its playback controls. Saved audio remains identifiable when you reopen the library; image and video previews work as before.

## Best practices for attachments

### Strategic attachment use

<Tabs>
  <Tab title="Announcements">
    **Perfect for**: New program launches, schedule updates, required forms

    **Example message**: New Season Registration Open! Complete these 2 quick steps: Fill out the attached waiver Book your assessment session Questions? Reply to this message!\[Waiver Form] \[Spring Schedule]
  </Tab>

  <Tab title="Direct Messages">
    **Perfect for**: Personalized program delivery, payment reminders

    **Example message**: Hey Sarah! Your custom training program is ready! I've attached the program and this week's schedule. Let me know if you have questions! \[Sarah's Program] \[Week 1 Schedule]
  </Tab>

  <Tab title="SMS Messages">
    **Perfect for**: Urgent forms, payment links

    **Example message**: Tournament waiver due today! Complete now: \[Waiver Link]

    Keep it under 160 characters with link.
  </Tab>
</Tabs>

### Multiple attachments strategy

When attaching multiple items:

1. **Order matters**: Place most important attachment first
2. **Group logically**: Keep related items together
3. **Explain each**: Brief description of what each link contains
4. **Don't overwhelm**: Maximum 3-4 attachments per message

### Driving action with attachments

<CardGroup>
  <Card title="Create urgency" icon="clock">
    "Complete the attached waiver by Friday to secure your spot"
  </Card>

  <Card title="Provide value" icon="gift">
    "Your personalized program is attached - based on last week's assessment"
  </Card>

  <Card title="Make it easy" icon="hand-pointer">
    "Click the scheduler below to book your free consultation"
  </Card>

  <Card title="Show benefits" icon="star">
    "Attached: 20% off our Jump Higher program (this week only)"
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Can athletes attach files in their replies?">
    Athletes can attach photos and videos when sending direct messages to you, but cannot attach documents or other file types. They access this through the media button in their message composer.
  </Accordion>

  <Accordion title="What happens if I delete an attached form/product/session?">
    The link in sent messages will no longer work. Always keep active any items you've attached to messages, or send a follow-up if you need to remove something.
  </Accordion>

  <Accordion title="Do attachments work in archived conversations?">
    Yes, as long as the linked item or media file still exists. Archiving a conversation does not preserve a separate copy of its attachments. Links to active schedulers show current availability.
  </Accordion>

  <Accordion title="Can I see who clicked on attachments?">
    For forms, you can see who submitted. For products, track through transactions. Session bookings appear in your calendar. General link clicks aren't tracked individually.
  </Accordion>

  <Accordion title="Is there a limit to Media Hub file sizes?">
    No, there's no size limit for files in your Media Hub. However, consider athlete bandwidth - very large video files may be slow to load on mobile connections.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Attachment templates**: Create message templates with common attachment combinations. For example, a "New Client Welcome" template with waiver form + first session scheduler + program overview video.
</Tip>

<Tip>
  **Batch sending**: When sending the same attachments to multiple people, use tags to select all recipients at once. Each person still receives their individual message thread.
</Tip>

<Tip>
  **Follow-up strategy**: After attaching a form or scheduler, set a reminder to follow up with anyone who hasn't completed the action within 48 hours.
</Tip>

## Related Articles

<CardGroup>
  <Card title="Create Effective Forms" icon="file-signature" href="/tools/forms/overview">
    Build forms that convert and collect the right information
  </Card>

  <Card title="Set Up Products" icon="bag-shopping" href="/payments/product-overview">
    Create products that are perfect for message attachments
  </Card>

  <Card title="Configure Schedulers" icon="calendar-plus" href="/scheduling/creating-your-first-scheduler">
    Build schedulers that make booking effortless
  </Card>

  <Card title="Organize Media Hub" icon="folder-open" href="/content/media-overview">
    Upload and organize media for easy attachment access
  </Card>
</CardGroup>


# Send an Email from the Inbox
Source: https://help.coachiq.io/inbox/email

Send a formatted email from CoachIQ with Blank, Branded, or Spotlight designs, your logo, and editable headers and footers.

Open **Inbox → Create New → Email** to write a message with a subject line and send it to an email address. Use it for client check-ins, session follow-ups, and updates that need more formatting than a text message.

## Choose the right message type

| Message type                              | Use it for                                         |
| ----------------------------------------- | -------------------------------------------------- |
| [In-app messages](/inbox/in-app-messages) | Conversations with athletes and parents in CoachIQ |
| [SMS](/inbox/sms-messages)                | Text messages to a phone number                    |
| [Announcements](/inbox/announcements)     | Group updates that also appear in the app          |
| Email                                     | A formatted email with its own subject and design  |

A [professional email address](/inbox/professional-email), such as [coach@yourbusiness.com](mailto:coach@yourbusiness.com), is your business mailbox. It is separate from choosing the Email channel or a branded design in CoachIQ.

## Send your first email

<Steps>
  <Step title="Open the email composer">
    Open **Inbox**, click **Create New**, then select **Email** from the channel choices across the top.
  </Step>

  <Step title="Choose recipients and add a subject">
    In **Send to**, search for a person in your group or enter an email address. Review the selected recipients, then enter a clear **Subject**. The recipient does not need to use the CoachIQ app to receive email.
  </Step>

  <Step title="Write your message">
    Write in the main editor. Use the toolbar for paragraph styles, bold, italic, text color, lists, and links. If you want clients to book or buy, include the relevant scheduler or product link in your message.
  </Step>

  <Step title="Choose a design and review the email">
    Open **Design** and choose Blank, Branded, or Spotlight. Review the subject, message, links, recipients, and any header/footer text before sending. The canvas shows the design you are editing; recipients' email apps may render spacing differently.
  </Step>

  <Step title="Send">
    Click **Send** when the email is ready. If CoachIQ shows an error, follow the message before retrying. Do not assume that leaving the composer saved an unfinished draft.
  </Step>
</Steps>

<Frame>
  <img alt="CoachIQ Email composer with Branded selected, subject field, appearance controls, editable header and footer, and a sample session follow-up" />
</Frame>

## Choose Blank, Branded, or Spotlight

| Design        | What it adds                                                        |
| ------------- | ------------------------------------------------------------------- |
| **Blank**     | A simple message without branded framing                            |
| **Branded**   | A colored header and a footer with space for reply guidance         |
| **Spotlight** | A gradient header with an additional short heading above your title |

The **Design** menu also offers **Client check-in** and **Session follow-up** starter copy. These are optional and replace the subject and message, so choose them before writing your final text or review what they replace.

<Frame>
  <img alt="Email design chooser showing Blank, Branded, Spotlight, Client check-in and Session follow-up" />
</Frame>

## Customize a branded email

Choose **Branded** or **Spotlight** to show **Appearance** controls beside the canvas.

* **Theme:** choose Light or Dark.
* **Logo:** choose an image through **Media Hub**, use **App logo**, or select **None**. You can also use the logo control on the canvas.
* **Colors:** adjust the primary color and header, logo, body, and footer backgrounds using their color controls or hex values.
* **Header and footer:** click their text on the canvas to edit it. Spotlight also includes a short heading above the main header.
* **Reset:** restores the appearance defaults. Review the result before sending.

Your organization color supplies the starting design. Branded Inbox emails use the group's logo when available, falling back to the organization logo. An explicit logo choice or **None** takes precedence. Check your branding when switching groups.

<Frame>
  <img alt="Spotlight email design with a gradient header, A message from heading, training follow-up body and reply-friendly footer" />
</Frame>

## What email costs

Emails you write use your organization's messaging credits, the same balance that pays for texts. Each email address costs **0.1 credit**, so 10 emails use 1 credit. This covers Inbox emails, the email copies of announcements, and automation **Send an Email** actions, counting every address including CC and BCC. Automatic notifications, such as booking confirmations and receipts, stay free.

Check your balance and each send in **Settings → Communication → Credits**. See [How credits work](/inbox/sms-credits).

## Email and your business mailbox

Choosing a logo or editing the header does not connect a Gmail or Google Workspace mailbox, change domain authentication, or create a new sender address. If you need [coach@yourbusiness.com](mailto:coach@yourbusiness.com), follow [Professional Email](/inbox/professional-email).

To write a new email, use **Create New → Email**. The **Email** channel in the Inbox rail holds emails you have already sent; it is not where you start one.

For an update that should also appear in the athlete app, use [Announcements](/inbox/announcements). Email is a direct send, not a newsletter campaign builder with mailing-list management and open tracking.

## Find emails you've sent

Every email sent from **Create New → Email** is saved in the Inbox under **Channels → Email**, and also appears under **All**. Each row shows the subject, who it went to (a name, "12 members", or "2 email addresses"), a preview, and the send time.

Open a row to see the email as it was sent: a From / To / Sent header, each recipient (members by name, typed addresses as entered) with a marker on any address that wasn't delivered, and the body. The record is read-only. You can archive and restore sent emails like announcements, and they never count as unread.

Everyone on your staff can see the organization's sent emails. Recipients don't see this record in their own CoachIQ Inbox; they received the email itself.

<Note>
  Emails sent before September 23, 2026 are not listed. Inbox search does not include sent emails yet, and they do not appear on a client's profile Messages tab.
</Note>

## Troubleshooting

* **Can't see appearance controls:** choose Branded or Spotlight instead of Blank.
* **Wrong logo:** check the current group, then choose App logo or a specific image. A previous explicit choice takes precedence over the default.
* **Starter copy replaced your writing:** the starter options replace subject and message. Review both before sending.
* **Not enough credits to send this email:** open **Settings → Communication → Credits**, check the balance, and add credits before trying again. For an automation email, check its execution log for the failed action.
* **Recipient has not received it:** open the sent email under **Channels → Email** and review that address and its delivery status. Ask them to check spam or junk. A successful send action does not guarantee inbox placement. Contact support with the recipient and send time if needed.

## Related articles

* [Inbox overview](/inbox/inbox-overview)
* [In-app messages](/inbox/in-app-messages)
* [SMS](/inbox/sms-messages)
* [Announcements](/inbox/announcements)
* [Professional Email](/inbox/professional-email)


# In-App Messages - Direct Athlete Communication
Source: https://help.coachiq.io/inbox/in-app-messages

Send free, direct messages to athletes through the CoachIQ app and athlete portal. Learn how to use in-app messaging for personalized coaching communication.

<Info>
  **Where to find this**: Dashboard → Inbox → Create New → In-App
</Info>

## What are In-App messages?

In-App messages are your direct line to athletes through the CoachIQ platform. These messages appear in the athlete's app and portal, creating a private conversation thread between you and your athletes - similar to texting but without the phone charges.

## Why use In-App messages?

<CardGroup>
  <Card title="Free messaging" icon="dollar">
    No per-message costs, unlike SMS. Send unlimited messages without worrying about fees.
  </Card>

  <Card title="Rich attachments" icon="paperclip">
    Attach forms, sessions, products, and media directly in your messages.
  </Card>

  <Card title="Two-way conversation" icon="comments">
    Athletes can reply, creating ongoing dialogue for feedback and questions.
  </Card>

  <Card title="Multi-platform delivery" icon="devices">
    Messages appear in both the mobile app and web portal, plus email notifications.
  </Card>
</CardGroup>

## Prerequisites

<Warning>
  **Important**: Athletes must have either:

  * The CoachIQ mobile app installed, OR
  * An active profile in the athlete portal

  Athletes without either will not receive In-App messages.
</Warning>

## Sending an In-App message

<Steps>
  <Step title="Open the message composer">
    Navigate to your **Inbox** and click **Create New**. Select **In-App** from the message type options.

    <Frame>
      <img alt="CoachIQ Inbox with Create New menu open showing the In-App message option" />
    </Frame>
  </Step>

  <Step title="Select your recipients">
    In the "Send to" field, you can:

    * Type an athlete's name to message them individually
    * Select multiple athletes for a group message
    * Use tags to message predefined groups
    * Choose roles (Admin, User, Customer)

    <Tip>
      Start typing and CoachIQ will suggest matching athletes from your database.
    </Tip>
  </Step>

  <Step title="Compose your message">
    Write in **Your message**.

    If you paste a URL into an **In-App** thread and send it, the sent bubble shows that URL as a blue, underlined hyperlink (not plain text). The conversation preview may truncate the URL.

    <Frame>
      <img alt="Inbox composer with a pasted URL in Your message" />
    </Frame>

    <Frame>
      <img alt="Sent In-App message with the URL as a blue underlined hyperlink" />
    </Frame>
  </Step>

  <Step title="Add attachments (optional)">
    Click the **+ Attach** button to include:

    * **Forms**: Collect information or feedback
    * **Media**: Share videos or images for instruction
    * **Products**: Allow direct purchase or signup
    * **Scheduler**: Enable instant session booking

    <Frame>
      <img alt="CoachIQ message composer showing attachment options for forms, media, products, and sessions" />
    </Frame>
  </Step>

  <Step title="Send the message">
    Click **Send** to deliver your message. Athletes will receive:

    * An in-app notification (if they have the app)
    * A portal notification (if they use the web version)
    * An email notification to their registered address

    <Check>
      **Success!** Your message is delivered instantly across all platforms.
    </Check>
  </Step>
</Steps>

## How athletes receive In-App messages

### Mobile app users

* Push notification appears on their phone
* Message shows in the Inbox/Channels section
* Can reply directly from the app

### Portal users

* Notification appears when they log in
* Message visible in their inbox
* Can reply from the web interface

### Email notifications

All In-App messages trigger an email to ensure athletes don't miss important communications, even if they haven't opened the app recently.

## Managing In-App conversations

### Viewing replies

* Replies appear in your main Inbox view
* Conversations maintain full thread history
* New replies trigger notifications to you

### Continuing conversations

Simply click on any existing conversation to:

* View the full message history
* Send follow-up messages
* Add new attachments
* See when messages were read

### Messages CoachIQ sends on an athlete's behalf

One In-App message is written by the system, not the athlete. When an athlete tries to book a credit-based scheduler and does not have enough credits, CoachIQ sends you an In-App message from that athlete's account asking for credits. It reads along the lines of: "Hi! I'd like to book \[scheduler] on \[date · time], but I'm 1 credit short. Could you add credits to my account? Thanks!"

Treat it as a booking request. Add the credits from the athlete's profile (see [Managing athlete credits](/payments/credits/managing-athlete-credits)), then reply in the same thread so they know to book.

## Best practices

<AccordionGroup>
  <Accordion title="When to use In-App vs SMS">
    **Choose In-App when:**

    * Sending regular updates or feedback
    * Cost is a consideration
    * You need rich attachments
    * The message isn't time-critical

    **Choose SMS when:**

    * It's urgent (practice cancelled, last-minute changes)
    * You're unsure if the athlete checks the app
    * You need to reach parents who don't use the app
  </Accordion>

  <Accordion title="Effective message strategies">
    * **Be personal**: Use the athlete's name and reference specific situations
    * **Add value**: Include helpful attachments like drill videos or booking links
    * **Set expectations**: Let athletes know if you need a reply
    * **Time it right**: Send technique feedback soon after practice while it's fresh
  </Accordion>

  <Accordion title="Attachment best practices">
    * **Forms**: Great for collecting feedback after sessions
    * **Schedulers**: Perfect for filling last-minute cancellations
    * **Media**: Ideal for sharing technique videos or progress photos
    * **Products**: Useful for promoting camps or special programs
  </Accordion>
</AccordionGroup>

## Unsend an In-App message

Open the conversation and use the message actions menu beside the message time. Choose **Unsend**, then confirm removal. Keeping the message at the confirmation step leaves it in the conversation.

Admins can unsend any In-App message in their group. Coaches, parents, and athletes can only unsend messages they sent. Confirmed removal stays in effect after reloading and across Admin, the web athlete portal, and the current native app.

Unsend applies to In-App messages. It does not recall a separately delivered SMS or email.

## Common questions

<AccordionGroup>
  <Accordion title="Can I delete a sent message?">
    Yes. Choose **Unsend** from the message actions menu and confirm. Admins can remove any In-App message in their group; coaches, parents, and athletes can remove their own messages.
  </Accordion>

  <Accordion title="Do group In-App messages show everyone's replies?">
    No, when you send to multiple recipients, each conversation remains private between you and each individual athlete.
  </Accordion>

  <Accordion title="What if an athlete doesn't have the app?">
    They won't receive In-App messages. You'll need to use SMS or ensure they set up their athlete portal access.
  </Accordion>

  <Accordion title="Is there a limit on message length?">
    In-App messages can be up to 15,000 characters, which is far more than any normal message needs. The counter under the composer shows how much room is left.
  </Accordion>

  <Accordion title="Can parents receive In-App messages?">
    Yes, if parents have their own profile in the system with app or portal access.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Quick feedback loop**: After each training session, send personalized In-App messages to 2-3 athletes with specific feedback. This builds strong coach-athlete relationships.
</Tip>

<Tip>
  **Attachment combo**: Pair a form with a session scheduler - "Please fill out this injury prevention form, then book your recovery session."
</Tip>

<Tip>
  **Template messages**: Keep common messages in a notes app to copy/paste, like session reminders or homework assignments.
</Tip>

## Limitations to remember

* Athletes must have app or portal access
* Unsend follows your role permissions; see [Unsend an In-App message](#unsend-an-in-app-message)
* No read receipts (you can't see if the message was read)
* Attachments appear as cards/links, not embedded content

## Related articles

* [SMS Messages - Setup and Best Practices](/inbox/sms-messages)
* [Announcements - Broadcasting to Your Team](/inbox/announcements)
* [Attaching Forms, Sessions, and Products](/inbox/attaching-forms-schedulers-and-products)
* [Using Tags for Group Messages](/inbox/using-tags-for-group-messages)

## Unread conversations

Opening Inbox or selecting the Unread filter does not mark a new conversation as read. Its unread indicator clears when you open that conversation. The reading pane can start empty if the newest conversations are unread.

## Send a formatted email instead

For a message with a subject line and a Blank, Branded, or Spotlight layout, choose **Inbox → Create New → Email**. See [Sending email from the Inbox](/inbox/email).


# Inbox Overview - Your Communication Hub
Source: https://help.coachiq.io/inbox/inbox-overview

Master CoachIQ's Inbox to communicate with athletes through in-app messages, SMS, announcements, and email. Learn when to use each message type.

<Info>
  **Where to find this**: Dashboard → Inbox
</Info>

## What is the Inbox?

Your Inbox is the central communication hub where you manage all messages with athletes and parents. Think of it as your coaching command center - every conversation, announcement, and text message flows through here.

<Frame>
  <img alt="CoachIQ Inbox showing in-app messages, SMS, and announcements messaging channels" />
</Frame>

## Four ways to communicate

CoachIQ gives you four messaging channels, each designed for specific communication needs:

<CardGroup>
  <Card title="In-App Messages" icon="mobile" href="/inbox/in-app-messages">
    Direct messages to specific athletes that appear in their app and portal
  </Card>

  <Card title="SMS Messages" icon="message" href="/inbox/sms-messages">
    Text messages sent to athletes' phones for urgent or time-sensitive info
  </Card>

  <Card title="Announcements" icon="megaphone" href="/inbox/announcements">
    Broadcast messages to groups that appear as emails and in the app
  </Card>

  <Card title="Email" icon="envelope" href="/inbox/email">
    A formatted, branded email to one person or a list of addresses, written right from the Inbox
  </Card>
</CardGroup>

## Understanding message types

### In-App Messages

**Best for**: Personal communication, session reminders, individual feedback

* Athletes must have the app installed or portal access
* No additional cost
* Supports attachments (forms, sessions, media, products)
* Athletes can reply directly
* Character limit: 15,000

### SMS Messages

**Best for**: Urgent updates, last-minute changes, reaching parents

* Requires SMS setup (see [Setting Up SMS Messaging](/inbox/sms-messages))
* Cost: about 1 credit per short text you send (100 credits = \$1); incoming replies are free. See [How SMS credits work](/inbox/sms-credits)
* Supports attachments as clickable links
* Athletes can reply via text
* Character limit: 155 for mass texts, 1400 for individual conversations

### Announcements

**Best for**: Team updates, schedule changes, general information

* Sends as both email and app notification
* The in-app announcement is free; each email copy uses **0.1 credit**. See [Messaging credits](/inbox/sms-credits).
* One-way communication (no replies in Inbox)
* Email replies go to your configured reply-to address
* Contact limit: 400 recipients per announcement (raise it with the [User Limit Expansion Power-Up](/power-ups/user-limit-expansion))

### Email

Emails use **0.1 credit per recipient address** from the same balance as SMS. Automatic notifications such as receipts and booking confirmations remain free.

Choose **Create New → Email** for a message with recipients, a subject, rich text, and its own design. Start with **Blank**, **Branded**, or **Spotlight**, then customize the logo, theme, colors, header, and footer. Optional Client check-in and Session follow-up starters help you begin.

<Frame>
  <img alt="Inbox Email composer showing the four message channels, subject, message canvas and branding controls" />
</Frame>

Follow the full [Email guide](/inbox/email) for sending instructions, design options, and troubleshooting. For a custom business mailbox such as [coach@yourbusiness.com](mailto:coach@yourbusiness.com), see [Professional Email](/inbox/professional-email).

## Key Inbox features

<Steps>
  <Step title="Unified conversation view">
    All message types appear in one place. The left rail has **Folders** (**Open**, **Archive**, **Automated**) and **Channels** (**All**, **Announcements**, **In-App**, **SMS**, **Email**); above the list, **All** / **Unread** tabs narrow it further, and the search box takes a name, email, or phone number. **Unread** stays selected while new messages arrive and while you reply, so you can work down the list. Searching for someone you have never messaged shows **No messages yet** with no time, and real conversations sort above them. The **Email** channel lists emails you have sent; see [Find emails you've sent](/inbox/email#find-emails-youve-sent).
  </Step>

  <Step title="Smart recipient selection">
    Send to individuals, use tags for groups, or message by role (Admin, User, Customer).
  </Step>

  <Step title="Rich attachments">
    Attach forms for data collection, sessions for booking, products for purchase, or media for instruction.
  </Step>

  <Step title="Archive system">
    Keep your Inbox clean by archiving old conversations while maintaining full history.
  </Step>

  <Step title="Automated folder">
    System messages such as booking confirmations and session reminders are kept apart from athlete conversations in the **Automated** folder, so real replies are never buried under notifications. See [Automated reminders](#automated-reminders) below. (One exception: when an athlete is short on credits for a booking, CoachIQ sends you an In-App request from their account; see [In-App messages](/inbox/in-app-messages#messages-coachiq-sends-on-an-athletes-behalf).)
  </Step>

  <Step title="Search functionality">
    Find contacts and conversations with Inbox search. Sent emails are not included in search yet; browse **Channels → Email** to find them.
  </Step>
</Steps>

## Mark a conversation as unread

Marking a conversation as unread flags it so you remember to follow up later — it resurfaces under the **Unread** filter at the top of your Inbox.

Sent email records never count as unread. Use **Channels → Email** or **All** to review them.

1. In your **Inbox**, **right-click the conversation** in the list.
2. Select **Mark as unread** from the menu.

The conversation stays flagged and appears under the **Unread** filter until you open it again.

<Note>
  Mark as unread is currently available on **desktop only** (right-click). The same right-click menu also lets you **Archive** the conversation.
</Note>

## Automated reminders

The session reminders CoachIQ sends to athletes before a booking are **hidden from your Inbox by default**. They are still delivered to the athlete; they just do not appear as threads in the athlete's conversation with you, so a chat with a regular client is not padded with reminder after reminder.

If you want to see them, turn on **Show booking reminders in inbox** under **Settings → Communication → Inbox Preferences**. Reminders then appear as threads in the **Automated** folder rather than in the athlete's In-App conversation. Details are in [Communication settings](/settings/communication#inbox-settings).

## Quick decision guide

<Accordion title="Which message type should I use?">
  **Use In-App Messages when:**

  * Communicating with athletes who regularly use the app
  * Sending detailed instructions or feedback
  * Cost is a concern (free messaging)
  * You need back-and-forth conversation

  **Use SMS when:**

  * You need immediate attention
  * Reaching parents who don't use the app
  * Sending last-minute schedule changes
  * Athletes might not check the app regularly

  **Use Announcements when:**

  * Broadcasting to the entire team
  * Sending weekly schedules or updates
  * Making general announcements
  * You don't need replies in CoachIQ

  **Use Email when:**

  * One person deserves a longer, formatted message with a subject line
  * You want your branding on it (Branded or Spotlight design)
  * The recipient isn't in your group yet, or doesn't use the app
</Accordion>

## Important limitations to know

<Warning>
  **Unsend In-App messages**: Use the message actions menu and confirm removal. Admins can remove any In-App message in their group; coaches, parents, and athletes can remove their own. SMS messages cannot be recalled. See [Unsend an In-App message](/inbox/in-app-messages#unsend-an-in-app-message).
</Warning>

<Note>
  **SMS costs apply**: Each short text you send uses about 1 credit, and 100 credits = $1. Mass texts to 100 athletes = at least 100 credits (about $1). Incoming replies are free.
</Note>

<Note>
  **Announcement limit**: Maximum 400 recipients per announcement by default. The [User Limit Expansion Power-Up](/power-ups/user-limit-expansion) raises it.
</Note>

## Getting started

Ready to start communicating? Here's your path:

1. [Set up SMS messaging](/inbox/sms-messages) to enable text communication
2. [Send your first message](/inbox/in-app-messages) to athletes
3. [Use tags for group messaging](/inbox/using-tags-for-group-messages) to save time
4. [Send a branded email](/inbox/email) with a subject and customized design
5. [Set up a professional email address](/inbox/professional-email) for your business mailbox
6. [Attach forms and sessions](/inbox/attaching-forms-schedulers-and-products) to drive action

## Pro tips

<Tip>
  **Cost-saving strategy**: Use In-App messages for regular communication and save SMS for urgent matters to minimize costs.
</Tip>

<Tip>
  **Engagement hack**: Attach a session scheduler to messages about practice changes - athletes can rebook immediately.
</Tip>

<Tip>
  **Organization tip**: Archive conversations weekly to keep your Inbox focused on active communications.
</Tip>

## Related articles

* [Setting Up SMS Messaging](/inbox/sms-messages)
* [Sending Messages to Athletes](/inbox/in-app-messages)
* [Announcements](/inbox/announcements)

## Logos on branded emails

Branded Inbox emails use the sending group's logo, falling back to the organization logo. A logo you explicitly choose, or a no-logo choice, takes precedence. Check the composer preview when sending from a different sport or group.


# Set Up Your Professional Business Email
Source: https://help.coachiq.io/inbox/professional-email

Set up a custom business mailbox and understand how it differs from sending a branded email through CoachIQ's Inbox.

A professional email address uses your domain, such as `coach@yourbusiness.com`. Use it for the business mailbox you check for client questions and replies.

## Professional Email or Inbox Email?

| You want to…                                                                      | Use…                                                                          |
| --------------------------------------------------------------------------------- | ----------------------------------------------------------------------------- |
| Write and send a formatted message from CoachIQ                                   | [Inbox → Create New → Email](/inbox/email)                                    |
| Add a logo, colors, header, and footer to that message                            | Branded or Spotlight in the email composer's **Design** menu                  |
| Create an address such as [coach@yourbusiness.com](mailto:coach@yourbusiness.com) | A business email provider, such as Google Workspace, connected to your domain |

A branded design changes the message's appearance. It does not create a mailbox, connect your Gmail account, or authenticate a custom sending domain.

## What you'll need

* Your business domain and access to its DNS settings
* An administrator for your email service
* A plan for any existing mailboxes before changing where incoming email is delivered

If you already receive business email at your domain, keep that service in place unless you intend to migrate it. Setting up a CoachIQ website or choosing a branded email design does not require replacing your working mail service.

## Set up a mailbox with Google Workspace

<Steps>
  <Step title="Create or use your Workspace account">
    Start with [Google Workspace](https://workspace.google.com/) and review the plan and local pricing shown during signup. Use your existing domain, or register one through a domain provider. Choose a mailbox name such as coach, hello, or your own name.
  </Step>

  <Step title="Verify domain ownership">
    Follow the Google Admin setup instructions for your domain. The person managing your DNS may need to add a verification record before you can activate Gmail.
  </Step>

  <Step title="Route email to the correct provider">
    Follow Google's current [MX-record and Gmail activation instructions](https://support.google.com/a/answer/6156494). Use the values shown for your setup. Working older Workspace configurations may use legacy MX records and do not need replacement just because a newer setup guide shows different values.

    MX changes affect incoming email for your domain. Coordinate them with whoever manages your existing email service. DNS changes can take time to take effect.
  </Step>

  <Step title="Configure email authentication">
    Follow Google's [SPF guidance](https://support.google.com/a/answer/33786) and [DKIM guidance](https://support.google.com/a/answer/174124). Include the services that actually send email for your domain, then follow the provider's DMARC rollout guidance. Avoid replacing an existing authentication record without checking its other senders.
  </Step>

  <Step title="Test the mailbox">
    Sign in to Gmail, send a test message to an address you control, and reply from that address. Confirm both directions work before sharing the mailbox with clients. Add the mailbox to the devices your staff use and make sure someone monitors replies.
  </Step>
</Steps>

## Use it alongside CoachIQ

Use your business address in the contact details you share with athletes and parents. For announcement replies, review your organization's configured reply-to address and make sure it is a mailbox your team checks; see [Announcements](/inbox/announcements).

To compose a branded message, follow the [Inbox Email guide](/inbox/email). Check the current group, recipients, message links, and design before sending. Editing the visible footer text is not the same as changing the actual reply-to configuration.

## Troubleshooting

* **Incoming email stopped after a DNS change:** have your domain/email administrator check the MX records against the intended provider.
* **Domain verification is pending:** follow the status and record requirements shown in Google Admin; contact your domain provider if you cannot edit DNS.
* **Mail arrives in spam:** check authentication and use the email provider's delivery troubleshooting. Branding alone does not guarantee inbox placement.
* **You only need to send a CoachIQ email:** open **Inbox → Create New → Email**. You do not need to complete a mailbox migration to use the composer.

## Related articles

* [Send email from the Inbox](/inbox/email)
* [Inbox overview](/inbox/inbox-overview)
* [Announcements](/inbox/announcements)
* [Domain setup](/website/domain-setup/domain-setup)


# How messaging credits work
Source: https://help.coachiq.io/inbox/sms-credits

Understand SMS and email costs, check your shared messaging balance, top up credits, and troubleshoot messages that do not send.

Messaging credits pay for outbound SMS and coach-written emails in CoachIQ. Both use your organization's shared credit balance, including the email copies of announcements.

<Info>
  **Which credits?** These are your business's **messaging credits**, also called SMS credits. They are completely separate from the **session credits** athletes buy and redeem for bookings. See [Credit system overview](/payments/credits/credit-system-overview) for those.
</Info>

## What a credit is

A credit is a prepaid unit of usage. At the standard rate, **\$1 buys 100 credits**, and a short plain-text message costs **about 1 credit**.

## What uses credits

Credits are spent on **outbound** texts: messages you send from the Inbox, mass SMS to a tag, automation SMS actions, and Zapier SMS actions. Incoming replies do not use credits.

Coach-written emails use the same balance at **0.1 credit per email address**: Inbox emails, announcement email copies, and automation **Send an Email** actions, including CC and BCC. Automatic notifications such as booking confirmations and receipts are free. See [Email](/inbox/email#what-email-costs).

### SMS costs

SMS costs are per **segment**, and one text can be several segments:

| Message                                              | Segments              | Approximate cost                  |
| ---------------------------------------------------- | --------------------- | --------------------------------- |
| Plain text, up to about 160 characters               | 1                     | 1 credit                          |
| Plain text, 161 to about 300 characters              | 2                     | 2 credits                         |
| Any message containing an emoji or special character | 1 per \~70 characters | 2 to 3 credits for a typical text |
| A mass text to 200 athletes                          | 1 per recipient       | 200 credits or more               |

<Tip>
  Keep texts short and skip emojis. An emoji switches the whole message to a different encoding that cuts each segment to about 70 characters, so one friendly 🎉 can double or triple the cost of a broadcast.
</Tip>

### Email costs

At the default rate, **10 emails use 1 credit**. A send to 37 email addresses uses **3.7 credits**; fractions carry forward, so each email is not rounded up to a whole credit. CC and BCC addresses count too.

On the **Credits** page, **Used this month** includes an **Email** line. The activity log shows each send and its credit use. This helps explain a balance change even when you have not sent any texts.

## How you get credits

* **Monthly allotment** — your plan may include a monthly grant of credits. It is added to whatever balance you have left; it does not reset it.
* **Top-ups** — buy more at any time, either a preset package (some include bonus credits) or a custom dollar amount. Payment goes through Stripe and the credits are applied automatically.
* **Auto-refill** — turn it on and your balance tops itself up when it runs low, to help keep enough credits available for messaging. See below.

<Note>
  Your balance, top-ups, auto-refill, and the credit activity log all live on the **Credits** page. Open it from **Settings → Communication → Credits**. It is the same page whether you get there from Settings or from the SMS setup flow in the Inbox, and it appears for every organization that pays for texts with credits.
</Note>

## Auto-refill

Auto-refill is the set-and-forget option. Once a card is on file, switch it on from the **Credits** page and CoachIQ buys more credits automatically whenever your balance drops low, charging the card on file and logging the purchase in the activity log like any other top-up.

* **Needs a card on file.** The control is unavailable until a payment method is saved, so add one first if you do not see it.
* **Turn it off any time** from the same page. Your remaining balance stays.
* **Check the activity log** if you are unsure whether a refill ran; each automatic purchase appears there with the credits added.

<Tip>
  Turn on auto-refill before a season of automated reminders or a big registration push. Running out mid-broadcast means part of the group gets the text and part does not.
</Tip>

## Texts aren't sending?

Two independent things must be true for a business text to deliver: your number must be **registered** with the carriers, and you must have **credits**. They fail differently.

1. **Check 10DLC registration first.** US carriers do not deliver business SMS until your brand and campaign are approved. This is the most common reason texts do not arrive, and it has nothing to do with your balance. See [Setting up SMS messaging](/inbox/sms-messages#setting-up-sms-messaging).
2. **Then check credits.** If your balance has run out, top up. Having credits does not make an unregistered number deliver, and being registered does not send texts you cannot pay for.

## Emails or announcement copies did not arrive?

1. Check the balance in **Settings → Communication → Credits**. If a send is blocked with **Not enough credits to send this email**, add credits before trying again. An automation email blocked for this reason sends nothing and records the error in its execution log.
2. For an Inbox email, open **Channels → Email** and review the recipient addresses and delivery status. See [Find emails you've sent](/inbox/email#find-emails-youve-sent).
3. For an announcement, check the email delivery separately from the in-app post. If insufficient credits block its email copies, the announcement can still appear in the app. See [Announcement costs](/inbox/announcements#what-announcements-cost).

SMS carrier registration applies to texts. Email delivery has its own checks; a credit balance alone does not guarantee that a message reaches someone's inbox.

## Common questions

<AccordionGroup>
  <Accordion title="Do incoming texts use credits?">
    No. Only messages you send are metered.
  </Accordion>

  <Accordion title="Does a message to a tag cost one credit?">
    No. A broadcast is one segment per recipient. 150 athletes means at least 150 credits.
  </Accordion>

  <Accordion title="Are SMS credits the same as athlete session credits?">
    No. Session credits are what athletes redeem for bookings and are managed on each athlete's profile. Messaging credits pay for outbound texts and coach-written emails. Different balances, different pages.
  </Accordion>

  <Accordion title="Why don't I see the auto-refill option?">
    It needs a card on file. Add a payment method on the **Credits** page first, then the auto-refill control becomes available.
  </Accordion>

  <Accordion title="Where do I see how many credits a campaign used?">
    Open the **Credits** page. The activity log lists each send with the credits deducted and the balance after.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Setting up SMS messaging" icon="comment-sms" href="/inbox/sms-messages">
    Get your number and complete 10DLC registration
  </Card>

  <Card title="Using tags for group messages" icon="tags" href="/inbox/using-tags-for-group-messages">
    Mass texts, and how to keep them affordable
  </Card>

  <Card title="Communication settings" icon="bell" href="/settings/communication">
    Your SMS number and call forwarding
  </Card>

  <Card title="Inbox overview" icon="inbox" href="/inbox/inbox-overview">
    In-App, SMS, Announcements, and Email compared
  </Card>
</CardGroup>


# SMS Messages - Setup and Best Practices
Source: https://help.coachiq.io/inbox/sms-messages

Set up your business phone number and send text messages through CoachIQ. Learn SMS best practices, costs, and how to manage text conversations.

<Info>
  **Where to find this**: Dashboard → Settings → SMS Number (for setup) Dashboard → Inbox → Create New → SMS (for sending)
</Info>

## Why SMS messaging matters

SMS gives you a direct line to athletes and parents through text messaging - the communication channel with a 98% open rate. Unlike app-based messages, SMS reaches everyone with a phone, making it perfect for urgent updates and reaching parents who don't use the CoachIQ app.

## Your business phone number

CoachIQ provides you with a dedicated business phone number for professional text communication. This keeps your personal number private while maintaining professional boundaries.

### How it works

* You get a unique phone number exclusively for your coaching business
* Send and receive texts through CoachIQ (desktop or mobile app)
* Parents can call this number (with call forwarding to your phone)
* All messages stay organized in your Inbox
* Full conversation history maintained

<Note>
  **Behind the scenes**: CoachIQ uses enterprise-grade SMS infrastructure to ensure reliable message delivery and compliance with messaging regulations.
</Note>

## Setting up SMS messaging

<Steps>
  <Step title="Navigate to SMS settings">
    Go to **Settings** (bottom left of dashboard) → **SMS Number**

    <Frame>
      <img alt="Sms Number Signup" />
    </Frame>
  </Step>

  <Step title="Complete 10DLC registration">
    You'll see the 10DLC Compliance form. This is required by law for business texting.

    Select your business type:

    * **Sole Proprietor**: Individual coaches
    * **Business**: Established coaching businesses, academies, facilities

    Enter your preferred area codes (primary and backup).
  </Step>

  <Step title="Check your athlete portal legal pages">
    Carriers review your **Privacy Policy** and **Terms** during 10DLC approval. CoachIQ generates both for your athlete portal automatically; they load publicly (no login) at your portal address followed by `/privacy-policy` and `/terms-of-condition`, and they include the clauses carriers require for SMS: message frequency, "message and data rates may apply", STOP/HELP instructions, and that consent is not a condition of purchase.

    You do not have to write these yourself. If a reviewer asks for your policy links, these are the pages to send. They are separate from any legal pages you build on your website (see [Legal pages](/website/pages-navigation/legal-pages)).
  </Step>

  <Step title="Submit your application">
    Click **Begin** to submit your application. The information goes through verification to ensure compliance with business messaging regulations.

    <Warning>
      **Processing time**: Approval typically takes **one week**. This is standard for business number verification and ensures your messages won't be blocked as spam.
    </Warning>
  </Step>

  <Step title="Configure call forwarding (optional)">
    Once approved, set up call forwarding in your settings:

    * Parents can call your business number
    * Calls redirect to your personal phone
    * You answer without revealing your personal number

    <Tip>
      **Pro setup**: Forward calls during business hours only by updating the redirect number based on your schedule.
    </Tip>
  </Step>

  <Step title="Start texting">
    Once approved, you'll see a confirmation and can immediately start sending SMS messages through your Inbox.

    <Check>
      **You're ready!** Your professional SMS system is now active.
    </Check>
  </Step>
</Steps>

## Sending SMS messages

### Individual SMS conversations

<Steps>
  <Step title="Create new SMS message">
    Go to **Inbox** → **Create New** → Select **SMS**
  </Step>

  <Step title="Select recipient">
    Type the athlete or parent's name. They must have a phone number in their profile.
  </Step>

  <Step title="Compose your message">
    Write your message (up to 1400 characters for individual conversations).

    Example: Hi John, practice is moved to 4pm today due to weather. Please confirm you received this. Coach Mike
  </Step>

  <Step title="Add attachments (optional)">
    Attach forms, sessions, products, or media. These appear as clickable links in the text.
  </Step>

  <Step title="Send">
    Click Send. The recipient receives a text from your business number instantly.
  </Step>
</Steps>

### Mass SMS messages

Perfect for team-wide urgent updates:

<Frame>
  <img alt="CoachIQ mass SMS composer with recipient filter for group texting" />
</Frame>

<Steps>
  <Step title="Select multiple recipients">
    Use tags or select multiple individuals (remember: 155 character limit for mass texts)
  </Step>

  <Step title="Write concise message">
    Practice CANCELLED tonight due to storm. Check app for makeup session. -Coach
  </Step>

  <Step title="Send to all">
    One click sends to everyone selected
  </Step>
</Steps>

## SMS costs and limits

### Pricing structure

SMS is billed in credits, and only **outbound** texts are metered. Replies from athletes and parents are free.

* **1 credit ≈ 1 short plain-text message** you send
* **100 credits = \$1**, so 100 short texts cost about \$1
* **Example costs**:
  * Text to 1 athlete = 1 credit
  * Team announcement to 50 = 50 credits (about \$0.50)
  * Monthly texts to 100 athletes (4 messages each) = 400 credits (about \$4)

Longer messages and emojis cost more because they split into more segments. Full details, including how you get credits and where the balance lives, are in [How SMS credits work](/inbox/sms-credits).

### Character limits

<Warning>
  **Important limits to remember:**

  * **Mass messages**: 155 characters maximum
  * **Individual conversations**: 1400 characters maximum
  * **No emojis**: Emojis break character encoding and increase costs
</Warning>

### Message segments

* Standard SMS: 160 characters
* Messages over 160 characters split into segments
* Each segment costs about 1 credit; a message with an emoji splits at \~70 characters instead of 160
* 1400 character limit = approximately 9 segments

## Managing SMS conversations

### Two-way texting

* Athletes and parents can reply directly
* Replies appear in your Inbox immediately
* Full conversation threading maintained
* Incoming replies do not use credits

### Push notifications for incoming texts

When someone texts your business number, the push notification on the CoachIQ admin app shows the **sender's name** rather than the raw phone number, so you can tell who is texting from the lock screen and decide whether to reply now or later. The name comes from the person's profile in [People](/people/overview): the number must be saved on their profile for it to resolve. A text from a number that is not on any profile shows the number itself.

Push alerts for the Inbox are controlled under **Settings → Communication → Notifications** (the **Inbox** row). See [Communication settings](/settings/communication#notifications).

### Call handling

<Info>
  **Important**: You cannot make outbound calls from your CoachIQ number, but:

  * Parents/athletes CAN call your business number
  * Calls forward to your designated phone
  * Set redirect number in Settings → SMS Number
</Info>

## Best practices

<AccordionGroup>
  <Accordion title="When to use SMS vs In-App">
    **Use SMS for:**

    * Practice cancellations
    * Weather updates
    * Last-minute schedule changes
    * Reaching parents (not just athletes)
    * Time-sensitive reminders

    **Use In-App for:**

    * Detailed feedback
    * Non-urgent updates
    * Cost-sensitive communication
    * Rich media sharing
  </Accordion>

  <Accordion title="Writing effective SMS messages">
    * **Front-load critical info**: "CANCELLED: Tonight's practice..."
    * **Include your name/title**: Parents might not recognize the number
    * **Request confirmation**: "Reply YES if you received this"
    * **Time stamps**: "Updated 3:45pm" for changing situations
    * **Clear action items**: "Pick up at WEST entrance today"
  </Accordion>

  <Accordion title="Managing costs">
    * Use In-App for regular communication
    * Reserve SMS for truly urgent matters
    * Create contact groups to avoid duplicate texts
    * Monitor monthly usage in your billing section
    * Consider announcement + SMS combo (announce first, SMS reminder for urgent items)
  </Accordion>
</AccordionGroup>

## Common questions

<AccordionGroup>
  <Accordion title="What if my application is denied?">
    This is rare but can happen if information is incomplete. Contact support to understand the issue and resubmit with corrected information.

    The most common carrier rejection used to be the policy pages themselves (missing SMS clauses, a login prompt, or garbled characters). Your athlete portal's auto-generated Privacy Policy and Terms pages now pass these checks by default, so if a rejection names your Terms or Privacy page, ask support to re-submit rather than editing anything.
  </Accordion>

  <Accordion title="Can I change my business number later?">
    Yes, but you'll need to go through the approval process again. Your conversation history remains intact.
  </Accordion>

  <Accordion title="Do group SMS messages show everyone's replies?">
    No, replies come back as individual conversations to maintain privacy.
  </Accordion>

  <Accordion title="What happens if someone calls my business number at night?">
    Calls forward to whatever number you've set. Consider updating your redirect number or using do-not-disturb on your personal phone.
  </Accordion>

  <Accordion title="Can I text internationally?">
    Yes, but international rates vary by country. Contact support for specific international pricing.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Save templates**: Keep common messages saved in your notes: "Practice moved to \[TIME] due to \[REASON]. Location: \[PLACE]. Reply to confirm."
</Tip>

<Tip>
  **Timing matters**: Send practice changes at least 2 hours before when possible. Parents need time to adjust schedules.
</Tip>

<Tip>
  **Cost control**: Set a monthly SMS budget. At 100 credits per \$1, a \$10/month budget = \~1,000 messages.
</Tip>

## SMS limitations

* Cannot delete sent messages
* No formatting (bold, italic, etc.)
* Links must be typed out fully
* No emojis to maintain cost efficiency
* Cannot make outbound calls (receive only)

## Related articles

* [In-App Messages - Direct Athlete Communication](/inbox/in-app-messages)
* [Inbox Overview](/inbox/inbox-overview)
* [Announcements](/inbox/announcements)
* [Using Tags for Group Messages](/inbox/using-tags-for-group-messages)

## Send a formatted email instead

For a message with a subject line and a Blank, Branded, or Spotlight layout, choose **Inbox → Create New → Email**. See [Sending email from the Inbox](/inbox/email).


# Using Tags for Group Messages
Source: https://help.coachiq.io/inbox/using-tags-for-group-messages

Save time by messaging groups of athletes using tags. Learn how to create, apply, and use tags for efficient team communication in CoachIQ.

<Info>
  **Where to find this**: Dashboard → People (to create/apply tags) Dashboard → Inbox → Create New (to use tags for messaging)
</Info>

## What are tags?

Tags are labels you create to organize athletes into groups. Instead of selecting 20 individual athletes every time you message the varsity team, tag them once as "Varsity" and message the entire group with one click.

Think of tags as your custom mailing lists that work across all message types.

<Frame>
  <img alt="CoachIQ People page showing tags assigned to athlete profiles" />
</Frame>

## Common tag examples

<CardGroup>
  <Card title="By skill level" icon="trophy">
    Elite, Advanced, Intermediate, Beginner
  </Card>

  <Card title="By team/program" icon="users">
    Varsity, JV, U14, Travel Team
  </Card>

  <Card title="By status" icon="circle-check">
    Active, On Break, Trial, Alumni
  </Card>

  <Card title="By logistics" icon="map">
    North Gym, South Field, Needs Pickup
  </Card>
</CardGroup>

Other useful tags:

* **Payment status**: Paid, Outstanding, Scholarship
* **Equipment**: Needs Gear, Uniform Ordered
* **Communication**: Parents Only, Athletes Only
* **Special groups**: Leadership Council, New This Season

## Setting up your tags

<Steps>
  <Step title="Navigate to People">
    Go to **People** in your main navigation to access your athlete database.

    <Frame>
      <img alt="CoachIQ People page with athlete list and tag management options" />
    </Frame>
  </Step>

  <Step title="Create new tags">
    Look for the tags section in your People area. Create tags that match your communication needs.

    Examples to create:

    * "Spring 2024 Team"
    * "Competition Squad"
    * "Monday/Wednesday Group"
    * "Needs Medical Form"
  </Step>

  <Step title="Apply tags to athletes">
    Select one or more athletes and apply relevant tags:

    1. Check the boxes next to athlete names
    2. Choose "Add Tags" from the bulk actions
    3. Select which tags to apply
    4. Save changes

    <Tip>
      **Bulk tagging**: Select all athletes who train on Tuesdays, then apply a "Tuesday Training" tag to message them about schedule changes.
    </Tip>
  </Step>

  <Step title="Verify tag assignments">
    Filter by each tag to confirm the right athletes are included. This prevents messaging mistakes.

    <Check>
      Tags are now ready to use for group messaging!
    </Check>
  </Step>
</Steps>

## Sending messages with tags

### Quick group message

<Steps>
  <Step title="Create new message">
    Go to **Inbox** → **Create New** → Choose your message type (In-App, SMS, or Announcement)
  </Step>

  <Step title="Select recipients by tag">
    In the "Send to" field:

    * Start typing your tag name
    * Select the tag from the dropdown
    * All athletes with that tag are automatically included

    <Frame>
      <img alt="Selecting a tag in the Send To field to message a group of athletes" />
    </Frame>
  </Step>

  <Step title="Compose and send">
    Write your message and send to the entire group at once.
  </Step>
</Steps>

### Combining multiple tags

You can message athletes who have ANY of several tags:

* Select "Elite Program" tag
* Also select "Advanced Training" tag
* Message goes to anyone in EITHER group

<Note>
  **Overlap handling**: If an athlete has both tags, they still only receive one message.
</Note>

### Sub-tags

Tags can be nested: a parent tag such as "Travel Program" with sub-tags for each team inside it ("U12 Travel", "U14 Travel"). You create the hierarchy in [People → Tags](/people/tags-filters).

When you pick recipients for an **Announcement** or **SMS** in the Inbox, sub-tags appear nested under their parent tag in the recipient list. Select the sub-tag to message just that nested group, or the parent tag for the wider one; you do not have to pick the parent and then trim people by hand.

<Tip>
  Nest by season or program, then team: "Fall 2026 → U12 → Blue". A schedule change for one team goes to that sub-tag; a facility closure goes to the parent.
</Tip>

## Strategic tagging for different message types

### For In-App messages

Best tags for In-App group messages:

* Program enrollment ("Fall Basketball", "Speed Training")
* Feedback groups ("Needs Form Review", "Technique Focus")
* Progress tracking ("Ready for Advanced", "Competition Eligible")

### For SMS messages

Cost-conscious tags for urgent SMS:

* "Primary Contacts" (parents who need immediate updates)
* "No App Access" (those who only receive SMS)
* "Emergency Contacts" (for weather/safety issues)

### For announcements

Broad tags for announcements:

* "All Athletes 2024"
* "Parents"
* "Summer Camp Registered"

## Common questions

<AccordionGroup>
  <Accordion title="Can an athlete have multiple tags?">
    Yes! Athletes can have unlimited tags. Use multiple tags to create detailed segments (e.g., "Varsity" + "Needs Payment" + "Tuesday Group").
  </Accordion>

  <Accordion title="Do removed athletes keep their tags?">
    If you remove someone from your People list, they lose all tags. If they're re-added later, you'll need to retag them.
  </Accordion>

  <Accordion title="Can athletes see their tags?">
    No, tags are internal organization tools only visible to coaches and admins.
  </Accordion>

  <Accordion title="What happens if I delete a tag?">
    The tag is removed from all athletes, but it doesn't delete the athletes themselves. Past messages sent using that tag remain unchanged.
  </Accordion>

  <Accordion title="Can I send to a sub-tag without messaging the whole parent group?">
    Yes. In the Announcement or SMS recipient picker, sub-tags are listed under their parent tag. Choose the sub-tag on its own and only people with that sub-tag receive the message.
  </Accordion>

  <Accordion title="Can I message athletes who DON'T have a tag?">
    Not directly, but you can filter for athletes without specific tags in the People section, then select them manually for messaging.
  </Accordion>
</AccordionGroup>

## Best practices

<Tip>
  **Naming convention**: Use clear, consistent naming:

  * ❌ "Tues" → ✅ "Tuesday Training"
  * ❌ "Good kids" → ✅ "Advanced Level"
  * ❌ "\$\$" → ✅ "Payment Outstanding"
</Tip>

<Tip>
  **Color coding**: While CoachIQ doesn't have colored tags, use prefixes:

  * "TEAM: Varsity"
  * "STATUS: Active"
  * "URGENT: Needs Form"
</Tip>

<Tip>
  **Test before sending**: Always filter by a tag in People first to verify you're messaging the right group, especially for SMS and announcements, whose email copies also use [messaging credits](/inbox/sms-credits).
</Tip>

## Tag templates for quick setup

### Youth sports program

* Age Groups: U10, U12, U14, U16, U18
* Skill Levels: Recreational, Competitive, Elite
* Sessions: Spring 2024, Summer 2024, Fall 2024
* Status: Active, Trial, Alumni

### Individual training business

* Training Type: Strength, Speed, Skills, Recovery
* Package: Monthly, Per-Session, Unlimited
* Schedule: Morning, Afternoon, Evening, Weekend
* Goals: College Prep, Fitness, Competition

### Multi-location facility

* Location: North Gym, South Field, Main Facility
* Coaches: Coach Mike, Coach Sarah, Coach Tom
* Programs: Basketball, Soccer, Performance
* Membership: Gold, Silver, Bronze

## Related articles

* [In-App Messages - Direct Athlete Communication](/inbox/in-app-messages)
* [SMS Messages - Setup and Best Practices](/inbox/sms-messages)
* [Announcements - Broadcasting to Your Team](/inbox/announcements)
* [Managing Your Inbox](/inbox/inbox-overview)


# How to Use the CoachIQ Help Center
Source: https://help.coachiq.io/index

Find the right guide, follow visual walkthroughs, and give your AI assistant reliable CoachIQ documentation.

Use this Help Center whenever you want to learn a feature, complete a task, or work through a problem in CoachIQ. Start with a search or choose the area of the product you're working in.

<CardGroup>
  <Card title="Find a feature" icon="compass" href="#find-the-right-guide">
    Use search and the sidebar to get to the instructions you need.
  </Card>

  <Card title="Use CoachIQ with AI" icon="plug" href="/getting-started/use-coachiq-with-ai">
    Give ChatGPT or Claude feature knowledge, live business access, and your business context.
  </Card>
</CardGroup>

## Find the right guide

**Search for your task.** Open search at the top of the page, or press **⌘K** on Mac or **Ctrl+K** on Windows. Try a feature name, a button label, or a short phrase such as “connect Stripe,” “team registration,” or “filter a sheet.” If the result is too broad, add the feature you're using.

**Browse by product area.** The sidebar groups guides around CoachIQ's main areas. Expand a group to see its articles. On a phone, open the menu beside the page breadcrumb to browse the same navigation.

**Jump to a step.** Use **On this page** in longer articles to find the section you need. Follow related-guide links when a task continues in another area, such as connecting a product to team registration.

## Choose what you're working on

<CardGroup>
  <Card title="Scheduling" icon="calendar" href="/scheduling/overview">
    Schedulers, availability, sessions, and bookings.
  </Card>

  <Card title="Payments" icon="credit-card" href="/payments/getting-started">
    Stripe, products, credits, and subscriptions.
  </Card>

  <Card title="People & Teams" icon="users" href="/people/overview">
    Client profiles, families, staff, and team rosters.
  </Card>

  <Card title="Inbox" icon="envelope" href="/inbox/inbox-overview">
    Messages, email, announcements, and messaging credits.
  </Card>

  <Card title="Website & Athlete Portal" icon="browser" href="/getting-started/dashboard">
    Find your website, portal, and builder controls.
  </Card>

  <Card title="Content" icon="photo-film" href="/content/content-overview">
    Media, programs, lessons, and video analysis.
  </Card>

  <Card title="Sheets" icon="table" href="/tools/sheets/overview">
    Work with live records and your own tracking columns.
  </Card>

  <Card title="Teams" icon="people-group" href="/people/teams/overview">
    Manage a season's roster, registration, and schedules.
  </Card>

  <Card title="Forms & Automations" icon="bolt" href="/tools/forms/overview">
    Collect information and connect it to useful workflows.
  </Card>
</CardGroup>

Find account access, connections, billing, and data tools under [Settings](/settings/index). For automation setup, open [Automations](/tools/automations/what-are-automations).

## Follow a walkthrough

Start with the guide's access requirements and **where to find it** instructions, then follow the steps in order. Screenshots show the controls to look for; example names and records will differ from your business. Select a screenshot to enlarge it when you need a closer look.

If a button or feature is missing, check that you're in the intended organization and group and that your staff role has access. Some features, including Teams, must be enabled for your organization. Use the guide's troubleshooting section for the next checks.

A few terms help you choose the right article:

| Term              | What it means                                             |
| ----------------- | --------------------------------------------------------- |
| Scheduler         | The setup that defines availability and booking settings. |
| Session           | A dated occurrence an athlete participates in.            |
| Athlete Portal    | The experience your athletes and parents use.             |
| Session credits   | Credits athletes use to book eligible sessions.           |
| Messaging credits | Your business's balance for metered messages.             |

## Use the other Help Center sections

| Section                          | Start here when you want to…                                       |
| -------------------------------- | ------------------------------------------------------------------ |
| **Help Center**                  | Learn a feature or complete a task in CoachIQ.                     |
| [Business Guides](/guides/index) | Work on pricing, hiring, marketing, or running your facility.      |
| [Power-Ups](/power-ups/index)    | Explore additional services and their setup.                       |
| [Change log](/changelog)         | See released improvements and follow links to the relevant guides. |

## Give your AI assistant the right context

The Help Center can teach an assistant how CoachIQ works. Connecting CoachIQ through MCP lets it use your current business information and supported tools. A private Project holds your goals and working preferences.

[Use CoachIQ with AI](/getting-started/use-coachiq-with-ai) explains how to put those three pieces together, with separate connection walkthroughs for ChatGPT and Claude and one copyable Project setup prompt.

## Get help or flag an unclear guide

Use the feedback controls at the bottom of an article to tell us whether it helped. If you need help with your account, contact Support through the in-app chat or [email CoachIQ Support](mailto:info@coachiq.io). Include the guide link, the step you're on, and what happened. You can also [join Office Hours](https://cal.com/team/coach-iq/office-hours) for a walkthrough with our team.


# Using Products in Your Business
Source: https://help.coachiq.io/payments/attach-products

Attach products to session schedulers, programs, and forms to start accepting payments from clients

<Info>
  **Three places to use products**: Session schedulers, programs, and forms
</Info>

## Where products attach

Products don't generate revenue until attached to something clients interact with:

**Session Schedulers** → Clients book time slots and pay **Programs** → Clients purchase access to locked content **Forms** → Clients submit forms with payment

One product can attach to multiple places. Reuse products across your offerings.

## Attach products to session schedulers

<Steps>
  <Step title="Navigate to scheduler payment settings">
    1. Go to **Schedule** in left sidebar
    2. Click **Schedulers**
    3. Select the scheduler you want to add payment to
    4. Scroll to **Payment Settings** section

    <Frame>
      <img alt="CoachIQ scheduler payment settings section with payment method options" />
    </Frame>
  </Step>

  <Step title="Choose payment method">
    Select one of four options:

    **Free** - No payment required, clients book without charge

    **Product** - Client must purchase a product to book

    **Credits** - Client must have credits to book (no direct payment)

    **Product OR Credits** - Client can either buy product or use existing credits

    <Tip>
      **Most common:** Product OR Credits. Gives clients flexibility to pay directly or use credits from packages.
    </Tip>
  </Step>

  <Step title="Select product(s)">
    If you selected Product or Product OR Credits:

    1. Click **Add Product**
    2. Select product from dropdown
    3. Add multiple products if offering different pricing options

    Clients see all attached products as payment choices during booking.
  </Step>

  <Step title="Save scheduler">
    Click **Save** at the top or bottom of the scheduler.

    <Check>
      **Connected.** Clients can now book this scheduler with payment.
    </Check>
  </Step>
</Steps>

### How clients book paid sessions

<Steps>
  <Step title="Client selects session">
    Client goes to your booking page and chooses the scheduler.

    <Frame>
      <img alt="Athlete view of a CoachIQ scheduler booking page" />
    </Frame>
  </Step>

  <Step title="Client picks time slot">
    Client selects date and available time.
  </Step>

  <Step title="Payment screen appears">
    Client sees payment options:

    * Product(s) you attached
    * Use Credits (if Product OR Credits is configured and they have credits)
  </Step>

  <Step title="Client completes purchase">
    Client enters payment info and confirms.
  </Step>

  <Step title="Booking confirmed">
    Session appears on both your calendar and client's calendar.

    Client receives confirmation email with session details.
  </Step>
</Steps>

## Attach products to programs

<Steps>
  <Step title="Navigate to program paywall settings">
    1. Go to **Content** in left sidebar
    2. Click **Programs**
    3. Select the program you want to paywall
    4. Click **Change** next to the \*\*Share \*\*at the top of the page

    <Frame>
      <img alt="CoachIQ program share settings with paywall toggle" />
    </Frame>
  </Step>

  <Step title="Enable paywall">
    Toggle **Paywalled** to ON.

    <Info>
      Paywall locks all program content behind a purchase requirement.
    </Info>
  </Step>

  <Step title="Select product(s)">
    Choose which product grants access to this program.

    Clients must purchase this product to unlock program content.

    <Tip>
      Use One-Time products for lifetime access or Subscription products for access while subscribed.
    </Tip>
  </Step>

  <Step title="Save program">
    Click **Save**.

    <Check>
      **Paywalled.** Program content is now locked until purchase.
    </Check>
  </Step>
</Steps>

### How clients access paid programs

<Steps>
  <Step title="Client views program">
    Client navigates to program in their Athlete Portal.
  </Step>

  <Step title="Locked content appears">
    Program shows as locked with purchase requirement.
  </Step>

  <Step title="Client clicks unlock/purchase">
    Client clicks button to purchase access.
  </Step>

  <Step title="Payment screen appears">
    Client completes purchase of the required product.

    <Frame>
      <img alt="Client checkout screen for a paywalled CoachIQ program" />
    </Frame>
  </Step>

  <Step title="Program unlocks">
    All program content becomes immediately accessible.

    Client can view videos, documents, workouts, and all program materials.
  </Step>
</Steps>

## Attach products to forms

<Steps>
  <Step title="Open form builder">
    1. Go to **Tools** in left sidebar
    2. Click **Forms**
    3. Select existing form or create new form
  </Step>

  <Step title="Add connected products">
    1. Click **Connections**
    2. Toggle **Add Product(s)**
    3. Drag payment field to desired position in form

    <Tip>
      Place payment field near the end of form, after collecting all necessary information.
    </Tip>
  </Step>

  <Step title="Configure payment field">
    **Select product:** Choose which product to connect

    <Frame>
      <img alt="CoachIQ form builder connections panel with product attached" />
    </Frame>
  </Step>

  <Step title="Save and publish form">
    Click **Create Form** to make form live.

    <Check>
      **Form ready.** Clients now pay when submitting this form.
    </Check>
  </Step>
</Steps>

### How clients submit forms with payment

<Steps>
  <Step title="Client fills out form">
    Client enters all required information (name, contact, questions, etc.).

    <Frame>
      <img alt="Client filling out a CoachIQ form with payment field" />
    </Frame>
  </Step>

  <Step title="Payment field appears">
    Client reaches payment section showing:

    * Product name and price
    * Payment field for card details
  </Step>

  <Step title="Client enters payment">
    Client provides credit card information.

    <Info>
      Payment processes through Stripe. Card details never touch CoachIQ servers.
    </Info>
  </Step>

  <Step title="Confirmation">
    Client receives:

    * Form submission confirmation
    * Payment receipt
    * Any credits (if product issues them)
  </Step>
</Steps>

## Paywall vs. credits vs. free

Understanding when to use each payment method:

**Free** - No payment required

* Use for: Complimentary sessions, internal team use, evaluation sessions

**Paywall** \*\*Only \*\*- Direct purchase required, no credits accepted

* Use for: When you don't want to manage credit system, single-purchase offerings

**Credits** - Must have credits, no direct purchase option

* Use for: When you only want existing clients/members to book (no new purchases)

**Paywall OR Credits** - Client chooses payment method or uses credits

* Use for: Maximum flexibility, most common setup

<Tip>
  **Recommended:** Use Paywall OR Credits for most schedulers. Gives clients choice while allowing new purchases.
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Product doesn't appear in dropdown">
    **Check these:**

    * Product is published (not draft)
    * Product isn't archived
    * You're looking in correct section (schedulers vs programs vs forms)
    * Refresh the page

    If still missing, go to Payments → Products and verify product status.
  </Accordion>

  <Accordion title="Client says they can't book">
    **Verify:**

    * Product is attached to scheduler
    * Product price is correct (not accidentally $0 or $10,000)
    * Stripe is connected and in Live Mode
    * Client has valid payment method

    Test the booking flow yourself to identify where it breaks.
  </Accordion>

  <Accordion title="Credits aren't working">
    Credits require configuration in both Products AND Schedule sections.

    **Check:**

    * Product has credits enabled
    * Number of credits is specified
    * Scheduler payment method includes "Credits" option
    * Scheduler is in the product's allowed usage list

    [Learn more about credits →](/payments/credits/credit-system-overview)
  </Accordion>

  <Accordion title="Want to require membership before booking">
    Set scheduler payment method to **Credits** only.

    Then only clients with active membership subscriptions (which issue credits) can book.

    This prevents one-off purchases and ensures only members access these sessions.
  </Accordion>
</AccordionGroup>

## Next steps

1. [Understand credits](/payments/credits/credit-system-overview) - Learn the credit system
2. [View transactions](/payments/transactions) - Monitor incoming payments

## Related articles

* [Products Overview](/payments/product-overview)
* [Creating Your First Product](/payments/creating-first-product)
* [Product Types Explained](/payments/product-types)
* [Credits Overview](/payments/credits/credit-system-overview)


# Connect and Manage Stripe
Source: https://help.coachiq.io/payments/connecting-stripe

Connect Stripe, check payment and payout status, and see which Stripe products are configured in CoachIQ.

Open **Settings → Stripe**, or **Settings → Connections → Stripe → Manage**.

## Connect your account

<Steps>
  <Step title="Open Stripe settings as an Admin">
    Choose the correct CoachIQ organization. Only Admins can connect or disconnect Stripe; Coach-role staff see guidance to ask an administrator.
  </Step>

  <Step title="Choose Connect Stripe">
    Sign in to the Stripe account you want to use, or create one through Stripe's flow. If you have several accounts, check the business before authorizing.
  </Step>

  <Step title="Authorize and return to CoachIQ">
    Complete the Stripe flow and return to the integration page. Check the business name, masked account ID, and live/test label.
  </Step>
</Steps>

## Check account health

<Frame>
  <img alt="Stripe test account showing separate connection, payment, and payout status" />
</Frame>

This example shows a **Test account**. Check your own account label before accepting live payments.

The account card separates **Connected to CoachIQ**, **Payments enabled/paused**, and **Payouts enabled/paused**. A connected account is not necessarily ready to take payments or receive payouts.

If Stripe needs more information, use **Review in Stripe** and follow its requirements. A verification notice does not mean you should reconnect. If account status is unavailable, retry instead of treating the account as healthy or disconnected.

**Open Stripe dashboard** opens the connected account. The live/test label identifies the connected environment; switching a view in Stripe's dashboard does not switch CoachIQ's payment environment.

## Understand product relationships

**Products in this Stripe account** shows Stripe products, pricing, and their relationship to CoachIQ. Use Previous/Next for longer lists.

| Label              | Meaning                                                                                                          |
| ------------------ | ---------------------------------------------------------------------------------------------------------------- |
| In CoachIQ         | The Stripe product has a saved relationship to at least one CoachIQ product. Use **Open in CoachIQ** to view it. |
| Stripe only        | The product has not been added to CoachIQ. This is informational, not a failed payment or import request.        |
| Status unavailable | CoachIQ could not confirm the relationship. Retry rather than assuming it is unlinked.                           |
| Archived           | The Stripe product is archived; an existing relationship does not make it purchasable.                           |

Connecting Stripe does not automatically add all Stripe products to CoachIQ. Use **Manage CoachIQ products** to open **Payments → Products** for product setup, prices, credits, and access. Matching is based on saved Stripe identifiers, not matching product names.

The old Products/Invoices tabs and import button in Stripe settings have been replaced by this view. Manage invoices in the appropriate billing area or Stripe dashboard.

## Disconnect

**Disconnect Stripe** is at the bottom of the page and requires confirmation. Disconnecting does not cancel existing Stripe subscriptions or delete your CoachIQ product setup. If the attempt fails, the confirmation shows the error with **Try again** and **Keep connected**; the connection remains intact. See [Disconnect Stripe](/payments/disconnect-stripe).

Demo Stripe connections managed by CoachIQ cannot be disconnected here.


# Coupons
Source: https://help.coachiq.io/payments/coupon-overview

Create and manage discount codes for promotions, partnerships, and special offers

<Info>
  **Where to find this**: Payments → Coupons
</Info>

## What coupons are

Coupons are discount codes that reduce product prices at checkout:

* Percentage discounts (10%, 25%, 50% off)
* Fixed amount discounts ($10, $25 off)
* Free access (100% off)

Clients enter coupon codes during checkout to apply discounts automatically.

## The Coupons page

Navigate to **Payments → Coupons** to view all discount codes.

**Page displays:**

* Coupon code
* Discount type (Free, Percentage, Amount)
* Value off
* Redemption count
* Membership discount duration
* Eligibility and selected products

**Available actions:**

* Create new coupon
* Delete a coupon using its row action

## Three coupon types

<Tabs>
  <Tab title="Free">
    **100% off - No payment required**

    Product becomes free when coupon applied.

    **When to use:**

    * Promotional giveaways
    * Scholarship access
    * Sponsor/donor complimentary sessions
    * Contest prizes

    **Example:** FREESESSION code makes \$75 session free

    <Info>
      Free coupons still require checkout process to capture client info and issue credits.
    </Info>
  </Tab>

  <Tab title="Percentage Off">
    **Discount by percentage**

    Reduces price by specified percentage.

    **When to use:**

    * Promotional campaigns (25% off sale)
    * Referral rewards (20% off for referrals)
    * Seasonal discounts
    * Member benefits (for an automatic discount tied to a membership, use [Member discounts](#member-discounts) instead)

    **Examples:**

    * 10OFF = 10% discount
    * SPRING25 = 25% off
    * HALF = 50% discount

    <Tip>
      Percentage discounts scale with product price. $100 product with 25% off = $25 discount. $200 product with 25% off = $50 discount.
    </Tip>
  </Tab>

  <Tab title="Amount Off">
    **Fixed dollar discount**

    Reduces price by specific dollar amount.

    **When to use:**

    * Fixed-value promotions (\$10 off any purchase)
    * Bundle discounts (\$50 off packages)
    * Retention offers (\$25 off return visit)

    **Examples:**

    * SAVE10 = \$10 off
    * BUNDLE50 = \$50 off
    * TWENTYFIVE = \$25 off

    <Warning>
      Amount-off coupons can't reduce price below $0. $10 off a $5 product results in $0 charge, not negative.
    </Warning>
  </Tab>
</Tabs>

## Common use cases

<CardGroup>
  <Card title="Promotions" icon="megaphone">
    Limited-time sales, seasonal offers, launch discounts
  </Card>

  <Card title="Referrals" icon="user-plus">
    Reward clients who refer friends with discount codes
  </Card>

  <Card title="Partnerships" icon="handshake">
    Corporate codes, sponsor access, organization discounts
  </Card>

  <Card title="Retention" icon="arrow-rotate-left">
    Win-back offers, loyalty rewards, comeback incentives
  </Card>

  <Card title="Influencer" icon="star">
    Unique codes for social media promoters and affiliates
  </Card>

  <Card title="Apology" icon="face-frown">
    Service recovery, issue compensation, goodwill gestures
  </Card>
</CardGroup>

## Coupon vs. Access Code product

**Two ways to offer special access:**

<Tabs>
  <Tab title="Coupon">
    **Discount applied to existing product**

    * Create one coupon
    * Works with any product
    * Client selects product, then applies coupon
    * More flexible - one coupon for multiple products

    **Example:** SUMMER25 code gives 25% off any product
  </Tab>

  <Tab title="Access Code Product">
    **Separate product requiring code**

    * Create Access Code product type
    * Works only for that specific product
    * Client enters code to see/purchase product
    * More controlled - specific product with specific code

    **Example:** CORPORATE2025 unlocks "Corporate Partner Sessions" product

    [Learn about Access Code products →](/payments/product-types)
  </Tab>
</Tabs>

<Tip>
  **General promotions:** Use coupons (one code for many products)

  **Specific partnerships:** Use Access Code products (controlled access to dedicated product)
</Tip>

## How clients use coupons

<Steps>
  <Step title="Client selects product">
    Client goes to booking page or product purchase and selects what they want.
  </Step>

  <Step title="Client enters coupon code">
    At checkout, client finds "Coupon Code" or "Promo Code" field and enters code.
  </Step>

  <Step title="Discount applies">
    Price updates immediately to reflect discount.

    Client sees:

    * Original price (strikethrough)
    * Discount amount
    * New total

    <Frame>
      <img alt="Checkout screen showing coupon applied with discounted price" />
    </Frame>
  </Step>

  <Step title="Client completes purchase">
    Client pays discounted amount and receives product/credits.
  </Step>
</Steps>

## Coupon list columns explained

**Code**: Exact text client must enter

Enter or share the code exactly as created.

**Type**: Free, Percentage Off, or Amount Off

**Value Off**:

* Free: 100%
* Percentage: 10%, 25%, 50%, etc.
* Amount: $10, $25, \$50, etc.

**Redemptions**: Number of times coupon has been used

* Tracks usage count
* Compares against limit (if set)
* Example: 15/100 = 15 uses out of 100 limit

**Membership duration**: Shown beneath the discount type, such as Every payment.

**Eligibility / Products**: Shows product restrictions or automatic member-discount requirements. Review these alongside redemption limits.

## Filter coupons

**Filter by type:**

* All coupons
* Free only
* Percentage off only
* Amount off only

Use the type filters beside the coupon list to narrow the table.

## Coupon limitations and controls

**Redemption limits:**

* Unlimited uses (default)
* Limited total uses (50, 100, 500, etc.)
* One use per client (requires sign-in)
* First purchase only (no previous purchases in this business, including free orders)
* An expiration date for new redemptions
* A minimum order amount
* Selected products only

<Frame>
  <img alt="New coupon builder showing use limits, expiry, minimum order, automatic member discount and product restrictions" />
</Frame>

## Coupons and subscriptions

Choose how long the discount applies when creating the coupon:

| Duration               | Effect                                                                                                  |
| ---------------------- | ------------------------------------------------------------------------------------------------------- |
| First payment only     | Discounts the first invoice, then renews at the regular price                                           |
| A set number of months | Discounts invoices within 1–36 calendar months from signup; this is not a count of sessions or payments |
| Every payment          | Keeps the discount on future payments                                                                   |

One-time products receive their discount once. Checkout shows the introductory amount and later renewal price. An expiration date controls when a code can be redeemed; it is separate from the duration of a discount already applied to a membership.

**Initial fees are discounted too.** If the membership has an [initial down payment](/payments/product-builder#section-2-payment-options), the coupon can reduce that up-front fee as well as eligible recurring charges within its discount duration. A 100%-off code on a month-to-month membership therefore makes the first payment genuinely free, rather than free on the recurring price only.

<Info>
  Use **First payment only** for an introductory offer instead of planning to remove a recurring discount manually. Automatic member discounts keep their ongoing membership rules.
</Info>

## Member discounts

Member discounts are automatic: anyone who holds a specific membership pays less for your other products, with no code to enter. Set them up when facilities want team members to get member pricing on camps, clinics, rentals, or add-on memberships.

**How it works**

1. Open the membership product in the Product Builder (**Payments → Products**). The membership you edit is the qualifying membership: whoever has it active gets the discount.
2. In the product's settings, turn on member discounts and set the discount.
3. Choose which products it applies to: a hand-picked list, or **all products**. The list can include other memberships and one-time products.
4. Save. From then on, when an active member checks out on one of those products, the discount is applied automatically and shown in the price breakdown.

**Coupon or member discount?**

|                        | Coupon                                                          | Member discount                                        |
| ---------------------- | --------------------------------------------------------------- | ------------------------------------------------------ |
| Who gets it            | Anyone with the code                                            | Anyone with the qualifying membership active           |
| How it's applied       | Client types the code at checkout                               | Automatically at checkout                              |
| Scope                  | Any product you allow on the coupon                             | Products you select on the membership, or all products |
| Redemption eligibility | The code must meet its expiry, usage, product, and client rules | The qualifying membership must be active               |

<Tip>
  Use a coupon for a time-limited promotion anyone can share. Use a member discount for a standing perk that should follow the membership without you handing out codes.
</Tip>

The member discount setting is described field-by-field in the [Product Builder reference](/payments/product-builder#section-2-payment-options).

## Creating your first coupon

1. Open **Payments → Coupons → Create coupon**.
2. Enter the **Coupon code**, then choose **Free**, **Percentage off**, or **Amount off**. Enter the percentage or amount when required.
3. Under **On memberships, this discount applies to**, choose **First payment only**, **A set number of months**, or **Every payment**. Enter 1–36 months for a limited duration.
4. Under **Limits**, leave **Unlimited use** on or turn it off to set a total use limit. Add any per-client, first-purchase, expiry, or minimum-order restrictions.
5. Under **Products**, leave **Limit to selected products** off for all products, or turn it on and choose the eligible products. Use **Automatic member discount** only for a membership-based offer.
6. Review the code, discount, duration, and restrictions, then click **Create coupon**. **Cancel** closes an unsaved example.

<Frame>
  <img alt="Create coupon with Percentage off selected, 25 percent discount, and a three-month membership duration" />
</Frame>

## Tracking coupon performance

**Metrics to monitor:**

**Redemption count:** How many times used

**Revenue impact:** Total discount given away

**Conversion rate:** Coupon uses / Coupon impressions

**Most popular codes:** Which coupons clients use most

**Least used codes:** Which promotions aren't working

Use redemption data to:

* Measure campaign success
* Adjust discount amounts
* Identify effective channels
* Plan future promotions

## Best practices

**Code naming:**

* Make codes memorable (SPRING25, not XJ7H2K9)
* Include discount in name when possible (25OFF)
* Match campaign (REFER20 for referral program)
* Keep them short (under 15 characters)

**Discount sizing:**

* Test different amounts to find sweet spot
* Too small: Doesn't motivate action
* Too large: Erodes margins unnecessarily
* Common sweet spot: 20-30% for percentage, $25-$50 for amount

**Promotion timing:**

* Limited time creates urgency (48-hour sale)
* Seasonal alignment (SUMMER, NEWYEAR)
* Event-based (GRANDOPENING, ANNIVERSARY)

**Communication:**

* Clearly state terms (expires, limits, restrictions)
* Make codes easy to find and share
* Remind clients of expiration dates
* Celebrate redemptions (thank clients who use codes)

## Related articles

* [Product Types Explained](/payments/product-types)
* [Product Overview](/payments/product-overview)
* [Product Builder](/payments/product-builder)


# Understanding CoachIQ's Credit System
Source: https://help.coachiq.io/payments/credits/credit-system-overview

Complete guide to how credits work, why to use them, and how they benefit your coaching business

<Info>
  **New to credits?** Think of them like punch cards or arcade tokens—athletes buy credits upfront, then redeem them for sessions instead of paying each time.
</Info>

<Info>
  **Where to configure credits**: Payments → Products → \[Product] → Credits section. Credits are optional—many coaches use products for payment only and never issue credits.
</Info>

## What are credits?

Credits are a **pre-paid booking currency** that athletes purchase in packages and redeem when booking sessions with you. Instead of paying 50 each time they book, an athlete might buy a "10-Credit Package" for 450 upfront, then use 1 credit per session.

**Real-world analogy**: Like a gym membership punch card or Starbucks rewards—pay once, use credits multiple times.

### The basic credit flow

<Steps>
  <Step title="Athlete purchases credits">
    Athlete buys a credit package from you:

    * "10-Credit Package - \$450"
    * "20-Credit Package - \$800"
    * "Monthly Unlimited - 8 Credits/month"

    **Result**: Credits added to athlete's account balance
  </Step>

  <Step title="Athlete books sessions">
    When booking, athlete chooses to pay with credits:

    * Selects "60-Min Private Training" (costs 1 credit)
    * Clicks "Book with Credits" instead of paying \$50
    * 1 credit deducted from their balance

    <Frame>
      <img alt="Booking payment screen showing the option to use a credit instead of paying" />
    </Frame>

    **Result**: Session booked, credit consumed, athlete has 9 credits remaining
  </Step>

  <Step title="Athlete uses remaining credits">
    Athlete continues booking sessions using their credit balance:

    * Books again next week (8 credits left)
    * Books again (7 credits left)
    * Continues until credits run out

    **Result**: Predictable booking experience, no payment friction each time
  </Step>

  <Step title="Athlete runs out, buys more">
    When credits run low, athlete purchases another package:

    * Receives low-balance notification
    * Buys new 10-credit package
    * Balance replenished, continues training

    **Result**: Recurring revenue cycle established
  </Step>
</Steps>

***

## Why use credits instead of direct payment?

<Tabs>
  <Tab title="For Your Business">
    **Financial benefits:**

    ✅ **Upfront cash flow**: Get paid 450 today instead of 50 × 10 over 10 weeks\
    ✅ **Higher commitment**: Athletes who buy packages stick around longer (80%+ retention vs 50% pay-per-session)\
    ✅ **Predictable revenue**: Know exactly how much money is "in the bank" via sold credits\
    ✅ **Reduced transaction fees**: 1 transaction for 10 sessions instead of 10 separate charges\
    ✅ **Package discounts**: Sell 10 credits for 450 (45/credit) vs 50 per session—athlete saves, you secure \$450 upfront

    **Operational benefits:**

    ✅ **Faster booking**: No payment processing at booking time (credit already owned)\
    ✅ **Fewer no-shows**: Athletes less likely to waste pre-paid credits\
    ✅ **Flexible offerings**: Different credit packages for different athlete types\
    ✅ **Easier refunds**: Refund credits instead of money (keeps cash in business)\
    ✅ **Subscription compatibility**: Combine with monthly credit subscriptions for recurring revenue

    <Check>
      **Bottom line**: Credits improve cash flow, increase retention, and reduce administrative overhead.
    </Check>
  </Tab>

  <Tab title="For Athletes">
    **Why athletes love credits:**

    ✅ **Cost savings**: Package discounts (buy 10, save \$50)\
    ✅ **Simplified booking**: No payment step at booking time\
    ✅ **Commitment tool**: Helps them stay accountable (already paid)\
    ✅ **Flexibility**: Use credits across different session types\
    ✅ **Gift-friendly**: Can purchase as gifts or receive from others\
    ✅ **Progress tracking**: Visual credit balance = training progress

    **Example athlete experience:**

    "I bought a 20-credit package for $800 in January. Every time I book, it just asks how many credits to use—no entering my card info repeatedly. I can see I have 12 credits left, which motivates me to keep training. When I run low, I just buy another package. So much easier than paying $50 every single session!"

    <Tip>
      **Marketing angle**: Position credit packages as "better value" and "convenient commitment tool"—athletes respond well to both benefits.
    </Tip>
  </Tab>

  <Tab title="Common Misconceptions">
    **What credits are NOT:**

    ❌ **Not a membership fee**: Credits are used per booking, not monthly access\
    ❌ **Not automatic**: Athletes choose when to use credits (not auto-deducted)\
    ❌ **Not restrictive**: Can offer both credit-based AND direct-payment options\
    ❌ **Not complicated**: Athletes understand "tokens" and "punch cards" intuitively\
    ❌ **Not required**: You can run entire business without credits if preferred

    **Addressing concerns:**

    "*Won't athletes get confused?*"\
    → No more than gym memberships or coffee rewards—familiar concept

    "*What if athletes don't use all their credits?*"\
    → Set expiration dates, send low-balance reminders, offer rollover policies

    "*Isn't this risky? I'm giving sessions before getting paid!*"\
    → Opposite—you GET PAID FIRST, then deliver sessions. Better cash flow than pay-per-session.
  </Tab>
</Tabs>

***

## How credits work in CoachIQ

### Credit packages (Products)

Credits are sold through **Products** in CoachIQ's payment system. There are two ways to issue credits:

**Product Types That Issue Credits:**

<Tabs>
  <Tab title="One-Time Payment Products">
    **How it works**: Single purchase, all credits issued immediately

    **Example**: "10-Credit Package - \$450"

    * Athlete pays \$450 once
    * Receives 10 credits instantly
    * Uses credits until depleted
    * Purchases another package when ready

    **Best for**: Pay-as-you-go coaching, flexible commitments, trial packages

    **Configuration**: Create product → Enable "Add credits once purchased" → Set credit amount

    <Frame>
      <img alt="CoachIQ product setting to add credits once a one-time payment is purchased" />
    </Frame>
  </Tab>

  <Tab title="Subscription Products">
    **How it works**: Recurring payment, credits issued per billing cycle

    **Example**: "Monthly Membership - \$250/month (5 credits/month)"

    * Athlete pays \$250 monthly
    * Receives 5 fresh credits each month
    * Credits may expire or roll over (your choice)
    * Auto-renews as long as subscription active

    **Best for**: Predictable recurring revenue, committed athletes, membership models

    **Configuration**: Create subscription → Set frequency (Month/Week/Year) → Enable "Add credits once purchased" → Set credits per cycle

    **Special feature**: Can set "Unlimited credits" for subscription period (displays as `∞` symbol)

    <Frame>
      <img alt="CoachIQ subscription product setting to issue credits per billing cycle" />
    </Frame>
  </Tab>
</Tabs>

**What you set in the Product Builder (Credits section):**

* Toggle credits ON ("Add credits once purchased")
* Number of credits issued (e.g., 10 credits)
* Expiration (30 days, 90 days, never, etc.)
* Which schedulers accept these credits (Usage Limits → Redeemable Schedulers)

<Frame>
  <img alt="Credit Limits in Product Builder" />
</Frame>

**What athlete receives:**

* Credits added to their account balance immediately after purchase
* Ability to use credits when booking schedulers that accept them
* Credit balance tracked in Athlete Portal and mobile app

<Note>
  **Important**: You create credit-issuing products in **Payments → Products**, then configure schedulers to accept those credits in **Schedule → Schedulers**. It's a two-way linkage—both sides must be configured. Step-by-step: [Setting up credit-based sessions](/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions).
</Note>

***

### Two types of credits

CoachIQ has two distinct credit types that work together:

<Tabs>
  <Tab title="Master Credits (Universal)">
    **What they are**: Credits that can be used for ANY credit-enabled scheduler

    **How they work:**

    * No restrictions on which sessions they can book
    * Used LAST (after scheduler-specific credits are exhausted)
    * Displayed as "Master Credits" in athlete profile

    **When to issue:**

    * General-purpose credit packages
    * Flexibility for athlete to book any service
    * Simple credit system without restrictions

    <Tip>
      Note: Master credits are only added manually by admins, under the athlete's profile → Credits tab. All other credits purchased by users will have a product specific credit bank on their account.
    </Tip>

    <Frame>
      <img alt="Master Credits UI" />
    </Frame>

    **Athlete sees**:

    * "Master Credits: 10"
    * "These credits can be used for any session and have no restrictions"
  </Tab>

  <Tab title="Scheduler-Specific Credits">
    **What they are**: Product credits restricted to designated schedulers only

    Every product purchase creates its own **product-specific credit bank** on the athlete's account. Left unrestricted, that bank behaves like Master Credits (bookable on any credit-enabled scheduler). Restrict it to certain schedulers and you get scheduler-specific credits.

    **How they work:**

    * Can ONLY be used for specific sessions you select
    * Used FIRST (before master credits)
    * Displayed with "Redeemable Sessions" list showing which schedulers accept them

    <Frame>
      <img alt="Product Specific Credits UI" />
    </Frame>

    **When to issue:**

    * Membership packages for specific programs
    * Tiered offerings (Basic members get Class A only, Premium get all classes)
    * Revenue sharing with other coaches (restrict to their sessions)

    **Configuration**: In product builder → Usage Limits → "Redeemable Schedulers" → Select specific schedulers

    **Example**: "Youth Training Package" credits only work for youth sessions, not adult sessions.

    **Athlete sees**:

    * "5 Credit Rising Stars Membership"
    * "Redeemable Sessions: Rising Stars Class (0/∞), Rising Stars Shooting Lab (0/∞)"

    **Use case example**: "Elite Program Membership" grants 10 credits/month but they can only book Elite Class and Elite Shooting Labs—not your basic training sessions.
  </Tab>
</Tabs>

**Credit Priority System:** When athlete books a session, CoachIQ checks credits in this order:

1. **First**: Scheduler-specific credits for that particular scheduler
2. **Last**: Master credits (if scheduler-specific exhausted or don't exist)

***

### Credit-enabled schedulers

Once athletes have credits, they need schedulers configured to accept them.

**Scheduler pricing options:**

<Tabs>
  <Tab title="Credit-Only">
    **Configuration**: Session costs 1 credit (or 2, or 3, etc.)

    **Athlete requirement**: Must have credits to book (no direct payment option)

    **When to use**:

    * Package-deal businesses
    * Want to enforce credit purchases
    * Simplify booking (credits only, no payment decisions)

    **Example**: "60-Min Private Training - 1 Credit"
  </Tab>

  <Tab title="Hybrid (Credit OR Direct Payment)">
    **Configuration**: Session costs 1 credit OR \$50 direct payment

    **Athlete choice**: Use credit if they have one, or pay \$50 if they don't

    **When to use**:

    * Offer flexibility to new athletes
    * Allow drop-ins without forcing package purchase
    * Maximize booking opportunities

    **Example**: "60-Min Private Training - 1 Credit OR \$50"

    <Tip>
      **Best practice**: Price direct payment higher than credit-equivalent to incentivize package purchases. (1 credit = \$45 value, but direct payment =  \$50)
    </Tip>
  </Tab>

  <Tab title="Direct Payment Only">
    **Configuration**: Session costs \$50 (no credit option)

    **Athlete requirement**: Must pay per session

    **When to use**:

    * Trial/assessment sessions (don't want credits used here)
    * Specialty services separate from regular training
    * One-off workshops or events

    **Example**: "Initial Consultation - \$75" (no credits accepted)
  </Tab>

  <Tab title="Free">
    **Configuration**: Session is free

    **No payment or credits required**

    **When to use**:

    * Lead magnets
    * Courtesy sessions for VIP athletes
    * Community events

    **Example**: "Free Assessment Session"
  </Tab>
</Tabs>

***

### Credit balance and tracking

Athletes can see their credit balance within the **Billing** section of the athlete portal

**How to navigate as an athlete:**

1. Log into your respective athlete portal
2. Click or press the profile icon at the top right hand corner of the page
3. Visit \*\*Billing \*\*to view your credit balance

<Frame>
  <img alt="Athlete portal billing page showing credit balance and redeemable sessions" />
</Frame>

**Athlete's Billing Settings Page includes:**

<AccordionGroup>
  <Accordion title="Available Credits section">
    Lists all active credit sources:

    * "10-Credit Package" - Balance: 6 credits
    * "Monthly Membership" - Balance: ∞ (unlimited this period)
    * "Master Credits" - Balance: 3 credits
  </Accordion>

  <Accordion title="Credit Renewals">
    Shows when subscription credits renew:

    * "10/18/2025 (active)"
    * Indicates next billing date for credit refresh
  </Accordion>

  <Accordion title="Credit Expirations">
    Tracks expiring credits:

    * "10/18/2025 (0/5)"
    * Meaning: 0 credits expired out of 5 total issued
    * Helps athletes know if they need to use credits soon
  </Accordion>

  <Accordion title="Redeemable Sessions">
    Shows which schedulers accept current credits:

    * "Rising Stars Class: 0/∞" (unlimited available for this scheduler)
    * "Elite Class: 0/∞" (unlimited available for this scheduler)
    * "Private Sessions: 6" (6 credits available for redemption during the current billing cycle)

    **Per-scheduler tracking**: Each scheduler shows individual usage if restricted credits
  </Accordion>

  <Accordion title="Membership(s)">
    Active subscriptions that issue credits:

    * "Monthly Rising Stars Membership - \$250/month"
    * Next renewal date and status
  </Accordion>
</AccordionGroup>

**What coaches can see:**

* Individual athlete credit balances (in athlete profile → Credits tab)
* Separate tabs for each credit source (Master Credits tab, product-specific tabs)
* Total credits outstanding (all athletes combined)
* Credit usage trends and analytics
* Low-balance athletes (proactive outreach opportunity)

<Frame>
  <img alt="CoachIQ coach dashboard showing athlete credit balances and usage details" />
</Frame>

<Note>
  **Configured vs. managed**: Credits are **configured** in Products, but day-to-day they're **managed** on the athlete's profile—viewing balances, manually adding or removing credits, tracking expirations, reviewing usage logs, and troubleshooting. See [Managing Athlete Credits](/payments/credits/managing-athlete-credits).
</Note>

### Understanding credit display notation

Athletes will see specific symbols and formats in their credit balance:

| Symbol    | Meaning                      | Explanation                                                      |
| --------- | ---------------------------- | ---------------------------------------------------------------- |
| **`6`**   | 6 finite credits             | Standard credit balance—use until depleted                       |
| **`∞`**   | Unlimited credits            | Unlimited WITHIN current subscription period (resets at renewal) |
| **`3/∞`** | Used 3 of unlimited          | Used 3 credits this period, unlimited remaining until renewal    |
| **`0/∞`** | Scheduler-specific available | Shows per-scheduler usage for restricted credits                 |
| **`0/5`** | Expiration tracking          | 0 credits expired out of 5 total issued                          |
| **`0`**   | No credits remaining         | Balance empty—need to purchase or wait for subscription renewal  |

**Product-specific format**: When credits are restricted to a scheduler, the scheduler name follows the count—`3/∞ Rising Stars` (3 used of unlimited for "Rising Stars") or `5/10 Youth Training` (5 of 10 for "Youth Training"). The same notation appears in the athlete's profile under the Credits tab and during booking flows.

<Warning>
  **Common confusion**: `∞` does NOT mean unlimited forever. It means unlimited WITHIN the current billing period. For monthly subscriptions, unlimited credits reset each month.
</Warning>

**Examples in context:**

**Scenario 1: One-time package**

* Athlete bought "10-Credit Package"
* Display: "Credit Balance: 6"
* Meaning: 6 credits remaining from original 10

**Scenario 2: Monthly subscription**

* Athlete has "Unlimited Monthly Membership"
* Display: "Credit Balance: ∞"
* Meaning: Can book unlimited sessions this month, resets next month

**Scenario 3: Subscription with usage**

* Athlete used 3 sessions from monthly unlimited
* Display: "Credit Balance: 3/∞"
* Meaning: Used 3 this month, unlimited remaining until renewal

**Scenario 4: Scheduler-specific credits**

* Athlete has "Rising Stars Membership"
* Display under Redeemable Sessions:
  * "Rising Stars Class: 0/∞"
  * "Rising Stars Shooting Lab: 0/4"
* Meaning: Unlimited bookings for Rising Stars Class and only 4 more bookings available for Rising Stars Shooting Lab this month

## Credit package strategy

### Pricing your packages

**The discount formula:**

Calculate your per-session price, then offer tiered discounts based on package size.

**Example pricing structure:**

| Package            | Credits | Price   | Per-Credit Cost | Discount |
| ------------------ | ------- | ------- | --------------- | -------- |
| Pay-Per-Session    | N/A     | \$50    | \$50.00         | 0%       |
| 5-Credit Starter   | 5       | \$240   | \$48.00         | 4% off   |
| 10-Credit Standard | 10      | \$450   | \$45.00         | 10% off  |
| 20-Credit Premium  | 20      | \$850   | \$42.50         | 15% off  |
| 50-Credit Elite    | 50      | \$2,000 | \$40.00         | 20% off  |

**Why this works:**

* Small discount for small package = low barrier to entry
* Larger discount for larger package = incentive to commit
* Pay-per-session stays highest price = drives package sales

<Tip>
  **Sweet spot**: 10-credit packages are most popular. Price aggressively here (10-15% discount) to drive volume.
</Tip>

***

### Package sizing recommendations

<AccordionGroup>
  <Accordion title="5-Credit Starter Package">
    **Best for**: New athletes, trial periods, testing your service

    **Typical duration**: 2-3 weeks (2x/week training) or 1 month (1-2x/week training)

    **Pricing strategy**: Small discount (5-8% off)

    **Why it works**: Low commitment, easy "yes" for trying you out

    **Example**: "\$240 for 5 Credits - Try before you commit!"
  </Accordion>

  <Accordion title="10-Credit Standard Package">
    **Best for**: Most athletes, 1-2 month commitments

    **Typical duration**: 5 weeks (2x/week) or 10 weeks (1x/week)

    **Pricing strategy**: Meaningful discount (10-12% off)

    **Why it works**: Enough sessions to see results, not overwhelming commitment

    **Example**: "\$450 for 10 Credits - Our most popular package!"

    <Check>
      **Recommended**: Make this your flagship package. Most coaches sell 60-70% of credits in 10-packs.
    </Check>
  </Accordion>

  <Accordion title="20-Credit Premium Package">
    **Best for**: Committed athletes, 2-3 month programs

    **Typical duration**: 10 weeks (2x/week) or 20 weeks (1x/week)

    **Pricing strategy**: Strong discount (15% off)

    **Why it works**: Serious commitment, positions athlete as dedicated

    **Example**: "\$850 for 20 Credits - Best value for committed athletes!"
  </Accordion>

  <Accordion title="Unlimited Monthly Subscription">
    **Best for**: High-frequency athletes, predictable revenue

    **Structure**: Fixed monthly fee, set number of credits per month (e.g., \$400/month = 12 credits)

    **Pricing strategy**: Significant savings for frequent athletes

    **Why it works**: Predictable recurring revenue, athlete locks in

    **Example**: "\$400/month Unlimited - 12 Credits/month (up to 3x/week)"

    See [Subscription Scheduling](/payments/credits/recurring-credit-memberships) for full details.
  </Accordion>
</AccordionGroup>

***

### Common credit configurations

Three product setups that cover most coaching businesses:

<Tabs>
  <Tab title="Simple session package">
    **10-Session Package**

    **Product setup:**

    * Type: One-Time
    * Price: \$650
    * Credits: 10
    * Expiration: 90 days
    * Usage: Any credit-enabled scheduler (no restrictions)

    Client pays \$650 once, gets 10 sessions over 3 months.
  </Tab>

  <Tab title="Monthly membership">
    **Unlimited Monthly Training**

    **Product setup:**

    * Type: Subscription
    * Price: \$200/month
    * Credits: Unlimited credits per month
    * Expiration: End of billing period
    * Usage: Any credit-enabled scheduler (no restrictions)

    Client pays \$200/month, gets unlimited sessions while subscribed.
  </Tab>

  <Tab title="Specialized package">
    **Youth Training Package**

    **Product setup:**

    * Type: One-Time
    * Price: \$500
    * Credits: 8
    * Expiration: 60 days
    * Usage: Youth Training scheduler only

    Client pays \$500, gets 8 sessions but can only book youth training sessions.
  </Tab>
</Tabs>

<Tip>
  Many coaches offer both: single-session products (no credits) and package products (with credits). Gives clients choice.
</Tip>

***

## Advanced credit concepts

### Credit expiration

**Should credits expire?** Depends on your business model.

<Tabs>
  <Tab title="No Expiration ">
    **Policy**: Credits never expire

    **Benefits**:

    * Athlete-friendly, removes pressure
    * Simpler to manage
    * No refund disputes
    * Better for seasonal athletes (ski coaches, summer camps)

    **Drawback**: Athletes might not use credits for months/years

    **Best for**: Building goodwill, long-term athlete relationships
  </Tab>

  <Tab title="Day/Month After Purchase Expiration">
    **Policy**: Credits expire days or months after pruchase

    **Benefits**:

    * Encourages regular training
    * Prevents "credit hoarders"
    * Aligns with typical program lengths

    **Communication required**: Clear expiration warnings at purchase and via email

    **Best for**: High-frequency training businesses, regular weekly schedules
  </Tab>
</Tabs>

<Warning>
  **Legal note**: Some jurisdictions have laws about stored value/gift card expiration. Check local regulations before setting expiration policies.
</Warning>

***

### Credit refunds and transfers

**Common scenarios:**

<AccordionGroup>
  <Accordion title="Athlete wants refund on unused credits">
    **Your options:**

    1. **Full refund**: Return unused credits as money (minus transaction fees)
    2. **Partial refund**: Refund minus a processing/admin fee
    3. **No refunds**: Credits are final sale (most common)
    4. **Credit freeze**: Pause expiration for athlete on extended break

    **Recommended policy**: "No refunds on credit packages, but credits never expire and can be gifted to others."

    **Why**: Protects your cash flow, maintains simplicity
  </Accordion>

  <Accordion title="Athlete wants to transfer credits to friend">
    **Your options:**

    1. **Allow transfers**: Build goodwill, potential new athlete acquisition
    2. **No transfers**: Protect against credit resale market
    3. **Conditional transfers**: Allow with admin fee or approval

    **Recommended**: Allow transfers with coach approval—turns athletes into referral sources.
  </Accordion>

  <Accordion title="Coach cancels session, credit already used">
    **Standard practice**: Refund credit back to athlete's balance

    **System should handle automatically**: CoachIQ refunds credits when coach cancels

    **No cash refund needed**: Credit goes back into athlete's account for future use
  </Accordion>
</AccordionGroup>

***

### Multi-credit sessions

**When to use multiple credits per session:**

✅ **Longer sessions**: 90-min session = 1.5 credits or 2 credits\
✅ **Premium services**: Video analysis session = 2 credits\
✅ **Group training value**: Small group (max 4) = 1 credit, but individual value maintained\
✅ **Specialty add-ons**: Nutrition consult = 0.5 credits

**Configuration in CoachIQ:**

* Set scheduler to require 2 credits (or 1.5, 0.5, etc.)
* System automatically deducts correct amount at booking
* Athlete sees credit cost before confirming

**Example tiered structure:**

* 30-min session = 0.5 credits
* 60-min session = 1 credit
* 90-min session = 1.5 credits
* 120-min intensive = 2 credits

***

### Credit-based vs subscription scheduling

**Understanding the difference:**

| Feature                 | Credit Packages            | Subscriptions                              |
| ----------------------- | -------------------------- | ------------------------------------------ |
| **Payment**             | One-time upfront           | Recurring monthly                          |
| **Credit delivery**     | All at once                | Monthly allotment                          |
| **Athlete flexibility** | Use anytime until depleted | Use within month or lose                   |
| **Revenue model**       | Lumpy (package purchases)  | Predictable (monthly)                      |
| **Commitment level**    | Medium (10-20 sessions)    | High (ongoing monthly)                     |
| **Best for**            | Most coaches               | Established businesses with loyal athletes |

**Can combine both**: Offer packages for some athletes, subscriptions for others.

See [Subscription Scheduling](/payments/credits/recurring-credit-memberships) for full comparison.

***

## Credit system best practices

<CardGroup>
  <Card title="Start Simple" icon="seedling">
    **First 3 months**: Offer just TWO packages:

    * 5-Credit Starter (\$240)
    * 10-Credit Standard (\$450)

    **Why**: Test demand, keep operations simple, learn pricing

    **Expand later**: Add larger packages once you understand athlete buying patterns
  </Card>

  <Card title="Price to Incentivize" icon="percentage">
    **Make packages clearly better** than pay-per-session:

    * 10% discount minimum
    * 15-20% for large packages

    **Psychology**: Athlete should feel "stupid" not buying package if they'll train regularly

    **Example**: 50/session vs 450/10-pack (45/session) = 50 savings
  </Card>

  <Card title="Communicate Value" icon="bullhorn">
    **At every touchpoint**, remind athletes of credit value:

    * "You're saving \$5 per session with your package!"
    * "9 credits remaining—book your next session!"
    * "Low balance alert—buy now and save!"

    **Result**: Reinforces smart purchase decision, encourages renewals
  </Card>

  <Card title="Track Credit Economics" icon="chart-line">
    **Monitor monthly**:

    * Credits sold (how much cash came in)
    * Credits used (how many sessions delivered)
    * Outstanding credit liability (credits sold but not used)

    **Goal**: Credits sold ≥ credits used = healthy cash flow

    **Warning sign**: Credits used > credits sold = burning through old sales
  </Card>

  <Card title="Seasonal Adjustments" icon="calendar-alt">
    **Back-to-school (Sept)**: Offer bonus credits (buy 10, get 1 free)

    **New Year (Jan)**: Promote 20-packs for "commitment month"

    **Summer slowdown**: Offer "no expiration" messaging to keep summer credits

    **Result**: Maintain cash flow during seasonal dips
  </Card>
</CardGroup>

***

## Common questions

<AccordionGroup>
  <Accordion title="What if athlete books but doesn't have enough credits?">
    **System behavior**: CoachIQ prevents booking if insufficient credits

    **Athlete sees (if credit renewal link is enabled)**: "Add more credits"

    **Your action**: None required (system handles automatically)
  </Accordion>

  <Accordion title="Can I offer both credits AND direct payment for same session?">
    **Yes!** This is the "hybrid" model.

    **Configuration**: Set scheduler to accept "1 Credit OR \$50"

    **Athlete experience**: Chooses payment method at booking time

    **Why do this**: Flexibility for new athletes, while incentivizing packages for regulars
  </Accordion>

  <Accordion title="How do credits work with recurring bookings?">
    **Important**: If a client is only on recurring booking then credits are not needed. Simply collect their payment with a one time or monthly product and create their recurring booking.

    See [Recurring Bookings](/scheduling/recurring-bookings) for full details.
  </Accordion>

  <Accordion title="Can athletes share/split credit packages?">
    **Your policy decision**:

    **Option 1**: No sharing (default)—each athlete has their own credit balance

    **Option 2**: Family/couple accounts—allow credit sharing among linked accounts

    **CoachIQ default**: Individual credit balances per athlete

    **Workaround for sharing**: Create "family package" product that grants credits to multiple athlete accounts
  </Accordion>

  <Accordion title="What happens to unused credits if athlete stops training?">
    **Financially**: This is your profit margin buffer

    **Explanation**: Some unused credits offset administrative costs, marketing, and credit card fees

    **Typical unused rate**: 10-20% of credits go unused (industry standard)

    **To minimize**:

    * Send re-engagement campaigns to inactive athletes
    * Offer credit transfer to friends
    * Allow gifting unused credits
    * No expiration policy keeps athletes willing to return later
  </Accordion>

  <Accordion title="What's the difference between Master Credits and Scheduler-Specific Credits?">
    **Master Credits:**

    * Added manually by an admin/coach
    * Universal—can be used for any credit-enabled scheduler
    * Used LAST (after scheduler-specific credits exhausted)

    **Product Bank Credits**

    * Credits that are added when a user makes a product purchase (one time or subscription)
    * Non Scheduler Specifc: Universal—can be used for any credit-enabled scheduler
    * Scheduler Specific: Restricted to designated schedulers only
    * Used FIRST (priority over master credits)
    * Great for tiered memberships and program-specific packages
  </Accordion>
</AccordionGroup>

***

## Decision guide: Should you use credits?

<Tabs>
  <Tab title="Great fit for credits">
    **Your business has these traits:**

    ✅ You want upfront cash flow\
    ✅ You want clients to be able to book their own sessions\
    ✅ You offer packages or programs (not just drop-ins)\
    ✅ Athletes train regularly (2+ times per month)\
    ✅ You want higher commitment from athletes\
    ✅ You're comfortable with package sales conversations\
    ✅ You can handle some administrative overhead (credit tracking)

    **Athlete types that love credits:**

    * Committed long-term athletes
    * Athletes on structured programs
    * Those who value convenience
    * Package/deal shoppers

    **Verdict**: Credits will improve your business metrics
  </Tab>

  <Tab title="Maybe skip credits">
    **Your business has these traits:**

    ❌ You offer an inconsistent training schedule (no facility, rotating gym schedule)\
    ❌ Athletes train inconsistently\
    ❌ Athletes train the same time each week (use recurring booking alongside monthly subscription—buy the membership, then you create the recurring booking as an admin)\
    ❌ You only offer single sessions (direct payment is simpler)\
    ❌ You don't want to track credit balances\
    ❌ Your pricing is too variable for packages\
    ❌ Your athletes are very transient (tourists, travelers)\
    ❌ You're just starting out and want to test demand first

    **Athlete types that struggle with credits:**

    * Drop-in athletes
    * Tourists/travelers (won't use credits)
    * Those with unpredictable schedules

    **Verdict**: Start with direct payment, add credits later if needed. Credits add complexity—only use them if packages benefit your business model.
  </Tab>

  <Tab title="Hybrid approach">
    **Best of both worlds:**

    ✅ Offer credit packages for committed athletes\
    ✅ Allow direct payment for casual/new athletes\
    ✅ Price direct payment higher to incentivize packages\
    ✅ Transition athletes from pay-per-session → packages over time

    **Implementation:**

    1. Start all new athletes on direct payment (try you out)
    2. After 4-6 sessions, offer credit package as "better value"
    3. Frame it as reward for their commitment
    4. Gradually shift athlete base toward packages

    **Verdict**: Recommended for most coaches—flexibility + revenue optimization
  </Tab>
</Tabs>

***

## Related articles

<CardGroup>
  <Card title="Setting Up Credit-Based Sessions" icon="box" href="/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions">
    Step-by-step: create credit products, connect schedulers, test the flow.
  </Card>

  <Card title="Product Builder: Credits" icon="hammer" href="/payments/product-builder#section-3-credits">
    The product side: number of credits, expiration, which schedulers accept them.
  </Card>

  <Card title="Credits on a Scheduler" icon="sliders" href="/scheduling/credits-and-schedulers">
    The scheduler side: Paywalled → How they pay: Credit, credit cost, the Buy more credits link, refunds on cancellation, edge cases.
  </Card>

  <Card title="Managing Athlete Credits" icon="user-circle" href="/payments/credits/managing-athlete-credits">
    View balances, grant credits manually, track usage, handle refunds
  </Card>

  <Card title="Credit Usage Limits" icon="lock" href="/payments/credits/credit-usage-limits-restrictions">
    Advanced restrictions and scheduling limits for credit-based sessions
  </Card>

  <Card title="Creating Schedulers" icon="sliders" href="/scheduling/creating-your-first-scheduler">
    Set up bookable sessions that accept credits
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    How to manually book athletes using their credit balance
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: What credits are, why they benefit your business, how they work in CoachIQ, the two credit types (Master vs Scheduler-Specific), and whether they're right for your coaching model.
</Check>

<Info>
  **Ready to implement credits?** Continue to [Setting up credit-based sessions](/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions) for step-by-step setup instructions, or contact support for personalized credit strategy consultation. [Contact Support](https://support.coachiq.com)
</Info>


# Credit Usage Limits & Restrictions: Controlling How Credits Are Used
Source: https://help.coachiq.io/payments/credits/credit-usage-limits-restrictions

Control how and where athletes can use their credits with scheduler restrictions and usage limits

<Info>
  **Where to find this**: Payments → Products → \[Select Product] → Credit Limits section
</Info>

## What you'll accomplish

Learn how to implement strategic credit usage controls—restrict credits to specific schedulers, set daily and weekly booking limits, configure multi-credit sessions, prevent credit abuse, and understand how different limit types interact. Essential for protecting your business model while maintaining athlete satisfaction.

<Note>
  **Prerequisites**:

  * Credit-issuing products already created ([Setting Up Credit-Based Sessions](/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions))
  * Understanding credit types ([Credit System Overview](https://coachiq.mintlify.app/scheduling/credit-system-overview))
  * Familiarity with managing credits ([Managing Credits](https://coachiq.mintlify.app/scheduling/managing-athlete-credits))
</Note>

***

## Understanding credit usage limits

Credit usage limits give you control over **how** and **where** athletes can redeem their credits. Without limits, athletes could potentially abuse unlimited subscriptions or use credits in ways that harm your business model.

### Why limits matter

<Tabs>
  <Tab title="Business Protection">
    **Scenarios limits prevent:**

    ❌ Athlete with unlimited monthly credits books 30 sessions in one day\
    ❌ Athlete shares unlimited subscription with friends who book under their account\
    ❌ Athlete uses premium package credits for basic sessions (margin erosion)\
    ❌ Athlete books all high-demand time slots, blocking other paying athletes\
    ❌ Family shares one subscription across multiple people

    **Result without limits**: Revenue loss, capacity problems, unfair access distribution

    **Result with limits**: Predictable usage, fair access, protected margins
  </Tab>

  <Tab title="Athlete Fairness">
    **Limits create fairness:**

    ✅ Prevents one athlete from monopolizing popular time slots\
    ✅ Ensures all subscription holders get equitable access\
    ✅ Maintains capacity for new athlete acquisition

    **Example**: Monthly unlimited subscription with "3 bookings per week" limit ensures athletes train consistently rather than booking 12 sessions in Week 1 and none in Weeks 2-4.
  </Tab>

  <Tab title="Business Model Alignment">
    **Limits align pricing with value:**

    ✅ Premium schedulers can require more credits (2 credits for advanced training)\
    ✅ Restrict basic package credits to basic schedulers only\
    ✅ Force high-value sessions to require premium subscriptions\
    ✅ Create clear product tiers with different access levels\
    ✅ Protect high-margin offerings

    **Example**: "\$200/month Youth Program" credits only work for youth schedulers, not your \$75/session private training.
  </Tab>
</Tabs>

***

## Types of credit restrictions

CoachIQ offers multiple restriction mechanisms. Understanding each type helps you build the right control structure.

### Scheduler-specific restrictions

**What it does**: Limits which schedulers accept credits from a specific product/subscription

**How it works**: When creating a product, you select which schedulers can redeem these credits. Athletes can ONLY use these credits for designated schedulers.

**Example configuration:**

```
Product: "Rising Stars Youth Membership - $250/month"
Credits Issued: Unlimited (∞)
Redeemable Schedulers:
  ✓ Rising Stars Class
  ✓ Rising Stars Shooting Lab
  ✓ Rising Stars Open Gym
  ✗ Elite Training (not included)
  ✗ Private Sessions (not included)
```

**Athlete experience**: When booking "Elite Training," these credits won't show as payment option. They'll need Master Credits or direct payment.

<Tip>
  **Best practice**: Scheduler-specific restrictions are your FIRST line of defense. Always configure these when creating products.
</Tip>

***

### Multi-credit sessions

**What it does**: Makes certain schedulers cost MORE than 1 credit per booking

**How it works**: Configure scheduler to require 2, 3, or more credits per booking

**Use cases:**

<Tabs>
  <Tab title="Premium Session Pricing">
    **Configuration**: Private training costs 2 credits, group class costs 1 credit

    **Business logic**:

    * Reflects higher value/cost of private sessions
    * Athlete with 10-credit package gets:
      * 10 group sessions OR
      * 5 private sessions OR
      * Mix (e.g., 6 group + 2 private = 10 credits)

    **Benefit**: Single package serves multiple session types with appropriate pricing

    **Example**:

    ```
    Package: "10-Credit Flex Package - $450"
    Session Types:
      - Group Training: 1 credit ($45 value)
      - Semi-Private (2 people): 1.5 credits ($67.50 value)
      - Private Training: 2 credits ($90 value)
    ```
  </Tab>

  <Tab title="Longer Session Duration">
    **Configuration**: 30-min session = 1 credit, 60-min session = 2 credits

    **Business logic**: Time-proportional pricing

    **Athlete choice**: Pick session length based on credit availability and goals

    **Example**:

    ```
    Scheduler Options:
      - 30-Min Quick Hit: 1 credit
      - 60-Min Full Training: 2 credits
      - 90-Min Extended Session: 3 credits
    ```

    **Flexibility**: Athlete with 5 credits could book 5×30min OR 2×60min + 1×30min
  </Tab>

  <Tab title="Specialty Services">
    **Configuration**: Standard training = 1 credit, video analysis session = 3 credits

    **Business logic**: Reflects additional coach prep time, technology costs, expertise

    **Use case**:

    * Video analysis requires 30min filming + 60min review + editing
    * Costs you more time/resources than standard session
    * 3 credits = appropriate compensation

    **Athlete perception**: Specialty service is premium offering (higher credit cost signals higher value)
  </Tab>
</Tabs>

<Warning>
  **Keep it simple**: Most coaches should stick to 1-2 credit variations max. Complex multi-credit systems confuse athletes and complicate booking.
</Warning>

***

## Configuring scheduler-specific restrictions within Product

Step-by-step: Limiting credits to specific schedulers.

<Steps>
  <Step title="Navigate to product builder">
    Dashboard → **Payments** → **Products** → Select product → **Edit**

    Or: Create new product and continue to credit configuration section
  </Step>

  <Step title="Scroll to Credit Limits section">
    You'll see several configuration options:

    * **Add credits once purchased**: Number of credits issued (or ∞ for unlimited)
    * **Credit expiration options**: Carry over vs expire
    * **Redeemable Schedulers**: 🎯 THIS IS WHERE YOU SET RESTRICTIONS

    <Frame>
      <img alt="Credit Limits configuration in product builder" />
    </Frame>
  </Step>

  <Step title="Select Redeemable Schedulers">
    Click **Select Schedulers** or similar button

    **You'll see**:

    * List of all your active schedulers
    * Checkboxes next to each scheduler
    * Search/filter options (if many schedulers)

    **Action**: Check ONLY the schedulers where these credits should work

    <Tip>
      **Strategic thinking**: Leave unchecked = credits won't work there (athlete will need Master Credits or direct payment)
    </Tip>
  </Step>

  <Step title="Configure scheduler-level details (if available)">
    Some products allow per-scheduler limits:

    **Example**:

    ```
    Rising Stars Membership - Redeemable Schedulers:
      ✓ Rising Stars Class (Unlimited bookings)
      ✓ Rising Stars Shooting Lab (Max 2/week)
      ✓ Rising Stars Open Gym (Max 4/month)
    ```

    **Configuration**: Click scheduler to expand advanced settings

    **Set**: Daily, weekly, or monthly limits per scheduler
  </Step>

  <Step title="Save and verify">
    Click **Save** or **Update Product**

    **Verification checklist**:

    1. Product shows selected schedulers in "Redeemable Schedulers" section
    2. Athlete profile shows these schedulers under product's credit tab
    3. Test booking: Athlete can book selected schedulers, blocked from others

    <Check>
      **Success!** Credits are now restricted to designated schedulers only.
    </Check>
  </Step>
</Steps>

***

## Configuring multi-credit sessions

Making certain schedulers cost multiple credits per booking.

<Steps>
  <Step title="Navigate to scheduler settings">
    Dashboard → **Schedule** → **Schedulers** → Select scheduler → **Settings**
  </Step>

  <Step title="Find payment/pricing section">
    Scroll to the **Payment** block

    Choose **Paywalled**, then under **How they pay** pick:

    * **Price** (\$ amount)
    * **Credit** ← THIS IS WHERE YOU CONFIGURE
    * **Either** (athlete chooses price or credits)

    Optionally set a **Buy more credits** link so athletes who run out are sent to the right product.

    <Frame>
      <img alt="Scheduler payment configuration" />
    </Frame>
  </Step>

  <Step title="Set credit cost">
    **Look for**: "Credits Price" field

    **Configuration options**:

    * **1 credit** (default/standard)
    * **2 credits** (common for premium)
    * **3+ credits** (specialty/extended sessions)

    **Select**: Number of credits this scheduler requires per booking

    <Note>
      **Recommendation**: Stick to whole numbers (1, 2, 3) for simplicity. Fractional credits (0.5, 1.5) work but confuse some athletes.
    </Note>
  </Step>

  <Step title="Configure hybrid payment (optional)">
    If you want to offer BOTH credit AND direct payment options:

    **Example**: "2 Credits OR \$90"

    **Configuration**:

    * Credits required: 2
    * Direct payment amount: \$90
    * Enable both options

    **Athlete choice**: At booking, athlete chooses payment method (use 2 credits OR pay \$90)

    <Tip>
      **Strategic pricing**: Price direct payment higher than credit-equivalent to incentivize package purchases.
    </Tip>
  </Step>

  <Step title="Save and verify">
    **Save** scheduler settings

    **Test**:

    1. Athlete with credits attempts to book
    2. System should deduct 2 credits (or configured amount)
    3. Credit logs should show: "-2 Credits | Redeemed for \[Scheduler Name]"
    4. Athlete's balance decreases by 2

    <Check>
      **Success!** Scheduler now costs multiple credits per booking.
    </Check>
  </Step>
</Steps>

***

## Understanding limit interactions

How different limits work together (and sometimes conflict).

### Limit priority hierarchy

When multiple limits exist, this is the order CoachIQ enforces:

<Steps>
  <Step title="1. Scheduler-specific restrictions (highest priority)">
    **Question**: Can this product's credits even be used for this scheduler?

    **Check**: Is scheduler in product's "Redeemable Schedulers" list?

    **If NO**: Booking blocked entirely (other limits don't matter)

    **If YES**: Continue to next check
  </Step>

  <Step title="2. Credit balance check">
    **Question**: Does athlete have enough credits?

    **Check**: Athlete's credit balance ≥ scheduler's credit cost?

    **If NO**: Booking blocked (athlete needs more credits)

    **If YES**: Continue to next check
  </Step>

  <Step title="3. Usage frequency limits">
    **Question**: Has athlete hit daily/weekly/monthly booking limit?

    **Check**: Current bookings vs limit for this product

    **If limit reached**: Booking blocked (athlete must wait for reset)

    **If under limit**: Continue to next check
  </Step>

  <Step title="4. Scheduler capacity">
    **Question**: Is there room in the session?

    **Check**: Current bookings vs max capacity

    **If full**: Booking blocked (session full)

    **If space available**: ✅ **Booking allowed**
  </Step>
</Steps>

### Example limit interaction scenarios

## Viewing athlete usage limits

Where coaches see limit consumption.

<Steps>
  <Step title="Navigate to athlete profile">
    Dashboard → **People** → **Clients** → \[Athlete Name]
  </Step>

  <Step title="Open Credits section">
    Click **Credits** tab or section in athlete profile
  </Step>

  <Step title="Select product-specific tab">
    Click the tab for the subscription/product with usage limits configured

    **Example**: "Month to Month Rising Stars Membership"
  </Step>

  <Step title="Find Redeemable Schedulers Log">
    Look for "Redeemable Schedulers" section

    <Frame>
      <img alt="Usage limits tracking in athlete profile" />
    </Frame>
  </Step>

  <Step title="Review usage data">
    **What you'll see**:

    * **Redeemable Schedulers**: List of schedulers credits can be redeemed for
    * \*\*Limits for each Scheduler: \*\*Number sessions redeemed over the limit that can be redeemed for the billing cycle.

    **Use this to**:

    * Verify athlete is under/at limits
    * Troubleshoot "can't book" complaints
    * Monitor if limits are too restrictive or too loose
  </Step>
</Steps>

<Tip>
  **Weekly monitoring**: Review top users weekly. If many athletes consistently hit limits, consider adjusting (limits may be too restrictive). If no one hits limits, they may be too generous.
</Tip>

## Troubleshooting limit issues

When limits aren't working as expected.

### Issue: Athlete reports they can't book but haven't hit limit

**Diagnostic steps:**

<Steps>
  <Step title="Verify limit status">
    Athlete Profile → Credits → \[Product Tab] → Redeemable Schedulers Log

    **Check**:

    * Corresponding scheduler is listed
    * Per-scheduler bookings: X of Y used

    **If no issues found**: Continue troubleshooting
  </Step>

  <Step title="Check scheduler restrictions">
    **Verify**: Is the scheduler athlete is trying to book in product's "Redeemable Schedulers" list?

    **How to check**:

    1. Payments → Products → \[Product] → Redeemable Schedulers section
    2. Look for scheduler name
    3. If NOT listed → That's the problem (scheduler restriction blocking)

    **Solution**: Either add scheduler to redeemable list OR athlete needs different credit type
  </Step>

  <Step title="Verify credit balance">
    **Check**: Does athlete have enough credits for this scheduler's cost?

    **Example issue**:

    * Scheduler requires 2 credits
    * Athlete has 1 credit remaining
    * System blocks booking (insufficient credits)

    **Solution**: Athlete needs to purchase more credits or use Master Credits
  </Step>

  <Step title="Check subscription status on Stripe">
    If subscription credits:

    **Verify**: Payments → Subscriptions → Is subscription "Active" on Stripe?

    **If inactive**: Credits become unusable even if balance exists

    **Solution**: Athlete must resolve payment issue to reactivate subscription
  </Step>

  <Step title="Test booking yourself">
    **As coach**:

    1. Navigate to Calendar
    2. Manually book athlete into session
    3. If booking succeeds: Issue is app/athlete-side
    4. If booking fails: You'll see the actual error message

    **Common discoveries**:

    * Session is full (capacity issue, not limit issue)
    * Athlete has conflicting booking
    * Time slot outside scheduling window
  </Step>
</Steps>

***

## Best practices for setting limits

Strategic guidance for different scenarios.

<CardGroup>
  <Card title="Start Conservative" icon="shield">
    **Principle**: Easier to loosen limits than tighten them

    **Approach**:

    * Launch new unlimited product with 3/week limit
    * Monitor usage for 60 days
    * If 20% hit limits, consider increasing to 4/week
    * If 40% hit limits, limits may be too tight

    **Why**: Increasing limits feels like a gift to athletes. Decreasing limits feels like taking away value (negative sentiment).
  </Card>

  <Card title="Align Limits with Marketing" icon="bullseye">
    **Principle**: What you advertise should match what limits allow

    **Examples**:

    * ✅ "3x/Week Training" + 3 bookings/week limit
    * ✅ "Unlimited Classes (up to 4/week)" + 4 bookings/week limit
    * ❌ "Unlimited Training" + 3 bookings/week limit (misleading)

    **Why**: Truth in advertising prevents athlete frustration and legal issues
  </Card>

  <Card title="Use Limits for Product Differentiation" icon="layer-group">
    **Principle**: Limits define product tiers

    **Example structure**:

    * **Basic**: 2 bookings/week, \$200/month
    * **Standard**: 3 bookings/week, \$300/month
    * **Premium**: 5 bookings/week, \$450/month

    **Why**: Clear value progression encourages upgrades
  </Card>

  <Card title="Monitor and Iterate" icon="chart-line">
    **Principle**: Limits aren't set-it-and-forget-it

    **Quarterly review**:

    * What % of athletes hit each limit type?
    * Are hit rates increasing or decreasing over time?
    * What's average usage vs limit?
    * Any athlete complaints or confusion?

    **Adjust**: Based on data, not individual complaints
  </Card>

  <Card title="Communicate Limits Clearly" icon="comment-alt">
    **Principle**: No surprises

    **Where to communicate**:

    * Product name: "3x/Week Membership"
    * Product description: "Train up to 3 times per week"
    * Checkout page: "Includes 3 sessions per week"
    * Confirmation email: "You can book 3 sessions per week"
    * In-app display: "2/3 weekly bookings used"

    **Why**: Informed athletes are satisfied athletes
  </Card>

  <Card title="Balance Business + Athlete Needs" icon="balance-scale">
    **Principle**: Limits should protect business WITHOUT frustrating athletes

    **Sweet spot**:

    * 80% of athletes never hit limits (limits are fair)
    * 15% occasionally hit limits (acceptable constraint)
    * 5% frequently hit limits (should upgrade to higher tier)

    **If different**: Adjust limits or pricing
  </Card>
</CardGroup>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I set different limits for different athletes on same product?">
    **Short answer**: No (typically)

    **How product limits work**: Limits are set at product level, apply to ALL athletes who have that product

    **Workaround options**:

    1. **Create custom products for VIP athletes**
       * Example: "VIP 5x/Week Membership" for athlete who needs more
       * Manually assign at custom price
    2. **Use Master Credits for exceptions**
       * Athlete hits weekly limit on subscription
       * Grant Master Credits to supplement
    3. **Hybrid product strategy**
       * Base subscription with limits
       * Sell additional credit packs for overflow

    <Note>
      **Platform limitation**: Individual-athlete limit overrides are rare. Design products to fit 80% of use cases, handle exceptions manually.
    </Note>
  </Accordion>

  <Accordion title="What happens if I change limits on existing product?">
    **Effect**: Changes apply immediately to all athletes with that product

    **Example scenario**:

    * Product currently has 3 bookings/week limit
    * You change to 4 bookings/week
    * All athletes immediately can book 4/week going forward

    **Athlete notification**: System  does NOT auto-notify athletes of limit changes

    **Your action required**:

    1. Email all athletes on product about change
    2. Update product description on website
    3. Post announcement in-app (if available)

    **Retroactive**: Changing limits does NOT affect past usage (can't "give back" usage from previous weeks)
  </Accordion>

  <Accordion title="Can athletes see their usage limits?">
    **Yes**: Athletes can view their usage in Athlete Portal

    **Location**: Athlete Portal → Settings → Billing

    **What they see**:

    * Credit balance
    * Redeemable Sessions list
    * Usage: "2 of 3 weekly bookings used"
    * Reset date: "Resets Monday, Oct 7"

    **Benefit**: Self-service transparency reduces "Why can't I book?" questions

    <Tip>
      **Guide athletes**: During onboarding, show them where to check usage. "You can always see your weekly bookings used in Settings → Billing"
    </Tip>
  </Accordion>

  <Accordion title="Do Master Credits have usage limits?">
    **No**: Master Credits typically have NO usage limits (unless you manually configure)

    **Why**: Master Credits are designed as flexible override mechanism

    **Use case**:

    * Athlete hits weekly limit on subscription
    * You grant Master Credits as bonus/compensation
    * Athlete can use Master Credits even though subscription limit hit

    **Configuration option**: Some platforms allow setting limits on Master Credits, but this is rare and not recommended (defeats purpose of Master Credits)
  </Accordion>

  <Accordion title="Should I use limits for finite credit packages?">
    **Generally no**: Finite packages are self-limiting (10 credits = maximum 10 sessions)

    **Exception scenarios where limits make sense**:

    1. **Program integrity**
       * 8-week program with 16 credits
       * Weekly limit: 2 bookings (enforces 2x/week structure)
       * Without limit: Athlete might book 8 sessions Week 1 (defeats program design)
    2. **Capacity protection**
       * Small group training with limited spots
       * Daily limit: 1 booking (prevents single athlete from booking multiple spots same day)
    3. **Expiration alignment**
       * 10-credit package expires in 5 weeks
       * Weekly limit: 2 bookings (paces usage to avoid last-minute rush)

    **Default recommendation**: No limits on standard finite packages (credit count is sufficient control)
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Products Overview" icon="shopping-cart" href="/payments/products-overview">
    Where credit packages are created
  </Card>

  <Card title="Creating Schedulers" icon="sliders" href="/scheduling/creating-your-first-scheduler">
    Set up bookable sessions
  </Card>

  <Card title="Automations" icon="bolt" href="/tools/automations/what-are-automations">
    Automate credit grants and limits
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes with credit balance
  </Card>
</CardGroup>

***

<Check>
  **You now know how to**: Configure scheduler-specific restrictions, set daily/weekly/monthly usage limits, implement multi-credit sessions, prevent credit abuse, understand limit interactions, troubleshoot limit issues, and strategically design products with appropriate controls.
</Check>

<Info>
  **Need help designing your limit strategy?** Our support team can review your business model and recommend optimal limit configurations. [Contact Support](https://support.coachiq.com)
</Info>


# Managing Athlete Credits: Balance Tracking and Manual Operations
Source: https://help.coachiq.io/payments/credits/managing-athlete-credits

Master daily credit management—view balances, grant credits, read logs, troubleshoot issues, and handle athlete credit requests efficiently

<Info>
  **Where to find this**: Dashboard → People → Clients → \[Athlete Profile] → Credits section
</Info>

## What you'll accomplish

Learn how to monitor athlete credit balances, grant credits manually, interpret credit logs, troubleshoot common credit issues, and efficiently manage credits across your athlete base. This guide covers your daily credit operations and common management scenarios.

<Note>
  **Prerequisites**:

  * Credit-issuing products already created ([Setting Up Credit-Based Sessions](/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions))
  * Understanding of credit types ([Credit System Overview](/payments/credits/credit-system-overview))
  * Athletes or test accounts have purchased credit packages or subscriptions
</Note>

***

## Understanding the athlete credit interface

When you open an athlete's profile and navigate to the Credits section, you'll see their complete credit ecosystem organized into tabs.

### The credit tab system

**Each credit source gets its own tab:**

<Tabs>
  <Tab title="Master Credits Tab">
    **What it shows:**

    * Universal credits usable for ANY scheduler
    * Total credits available (no restrictions)
    * Note: "These credits can be used for any session and have no restrictions"

    **Example display:**

    <Frame>
      <img alt="CoachIQ master credits tab showing universal credit balance for an athlete" />
    </Frame>

    **When to use Master Credits:**

    * Compensating athletes for issues
    * Promotional credits (referral bonuses)
    * Make-good credits (cancelled sessions)
    * Trial credits for new athletes
    * Credits that work everywhere
  </Tab>

  <Tab title="Product-Specific Tabs">
    **What it shows:**

    * Product/subscription name as tab title
    * Credit balance (finite number or ∞)
    * Redeemable Schedulers list with per-scheduler usage
    * Usage limits log (if restrictions configured)
    * Credit logs for this specific product

    **Example display:**

    <Frame>
      <img alt="CoachIQ product-specific credits tab showing redeemable schedulers and usage" />
    </Frame>

    **Key indicators:**

    * **∞** = Unlimited credits this billing period
    * **3/∞** = Used 3 credits, unlimited remaining
    * **0/∞** = Haven't used any for this specific scheduler
    * **Finite number** = One-time package credits remaining
  </Tab>
</Tabs>

<Tip>
  **Navigation tip**: Athletes with multiple credit products will have multiple tabs. Click between tabs to see each credit source separately. Master Credits always appears as the first tab.
</Tip>

***

## Reading credit balances and notation

Understanding what you're looking at when you check an athlete's credits.

### Credit balance display meanings

<AccordionGroup>
  <Accordion title="Finite Credits (5, 10, 20, etc.)">
    **Display**: Simple number like "Credit Balance: 8"

    **Meaning**: Athlete has 8 credits remaining from a one-time purchase package

    **Behavior**:

    * Decreases by 1 (or scheduler credit cost) per booking
    * Does not renew automatically
    * Athlete must purchase more when depleted

    **Example scenario**: Athlete bought "10-Credit Package" and has used 2 sessions, showing "Credit Balance: 8"
  </Accordion>

  <Accordion title="Unlimited Credits (∞)">
    **Display**: "Credit Balance: ∞"

    **Meaning**: Unlimited credits WITHIN current subscription period (NOT forever)

    **Behavior**:

    * Does not decrease to zero
    * Resets at next billing cycle (monthly/weekly/yearly)
    * Active only while subscription active on Stripe

    **Example scenario**: Athlete has "Unlimited Monthly Membership" with monthly renewal, shows "∞" all month, resets next month

    <Warning>
      **Critical**: The ∞ symbol does NOT mean unlimited forever—it means unlimited until subscription renewal. If subscription becomes inactive on Stripe, these credits become unusable.
    </Warning>
  </Accordion>

  <Accordion title="Usage Tracking (3/∞)">
    **Display**: "Rising Stars Class (3/∞)"

    **Meaning**: Used 3 credits for this specific scheduler, unlimited remaining this period

    **Behavior**:

    * Tracks usage per scheduler for subscription credits
    * Shows how frequently athlete books each session type
    * Resets at subscription renewal

    **Use case**: Monitoring which schedulers athletes use most from their subscription credits

    **Example scenario**: Athlete has unlimited monthly credits, used "Rising Stars Class" 3 times, "Shooting Lab" 0 times
  </Accordion>

  <Accordion title="Expiration Tracking (0/5)">
    **Display**: Under "Credit Expirations" section: "10/18/2025 (0/5)"

    **Meaning**: 0 credits have expired out of 5 total issued

    **Where athletes see it**: Athlete Portal → Settings → Billing → Credit Expirations

    **Monitoring**: Helps you track if athletes are losing credits to expiration (may indicate engagement issues)
  </Accordion>
</AccordionGroup>

***

## Understanding credit logs

Credit logs provide a complete transaction history for each athlete's credits. Every credit movement is tracked.

### What credit logs show

**Location**: Athlete Profile → Credits → \[Credit Tab] → Credit Logs section

**Logged events:**

<Tabs>
  <Tab title="Credit Purchases">
    **Log entry format:**

    ```
    22 May, 10:07 AM | +∞ Credits | Purchased Month to Month Rising Stars Membership
    ```

    **What it means**: Athlete purchased a product/subscription that issued credits

    **Green color**: "+∞ Credits" or "+10 Credits" displayed in green

    **Source**: Product or subscription name shown
  </Tab>

  <Tab title="Credit Redemptions">
    **Log entry format:**

    ```
    17 Jun, 3:00 PM | -1 Credits | Redeemed for Rising Stars Class
    ```

    **What it means**: Athlete used credits to book a session

    **Red color**: "-1 Credits" displayed in red/orange

    **Source**: Scheduler name where credit was redeemed

    **Per-session tracking**: See exactly which schedulers consume credits
  </Tab>

  <Tab title="Manual Credit Grants">
    **Log entry format:**

    ```
    08 Jul, 5:53 PM | +13 Credits | Set by [Coach Name]
    ```

    **What it means**: Coach manually added credits to athlete's account

    **Source**: "Set by \[Coach Name]" identifies who granted the credits

    **Use case**: Make-goods, promotions, compensation, trial credits
  </Tab>

  <Tab title="Credit Expirations">
    **Log entry format:**

    ```
    15 Aug, 12:00 AM | -3 Credits | Expired (unused)
    ```

    **What it means**: Credits expired according to product expiration rules

    **Tracking**: Helps identify athletes who aren't using credits before expiration

    **Action item**: May indicate need for engagement outreach
  </Tab>
</Tabs>

***

## Manual credit operations

How to manually grant credits to athletes outside of product purchases.

### Granting Master Credits

Use Master Credits when you want to give credits that work for ANY scheduler.

<Steps>
  <Step title="Navigate to athlete profile">
    Dashboard → **People** → **Clients** → Click athlete name
  </Step>

  <Step title="Open Master Credits tab">
    Click the **Master Credits** tab (first tab in Credits section)

    You'll see current master credit balance and a note: "These credits can be used for any session and have no restrictions"

    <Frame>
      <img alt="CoachIQ master credits tab with editable credit balance field" />
    </Frame>
  </Step>

  <Step title="Adjust credit amount">
    **Input**: Number of credits to grant (e.g., "5")

    **Important**: This SETS the total, it does not ADD to existing balance

    **Math required**: If athlete has 2 credits and you want to give 5 more, enter "7" (not "5")

    <Warning>
      **Critical**: Setting credits to a lower number will REMOVE credits. Always check current balance first!
    </Warning>
  </Step>

  <Step title="Save and verify">
    Click **Update Redeemable Credits** button

    **Verification**: Credit balance updates immediately, new entry appears in Credit Logs:

    ```
    [Today's date] | +5 Credits | Set by [Your Name]
    ```

    <Check>
      **Success!** The athlete now has updated Master Credits available for any scheduler booking.
    </Check>
  </Step>
</Steps>

### When to grant Master Credits

**Common use cases:**

<AccordionGroup>
  <Accordion title="Make-good credits (cancelled sessions)">
    **Scenario**: You had to cancel a session last-minute

    **Action**: Grant 1-2 Master Credits as apology/compensation

    **Communication**: "I've added 2 complimentary credits to your account for the inconvenience"

    **Why Master Credits**: Works for any session, gives athlete flexibility
  </Accordion>

  <Accordion title="Referral bonuses">
    **Scenario**: Athlete refers a friend who signs up

    **Action**: Grant 1 Master Credit as referral reward

    **Communication**: "Thanks for referring Sarah! I've added 1 free credit to your account"

    **Why Master Credits**: Universal reward, simple to administer
  </Accordion>

  <Accordion title="Trial credits for new athletes">
    **Scenario**: New athlete wants to try your training before buying package

    **Action**: Grant 1-2 Master Credits for trial sessions

    **Communication**: "Here are 2 trial credits to try us out—book your first sessions!"

    **Why Master Credits**: Lets them sample different session types
  </Accordion>

  <Accordion title="Promotional campaigns">
    **Scenario**: Running a "Summer Kickoff" promotion

    **Action**: Grant 1 Master Credit to all active athletes

    **Communication**: "Summer special—everyone gets 1 free credit!"

    **Why Master Credits**: Broad applicability, simple bulk operation
  </Accordion>

  <Accordion title="Fixing credit errors">
    **Scenario**: Athlete was accidentally charged for a session that should have used credits

    **Action**: Grant credits equal to the value they should have used

    **Communication**: "I've added credits to your account to correct the billing error"

    **Why Master Credits**: Quick fix, doesn't require product reconfiguration
  </Accordion>
</AccordionGroup>

***

## Granting product-specific credits

For adding credits tied to specific products/subscriptions.

### When to use product-specific vs Master Credits

<Tabs>
  <Tab title="Use Master Credits When...">
    ✅ **Quick fixes** - One-off compensation or promotional credits\
    ✅ **Flexibility needed** - Athlete should be able to use for ANY scheduler\
    ✅ **Trial credits** - New athletes sampling your services\
    ✅ **Make-goods** - Compensating for service issues

    **Bottom line**: Master Credits are simpler and more flexible for most manual operations
  </Tab>

  <Tab title="Use Product-Specific Credits When...">
    ✅ **Package extensions** - Athlete bought 10-pack, you're adding 2 bonus credits to that package\
    ✅ **Subscription supplements** - Adding extra credits to their monthly subscription this cycle\
    ✅ **Tracking required** - Need to know which product/subscription credits came from\
    ✅ **Scheduler restrictions matter** - Credits should only work for specific schedulers\
    ✅ **Maintaining credit separation** - Keep different credit types separate for reporting

    **Bottom line**: Product-specific credits maintain tighter control and tracking
  </Tab>
</Tabs>

### Adding product-specific credits

<Steps>
  <Step title="Navigate to athlete profile">
    Dashboard → **People** → **Clients** → Click athlete name → **Credits** section
  </Step>

  <Step title="Select product-specific tab">
    Click the tab for the product/subscription you want to add credits to

    **Example**: "10-Credit Standard Package" or "Monthly Unlimited Membership"
  </Step>

  <Step title="Manually add product to athlete (if needed)">
    If athlete doesn't have the product yet:

    1. Open the **Products** tab and click **+ Add Product**
    2. Search for and select the product
    3. In **Configure Purchases**, fill in what applies:
       * **Stripe Subscription ID** (optional) to link a subscription product to an existing Stripe subscription so renewals drive the credits
       * **Credits**: **Award now** or **Award upon cycle renew**
       * How the purchase was collected, if you took payment outside CoachIQ: cash, check, or other, and whether it is paid or still being collected

    <Warning>
      **Payment consideration**: Adding a product manually never charges a card. It either links an existing Stripe subscription or records a complimentary or offline (cash/check) purchase. Credits from a complimentary grant stay live until you turn them off from the product's credit tab; see [Turning off a product's credits](/people/client-profiles/client-profiles-credits#turning-off-a-products-credits).
    </Warning>
  </Step>

  <Step title="Adjust credit balance">
    Follow same process as Master Credits:

    1. Locate the credit balance
    2. Enter new total (remember: this SETS the total)
    3. Save changes by pressing **Update Redeemable Credits**

    **Result**: Credit logs will show: "\[Date] | +X Credits | Set by \[Coach Name]"
  </Step>
</Steps>

<Note>
  **Edge case**: Manually adding a product to an athlete WITHOUT charging them keeps those credits live indefinitely (until you turn the product's credits off, or remove the product while its credits are still unused). This is useful for:

  * Staff/family complimentary access
  * Long-term sponsorships
  * Special VIP arrangements
</Note>

***

## Bulk credit operations

Managing credits for multiple athletes at once.

### Bulk credit grants

**Scenario**: You want to give 1 free credit to all active athletes for a promotion

**Current limitation**: CoachIQ may not have built-in bulk credit grants

**Workaround options:**

<Tabs>
  <Tab title="Option 1: Use Automations">
    If available, create automation:

    **Trigger**: Athlete has specific tag (e.g., "Active Athlete")\
    **Action**: Grant 1 Master Credit

    **Setup**:

    1. Dashboard → Tools → Automations → Create New
    2. Set trigger (tag-based)
    3. Set action: Add credits
    4. Activate automation

    <Check>
      **Best option**: Automated, scalable, trackable
    </Check>
  </Tab>

  <Tab title="Option 2: Manual Individual Grants">
    **Process**:

    1. Create list of athletes to receive credits
    2. Go through each athlete profile
    3. Manually grant credits as described above
    4. Track completion in spreadsheet

    **Time estimate**: \~30 seconds per athlete

    **For 50 athletes**: \~25 minutes

    <Warning>
      **Risk**: Human error, missed athletes, time-consuming
    </Warning>
  </Tab>

  <Tab title="Option 3: Create Promotional Product">
    **Clever workaround**:

    1. Create a \$0 product that issues credits
    2. Manually add product to each athlete (no charge)
    3. Credits issued automatically via product

    **Benefits**:

    * Trackable via product
    * Clean credit logs
    * Can turn the product's credits off later from each athlete's credit tab, or archive the product from their Products tab to remove remaining credits while keeping the history (see [Archiving a client's product](/people/client-profiles/client-profiles-products#archiving-a-clients-product))

    <Tip>
      **Most scalable**: For large athlete bases, this method provides best tracking and control
    </Tip>
  </Tab>
</Tabs>

***

## Troubleshooting credit issues

Common problems and solutions.

### Issue: Athlete says credits aren't showing in app

**Troubleshooting checklist:**

<Steps>
  <Step title="Verify credits exist in coach dashboard">
    Navigate to athlete profile → Credits section

    **Check**: Do you see credits in their account?

    **If NO credits visible**: Credits don't exist—athlete may be confused or checking wrong account

    **If credits ARE visible**: Continue to next step
  </Step>

  <Step title="Check subscription status (if subscription credits)">
    For subscription-based credits:

    **Verify**: Payments → Subscriptions → Is subscription "Active" on Stripe?

    **If inactive**: Credits become unusable even if balance shows in coach dashboard

    **Solution**: Athlete must resolve payment issue or reactivate subscription
  </Step>

  <Step title="Verify product is linked to schedulers">
    Credits may exist but not work for the scheduler athlete is trying to book

    **Check**:

    1. Athlete's credit tab → "Redeemable Schedulers" list
    2. Is the scheduler they want listed there?

    **If NOT listed**: Credits are restricted to other schedulers

    **Solution**: Grant Master Credits or add scheduler to product's redeemable list ([Setting Up Credit-Based Sessions](/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions))
  </Step>

  <Step title="Ask athlete to refresh app/logout">
    **Technical fix**:

    1. Log out of mobile app completely
    2. Log back in
    3. Check if credits now visible

    **Why this works**: App data sync issue resolved by fresh login

    <Tip>
      **Quick test**: Have athlete check credits on web browser (Athlete Portal). If visible there but not in app, it's definitely an app sync issue.
    </Tip>
  </Step>

  <Step title="Verify athlete is logged into correct account">
    **Common issue**: Athlete has multiple accounts (old email + new email)

    **Check**: Ask athlete what email they're logged in with

    **Solution**: Consolidate accounts or transfer credits to correct account
  </Step>
</Steps>

### Using credit logs for troubleshooting

**Common scenarios where logs help:**

<CardGroup>
  <Card title="Athlete: 'I should have more credits'" icon="question-circle">
    **Solution**: Check credit logs to show:

    * When credits were purchased
    * When/where credits were redeemed
    * Current accurate balance
  </Card>

  <Card title="Athlete: 'Can I get a refund?'" icon="undo">
    **Solution**: Credit logs prove:

    * Purchase date and amount
    * How many credits used vs unused
    * Calculate fair refund amount
  </Card>

  <Card title="Disputed booking charges" icon="receipt">
    **Solution**: Credit logs confirm:

    * Whether booking used credits or charged card
    * Which session the credit was redeemed for
    * Timeline of credit usage
  </Card>

  <Card title="Subscription renewal issues" icon="sync-alt">
    **Solution**: Credit logs show:

    * Last credit renewal date
    * Whether credits refreshed after payment
    * If subscription is still active
  </Card>
</CardGroup>

***

## Tips for efficient credit management

<CardGroup>
  <Card title="Document Your Policies" icon="file-text">
    **Create written policies**:

    * Credit expiration rules
    * Refund policy
    * Transfer policy
    * Make-good credit policy

    **Share with athletes**:

    * Website FAQ page
    * Product purchase confirmation emails
    * Athlete portal welcome message

    **Benefit**: Sets expectations, reduces disputes
  </Card>

  <Card title="Use Credit Logs as Proof" icon="receipt">
    **For disputes, screenshots, or refund requests**:

    1. Open athlete's credit logs
    2. Screenshot relevant transactions
    3. Annotate if needed
    4. Share with athlete

    **Shows professionalism**: "Here's your complete credit history showing..."

    **Builds trust**: Transparent tracking visible to both parties
  </Card>

  <Card title="Standardize Communications" icon="comment-dots">
    **Create templates for common scenarios**:

    * Low-balance reminder
    * Expiration warning (30 days, 7 days)
    * Credit purchase confirmation
    * Renewal celebration

    **Save time**: Pre-written messages you can personalize

    **Consistency**: All athletes get same quality service
  </Card>
</CardGroup>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I delete credit logs?">
    **Short answer**: No

    **Why**: Credit logs are permanent transaction records for accounting and transparency

    **What you CAN do**:

    * Remove credits from athlete's balance (sets to 0)
    * Turn the product's credits off from its credit tab (keeps the history, stops redemption)
    * Archive the product from their Products tab, which removes remaining credits and keeps the purchase history
    * Issue refunds via Stripe

    **What you CANNOT do**:

    * Erase credit log history
    * Hide specific transactions

    **Reason**: Financial integrity and audit trail preservation
  </Accordion>

  <Accordion title="What happens to credits if I delete athlete account?">
    **Result**: All credit logs are permanently deleted when athlete is deleted

    **Warning**: This is irreversible—credits and all transaction history are lost

    **Before deleting athlete**:

    1. Screenshot credit balances and logs if needed for records
    2. Process any pending refunds
    3. Confirm athlete has no outstanding credits they're owed

    <Warning>
      **Liability consideration**: Deleting athlete with unused credits may create refund obligation. Resolve credits first.
    </Warning>
  </Accordion>

  <Accordion title="Can athlete see their own credit logs?">
    **Yes**: Athletes can view their credit logs in Athlete Portal

    **Location for athletes**: Athlete Portal → Settings → Billing → Credit Logs section

    **What they see**:

    * Credit Balance
    * Credit Renewals date
    * Credit Expirations tracking
    * Redeemable Sessions list
    * Credit Logs with transaction history

    **Benefit**: Self-service transparency reduces "where did my credits go?" questions
  </Accordion>

  <Accordion title="How do I track total outstanding credit liability?">
    **What is credit liability?**: Total value of credits sold but not yet used (sessions you owe)

    **Manual calculation**:

    1. Sum all athlete credit balances across all athletes
    2. Multiply by your average session value
    3. Result = total outstanding liability

    **Example**:

    * 50 athletes × 5 average credits each = 250 total outstanding credits
    * 250 credits × $45 per session value = $11,250 liability

    **What this means**: If all athletes used all credits immediately, you'd need to deliver \$11,250 worth of sessions

    **Healthy ratio**: Outstanding credits should be ≤ 2 months of typical credit sales

    **Warning sign**: Liability growing faster than you're delivering sessions = overselling capacity

    <Note>
      **Feature request**: Ask CoachIQ support for built-in credit liability reporting dashboard
    </Note>
  </Accordion>

  <Accordion title="Should I offer store credit or refunds?">
    **Policy decision**: Each has pros/cons

    **Store credit (keeping money in business)**:

    * ✅ Retains revenue
    * ✅ Keeps athlete engaged
    * ✅ Simpler than refunds
    * ❌ Athlete may feel trapped
    * ❌ Some jurisdictions require cash refunds

    **Cash refunds**:

    * ✅ Athlete satisfaction
    * ✅ Legal compliance
    * ✅ Builds goodwill
    * ❌ Lose revenue
    * ❌ Credit card fees often non-refundable

    **Recommended hybrid policy**:

    * Within 7 days of purchase: Full cash refund
    * After 7 days but unused: Store credit or partial refund (minus processing fees)
    * Credits partially used: Pro-rated refund only

    **Communicate clearly**: Post this policy on your website and product pages
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes using their credit balance
  </Card>

  <Card title="Products Overview" icon="shopping-cart" href="/payments/product-overview">
    Where credit packages are created
  </Card>

  <Card title="Scheduler Payment Options" icon="credit-card" href="/scheduling/creating-your-first-scheduler">
    Configure credit vs direct payment options
  </Card>

  <Card title="People Management" icon="users" href="/people/overview">
    Complete athlete profile and data management
  </Card>
</CardGroup>

***

<Check>
  **You now know how to**: View credit balances, interpret credit notation, read credit logs, manually grant credits, handle common credit scenarios, troubleshoot credit issues, and proactively manage credits across your athlete base.
</Check>

<Info>
  **Need help with complex credit operations?** Our support team can assist with bulk credit management, policy setup, or custom credit scenarios. [Contact Support](https://support.coachiq.com)
</Info>


# Subscription-Based Scheduling: Recurring Credit Memberships
Source: https://help.coachiq.io/payments/credits/recurring-credit-memberships

Master recurring subscriptions—create unlimited monthly memberships, understand ∞ credit notation, manage renewals, and optimize subscription revenue

<Info>
  **Where to find this**: Dashboard → Payments → Products → Create → Subscription type
</Info>

## What you'll accomplish

Learn how to create and manage subscription-based credit products that generate recurring revenue—configure unlimited (∞) credit subscriptions, understand renewal behavior, handle inactive subscriptions, transition athletes from packages to subscriptions, and optimize your subscription business model.

<Note>
  **Prerequisites**:

  * Stripe account connected to CoachIQ ([Stripe Setup Guide](/payments/connecting-stripe))
  * Understanding of credit system basics ([Credit System Overview](/payments/credits/credit-system-overview))
</Note>

***

## Subscriptions vs packages: Understanding the difference

Before diving into subscription setup, understand how subscriptions differ from one-time credit packages.

### Core differences

<Tabs>
  <Tab title="One-Time Credit Packages">
    **Payment structure**: Single payment upfront

    **Credit issuance**: All credits issued immediately upon purchase

    **Credit behavior**:

    * Finite quantity (e.g., 10 credits)
    * Do not renew automatically
    * Athlete must manually purchase again when depleted

    **Revenue pattern**: Sporadic (depends on when athletes buy)

    **Example**:

    ```
    Product: "10-Credit Training Package"
    Price: $450 (one-time payment)
    Credits issued: 10 (all at once)
    Renewal: None (must repurchase)
    Expiration: 90 days (if configured)
    ```

    **Best for**:

    * New athletes testing your services
    * Athletes who prefer flexibility
    * Drop-in/casual training relationships
    * Gift purchases
  </Tab>

  <Tab title="Subscription Credit Products">
    **Payment structure**: Recurring billing (monthly/weekly/yearly)

    **Credit issuance**: Credits issued each billing cycle

    **Credit behavior**:

    * Can be finite (e.g., 12 credits/month) OR unlimited (∞)
    * Renews automatically each cycle
    * Active only while subscription active on Stripe

    **Revenue pattern**: Predictable recurring revenue (MRR)

    **Example**:

    ```
    Product: "Monthly Unlimited Training"
    Price: $400/month (recurring)
    Credits issued: Unlimited (∞) per month
    Renewal: Automatic monthly via Stripe
    Expiration: Credits reset each month (not expire, but renew)
    ```

    **Best for**:

    * Committed long-term athletes
    * Predictable business revenue
    * Athletes training 2+ times per week
    * Premium membership offerings
  </Tab>
</Tabs>

### Why subscriptions transform your business

<CardGroup>
  <Card title="Predictable Revenue (MRR)" icon="chart-line">
    **One-time packages**: Sporadic \$450 payments

    **Subscriptions**: Recurring 400/month =  4,800/year per athlete

    **Compounding effect**:

    * Month 1: 10 subscribers = \$4,000 MRR
    * Month 6: 25 subscribers = \$10,000 MRR (with growth + retention)
    * Month 12: 50 subscribers = \$20,000 MRR

    **Business planning**: Predictable revenue enables hiring, facility expansion, equipment investments
  </Card>

  <Card title="Higher Lifetime Value (LTV)" icon="coins">
    **Package athlete**:

    * Buys 10-pack for \$450
    * Uses 8 credits, stops
    * LTV: \$450

    **Subscription athlete**:

    * Subscribes at \$400/month
    * Stays 8 months average
    * LTV: \$3,200 (7x higher!)

    **Why**: Recurring billing = passive renewal (friction-free)
  </Card>

  <Card title="Better Athlete Retention" icon="heart">
    **Package psychology**: "I have 2 credits left, then I'm done"

    **Subscription psychology**: "I pay monthly, might as well use it"

    **Data shows**:

    * Package athletes: 50-60% repurchase rate
    * Subscription athletes: 80-90% renewal rate (when managed well)

    **Reason**: Subscription = ongoing commitment mindset
  </Card>

  <Card title="Reduced Admin Burden" icon="clock">
    **Package model**:

    * Athletes run out of credits
    * You chase renewals
    * Manual sales conversations
    * Inconsistent cash flow

    **Subscription model**:

    * Automatic billing via Stripe
    * Credits renew automatically
    * Athletes self-renew (passive)
    * Consistent cash flow

    **Time saved**: 10-15 hours/month not chasing renewals
  </Card>
</CardGroup>

***

## Understanding unlimited credits (∞ notation)

The infinity symbol (∞) in CoachIQ has a specific meaning that's critical to understand.

### What ∞ really means

<Warning>
  **Critical clarification**: ∞ does NOT mean unlimited forever. It means unlimited WITHIN the current billing cycle.
</Warning>

**Accurate interpretation**:

* **∞** = Unlimited credits this month/week/year (depending on subscription frequency)
* **At renewal**: Credits reset to ∞ for the new cycle
* **If subscription ends**: ∞ becomes 0 (credits disappear)

**Example timeline**:

```
Jan 15: Athlete subscribes to "Unlimited Monthly" 
Credits: ∞ (can book unlimited sessions until Feb 15)

Jan 16-Feb 14: Athlete books 12 sessions
Credits still show: ∞ (not decreasing)

Feb 15: Subscription renews, payment processes
Credits: ∞ (reset for February cycle)

Feb 16-Mar 14: Athlete books 10 sessions  
Credits: ∞ (unlimited continues)

Mar 15: Subscription payment FAILS (expired card)
Subscription becomes inactive on Stripe
Credits: 0 (unlimited credits now unusable)
```

### Credit  display variations

<AccordionGroup>
  <Accordion title="∞ with Usage Tracking (Subscription Credits)">
    **Display**: Under "Redeemable Schedulers" section

    ```
    Rising Stars Class (3/∞)
    Rising Stars Shooting Lab (0/∞)
    Rising Stars Open Gym (5/∞)
    ```

    **Meaning**:

    * Athlete has unlimited credits for these schedulers this cycle
    * Numbers show: (Credits used this cycle / Unlimited remaining)
    * **3/∞** = Used 3 times this cycle, unlimited still available

    **Resets**: At subscription renewal, all counters reset to 0/∞

    **Why track usage if unlimited?**:

    1. Coach monitoring (which sessions most popular?)
    2. Usage limit enforcement (if "max 3/week" limit exists)
    3. Athlete self-awareness (used 15 times this month—great engagement!)
  </Accordion>

  <Accordion title="Finite Credits That Display Differently">
    **Not ∞ but similar concept**:

    Some subscriptions issue finite credits monthly:

    ```
    Monthly 12-Credit Membership
    Credit Balance: 12 (not ∞)
    Renewal: Gets 12 fresh credits each month
    ```

    **Difference from ∞**:

    * Athlete sees decreasing count (12 → 11 → 10...)
    * When depleted to 0, must wait for renewal
    * ∞ never shows decreasing count

    **Same as ∞**:

    * Resets at renewal
    * Active only while subscription live
    * Tied to billing cycle
  </Accordion>
</AccordionGroup>

***

## Creating a subscription product

Step-by-step: Setting up recurring credit memberships.

<Steps>
  <Step title="Navigate to product creation">
    Dashboard → **Payments** → **Products** → Click **+ Create**

    You'll see product type options
  </Step>

  <Step title="Select subscription type">
    **Choose**: "Subscription"

    **NOT**: "One-Time" (that's for credit packages)

    <Frame>
      <img alt="Selecting subscription product type" />
    </Frame>

    <Note>
      **Important**: This choice defines whether billing is recurring. Cannot change after creation—if you pick wrong type, must delete and recreate product.
    </Note>
  </Step>

  <Step title="Configure basic product info">
    **Required fields**:

    **Product name**: Clear, descriptive name

    * ✅ "Unlimited Monthly Training Membership"
    * ✅ "3x/Week Youth Program Subscription"
    * ❌ "Training" (too vague)
    * ❌ "Option 1" (meaningless to athletes)

    **Price**: Recurring amount (e.g., \$400)

    **Billing frequency**: How often to charge

    * **Monthly** (most common)
    * **Weekly** (less common, for frequent trainers)
    * **Yearly** (annual pre-pay, large discount)
    * **Custom** (every 2 weeks, quarterly, etc.)

    **Description**: Explain what subscription includes

    ```
    Example: "Train unlimited times per month at our group classes. 
    Includes access to all Rising Stars schedulers. Book up to 4 
    sessions per week. Cancel anytime with 30-day notice."
    ```

    <Tip>
      **Pricing psychology**: 399 feels significantly cheaper than 400. Use X97 or X99 pricing for better conversion.
    </Tip>
  </Step>

  <Step title="Configure credit issuance">
    Scroll to **Credits** section

    **Decision point**: Unlimited (∞) OR finite credits per cycle?

    <Tabs>
      <Tab title="Unlimited Credits (∞)">
        **Setting**: Enable "Unlimited Credits" toggle or checkbox

        **Result**: Athlete gets ∞ credits each billing cycle

        **Use when**:

        * Offering "all-you-can-train" membership
        * Want maximum simplicity (no credit counting)
        * Trust athletes not to abuse (or have usage limits configured)

        **Example configuration**:

        ```
        Monthly Unlimited Membership - $400/month
        Credits: Unlimited (∞)
        Redeemable schedulers: All group classes
        ```
      </Tab>

      <Tab title="Finite Credits Per Cycle">
        **Setting**: Enter number (e.g., "12 credits")

        **Result**: Athlete gets 12 fresh credits each billing cycle

        **Use when**:

        * Want defined usage expectations (12 = 3x/week)
        * More comfortable with finite limits
        * Easier to understand for athletes ("12 sessions/month")

        **Example configuration**:

        ```
        Monthly 12-Credit Membership - $350/month
        Credits: 12 per month
        Expiration: Unused credits expire at renewal
        Redeemable schedulers: All sessions
        ```

        <Note>
          **Expiration option**: Unused credits can either:

          1. **Expire** (athlete loses them at renewal)
          2. **Carry over** (athlete accumulates unused credits)

          Most subscriptions use **expire** to prevent credit hoarding.
        </Note>
      </Tab>
    </Tabs>
  </Step>

  <Step title="Set credit restrictions">
    **Redeemable Schedulers** section: Select which schedulers accept these credits

    **Example restriction strategy**:

    ```
    Basic Subscription ($250/month):
      ✓ Group Classes only

    Standard Subscription ($400/month):
      ✓ Group Classes
      ✓ Open Gym
      ✓ Clinics

    Premium Subscription ($600/month):
      ✓ All of the above
      ✓ Semi-Private Sessions (normally $75 each)
    ```

    <Tip>
      **Product tiering**: Use scheduler restrictions to differentiate subscription levels (Basic \< Standard \< Premium)
    </Tip>

    For detailed scheduler restriction setup, see [Article #26: Credit Usage Limits](/payments/credits/credit-usage-limits-restrictions).
  </Step>

  <Step title="Configure usage limits (optional but recommended)">
    **Usage Limits** section: Set daily/weekly/monthly booking caps

    **For unlimited (∞) subscriptions**:

    * **Recommended**: Weekly limit (e.g., "4 bookings per week")
    * **Prevents abuse**: Athlete can't book 30 sessions in Week 1
    * **Encourages consistency**: Spreads usage across month

    **For finite credit subscriptions**:

    * Often unnecessary (credit count is the limit)
    * Consider if: Enforcing program structure (e.g., max 2/week for 8-week program)
  </Step>

  <Step title="Set renewal and cancellation policy">
    **Renewal settings**:

    * **Auto-renew**: Enabled by default (this is how subscriptions work)
    * **Trial period**: Optional first-month discount or free trial
    * **Renewal reminder**: Auto-email 3 days before renewal (if available)

    **Cancellation policy**:

    ```
    Example policy:
    "Cancel anytime. Cancellations take effect at end of current 
    billing period (you keep access until paid-for period ends). 
    No refunds for partial months."
    ```

    **Important**: Document policy in:

    * Product description
    * Website terms of service
    * Confirmation email after purchase
    * Athlete portal

    <Warning>
      **Legal requirement**: Clear cancellation terms required in most jurisdictions. Work with attorney if unsure.
    </Warning>
  </Step>

  <Step title="Save and activate">
    Click  **Create Subscription**

    **Verification checklist**:

    * ✅ Product appears in Payments → Products list
    * ✅ Product type shows "Subscription"
    * ✅ Price displays as "\$/month" (or chosen frequency)
    * ✅ Credit configuration correct (∞ or finite number)
    * ✅ Redeemable schedulers listed
    * ✅ Usage limits configured (if applicable)

    **Test**:

    1. Assign product to test athlete account
    2. Process test payment via Stripe
    3. Verify credits appear in athlete profile
    4. Test booking with subscription credits
    5. Verify Stripe shows active subscription

    <Check>
      **Success!** Your subscription product is live and ready for athletes to purchase.
    </Check>
  </Step>
</Steps>

***

## Subscription credit renewal behavior

Understanding how credits refresh each billing cycle.

### How automatic renewal works

<Steps>
  <Step title="Subscription renewal date arrives">
    **Example**: Athlete subscribed Jan 15, monthly frequency

    **Renewal date**: Feb 15 (one month later)

    **What happens**:

    1. Stripe attempts to charge athlete's saved payment method
    2. If payment succeeds: Subscription stays active
    3. If payment fails: Subscription becomes inactive (more on this below)
  </Step>

  <Step title="Credits reset (if payment succeeds)">
    **For unlimited (∞) subscriptions**:

    * Credit balance: Still shows ∞
    * Usage tracking: Resets to 0/∞ for all schedulers

    **For finite credit subscriptions**:

    * Credit balance: Resets to original amount (e.g., 12)
    * Unused credits: Expire OR carry over (per configuration)
    * Usage limits: Reset to 0

    **Athlete sees**: Fresh credits available, can book again

    <Note>
      **Seamless transition**: Athletes typically don't notice renewal if payment auto-succeeds. Credits just "keep working."
    </Note>
  </Step>

  <Step title="Credit logs update">
    New entry in athlete's credit logs:

    ```
    Feb 15, 9:00 AM | +∞ Credits | Subscription Renewed - Monthly Unlimited Membership
    ```

    Or for finite:

    ```
    Feb 15, 9:00 AM | +12 Credits | Subscription Renewed - Monthly 12-Credit Membership
    ```

    **Purpose**: Tracks renewal history, helps with dispute resolution
  </Step>

  <Step title="Stripe subscription status">
    In your Stripe dashboard:

    **Status**: "Active" **Current period**: Feb 15 - Mar 14 **Next billing date**: Mar 15 **Total charged to date**: Updated

    **Athlete's payment history**: Shows successful renewal charge
  </Step>
</Steps>

### Unused credit behavior at renewal

**Critical decision**: What happens to unused credits when subscription renews?

<Tabs>
  <Tab title="Expire at Renewal (Recommended)">
    **Configuration**: "Unused credits expire at renewal"

    **What happens**:

    * Athlete had 12 credits, used 8, has 4 remaining
    * At renewal: Remaining 4 credits disappear
    * Athlete gets fresh 12 credits

    **Pros**:

    * ✅ Prevents credit hoarding (athletes can't accumulate hundreds of unused credits)
    * ✅ Encourages consistent usage ("use it or lose it")
    * ✅ Predictable liability for coach (max 12 credits/athlete outstanding)
    * ✅ Aligns with "monthly membership" concept

    **Cons**:

    * ❌ Athlete loses value if they don't use all credits
    * ❌ Can feel punitive (especially if illness/vacation caused underuse)

    **Best for**: Most subscription models, especially unlimited or high-credit counts
  </Tab>

  <Tab title="Carry Over (Accumulate)">
    **Configuration**: "Unused credits carry over to next billing cycle"

    **What happens**:

    * Athlete had 12 credits, used 8, has 4 remaining
    * At renewal: Athlete keeps 4 + gets fresh 12 = 16 total
    * Next month: If uses 10, has 6 remaining + gets 12 more = 18 total

    **Pros**:

    * ✅ Athlete-friendly (no lost value)
    * ✅ Flexibility for irregular training schedules
    * ✅ Rewards loyal subscribers (long-term athletes accumulate buffer)

    **Cons**:

    * ❌ Credit liability grows over time (athlete might accumulate 50+ credits)
    * ❌ Athlete might cancel after accumulating credits, use them all, then leave
    * ❌ Undermines monthly structure (athlete could go 3 months without training, use 36 credits in Month 4)

    **Best for**: Low-frequency subscriptions (e.g., 4 credits/month) or premium client relationships

    <Warning>
      **Financial risk**: Carry-over can create large outstanding credit liability. Monitor carefully. (Not recommended)
    </Warning>
  </Tab>
</Tabs>

***

## Managing subscription lifecycles

What happens at each stage of a subscription's life.

### Active subscription stage

**Status**: Subscription active on Stripe, payments processing successfully

**Athlete experience**:

* Credits available (∞ or finite amount showing)
* Can book sessions using subscription credits
* Automatic renewals happening seamlessly

**Coach actions**:

* Monitor usage (are athletes actually using subscriptions?)
* Engagement outreach if low usage (prevent voluntary cancellation)
* Upsell opportunities if high usage (upgrade to premium tier)

**Health metrics to track**:

* **Usage rate**: What % of credits/bookings are athletes using?
  * Healthy: 70-90% usage
  * Concerning: 50% usage (risk of cancellation)
  * Over: >95% usage (opportunity to upsell)
* **Payment success rate**: What % of renewals process successfully?
  * Healthy: >90% success rate
  * Concerning: 85% success rate (many failed payments)

***

### Payment failure (Involuntary churn)

**What triggers it**: Athlete's payment method fails at renewal (expired card, insufficient funds)

**What happens automatically**:

<Steps>
  <Step title="Stripe attempts charge">
    Renewal date arrives, Stripe tries to charge saved payment method

    **Result**: Payment declined/failed
  </Step>

  <Step title="Stripe retry logic">
    Stripe automatically retries failed payments on schedule:

    * Smart retries over 2-3 weeks
    * Varies by Stripe settings (customize in Stripe dashboard)

    **Athlete notified**: Stripe sends email "Your payment failed, please update"
  </Step>

  <Step title="Subscription status changes">
    After retries exhausted with no successful payment:

    **Stripe status**: Changes from "Active" to "Incomplete" or "Past Due"

    **CoachIQ impact**:

    * Subscription becomes inactive in CoachIQ
    * Credits become unusable (even if balance shows ∞ or number)
    * Athlete CANNOT book using these credits
    * Athlete CAN still log in, CAN still book using Master Credits or direct payment
  </Step>

  <Step title="Athlete sees error">
    When trying to book with subscription credits:

    **Message**: "Subscription inactive. Update payment method to continue."

    Or similar error indicating payment issue

    **Solution required**: Athlete must update payment method in Athlete Portal or Stripe
  </Step>
</Steps>

**Coach actions when payment fails**:

<AccordionGroup>
  <Accordion title="Week 1: Personal outreach">
    **Day 7-10 after failure**: If still not resolved, send personal message

    **Example message**:

    ```
    "Hey [Name], I noticed your membership payment didn't go through 
    this month. Just wanted to reach out personally—your subscription 
    is currently on hold. 

    You can update your payment method here: [link to Athlete Portal]

    Let me know if you need any help, or if you'd like to discuss 
    your membership. I want to make sure you can keep training with us!"
    ```

    **Tone**: Helpful, not accusatory (athletes appreciate personal touch)
  </Accordion>

  <Accordion title="Week 2: Offer alternative">
    **Day 14-21 after failure**: If still unresolved, offer options

    **Example message**:

    ```
    "Hi [Name], I haven't heard back about your membership payment. 
    I want to help you continue training! Here are some options:

    1. Update payment method: [link]
    2. Switch to pay-per-session temporarily (no commitment)
    3. Pause membership for 30 days (keeps your rate when you return)
    4. Or if you need to cancel, I understand—just let me know

    What works best for you?"
    ```

    **Goal**: Understand if this is:

    * Temporary issue (expired card) → Help resolve
    * Financial hardship → Offer payment plan or pause
    * Voluntary cancellation → Exit gracefully
  </Accordion>

  <Accordion title="Week 3: Final notice">
    **Day 21-30 after failure**: Last attempt before cancellation

    **Example message**:

    ```
    "[Name], your membership has been on hold for 3 weeks due to 
    payment issue. I'll need to cancel the subscription by [date] 
    if we can't resolve this.

    I'd hate to see you go! If you want to continue, please update 
    your payment method ASAP: [link]

    Otherwise, let's connect to discuss next steps."
    ```

    **After 30 days**: Cancel subscription in Stripe (releases athlete from failed payment attempts)

    **Document**: Note in athlete profile why subscription ended (involuntary churn due to payment failure)
  </Accordion>
</AccordionGroup>

***

### Keep credit-funded sessions inside the billing cycle

For a membership whose credits expire each cycle, turn on **Sessions must occur by expiration** in the [Product Builder](/payments/product-builder#require-sessions-to-happen-before-credits-expire). Credits from that cycle can only cover sessions occurring within their validity period, including the expiration day. Rescheduling and every occurrence of a recurring booking must stay within the same period.

Leaving the setting off keeps the book-before-expiration rule. If a cancellation refunds a credit, it retains the original expiration; it does not gain a new cycle.

### Voluntary cancellation (Athlete initiated)

**What triggers it**: Athlete cancels subscription themselves

**How athletes cancel**:

1. Athlete Portal → Settings → Billing → Subscriptions → Cancel
2. Or: Contact you requesting cancellation
3. Or: Dispute charge with credit card company (worst case)

**Effect**:

* Subscription status: "Active (cancels \[date])" in Stripe
* Credits: Remain usable until period ends
* Access: Maintained through paid period
* Refund: None (athlete received full month value)

**Example**:

* Athlete subscribed Jan 15 (monthly)
* Cancels Feb 3
* Status: Active until Feb 14 (original renewal date)
* Feb 15: Subscription becomes "Canceled," credits disappear

**Athlete experience**: "Your cancellation will take effect on \[date]. You have access until then."

**Pros**: Fair to athlete (gets full paid period), reduces refund disputes, clean accounting

**Cons**: Athlete has several days/weeks to change mind and reactivate (good or bad depending on perspective)

<Check>
  **Best practice**: End-of-period cancellation is industry standard and most fair to athletes.
</Check>

**Coach response to cancellation**:

<Steps>
  <Step title="Acknowledge promptly">
    Send confirmation within 24 hours:

    ```
    "Hi [Name], I've received your cancellation request. Your 
    subscription will remain active through [end date], and you 
    can continue training until then.

    I'm sorry to see you go! If you're open to it, I'd love to 
    hear what led to this decision. Your feedback helps me improve.

    Thanks for training with me, and the door is always open if 
    you want to return in the future!"
    ```

    **Tone**: Gracious, non-defensive, door open for return
  </Step>

  <Step title="Request feedback (optional survey)">
    **Option 1: Simple question**

    * "What was the main reason for canceling?" (open-ended)

    **Option 2: Multiple choice**

    * Financial reasons
    * Moving/relocating
    * Schedule doesn't fit anymore
    * Not seeing results I wanted
    * Prefer different training style
    * Other (please specify)

    **Use feedback**: Identify patterns, improve offerings
  </Step>

  <Step title="Offer win-back opportunity">
    If cancellation reason is resolvable:

    **Financial**: "Would a lower-tier membership work better for your budget?"

    **Scheduling**: "We just added morning sessions—would those fit better?"

    **Results**: "I'd love to discuss your goals—let's optimize your training plan"

    **Don't pressure**: One offer, then respect decision
  </Step>

  <Step title="Document and tag">
    **In athlete profile**:

    * Tag: "Former Subscriber"
    * Note: Cancellation date and reason
    * Flag: "Win-back candidate" (if reason was resolvable)

    **Use later**: Targeted re-engagement campaigns (e.g., "We miss you!" email 3 months later)
  </Step>
</Steps>

***

***

## Common questions

<AccordionGroup>
  <Accordion title="Can athlete have multiple subscriptions at once?">
    **Short answer**: Technically yes, but generally not recommended

    **How it works**:

    * Athlete purchases "Basic Subscription" (\$250/month)
    * Later purchases "Premium Subscription" (\$600/month)
    * Now paying \$850/month total for both

    **Platform behavior**: Athlete has 2 separate credit tabs, 2 separate subscriptions in Stripe

    **Why avoid**:

    * Confusing for athlete (which credits to use?)
    * Double billing (athlete likely didn't intend this)
    * Billing management nightmare

    **Better solution**:

    1. Cancel old subscription
    2. Switch to new subscription
    3. Single active subscription at a time

    **Exception**: Athlete wants base subscription + add-on

    * "Unlimited Classes" (400/month) + "Private Session Add-On" (150/month for 2 private sessions)
    * This is intentional stacking, clearly communicated
  </Accordion>

  <Accordion title="What if athlete wants to downgrade subscription?">
    **Scenario**: Athlete on Premium (600/month) wants to switch to Basic (250/month)

    **Process**:

    1. **Athlete requests downgrade**: Via message, email, or portal
    2. **Confirm timing**:
       * Immediate: Lose premium benefits immediately, get partial refund (if you offer)
       * End of period: Keep premium through paid period, then downgrade (recommended)
    3. **Cancel current subscription**: In Stripe, cancel Premium subscription
    4. **Enroll in new tier**: Add Basic subscription to athlete profile
    5. **Process pricing difference** (if mid-period):
       * Pro-rate: Refund unused portion of Premium, charge for Basic
       * Or: Wait until current Premium period ends, then start Basic (recommended)

    **Communication**:

    ```
    "I've switched you to the Basic Membership starting [date]. 
    You'll be charged $250/month going forward (saves you $350/month!).

    Your access will change to Basic tier features as of [date].

    You can always upgrade back to Premium anytime!"
    ```

    <Tip>
      **Make it easy**: Frictionless downgrades = lower churn. Athlete who downgrades is still a paying subscriber (vs full cancellation).
    </Tip>
  </Accordion>

  <Accordion title="Should I offer refunds on subscriptions?">
    **Legal landscape**: Varies by jurisdiction

    **General guidelines**:

    **Pro-rated refunds**:

    * Not typically required if athlete has access through paid period
    * Example: Athlete pays \$400 for February, cancels Feb 10, has access through Feb 28 = no refund owed

    **When refunds make sense**:

    * Service issue (your fault): Full refund appropriate
    * Payment processing error: Issue refund + fix
    * Athlete charged accidentally (didn't mean to subscribe): Refund within 24-48 hours

    **When refunds DON'T make sense**:

    * Athlete simply changed mind after using service
    * "I didn't train this month" (athlete's choice, not your fault)
    * Buyer's remorse after 7+ days

    **Your refund policy** (example):

    ```
    "Subscription refunds available within 48 hours of first charge 
    if no credits used. After 48 hours or if credits used, no 
    refunds—cancel anytime to stop future charges."
    ```

    <Warning>
      **Document clearly**: Refund policy must be visible at purchase, in terms of service, and in confirmation email.
    </Warning>
  </Accordion>

  <Accordion title="Can I change subscription price for existing subscribers?">
    **Short answer**: Yes, but handle carefully

    **Process**:

    **1. Grandfather vs Universal Change**:

    * **Grandfather**: Keep existing subscribers at old price, new subscribers pay new price
    * **Universal**: All subscribers pay new price after X date

    **2. Communicate in advance** (30-60 days notice):

    ```
    "Heads up: Starting March 1, the Monthly Unlimited Membership 
    will increase from $400 to $450/month due to rising costs.

    As a current member, you have 2 options:
    1. Lock in current $400 rate by switching to annual pre-pay ($4,800/year)
    2. Continue monthly at new $450 rate starting March 1

    You're a valued member—I wanted to give you advance notice and options. 
    Questions? Reply anytime!"
    ```

    **3. Update Stripe**:

    * Stripe → Products → \[Subscription] → Edit pricing
    * Set effective date for new price
    * Existing subscriptions: Update via Stripe dashboard

    **Best practice**: Grandfather existing subscribers for 6-12 months (goodwill gesture), then migrate all to new price
  </Accordion>
</AccordionGroup>

***

## What's next

You've now completed the full credits section! Explore related features:

<CardGroup>
  <Card title="Managing Athlete Credits" icon="hand-holding-usd" href="/payments/credits/managing-athlete-credits">
    View balances, grant credits, read logs, handle athlete requests
  </Card>

  <Card title="Credit Usage Limits" icon="shield-alt" href="/payments/credits/credit-usage-limits-restrictions">
    Set restrictions, daily/weekly limits, multi-credit sessions
  </Card>

  <Card title="Credit System Explained" icon="info-circle" href="/payments/credits/credit-system-overview">
    Understand core credit concepts and business benefits
  </Card>
</CardGroup>

***

## Related articles

<CardGroup>
  <Card title="Products Overview" icon="shopping-cart" href="/payments/product-overview">
    Complete guide to CoachIQ products system
  </Card>

  <Card title="Stripe Setup" icon="stripe" href="/payments/connecting-stripe">
    Connect Stripe for payment processing
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes using subscription credits
  </Card>

  <Card title="Scheduler Payment Options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Configure schedulers with different payment options
  </Card>

  <Card title="Automations" icon="bolt" href="/tools/automations/what-are-automations">
    Automate subscription workflows
  </Card>
</CardGroup>

***

<Check>
  **You now know how to**: Create subscription products, configure unlimited (∞) credits, set up recurring billing, understand renewal behavior, manage subscription lifecycles, transition athletes from packages to subscriptions, optimize subscription revenue, and build a predictable recurring revenue business model.
</Check>

<Info>
  **Need help designing your subscription model?** Our support team can review your business goals and help structure the right subscription offerings. [Contact Support](https://support.coachiq.com)
</Info>


# How to Disconnect Your Stripe Account
Source: https://help.coachiq.io/payments/disconnect-stripe

Remove the connection between CoachIQ and your Stripe account — step-by-step with no support ticket needed.

<Info>
  **Where to find this**: Settings → Stripe → Disconnect Stripe
</Info>

## Why you might see a Stripe Connect banner

If you visit your Stripe dashboard and see a banner that says **"CoachIQ has access to new tools to help manage your account"** — don't worry. This is standard Stripe Connect behavior. It means your Stripe account is still linked to CoachIQ.

<Frame>
  <img alt="Stripe dashboard showing CoachIQ has access banner" />
</Frame>

This banner appears even after you cancel your CoachIQ subscription. The Stripe connection stays active until you manually disconnect it. To remove this integration, follow the steps below.

***

## How to disconnect Stripe from CoachIQ

<Steps>
  <Step title="Go to Settings → Stripe">
    From your CoachIQ dashboard, click **Settings** in the bottom-left corner, then click **Stripe** as an Admin.
  </Step>

  <Step title="Click Disconnect">
    Scroll to **Disconnect Stripe** at the bottom of the integration page. Review the confirmation before proceeding. Coach-role staff must ask an Admin; CoachIQ-managed demo connections cannot be disconnected here.
  </Step>

  <Step title="Confirm the disconnection">
    Confirm that you want to disconnect. Once complete, the connection between CoachIQ and Stripe is removed.

    <Check>
      **Done!** Your Stripe account is no longer connected to CoachIQ. The banner in your Stripe dashboard will disappear.
    </Check>
  </Step>
</Steps>

<Warning>
  **Before you disconnect**: If you still have active customers on CoachIQ, disconnecting Stripe will stop all payment processing. Subscriptions won't renew, and new purchases won't go through. Only disconnect if you're done using CoachIQ for payments.
</Warning>

***

## What happens after disconnecting

| What                              | What happens                                                      |
| --------------------------------- | ----------------------------------------------------------------- |
| **Existing Stripe subscriptions** | Remain active on Stripe's side — CoachIQ just stops managing them |
| **New payments through CoachIQ**  | Won't process — no Stripe account connected                       |
| **Your Stripe account**           | Fully yours — no CoachIQ access                                   |
| **Stripe Connect banner**         | Disappears from your Stripe dashboard                             |
| **Your CoachIQ account**          | Still accessible — you just can't collect payments                |

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I reconnect Stripe later?">
    Yes. Go to **Settings → Stripe Portal** and click the Stripe logo to reconnect. You can connect the same Stripe account or a different one.

    <Frame>
      <img alt="Connect Stripe button" />
    </Frame>
  </Accordion>

  <Accordion title="Will disconnecting cancel my customers' subscriptions?">
    No. Existing subscriptions remain active on Stripe's side. However, CoachIQ will no longer manage them — renewals won't sync, and subscription changes made in CoachIQ won't apply. If you need to cancel subscriptions, do that from your Stripe dashboard before disconnecting.
  </Accordion>

  <Accordion title="I already cancelled CoachIQ — can I still disconnect?">
    Yes. Log into your CoachIQ admin at [admin.coachiq.io](https://admin.coachiq.io) and follow the same steps. Without an active membership, you may see a membership or billing screen instead of the admin platform. If you can't log in, contact [info@coachiq.io](mailto:info@coachiq.io) and the team will disconnect it for you.
  </Accordion>

  <Accordion title="Stripe says only CoachIQ can disconnect — what do I do?">
    That's correct — because CoachIQ initiated the Stripe Connect integration, the disconnect must happen from CoachIQ's side. Follow the self-service steps above. No support ticket needed.
  </Accordion>

  <Accordion title="Is the Stripe Connect banner a security concern?">
    No. While the connection is active, CoachIQ can only process payments that you've configured in your dashboard. The connection enables the payment operations configured for your business. The banner is just Stripe's way of showing that a platform integration exists.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Connecting Stripe" icon="link" href="/payments/connecting-stripe">
    How to set up your Stripe account with CoachIQ
  </Card>

  <Card title="Stripe Dashboard" icon="chart-line" href="/payments/stripe-dashboard">
    Navigate your Stripe dashboard and manage payouts
  </Card>
</CardGroup>


# Failed Payments
Source: https://help.coachiq.io/payments/failed-payments

Recover failed subscription and one-time payments to prevent revenue loss and maintain client access

<Info>
  **Where to find this**: Payments → Transactions or Subscriptions → Filter by Past Due
</Info>

## Why payments fail

Common reasons for payment failures:

**Card issues:**

* Expired card
* Insufficient funds
* Card declined by issuer
* Incorrect card details
* Card reported lost or stolen

**Bank issues:**

* Fraud prevention triggered
* Daily spending limit exceeded
* International transaction blocked
* Bank requires authentication

**Technical issues:**

* Network timeout
* Processing error
* Stripe API issue

<Note>
  Most failures are card-related and resolve when client updates payment method.
</Note>

## How failed payments appear

<Tabs>
  <Tab title="Subscription payments">
    **Subscriptions page shows Past Due status**

    When subscription payment fails:

    * Status changes to "Past Due" (red)
    * Last attempted payment shows as failed
    * Next retry date displayed
    * Client may retain access during retry period

    <Frame>
      <img alt="CoachIQ subscription with Past Due status after failed payment" />
    </Frame>
  </Tab>

  <Tab title="One-time payments">
    **Transactions page shows Failed status**

    When one-time payment fails:

    * Transaction appears with "Failed" status
    * No automatic retries for one-time payments
    * Client didn't receive product or credits
    * No access granted
  </Tab>
</Tabs>

## Stripe's automatic retry schedule

**Subscription payments only** - Stripe retries automatically:

1. **3 days** after initial failure
2. **5 days** after first retry
3. **7 days** after second retry
4. **10 days** after third retry

**Total retry window:** Approximately 25 days

**If all retries fail:** Subscription automatically cancels

<Warning>
  Don't wait for automatic retries. Contact client immediately when payment fails to speed recovery.
</Warning>

## Recovering failed subscription payments

<Steps>
  <Step title="Identify Past Due subscriptions">
    Go to **Payments → Subscriptions** and filter by **Past Due** status.

    <Frame>
      <img alt="CoachIQ subscriptions page filtered to show Past Due subscriptions" />
    </Frame>
  </Step>

  <Step title="Review failure reason">
    Click subscription to view details in stripe.

    Check Payment History for failure reason:

    * Card declined
    * Insufficient funds
    * Expired card
    * Requires authentication

    Understanding why helps you communicate with client.
  </Step>

  <Step title="Contact client immediately">
    Send message through Inbox or email:

    **Message template:** "Hi \[Name], your recent payment for \[subscription] was declined. To avoid service interruption, please update your payment method here: \[payment update link]"

    <Tip>
      Act fast. The sooner client updates payment, the sooner Stripe retries successfully.
    </Tip>
  </Step>

  <Step title="Send payment page update link">
    From subscription details:

    1. Click \*\*Open \*\*on the subscription under the **Source** column
    2. Scroll to the **Invoice** section
    3. Click the Invoice labeled **Retrying**
    4. Copy the Payment Page link
    5. Send link to client

    <Frame>
      <img alt="Stripe invoice details showing retrying status for failed payment" />
    </Frame>

    <Frame>
      <img alt="Stripe payment page link to send to client for updating payment method" />
    </Frame>
  </Step>

  <Step title="Client updates card">
    Client clicks link, enters new payment details and checks out.
  </Step>

  <Step title="Monitor retry success">
    Check subscription status:

    * **Active** = Retry succeeded, subscription recovered
    * **Past Due** = Still failing, follow up again
    * **Canceled** = All retries failed, subscription lost

    <Check>
      **Payment recovered.** Subscription returns to Active status. Credits renew. Service continues.
    </Check>
  </Step>
</Steps>

## Recovering failed one-time payments

One-time payments don't retry automatically. You must manually recover them.

<Steps>
  <Step title="Find failed transaction">
    Go to **Payments → Transactions** and filter by **Failed** status.
  </Step>

  <Step title="Contact client">
    **Message template:** "Hi \[Name], your payment for \[product] didn't process successfully. You can complete your purchase here: \[new payment link]"
  </Step>

  <Step title="Provide new payment link">
    **Option 1: Resend product link**

    * If client has product URL, they can try purchasing again
    * Client re-enters payment details

    **Option 2: Manual payment (not recommended)**

    * Client pays via alternative method (Venmo, check, etc.)
    * You manually record transaction
    * Manually grant access/credits

    <Tip>
      Option 1 is simplest. Just send the original booking or product purchase link again.
    </Tip>
  </Step>

  <Step title="Verify payment success">
    After client attempts payment again, check Transactions page for successful charge.

    If successful: Grant access, issue credits, confirm with client.
  </Step>
</Steps>

## What clients see when payment fails

**Subscription failure:**

* May receive email from Stripe about failed payment
* May receive notification from you
* Usually retain access during retry period
* Risk losing access if not resolved

**One-time payment failure:**

* Transaction doesn't complete
* No confirmation email
* No access to product/credits
* Must attempt payment again

<Info>
  Client experience varies based on your notification settings. Configure Stripe email notifications in Stripe Dashboard.
</Info>

## Communication best practices

**When payment fails:**

✅ **Do:**

* Contact immediately (within 24 hours)
* Be helpful and non-judgmental
* Provide clear next steps
* Include payment update link
* Offer assistance if needed

❌ **Don't:**

* Wait for automatic retries
* Shame or blame client
* Threaten immediate cancellation
* Use aggressive language
* Send multiple messages in one day

**Sample messages:**

**Professional and helpful:** "Hi \[Name]! Just a heads up - your payment for \[subscription] didn't go through. This happens sometimes with expired cards or fraud protection. You can update your payment method here: \[link]. Let me know if you need any help!"

**Too aggressive:** "Your payment FAILED. Update your card immediately or your account will be canceled."

<Tip>
  Most payment failures are accidental, not intentional. Keep tone friendly and assume client wants to resolve it.
</Tip>

## Preventing payment failures

**Proactive strategies:**

<AccordionGroup>
  <Accordion title="Monitor card expirations">
    Check upcoming expirations in Stripe Dashboard.

    **Action:** Contact clients 30 days before card expires with payment update link.

    Result: Prevent failures before they happen.
  </Accordion>

  <Accordion title="Send payment reminders">
    **For subscriptions:** Remind clients 3-5 days before billing date.

    **Message:** "Your \[subscription] renews on \[date] for \$\[amount]. Your card ending in \[last 4] will be charged. Need to update payment info? \[link]"

    Result: Gives clients heads-up and chance to update card if needed.
  </Accordion>

  <Accordion title="Require backup payment method">
    **Advanced:** Some coaches require two cards on file.

    If primary fails, Stripe automatically tries backup card.

    **Setup:** Configure in Stripe Dashboard (requires technical setup).
  </Accordion>
</AccordionGroup>

## When payment recovery fails

If client doesn't respond or can't/won't update payment:

**Subscriptions:**

* Stripe exhausts retries (25 days)
* Subscription automatically cancels
* Client loses access and credits
* Must resubscribe to resume service

**One-time payments:**

* Transaction remains failed
* No product or credits issued
* Client must attempt purchase again
* Can write off as lost sale

<Note>
  Document failed recovery attempts for your records. Some coaches have policies about re-allowing clients who frequently fail payments.
</Note>

## Troubleshooting specific failure reasons

<AccordionGroup>
  <Accordion title="Card declined - Generic">
    **Reason:** Bank declined without specific reason

    **Solution:**

    * Ask client to contact their bank
    * Bank can provide specific reason
    * Client may need to authorize charge
    * Try different card
  </Accordion>

  <Accordion title="Insufficient funds">
    **Reason:** Not enough money in account

    **Solution:**

    * Wait for client to add funds
    * Offer payment plan if appropriate
    * Next retry may succeed when funds available
  </Accordion>

  <Accordion title="Expired card">
    **Reason:** Card past expiration date

    **Solution:**

    * Send payment update link
    * Client enters new card with current expiration
    * Usually quick resolution
  </Accordion>

  <Accordion title="Card reported lost or stolen">
    **Reason:** Card flagged by issuer

    **Solution:**

    * Client must use completely different card
    * Old card won't work even after "update"
    * Client needs to contact bank for replacement
  </Accordion>
</AccordionGroup>

## Next steps

1. [Issue refunds](/payments/issuing-refunds) - Process refunds for recovered payments if needed
2. [Manage subscriptions](/payments/managing-subscriptions) - Handle subscription modifications
3. [View transactions](/payments/transactions) - Monitor all payment activity

## Related articles

* [Managing Subscriptions](/payments/managing-subscriptions)
* [Subscriptions Dashboard](/payments/subscriptions-dashboard)
* [Issuing Refunds](/payments/issuing-refunds)
* [Transactions Dashboard](/payments/transactions-dashboard)


# Understanding CoachIQ Payments
Source: https://help.coachiq.io/payments/getting-started

Learn how CoachIQ Payments works and how money flows from your clients to your bank account

<Info>
  **Where to find this**: Payments section in the left sidebar
</Info>

## What CoachIQ Payments does

CoachIQ Payments handles all revenue operations for your coaching business:

* Accept one-time and recurring payments
* Manage subscription billing automatically
* Issue and track session credits
* Apply discounts with coupons
* Track all transactions in one place
* Send payment receipts to clients

All payment processing runs through Stripe, which deposits funds directly into your bank account.

## How money flows

<Steps>
  <Step title="Connect Stripe">
    Link your Stripe account to CoachIQ to enable payment processing.
  </Step>

  <Step title="Create products">
    Build products for sessions, memberships, programs, or access codes.
  </Step>

  <Step title="Attach to offerings">
    Connect products to:

    * Session schedulers (for bookings)
    * Programs (for content access)
    * Forms (for registrations)
  </Step>

  <Step title="Customer pays">
    Client selects offering → Payment screen → Completes purchase
  </Step>

  <Step title="Money deposited">
    Stripe processes payment → Deposits to your bank account (typically 2 business days)

    <Check>
      You receive funds automatically. CoachIQ tracks everything in the Transactions dashboard.
    </Check>
  </Step>
</Steps>

## Key concepts

<CardGroup>
  <Card title="Products" icon="box" href="/payments/products-overview">
    One-time purchases, recurring subscriptions, or access code redemptions
  </Card>

  <Card title="Transactions" icon="receipt" href="/payments/transactions-dashboard">
    Complete record of all payments, refunds, and failed charges
  </Card>

  <Card title="Subscriptions" icon="rotate" href="/payments/subscriptions-dashboard">
    Recurring billing that renews automatically on schedule
  </Card>

  <Card title="Credits" icon="ticket" href="/payments/credits/credit-system-overview">
    Pre-purchased session credits clients can redeem for bookings
  </Card>

  <Card title="Coupons" icon="tag" href="/payments/coupon-overview">
    Discount codes for promotions, partnerships, and special offers
  </Card>

  <Card title="Products Usage" icon="link" href="/payments/attach-products">
    How to attach products to sessions, programs, and forms
  </Card>
</CardGroup>

## Three ways clients pay

**Direct purchase** Client books session → Selects time → Pays with card → Confirmed

**Subscription billing** Client subscribes → Card charged monthly → Receives credits/access automatically

**Access code** Client enters code → Discount applied (or free) → Access granted

## Payment methods at checkout

Checkout is powered by Stripe, so your clients can pay with more than a card. The methods a client sees are the ones that are active for your organization:

| Method                     | What the client sees                                  | Works on                                                                |
| -------------------------- | ----------------------------------------------------- | ----------------------------------------------------------------------- |
| **Card**                   | Credit or debit card form                             | Everything: products, subscriptions, scheduler bookings, guest checkout |
| **Apple Pay / Google Pay** | Wallet button on a supported device or browser        | Same as cards, including athlete portals on a custom domain             |
| **US Bank Account (ACH)**  | "Bank" option; the client connects their bank account | One-time products and recurring memberships                             |
| **Afterpay / Klarna**      | Buy-now-pay-later option where Stripe offers it       | One-time purchases, where the method is enabled                         |

**Where to turn methods on and off**

Once Stripe is connected, your admin settings include a **Payment Methods** list (**Settings → Payment Methods**). Each method is labeled **Active** or **Inactive**, and the label reflects what clients can actually use at checkout. A method has to be enabled on your Stripe account as well; if a method you expect is missing, check it in Stripe from **Settings → Stripe Portal**, then confirm it shows as Active here.

**ACH in practice**

* ACH is the lower-fee option for larger camp, team, and membership payments. You can pass on a different processing fee for ACH than for cards; see [Fees for ACH payments](/payments/processing-fee#fees-for-ach-payments).
* New recurring memberships offer every active method, including bank account. Memberships bought through athlete checkout between late April and early September 2026 were created card-only; see [Payment methods on recurring memberships](/payments/manage-subscriptions#payment-methods-on-recurring-memberships).
* A client who has already paid once has their saved methods, and which one is default, listed on the **Payment Methods** tab of their [client profile](/people/client-profiles/client-profiles-subscriptions#payment-methods-on-file).

<Note>
  Checkout follows your athlete portal's theme, so a dark-mode portal gets a dark checkout with matching contrast. Coupons, waivers, and processing fees behave the same whichever method the client picks.
</Note>

## Your first three steps

<Steps>
  <Step title="Connect Stripe">
    Enable payment processing by linking your Stripe account.

    [Connect Stripe →](/payments/connecting-stripe)
  </Step>

  <Step title="Create a product">
    Build your first product for a session, membership, or program.

    [Create Product →](/payments/product-builder)
  </Step>

  <Step title="Attach to sessions">
    Link your product to a session scheduler so clients can book and pay.

    [Attach Products →](/payments/attach-products)
  </Step>
</Steps>

## Where everything lives

Navigate the Payments section from your left sidebar:

* **Products**: Create and manage all payment offerings
* **Transactions**: View all payment activity and history
* **Subscriptions**: Monitor recurring billing and active memberships
* **Coupons**: Create and track discount codes

<Frame>
  <img alt="CoachIQ left sidebar showing Payments navigation menu" />
</Frame>

## Payment processing fees

Every successful transaction incurs two fees: Stripe's 2.9% + \$0.30, plus CoachIQ's 1% + \$0.20 — a combined 3.9% + \$0.50 (US rates). You can configure products to either:

* Absorb the fee (you receive less)
* Pass to customer (they pay slightly more)

<Note>
  International rates and currency conversions may differ from Stripe's standard US rate.
</Note>

## What you need to know

**Stripe handles everything**: CoachIQ doesn't store card numbers or process payments directly. Stripe manages all payment security, PCI compliance, and fraud prevention.

**Automatic reconciliation**: Every transaction in CoachIQ syncs with Stripe in real-time. Your records always match.

**Bank deposits**: Stripe deposits funds to your bank account on a rolling basis. First payout takes 7-10 days; subsequent payouts are typically daily or weekly based on your Stripe settings.

**Refunds**: Issue full or partial refunds directly from CoachIQ. Money returns to client's original payment method.

## Common questions

<AccordionGroup>
  <Accordion title="Do I need a business bank account?">
    No. You can connect Stripe to any bank account—personal or business. However, a business account is recommended for accounting and tax purposes.
  </Accordion>

  <Accordion title="Can I accept payments without Stripe?">
    No. Stripe is the payment processor for CoachIQ. You must have a Stripe account to accept payments through the platform.
  </Accordion>

  <Accordion title="What currencies are supported?">
    CoachIQ supports all currencies that Stripe supports. Set your currency in Stripe, and it applies to all CoachIQ transactions.
  </Accordion>

  <Accordion title="How do taxes work?">
    CoachIQ doesn't calculate or collect sales tax automatically. You're responsible for:

    * Determining if you need to collect sales tax
    * Setting prices that include tax
    * Reporting and remitting taxes to appropriate authorities

    Consider consulting a tax professional for your specific situation.
  </Accordion>
</AccordionGroup>

## Ready to start?

Begin by connecting your Stripe account to enable payment processing.

[Connect Stripe →](/payments/connecting-stripe)


# Grandfathering Client Pricing
Source: https://help.coachiq.io/payments/grandfather-pricing

How to raise prices for new clients while keeping existing subscribers at their current rate

When you raise prices, you don't have to change what existing clients pay. Grandfathering lets you increase rates for new clients while honoring the rates your current clients signed up for.

***

## If you already have subscribers in CoachIQ

This is the most common scenario. You have active subscriptions running through Stripe, and you want to raise prices going forward.

**The good news**: When you update a product's price in CoachIQ, existing subscriptions automatically stay at their current rate. Stripe handles this for you.

<Steps>
  <Step title="Document your current pricing">
    Before changing anything, note your current rates. Take screenshots or write them down—you'll want this for reference when clients ask questions.
  </Step>

  <Step title="Update the product price">
    1. Go to **Payments → Products**
    2. Select the product you want to update
    3. Change the price to your new rate
    4. Click **Save**

    That's it. New subscribers pay the new price. Existing subscribers continue at their original rate.
  </Step>

  <Step title="Verify existing subscriptions weren't affected">
    Spot-check a few existing clients:

    1. Go to **People** and select a client with an active subscription
    2. View their subscription details
    3. Confirm the billing amount shows the old rate
  </Step>

  <Step title="Update your website">
    Make sure your public-facing pricing reflects the new rates. Check your website pricing section and any marketing materials.
  </Step>
</Steps>

<Info>
  **How it works**: CoachIQ updates the product price for new purchases, but Stripe maintains existing subscription rates unchanged. Your current clients won't see any difference.
</Info>

***

## If you're migrating to CoachIQ

If you're new to CoachIQ and bringing existing clients from another system, you'll need to create separate products for legacy and new pricing.

<Steps>
  <Step title="Create legacy products (for existing clients)">
    1. Go to **Payments → Products**
    2. Create products at your **old rates**
    3. Name them clearly: "Monthly Training (Legacy)" or include the price
    4. **Do not** display these on your website or athlete portal
  </Step>

  <Step title="Create new products (for future clients)">
    1. Create the same products at your **new rates**
    2. Use clean, public-facing names
    3. Display these on your website and athlete portal
  </Step>

  <Step title="Send legacy products to existing clients">
    Send each existing client a direct link to their legacy product. Don't share these links publicly.

    <Warning>
      Keep legacy product links private. Only send them directly to clients who should receive that pricing.
    </Warning>
  </Step>
</Steps>

***

## Common questions

<AccordionGroup>
  <Accordion title="What if a client cancels and wants to resubscribe?">
    Once cancelled, they lose their legacy rate. If they resubscribe, they'll pay the current price.

    **Options**:

    * Set a policy like "return within 30 days to keep your rate"
    * Offer pausing instead of cancelling to maintain their rate
    * Manually create a subscription at the old rate in Stripe if you want to honor it

    Communicate your policy clearly so clients know what to expect.
  </Accordion>

  <Accordion title="What if a grandfathered client wants to upgrade?">
    When they change service levels, they're creating a new subscription at current pricing.

    If you want to honor their loyalty, manually set a custom price in Stripe that maintains their discount ratio. Document it in their client notes.
  </Accordion>

  <Accordion title="How do I track which clients have legacy pricing?">
    Two simple methods:

    1. **Tags**: Add a "Legacy Pricing" tag to grandfathered clients in CoachIQ
    2. **Notes**: Add their legacy rate and start date to their client profile
  </Accordion>

  <Accordion title="Can I eventually move everyone to new pricing?">
    Yes. Give 60-90 days notice and consider offering something to ease the transition (bonus session, free month). You can update individual subscription prices in Stripe when ready.
  </Accordion>

  <Accordion title="Should I tell new clients about grandfathered pricing?">
    Generally no. It can make new clients feel like they're overpaying. If asked directly, explain that you reward long-term loyalty with rate protection.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Manage Subscriptions" icon="rotate" href="/payments/manage-subscriptions">
    View and manage active client subscriptions
  </Card>

  <Card title="Product Builder" icon="box" href="/payments/product-builder">
    Create and configure your products
  </Card>
</CardGroup>


# Guest Checkout
Source: https://help.coachiq.io/payments/guest-checkout

Let people buy a product or book a session without creating a CoachIQ account

<Info>
  **Where to find this**: Products: Product Builder → Section 6 (Advanced Settings) → **Guest Checkout**. Schedulers: the guest checkout setting in the scheduler builder (see [Guest checkout for schedulers](#guest-checkout-for-schedulers)).
</Info>

## What guest checkout is

Guest checkout lets people pay with just their contact and payment details - no account creation required. It exists in two places:

* **Products** - a toggle on each product, for merchandise, event fees, and other one-off sales.
* **Schedulers** - a toggle on each scheduler, so someone can book an intro call or trial session straight from an ad, a quiz funnel, or your website without hitting a login wall.

**With guest checkout enabled:**

* Guest enters name and email
* Guest enters payment details
* Purchase or booking completes
* No password or portal login is created

**With guest checkout disabled (default):**

* Person must create a CoachIQ account (or log in)
* Account required before checkout
* Person gets Athlete Portal access

## When to enable guest checkout

<Tabs>
  <Tab title="Enable for">
    **Sales and bookings that don't need ongoing access:**

    ✅ **Merchandise or equipment sales**

    * T-shirts, gear, supplements
    * One-time physical products
    * No need for portal access

    ✅ **One-time workshops or events**

    * Single-session clinics
    * Drop-in classes
    * Public seminars

    ✅ **Intro calls and trial sessions (schedulers)**

    * The first touch in a marketing funnel
    * Free or paid trial sessions
    * Anyone landing from an ad or your website can book immediately

    ✅ **Non-client purchases**

    * Community members
    * One-time visitors
    * People who won't book again

    ✅ **Gift purchases**

    * Someone buying for another person
    * No need for buyer to have account

    <Tip>
      Enable guest checkout when you're selling to the general public, not just your established client base. For a funnel, put guest checkout on the intro-call scheduler and keep it off everything that comes after.
    </Tip>
  </Tab>

  <Tab title="Keep disabled for">
    **Products and schedulers that need an account:**

    ❌ **Subscriptions or memberships**

    * Ongoing access to portal
    * Credit tracking over time
    * Recurring billing management

    ❌ **Program access**

    * Need account to view content
    * Videos, documents, workouts
    * Progress tracking

    ❌ **Multi-session packages**

    * Credits require account
    * Must book sessions over time
    * Need to track usage

    ❌ **Recurring or credit-based schedulers**

    * Credits can only be spent from an account
    * Rescheduling and cancellation happen in the portal
    * Reminders and history need a profile

    <Warning>
      If a product issues credits or grants program access, guest checkout won't work properly. Guests can't use credits or access portal content.
    </Warning>
  </Tab>
</Tabs>

## Enable guest checkout on a product

<Steps>
  <Step title="Open Product Builder">
    Go to **Payments → Products** and either:

    * Click **+ Create Product** for new product
    * Click existing product to edit
  </Step>

  <Step title="Navigate to Advanced Settings">
    Scroll to **Section 6: Advanced Settings**
  </Step>

  <Step title="Toggle guest checkout ON">
    Find **Guest Checkout** toggle and switch to ON.

    <Frame>
      <img alt="Guest checkout toggle in CoachIQ Product Builder advanced settings" />
    </Frame>
  </Step>

  <Step title="Save product">
    Click **Create.**

    <Check>
      **Guest checkout enabled.** People can purchase without creating an account.
    </Check>
  </Step>
</Steps>

## Guest checkout for schedulers

Schedulers have their own guest checkout setting, separate from any product. Turn it on and anyone who reaches the scheduler - from your booking page, your website, or a link in an ad - can reserve a time without logging in.

<Steps>
  <Step title="Open the scheduler">
    Go to **Schedule → Schedulers** and open the scheduler you want to open up (typically an intro call or trial session).
  </Step>

  <Step title="Turn on guest checkout">
    In the scheduler builder, switch the guest checkout setting ON and save.
  </Step>

  <Step title="Share the scheduler link">
    Use the scheduler's link or embed it on your website. Visitors book without being asked to create an account.

    <Check>
      **Guest booking enabled.** The login step is skipped for this scheduler only.
    </Check>
  </Step>
</Steps>

**What a guest provides when booking:**

* Name and email (and phone, if the scheduler asks for it)
* Payment details, if the scheduler is paid
* Any form connected to the scheduler is still completed

**What you see:**

* The booking appears on your calendar with the guest's name and contact details
* The guest is not added to your client list and has no portal login
* For a paid scheduler, the payment appears in **Payments → Transactions** like any other

<Note>
  Guest bookings are best for the first session. Once someone becomes a client, have them create an account so they can reschedule, use credits, and receive reminders in the portal. Booking schedulers only accept guests when this setting is on; a scheduler with guest checkout off still requires login even if the attached product allows guests.
</Note>

Scheduler payment settings (free, price, or credits) are covered in [Setting up payment options](/scheduling/setting-up-payment-options).

## What guests provide at checkout

**Required information:**

* Email address
* Name
* Payment method (a card, or any other payment method you've enabled - see [Payment methods at checkout](/payments/getting-started#payment-methods-at-checkout))

**NOT required:**

* Password
* Phone Number (unless the scheduler or form asks for it)
* Account creation
* Profile setup

<Info>
  Minimal friction checkout. Faster for one-time buyers who don't need ongoing access.
</Info>

## What guests receive

**After purchase or booking:**

✅ **Email receipt**

* Payment confirmation
* Purchase details
* Transaction amount

✅ **Product, booking, or access (if applicable)**

* Booking confirmation for a guest-enabled scheduler
* Event confirmation if workshop/clinic

❌ **No Athlete Portal access**

* Can't log into CoachIQ
* Can't view purchase history
* Can't manage account or reschedule from the portal

❌ **No credits**

* Even if product issues credits
* Credits require account to track and use

❌ **No booking on other schedulers**

* Only schedulers with guest checkout ON can be booked as a guest
* Everything else still asks for an account

## What you see

**In your Transactions:**

* Guest purchases appear normally
* Transaction recorded with email
* Payment processed successfully

**In your client list:**

* Guest does NOT appear as client
* No profile created
* Email captured but not as full client record

**On your calendar (scheduler guests):**

* The booking shows with the guest's name and email
* Treat it like any other booking for check-in, cancel, or reschedule

<Note>
  Guest transactions are tracked for your records, but the guest doesn't become a full client in your system.
</Note>

## Guest checkout flow

<Steps>
  <Step title="Guest selects product or time">
    Guest finds the product on your booking page or website, or picks a time on a guest-enabled scheduler.

    Clicks purchase, buy, or book.
  </Step>

  <Step title="Guest enters name & email">
    Checkout form asks for name and email address.

    No "create password" field appears.
  </Step>

  <Step title="Guest enters payment">
    Guest provides payment details (skipped for a free scheduler).

    Standard Stripe payment form.
  </Step>

  <Step title="Purchase or booking completes">
    Transaction processes immediately.

    Guest receives email receipt or booking confirmation.

    <Check>
      **Complete.** Guest paid or booked, you received the order, no account created
    </Check>
  </Step>
</Steps>

## Guest vs. account checkout comparison

| Feature                             | Guest Checkout                              | Account Checkout        |
| ----------------------------------- | ------------------------------------------- | ----------------------- |
| **Speed**                           | Faster (contact + payment)                  | Slower (create account) |
| **Portal access**                   | No                                          | Yes                     |
| **Purchase history**                | No                                          | Yes                     |
| **Session booking**                 | Yes, on schedulers with guest checkout ON   | Yes                     |
| **Reschedule / cancel from portal** | No                                          | Yes                     |
| **Credits**                         | No                                          | Yes                     |
| **Subscriptions**                   | No                                          | Yes                     |
| **Programs**                        | No                                          | Yes                     |
| **Best for**                        | One-time sales, intro calls, trial sessions | Ongoing services        |

## Next steps

1. [Product Builder](/payments/product-builder) - Complete Product Builder guide
2. [Processing fees](/payments/processing-fee) - Configure who pays Stripe fees
3. [Setting up payment options](/scheduling/setting-up-payment-options) - Free, priced, or credit-based schedulers

## Related articles

* [Processing Fees Configuration](/payments/processing-fee)
* [Revenue Sharing](/payments/sharing-rev)
* [Learn about issuing refunds](/payments/issuing-refunds)


# Issuing Refunds
Source: https://help.coachiq.io/payments/issuing-refunds

Process full and partial refunds for one-time purchases and subscription payments

<Info>
  **Where to find this**: Payments → Transactions → Click transaction → Refund
</Info>

## When to issue refunds

Common refund scenarios:

**Client request:**

* Changed their mind
* Can't attend purchased session
* Dissatisfied with service
* Duplicate charge

**Business error:**

* Charged wrong amount
* Charged wrong client
* Product misconfigured
* Technical error

**Goodwill:**

* Service issue compensation
* Retention gesture
* Promotional adjustment

<Note>
  Refund policies vary by coach. Define your refund policy clearly in terms and conditions.
</Note>

## Full vs. partial refunds

<Tabs>
  <Tab title="Full Refund">
    **Return entire payment amount**

    Client receives 100% of what they paid.

    **When to use:**

    * Complete cancellation before service
    * Major service failure
    * Accidental duplicate charge
    * Client never received product/access

    **Example:** \$75 session → Refund \$75
  </Tab>

  <Tab title="Partial Refund">
    **Return portion of payment**

    Client receives specific dollar amount, less than full charge.

    **When to use:**

    * Prorated cancellation mid-period
    * Partial service failure
    * Processing fee adjustment
    * Custom settlement amount

    **Example:** 200 monthly membership, cancel on day 15 → Refund 100 (half month)

    <Tip>
      Calculate prorated refunds: (Amount / Days in period) × Days unused
    </Tip>
  </Tab>
</Tabs>

## How to issue a refund

<Steps>
  <Step title="Find the transaction">
    Go to **Payments → Transactions** and locate the transaction to refund.

    Search by client name, amount, or date if needed.
  </Step>

  <Step title="Click Open under source column">
    Redirects to transcation on Stripe
  </Step>

  <Step title="Click Refund button">
    Button appears in the top right corner (if transaction eligible for refund).

    <Frame>
      <img alt="Stripe transaction detail page with Refund button highlighted" />
    </Frame>

    <Warning>
      Refund button only appears for successful, non-refunded transactions. Failed or already-refunded transactions can't be refunded.
    </Warning>
  </Step>

  <Step title="Choose refund amount">
    **Full refund:** Leave default amount (entire transaction)

    **Partial refund:** Enter specific dollar amount to refund

    Amount must be less than or equal to original charge.

    <Frame>
      <img alt="Stripe refund form showing amount and reason fields" />
    </Frame>
  </Step>

  <Step title="Add reason (optional)">
    Note why you're issuing refund:

    * Client request
    * Service issue
    * Duplicate charge
    * Other

    Internal note only - client doesn't see this.
  </Step>

  <Step title="Confirm refund">
    Review details and click **Confirm Refund**.

    <Check>
      **Refund processing.** Money returns to client's original payment method within 5-10 business days.
    </Check>
  </Step>
</Steps>

## What happens after refund

**Immediate:**

* Refund appears in Transactions list with negative amount
* Transaction status updates to "Refunded"
* CoachIQ records refund

**Within 24 hours:**

* Client receives refund confirmation email
* Stripe processes refund
* Funds deducted from your Stripe balance

**Within 5-10 business days:**

* Money appears in client's bank account
* Timeline depends on client's bank

<Info>
  Refund timeline is controlled by banks, not CoachIQ or Stripe. You can't speed it up.
</Info>

## Refunding subscription payments

When refunding subscription charges, additional options appear:

<Tabs>
  <Tab title="Refund only">
    **Issue refund, keep subscription active**

    Money returned but subscription continues billing.

    **When to use:**

    * Service issue compensation
    * Billing adjustment
    * Goodwill gesture without cancellation

    Client retains access, credits don't expire, future charges continue.
  </Tab>

  <Tab title="Refund + Cancel">
    **Issue refund and end subscription**

    Money returned AND subscription canceled.

    **Options:**

    * Cancel at period end (access until current period expires)
    * Cancel immediately (access ends now)

    **When to use:**

    * Client canceling due to dissatisfaction
    * Full service cancellation
    * Client no longer wants service

    <Tip>
      Most common choice. Refunding usually means client wants to end relationship.
    </Tip>
  </Tab>
</Tabs>

## Refund limitations

**Time limits:**

* Stripe allows refunds up to 180 days after charge
* After 180 days, contact Stripe support for special handling

**Amount limits:**

* Can't refund more than original charge
* Can refund less (partial refund)
* Can issue multiple partial refunds until full amount refunded

**Already refunded:**

* Can't refund same transaction twice
* Can't reverse a refund once processed

**Failed payments:**

* Can't refund payments that failed
* No money was collected, so nothing to refund

<Warning>
  Refunds are final. You cannot cancel or reverse a refund once confirmed.
</Warning>

## Refund fees

**Stripe processing fees:**

**Original charge:** You paid 2.9% + \$0.30

**After refund:**

* Transaction fee NOT refunded by Stripe
* You lose the fee even though client got money back

**Example:**

* Client pays \$100
* Stripe takes \$3.20 in fees
* You receive \$96.80
* You refund \$100 to client
* Stripe charges you \$100
* Net loss: 103.20 (original 100 + \$3.20 fees)

<Note>
  Factor fees into refund policies. Some coaches deduct Stripe fees from refunds to avoid this loss.
</Note>

## Partial refund calculations

**Common scenarios:**

**Prorated monthly cancellation:**

* \$200/month subscription
* Client cancels on day 15 of 30-day month
* Unused: 15 days
* Refund: $200 × (15/30) = $ 100

**Session package partial use:**

* 10-session package for \$650
* Client used 3 sessions
* Remaining: 7 sessions
* Refund: $650 × (7/10) = $ 455

**Processing fee deduction:**

* \$100 charge
* Stripe fee: \$3.20
* Refund after fee: \$96.80

<Tip>
  Be consistent with refund calculations. Document your policy and apply it uniformly.
</Tip>

## Refund policies

**Elements of clear refund policy:**

**Time window:**

* How long after purchase can client request refund?
* Example: "30-day money-back guarantee" or "No refunds after 48 hours"

**Conditions:**

* What qualifies for refund?
* What doesn't qualify?
* Example: "Unused sessions only" or "Cancel 24 hours before session"

**Process:**

* How does client request refund?
* How long does approval take?
* Example: "Email requests processed within 2 business days"

**Exceptions:**

* Emergency situations
* Injury or illness
* Special circumstances

**Display policy:**

* On checkout page
* In terms and conditions
* In confirmation emails

<Warning>
  Clearly communicate refund policy BEFORE purchase. Reduces disputes and chargebacks.
</Warning>

## Handling refund requests

**Best practices:**

<Steps>
  <Step title="Listen to client">
    Understand why they want refund. Sometimes issue can be resolved without refund.
  </Step>

  <Step title="Review your policy">
    Does request qualify based on your terms?
  </Step>

  <Step title="Offer alternatives">
    Before refunding, consider:

    * Rescheduling session
    * Transferring credits to friend/family
    * Service credit for future use
    * Discounted makeup session
  </Step>

  <Step title="Process refund promptly">
    If refund warranted, process within 24-48 hours. Delays increase frustration.
  </Step>

  <Step title="Communicate clearly">
    Explain what to expect:

    * Refund amount
    * Processing timeline (5-10 days)
    * Account changes (credits removed, access ended)
  </Step>

  <Step title="Follow up">
    After refund processes, check in to ensure client satisfied with resolution.
  </Step>
</Steps>

## Refunds vs. chargebacks

**Refund (you initiate):**

* You control timing and amount
* No additional fees
* Maintains client relationship
* Professional resolution

**Chargeback (client disputes with bank):**

* Bank controls outcome
* \$15 chargeback fee even if you win
* Damages relationship
* Affects Stripe account health

<Check>
  Always offer to refund if client unhappy. Prevents chargebacks and maintains goodwill.
</Check>

## Common refund scenarios

<AccordionGroup>
  <Accordion title="Client can't attend session they booked">
    **Your options:**

    1. Reschedule session (no refund needed)
    2. Issue credit for future use
    3. Issue full refund if within policy window

    **Recommendation:** Reschedule first, refund only if client insists or outside policy.
  </Accordion>

  <Accordion title="Client bought wrong product">
    **Process:**

    1. Issue full refund for incorrect product
    2. Client purchases correct product
    3. Or manually adjust credits if appropriate

    **Note:** Two separate transactions - refund one, new charge for correct product.
  </Accordion>

  <Accordion title="Duplicate charge - client charged twice">
    **Process:**

    1. Verify duplicate (check transactions)
    2. Issue full refund for one charge
    3. Keep other charge active
    4. Apologize for error

    <Warning>
      Act fast on duplicate charges. Client may dispute with bank if you delay.
    </Warning>
  </Accordion>

  <Accordion title="Client wants prorated refund mid-subscription">
    **Process:**

    1. Calculate unused portion of period
    2. Issue partial refund for prorated amount
    3. Cancel subscription (at period end or immediately)

    **Example:** 300/month, cancel on day 10 of 30 = refund 200 (20 days unused)
  </Accordion>

  <Accordion title="Client unhappy with service">
    **Steps:**

    1. Understand specific issue
    2. Offer to remedy (makeup session, different coach, etc.)
    3. If unresolvable, issue refund per policy
    4. Document for quality improvement

    Service refunds are judgment calls. Balance policy with customer satisfaction.
  </Accordion>
</AccordionGroup>

## Tracking refunds

**Monitor refund metrics:**

**Refund rate:** (Refunds / Total transactions) × 100

**Average refund amount:** Total refunded / Number of refunds

**Refund reasons:** Track most common causes

**Refund cost:** Total revenue lost to refunds + fees

**Use data to:**

* Identify problem areas (policies, products, services)
* Improve client satisfaction
* Reduce refund requests
* Adjust policies if needed

<Tip>
  Healthy refund rate: Under 5% of total transactions. Higher rates indicate issues needing attention.
</Tip>

## Related articles

* [Transactions Dashboard](/payments/transactions)
* [Managing Subscriptions](/payments/manage-subscriptions)
* [Failed Payments](/payments/failed-payments)


# Managing Subscriptions
Source: https://help.coachiq.io/payments/manage-subscriptions

Cancel, pause, or modify active subscriptions and handle subscription changes

<Info>
  **Where to find this**: Payments → Subscriptions → Click subscription → Actions
</Info>

## Canceling subscriptions

Two ways to cancel a subscription:

<Tabs>
  <Tab title="Cancel at period end">
    **Recommended approach**

    Client keeps access through current billing period. Subscription ends on next billing date.

    **What happens:**

    1. Client retains access until period ends
    2. Credits remain valid until period ends
    3. No refund issued
    4. No future charges
    5. Subscription status changes to "Canceled" on end date

    **When to use:** Default cancellation method. Fair to client who already paid for current period.
  </Tab>

  <Tab title="Cancel immediately">
    **Instant termination**

    Client loses access right now. Subscription ends today.

    **What happens:**

    1. Client loses access immediately
    2. Credits expire immediately
    3. Partial refund may be issued (optional)
    4. No future charges
    5. Subscription status changes to "Canceled" now

    **When to use:** Client requests immediate cancellation, fraudulent account, terms violation.

    <Warning>
      Immediate cancellation without refund may frustrate clients who prepaid. Use carefully.
    </Warning>
  </Tab>
</Tabs>

## How to cancel a subscription

<Steps>
  <Step title="Find the subscription">
    Go to **Payments → Subscriptions** and click the **Open** under the source column to redirect to Stripe.
  </Step>

  <Step title="Click Cancel">
    Click **Action** button and click **Cancel Subscription** button.

    <Frame>
      <img alt="Stripe subscription detail page with Cancel Subscription action" />
    </Frame>
  </Step>

  <Step title="Choose cancellation timing">
    Select:

    * **Cancel at period end** (access continues until paid period expires)
    * **Cancel immediately** (access ends now)
  </Step>

  <Step title="Confirm cancellation">
    Review cancellation details and click **Confirm**.

    <Check>
      **Subscription canceled.** Status updates and client notification sent (if configured).
    </Check>
  </Step>
</Steps>

## What happens after cancellation

**Access:**

* Cancel at period end: Access until period expires
* Cancel immediately: Access ends now

**Credits:**

* Cancel at period end: Valid until period expires
* Cancel immediately: Expire immediately

**Payments:**

* No future charges
* Past payments remain (no automatic refund)

**Resubscribing:**

* Client must purchase subscription product again
* Creates new subscription (not reactivation of old one)
* New subscription ID and billing schedule

<Note>
  Canceled subscriptions remain visible in your Subscriptions list filtered by "Canceled" status.
</Note>

## Refunding subscription payments

Issue full or partial refund for subscription charges.

<Steps>
  <Step title="Open subscription">
    Payments → Subscriptions → Click **Open** under Source column
  </Step>

  <Step title="Find transaction to refund">
    Scroll to invoices and click most recent invoice.

    Scroll to Payment History section. Locate the charge to refund.
  </Step>

  <Step title="Click Refund">
    Click Refund payment button next to the payment.
  </Step>

  <Step title="Choose refund amount">
    **Full refund:** Return entire payment amount

    **Partial refund:** Enter specific dollar amount to refund

    <Tip>
      For partial period cancellations, calculate prorated amount. Example: 200/month, cancel on day 15 = refund 100.
    </Tip>
  </Step>

  <Step title="Decide on subscription status">
    **Continue subscription:** Issue refund but keep subscription active

    **Cancel subscription:** Issue refund and end subscription

    Most common: Refund + Cancel together
  </Step>

  <Step title="Confirm refund">
    Review details and click **Confirm Refund**.

    <Check>
      **Refund processing.** Money returns to client's original payment method within 5-10 business days.
    </Check>
  </Step>
</Steps>

[Complete refund guide →](/payments/issuing-refunds)

## Payment methods on recurring memberships

At checkout for a recurring membership, athletes see every payment method that is active for your organization: card, Apple Pay and Google Pay, and **US Bank Account (ACH)**. Bank account is the lower-fee option for higher-priced memberships, and you can set a separate [processing fee for ACH](/payments/processing-fee#fees-for-ach-payments). Where methods are enabled: [Payment methods at checkout](/payments/getting-started#payment-methods-at-checkout).

<Note>
  Subscriptions bought through the athlete checkout between late April and early September 2026 were created card-only, even where ACH was enabled, so an athlete on one of those memberships could not switch it to a bank account. New memberships bought since then offer every active method. If an athlete on an older membership wants to pay by bank, contact support with the subscription.
</Note>

## Updating client payment methods

A client needs to update their card for future charges, or you want to see what they have on file.

**Client updates from their portal**

Instruct client:

1. Log into Athlete Portal
2. Click profile picture in top right hand corner
3. Navigate to **Billing**
4. Add or update card

No action needed from you. When a client adds a new card it becomes their default and is used on the next renewal; the old card is no longer charged.

**You check what's on file**

Open the client's profile and click the **Payment Methods** tab. It lists every saved card with the default marked, so you can confirm a new card landed (or that an expiring one is still the default) without opening Stripe. Details: [Payment methods on file](/people/client-profiles/client-profiles-subscriptions#payment-methods-on-file).

## Handling failed subscription payments

When subscription payment fails, status changes to Past Due.

**Automatic Stripe retries:**

* First retry: 3 days after failure
* Second retry: 5 days after first retry
* Third retry: 7 days after second retry
* Final attempt: 10 days after third retry

[Complete failed payment recovery guide →](/payments/failed-payments)

## Common subscription management scenarios

<AccordionGroup>
  <Accordion title="Client wants to downgrade from unlimited to limited sessions">
    **Current approach:**

    1. Cancel current subscription (at period end)
    2. Client purchases new subscription product after period ends
    3. New subscription starts with different pricing/credits

    **Future:** Subscription switching without gap coming soon.
  </Accordion>

  <Accordion title="Client paid but wants immediate refund and cancellation">
    **Steps:**

    1. Issue full refund for current period
    2. Choose "Cancel subscription" when refunding
    3. Select "Cancel immediately"

    Client gets money back and loses access now.
  </Accordion>

  <Accordion title="Client wants to pause subscription for 2 months (injury, travel)">
    **CoachIQ doesn't support pause directly.**

    **Options:**

    1. Cancel now, client resubscribes when ready (loses pricing if changed)
    2. Use Stripe Dashboard to pause subscription (requires setup)
    3. Let subscription continue, client just doesn't book sessions

    Most coaches use option 3 for short pauses.

    <Note>
      When you pause collection on a Stripe subscription, Stripe keeps the subscription status as **Active** — it just stops collecting payment. Because CoachIQ reads subscription status directly from Stripe, athletes with paused-collection subscriptions will still appear as **Active** in CoachIQ, including when filtering by Active in Payments > Products. Keep this in mind when reviewing your active subscriber count.
    </Note>
  </Accordion>

  <Accordion title="Client's card expires next month">
    **Proactive approach:**

    1. Check upcoming card expirations (visible in Stripe)
    2. Send payment update link before expiration
    3. Avoid failed payment entirely

    Better than waiting for failure and dealing with Past Due status.
  </Accordion>

  <Accordion title="Client disputes subscription charge with bank">
    **Bank chargeback process:**

    If client disputes with bank (not you), Stripe notifies you of chargeback.

    **Your response:**

    1. Check Stripe Dashboard for chargeback details
    2. Provide evidence (subscription terms, usage logs, confirmation emails)
    3. Stripe submits evidence to bank
    4. Bank makes final decision (can take 60-90 days)

    **If you lose:** Money is returned to client + chargeback fee (\$15)

    **If you win:** You keep the payment
  </Accordion>
</AccordionGroup>

## Preventing cancellations

**Best practices to reduce churn:**

**Before cancellation:**

* Understand why client wants to cancel
* Offer solutions (schedule flexibility, product downgrade)
* Provide pause option if temporary issue
* Remind of progress made and value received

**At risk indicators:**

* Multiple failed payments
* Declining session bookings
* No recent activity
* Support complaints

**Retention strategies:**

* Proactive check-ins with inactive subscribers
* Usage reports showing progress
* Exclusive member benefits
* Loyalty rewards or discounts

<Tip>
  Retaining existing subscribers costs less than acquiring new ones. Invest in retention.
</Tip>

## Resubscribing canceled clients

When client wants to restart canceled subscription:

**Process:**

1. Client purchases subscription product again (like new customer)
2. New subscription created with new ID
3. New billing schedule starts
4. Old subscription remains canceled in history

**You cannot:**

* Reactivate old canceled subscription
* Restore previous subscription ID
* Resume old billing schedule

<Note>
  Each subscription is independent. Cancellation is permanent. Resubscribing creates entirely new subscription.
</Note>

## Next steps

1. [Handle failed payments](/payments/failed-payments) - Recover Past Due subscriptions
2. [Issue refunds](/payments/issuing-refunds) - Process subscription refunds
3. [View Subscriptions Dashboard](/payments/subscriptions-dashboard) - Monitor all subscriptions


# Processing Fees Configuration
Source: https://help.coachiq.io/payments/processing-fee

Configure who pays Stripe transaction fees - absorb costs or pass them to clients

<Info>
  **Where to find this**: Product Builder → Section 2 (Payment Options) → Processing Fee
</Info>

## What processing fees are

Every successful transaction incurs two fees: Stripe's processing fee, plus CoachIQ's platform fee.

**US standard rates:**

* Stripe: 2.9% of transaction amount, plus \$0.30 per transaction
* CoachIQ: 1% of transaction amount, plus \$0.20 per transaction, added on top of Stripe's fee
* Combined: 3.9% + \$0.50 per transaction

**Example:**

* \$100 charge
* Stripe fee: (100 × 0.029) + 0.30 = \$3.20
* CoachIQ fee: (100 × 0.01) + 0.20 = \$1.20
* Total fee: \$4.40
* You receive: \$95.60

<Note>
  International cards and currency conversions may have additional Stripe fees.
</Note>

## Who pays the fees

You decide who covers Stripe's processing fees:

<Tabs>
  <Tab title="You absorb fees">
    **Default option - You pay the fees**

    Client pays product price. You receive product price minus the combined Stripe + CoachIQ fee.

    **Example:**

    * Product price: \$100
    * Client pays: \$100
    * Total fee (Stripe + CoachIQ): \$4.40
    * You receive: \$95.60

    **Pros:**

    * Simpler pricing
    * Better client experience
    * Standard industry practice

    **Cons:**

    * Reduces your revenue per sale
    * Fees add up over time
    * You lose 3.9%+ on every sale
  </Tab>

  <Tab title="Client pays fees">
    **Pass fees to client**

    Combined fee added as separate line item at checkout. You receive full product price.

    **Example:**

    * Product price: \$100
    * Total fee (Stripe + CoachIQ): \$4.40
    * Client pays: \$104.40
    * You receive: \$100.00

    **Pros:**

    * You receive full product price
    * No revenue lost to fees
    * More accurate pricing

    **Cons:**

    * Higher price may reduce conversions
    * Adds complexity at checkout
    * Some clients resistant to fees
    * State regulations may restrict this

    <Warning>
      Some US states restrict credit card surcharges. Check local laws before passing fees to clients.
    </Warning>
  </Tab>
</Tabs>

## Configure processing fees

<Steps>
  <Step title="Open Product Builder">
    Go to **Payments → Products** and either:

    * Click **+ Create Product** for new product
    * Click existing product to edit
  </Step>

  <Step title="Navigate to Payment Options">
    Scroll to **Section 2: Payment Options**
  </Step>

  <Step title="Find Processing Fee toggle">
    Choose to toggle processing fee on or off

    <Frame>
      <img alt="Processing fee toggle in CoachIQ Product Builder payment options" />
    </Frame>
  </Step>

  <Step title="Decide on fee">
    Choose whether you or client pays Stripe fees.

    If you select **Add processing fee**, additional fields appear.
  </Step>

  <Step title="Configure fee structure (if client pays)">
    **Two fields appear:**

    **Fixed amount:** \$0.50 (Stripe's \$0.30 + CoachIQ's \$0.20)

    **Percentage:** 3.9% (Stripe's 2.9% + CoachIQ's 1%)

    These default to the combined Stripe + CoachIQ standard US rates. You control both fields directly — adjust them if your Stripe rates differ, but keep CoachIQ's 1% + \$0.20 included so the combined fee is fully covered.

    <Tip>
      Check your actual Stripe rates in Stripe Dashboard. Rates may differ based on processing volume, country, or negotiated pricing.
    </Tip>
  </Step>

  <Step title="Save product">
    Click **Create Product**.

    <Check>
      **Fee configuration saved.** Applies to all future purchases of this product.
    </Check>
  </Step>
</Steps>

## How clients see fees

<Tabs>
  <Tab title="You absorb fees">
    **Simple checkout - Client sees product price only**

    ```
    Product: 60-Minute Session
    Price: $75.00
    ─────────────────────
    Total: $75.00
    ```

    Clean, simple. Client pays exactly what's advertised.
  </Tab>

  <Tab title="Client pays fees">
    **Checkout shows fee as separate line item**

    ```
    Product: 60-Minute Session
    Price: $75.00
    Processing Fee: $3.43
    ─────────────────────
    Total: $78.43
    ```

    Transparent breakdown showing fee separately.

    <Info>
      Processing fee labeled clearly so client understands the additional charge.
    </Info>
  </Tab>
</Tabs>

## Calculating fee amounts

**Combined formula:**

Fee = (Transaction amount × 0.039) + \$0.50 (Stripe's 2.9% + \$0.30, plus CoachIQ's 1% + \$0.20)

**Examples:**

| Product Price | Total Fee (Stripe + CoachIQ) | You Absorb       | Client Pays          |
| ------------- | ---------------------------- | ---------------- | -------------------- |
| \$50          | \$2.45                       | You get \$47.55  | Client pays \$52.45  |
| \$100         | \$4.40                       | You get \$95.60  | Client pays \$104.40 |
| \$200         | \$8.30                       | You get \$191.70 | Client pays \$208.30 |
| \$500         | \$20.00                      | You get \$480.00 | Client pays \$520.00 |

<Note>
  These calculations use the combined 3.9% + \$0.50 rate (Stripe 2.9% + \$0.30, CoachIQ 1% + \$0.20). Your actual Stripe rate may differ based on your account; CoachIQ's 1% + \$0.20 applies uniformly.
</Note>

## Fees for ACH payments

If your organization accepts **US Bank Account (ACH)** payments, the Processing Fee settings on each product include a separate fee for ACH. Bank payments cost less to process than cards, so this lets you pass on a lower fee (or no fee) to clients who pay by bank while still charging the card fee to clients who pay by card, on the same product.

**Why this exists:** Before this option, the only way to offer a cheaper bank-payment price was a second copy of every product. Now one product carries both a card fee and an ACH fee, and checkout applies whichever matches the method the client picks.

**Setting it up:**

1. Turn on ACH for your organization (see [Payment methods at checkout](/payments/getting-started#payment-methods-at-checkout)).
2. In the product's **Section 2: Payment Options → Processing Fee**, set the card fee as usual.
3. Set the ACH fee. Stripe's published US rate for ACH Direct Debit is lower than its card rate and capped per transaction; check your own Stripe pricing and enter a fixed amount and percentage that cover what a bank payment actually costs you, or leave it at zero to absorb the fee for bank payers.

<Tip>
  Many coaches pass the full card fee to card payers and charge nothing extra for ACH. The lower total nudges families toward bank payments for large registrations without changing the product price.
</Tip>

<Note>
  The ACH fee option only appears when ACH is enabled for your organization. Products created before you enabled ACH pick up the option the next time you edit them.
</Note>

## Custom fee structures

Some coaches configure custom fee amounts:

**Higher than Stripe fees:**

* Cover additional costs (bookkeeping, software)
* Flat \$5 processing fee instead of calculated amount
* Markup percentage (3.5% instead of 2.9%)

**Lower than Stripe fees:**

* Split costs with client (1.5% + \$0.15 each)
* Absorb fixed fee, pass percentage only
* Subsidize to reduce client price impact

<Warning>
  Be transparent about fees. Unexpected charges damage trust and may violate consumer protection laws in some areas.
</Warning>

## Legal considerations

**Before passing fees to clients, check:**

**State regulations:**

* Some states prohibit credit card surcharges
* Others require specific disclosures
* Rules vary by location

**Stripe's terms:**

* Must comply with Stripe's surcharging requirements
* Proper labeling required
* Card brand rules apply

**Disclosure requirements:**

* Must inform clients before purchase
* Can't hide fees in fine print
* Clear explanation of what fee covers

<Warning>
  Consult legal counsel about surcharging regulations in your jurisdiction before implementing.
</Warning>

## Impact on pricing strategy

<Tabs>
  <Tab title="Absorb fees - Price higher">
    **Build fees into your base price**

    If you absorb fees, increase base price to maintain margins:

    * Target: \$100 profit per session
    * Combined fee (Stripe + CoachIQ): \~4%
    * Set price: \~\$105 to net \$100

    Client sees: \$105 (clean price)You receive: \~\$100 after fees
  </Tab>

  <Tab title="Pass fees - Price lower">
    **Price products at target, add fees**

    If clients pay fees, price at exact target:

    * Target: \$100 profit per session
    * Set price: \$100
    * Fee added: \~\$4.40

    Client sees: $100 + $4.40 fee = $104.40
        You receive: $100
  </Tab>
</Tabs>

**Result:** Similar final cost to client either way. Choose based on market expectations and legal compliance.

## International and special fees

**Additional Stripe fees may apply for:**

**International cards:**

* Stripe adds 1% for non-US cards (Stripe total: 3.9% + \$0.30 for international)
* CoachIQ's 1% + \$0.20 still applies on top of Stripe's rate, international or domestic

**Currency conversion:**

* Additional 1% for currency conversion (Stripe)
* Applies when charge currency differs from payout currency

**Disputed charges:**

* \$15 chargeback fee
* Separate from processing fees
* Usually not passed to clients

<Note>
  Most coaches use the standard combined rate (Stripe 2.9% + \$0.30, CoachIQ 1% + \$0.20) for US cards and absorb international card fees rather than configuring multiple fee structures.
</Note>

## Changing fee configuration

**Existing products:**

* Edit product → Section 2 → Update processing fee settings
* Changes apply to future purchases only
* Doesn't affect past transactions

**Active subscriptions:**

* Fee configuration locked at subscription creation
* Can't change mid-subscription
* Applies to new subscriptions only

<Warning>
  Changing who pays fees mid-campaign may confuse clients. Communicate changes clearly.
</Warning>

## Best practices

**Be transparent:**

* Clearly state who pays fees in product descriptions
* Don't surprise clients at checkout
* Explain fee purpose if passing to clients

**Stay consistent:**

* Apply same fee policy across similar products
* Don't switch approaches frequently
* Document your policy

**Comply with laws:**

* Research local surcharging regulations
* Follow Stripe's requirements
* Consult legal if uncertain

**Monitor impact:**

* Track conversion rates by fee approach
* Gather client feedback
* Adjust based on data, not assumptions

## Next steps

1. [Revenue sharing](/payments/sharing-rev) - Split revenue with partners or contractors
2. [Guest checkout](/payments/guest-checkout) - Allow purchases without accounts
3. [Product Builder reference](/payments/product-builder) - Complete Product Builder guide
4. [Payment methods at checkout](/payments/getting-started#payment-methods-at-checkout) - Cards, wallets, ACH, and where to enable them


# Product Builder: Complete Reference
Source: https://help.coachiq.io/payments/product-builder

Field-by-field guide to every option in the CoachIQ Product Builder

<Info>
  **Where to find this**: Payments → Products → + Create Product (or click existing product to edit)
</Info>

## Product Builder overview

The Product Builder has 7 sections. Only Section 1 is required. Configure additional sections based on your needs. The [Buyer or Managed Athlete](#who-the-purchase-is-for) option sits at the bottom of the builder, below the numbered sections.

<Frame>
  <img alt="CoachIQ Product Builder interface showing all configuration sections" />
</Frame>

## Section 1: Product Details

**Required section** - Every product needs at minimum a name and price.

<AccordionGroup>
  <Accordion title="Product Name">
    **Required**

    The name clients see during checkout and in their purchase history.

    **Best practices:**

    * Be specific: "60-Minute Basketball Training" not "Training"
    * Include duration for sessions: "90-Minute Session"
    * Add value: "Premium Coaching Package"

    **Character limit:** 100 characters

    **Examples:**

    * "Individual Training Session"
    * "Monthly Unlimited Membership"
    * "10-Session Package - Youth Development"
  </Accordion>

  <Accordion title="Price">
    **Required**

    Dollar amount clients pay.

    **Format:** \$XX.XX (US dollars or your Stripe currency)

    **Minimum:** \$0.50 (Stripe requirement)

    **Free products:** Use Access Code type with \$0.00 price

    <Warning>
      Double-check your price before publishing. $5.00 vs $50.00 mistakes are common.
    </Warning>
  </Accordion>

  <Accordion title="Description">
    **Optional**

    Explain what's included in the purchase. Appears on checkout page.

    **Supports:**

    * Plain text
    * Line breaks
    * Basic formatting

    **Best practices:**

    * Keep it concise (2-4 sentences)
    * List what's included
    * Mention any restrictions or expiration

    **Example:** "One 60-minute individual training session with Coach Mike. Includes personalized skill development, video analysis, and post-session workout plan. Must be used within 30 days of purchase."
  </Accordion>

  <Accordion title="Features">
    **Optional**

    Bullet point list highlighting product benefits.

    **Appears:** Below description on checkout page

    **Best practices:**

    * Use 3-5 features
    * Start with action words
    * Focus on benefits, not just features

    **Example:**

    * Personalized training plan
    * Video analysis included
    * Flexible scheduling
    * Money-back guarantee
  </Accordion>

  <Accordion title="Product Type">
    **Subscription or One Time Product**

    **Subscription:** Charges client on a recurring basis once product is purchased

    **One Time Product:** Charges client once per purchase
  </Accordion>
</AccordionGroup>

## Section 2: Payment Options

Configure pricing frequency and processing fees.

<AccordionGroup>
  <Accordion title="Price">
    **All product types**

    Set or modify the product price. Same as Section 1 price field.
  </Accordion>

  <Accordion title="Payment Frequency">
    **Subscription products only**

    Define how often payments occur and credits are issued. Use the **Payment Every** field to set a custom interval: enter a number and select the period (Day, Week, Month, or Year).

    **Common setups:**

    * Every 1 Month — monthly billing (most common)
    * Every 3 Months — quarterly billing
    * Every 6 Months — semi-annual billing
    * Every 1 Year — annual billing

    <Tip>
      Monthly billing creates the most predictable recurring revenue and is easiest for clients to commit to.
    </Tip>
  </Accordion>

  <Accordion title="Processing Fee">
    **All product types**

    Configure who pays transaction fees. Two fees apply to every transaction — Stripe's 2.9% + \$0.30, and CoachIQ's 1% + \$0.20 on top — for a combined 3.9% + \$0.50 (US). You set the fixed amount and percentage fields directly, so make sure they're set to cover both fees.

    **Options:**

    **You absorb the fee** (default)

    * Client pays product price
    * You receive product price minus the combined fee
    * Example: $50 product = $47.55 to you

    **Client pays the fee**

    * Combined fee added as separate line item at checkout
    * You receive full product price
    * Example: $50 product + $2.45 fee = \$52.45 charged to client

    **Custom fee structure:**

    * Fixed amount: Add specific dollar amount (e.g., \$2.00)
    * Percentage: Add percentage on top (e.g., 3%)
    * Both: Combine fixed + percentage

    **Different fee for ACH (bank) payments**

    If your organization accepts US bank account (ACH) payments, the processing-fee settings also let you set a separate fee for ACH payments. Bank payments cost less to process than cards, so you can pass on a lower fee (or none) for ACH while keeping the card fee, instead of building a second copy of every product for bank payers. Details and examples: [Fees for ACH payments](/payments/processing-fee#fees-for-ach-payments).

    <Warning>
      Some states restrict credit card surcharges. Check local regulations before passing fees to clients.
    </Warning>
  </Accordion>

  <Accordion title="Payment methods at checkout">
    **All product types**

    Products don't choose their own payment methods. Buyers see every method that is active for your organization: cards by default, plus Apple Pay and Google Pay, US bank account (ACH), and buy-now-pay-later options such as Afterpay where you have enabled them. ACH is offered on one-time products and on recurring memberships.

    Which methods are active, and where to turn them on, is covered in [Payment methods at checkout](/payments/getting-started#payment-methods-at-checkout).
  </Accordion>

  <Accordion title="Add an initial down payment">
    **Subscription products only**

    Charge a one-time amount on the first invoice in addition to the recurring price.

    **OFF (default):** Client is charged the recurring price starting on day one.

    **ON:** A separate one-time charge is added to the first invoice only. All subsequent invoices charge the recurring price.

    **Use cases:**

    * Setup or enrollment fees
    * Commitment deposits
    * Registration fees

    <Tip>
      Example: $50 setup fee + $200/month recurring. The client pays $250 on day one, then $200 each month after.
    </Tip>

    <Note>
      **Coupons discount the down payment too.** A coupon applied to a month-to-month membership reduces the initial fee as well as the recurring charge, so a 100%-off code makes the first payment genuinely free. See [Coupons and subscriptions](/payments/coupon-overview#coupons-and-subscriptions).
    </Note>
  </Accordion>

  <Accordion title="Enable access codes">
    **All product types**

    Toggle ON to allow clients to redeem access codes at checkout to unlock this product. Configure the actual codes in [Section 7: Access Codes](#section-7-access-codes).
  </Accordion>

  <Accordion title="Subscription length">
    **Subscription products only**

    Define when the subscription ends.

    **Ongoing (no end)** (default): Subscription continues until the client or coach cancels manually.

    **End after a number of billing cycles:** Subscription automatically cancels after a set number of payments. Example: set to 12 for an annual commitment billed monthly.

    **End on a specific date:** Subscription automatically cancels on a chosen calendar date. Example: set to June 30 for a season-based membership.

    <Tip>
      Use "End after billing cycles" for finite training packages sold as subscriptions, such as a 12-week program billed monthly.
    </Tip>
  </Accordion>

  <Accordion title="Schedule charges for later">
    **All product types**

    Collect the purchase now but delay the first charge to a future date. Turn the toggle ON and set a **First charge date** (MM/DD/YYYY).

    **OFF (default):** The client is charged at checkout.

    **ON:** The client enters their card and completes checkout now. The card is saved and automatically charged on the First charge date — no manual action needed.

    **Use cases:**

    * Open registration for a season or camp that bills on a set start date
    * Locking in sign-ups now while charging everyone on the same future day

    <Tip>
      Example: Open summer-program registration in April with a First charge date of June 1 — parents register now and are charged automatically on June 1.
    </Tip>
  </Accordion>

  <Accordion title="Enable free trial">
    **All product types**

    Give clients a trial period before any charge. Turn the toggle ON and set the **Trial period (days)** (for example, 7).

    **OFF (default):** Billing begins at checkout.

    **ON:** The client isn't charged during the trial. The first payment processes when the trial period ends, unless they cancel before then.

    **Use cases:**

    * "First week free" memberships
    * Letting athletes try a program before committing

    For subscriptions, the trial shows as a **Trialing** status on the client's [Subscriptions tab](/people/client-profiles/client-profiles-subscriptions).
  </Accordion>

  <Accordion title="Show payment methods (collect a card on file)">
    **Free (\$0.00) products**

    When a product's price is **\$0.00**, the Payment section shows a **Show payment methods** toggle. Turn it ON to require buyers to enter a card at checkout and save it to their account — **without charging them today**. (Enabling it mirrors the product into Stripe so the card can be charged later.)

    **Collect a card on file:**

    1. Create a product and set the **Price** to **\$0.00**.
    2. Turn on **Show payment methods**.
    3. Share or attach the product. At checkout, the buyer enters a card, which is saved to their profile — no charge is made.

    **Use cases:**

    * Getting parents' cards on file before a season or program starts
    * Securing a card for future manual or scheduled charges
  </Accordion>

  <Accordion title="Member discounts">
    **Subscription (membership) products**

    Give everyone who holds this membership an automatic discount on your other products. The discount is set on the membership product itself, and you choose which products it applies to: a hand-picked list, or **all products**. It covers both other memberships and one-time products, and applies automatically at checkout for anyone with the membership active - no coupon code to enter.

    **Use cases:**

    * Team members get member pricing on camps, clinics, and rentals
    * A base membership unlocks a discount on private-lesson packages

    How member discounts compare with coupons, and how to decide between them: [Member discounts](/payments/coupon-overview#member-discounts).
  </Accordion>
</AccordionGroup>

## Section 3: Credits

This section turns a product into a **credit package**. Credits are issued here and spent on schedulers, so every choice below has a matching setting on the scheduler side. Read this section together with [How credits work on a scheduler](/scheduling/credits-and-schedulers).

### Who controls what

| You want to…                                         | Set it on the           | Where                                                              |
| ---------------------------------------------------- | ----------------------- | ------------------------------------------------------------------ |
| Decide how many credits an athlete receives          | **Product** (this page) | Credits → **Number of credits**                                    |
| Decide when credits expire                           | **Product** (this page) | Credits → **Credit expiration**                                    |
| Decide which schedulers accept the credits           | **Product** (this page) | Usage Limits → **Which schedulers accept these credits**           |
| Cap credits spent on one scheduler per billing cycle | **Product** (this page) | Usage Limits → **Limit credits per scheduler per billing cycle**   |
| Make a session cost credits instead of dollars       | **Scheduler**           | Payment → **Paywalled** → How they pay: **Credit** (or **Either**) |
| Change how many credits one booking costs            | **Scheduler**           | Payment → **Paywalled** → credit cost                              |
| Return or forfeit the credit on cancellation         | **Scheduler**           | Settings → **Refund credits used on cancelation**                  |
| Send athletes somewhere to buy more                  | **Scheduler**           | Payment → **Buy more credits**                                     |

<Warning>
  **A product with credits but no credit-based scheduler sells credits nobody can spend.** Before publishing, confirm at least one scheduler is **Paywalled** with **Credit** (or **Either**) under **How they pay**, and is allowed under Usage Limits below.
</Warning>

### Settings

<AccordionGroup>
  <Accordion title="Add credits once purchased">
    **Toggle ON or OFF**

    **OFF (default):** Payment-only product. The athlete pays and receives nothing they can redeem on a scheduler. Use for merchandise, event fees, or sessions sold through a scheduler's own direct payment.

    **ON:** Every purchase (or every billing period for a subscription) adds the number of credits you set to the buyer's account. The Credits and Usage Limits fields appear.

    <Note>
      For a **Buyer** product, credits land on the buyer's account and a parent books from the shared family balance. For a **Managed Athlete** product, the selected athlete receives the purchase and credits. See [Booking for multiple athletes](/scheduling/booking-for-multiple-athletes).
    </Note>
  </Accordion>

  <Accordion title="Number of credits">
    **Appears when credits are ON**

    How many credits each purchase, or each billing period, issues.

    **Typical values:**

    * 1 credit for a single-session product
    * 5 or 10 credits for a package
    * 4 credits per month for a weekly-session subscription
    * 999 for an "unlimited" membership (shown to athletes as ∞)

    Match the number to the credit cost on your schedulers. If sessions cost 1 credit, 10 credits is 10 sessions. If a premium scheduler costs 2 credits, a 10-credit package covers 5 of those.
  </Accordion>

  <Accordion title="Credit expiration">
    **Appears when credits are ON**

    When unused credits stop being usable. The options depend on the product type.

    **One Time products**

    | Option                  | Behavior                                                            |
    | ----------------------- | ------------------------------------------------------------------- |
    | **Days since purchase** | 30, 60, 90, 120, or a custom number of days after the purchase date |
    | **Specific date**       | A calendar date, for example the end of a season                    |
    | **Don't expire**        | Credits stay until spent                                            |

    **Subscription products**

    | Option                        | Behavior                                                                                           |
    | ----------------------------- | -------------------------------------------------------------------------------------------------- |
    | **Carry over unused credits** | Leftover credits roll into the next billing cycle and keep accumulating                            |
    | **Subscription expiration**   | Unused credits are cleared at each renewal, and all credits end when the subscription is cancelled |

    <Tip>
      90 days is the most common setting for one-time packages. It creates urgency without feeling punitive. Whatever you choose, state it on the product's confirmation page and in your first message to the buyer.
    </Tip>

    <Warning>
      Some jurisdictions regulate stored-value expiration. Check local rules before setting short expirations.
    </Warning>
  </Accordion>
</AccordionGroup>

### Require sessions to happen before credits expire

Enable **Sessions must occur by expiration** when a credit should only pay for sessions inside its credit period. First choose an expiration policy: a specific date, days since purchase, or subscription expiration.

* **On:** The session date must fall inside the credit's validity period, including its expiration day. Rescheduling must stay inside that same period. Recurring bookings need an end date, and every occurrence must fit.
* **Off:** Credits need to be valid when the booking is made; the session can take place later.

For a membership cycle running September 1–28, turning this on lets those credits cover a September 28 session but not an October 2 session, even if the athlete books in September. Athletes still see the normal booking calendar; a visible date does not guarantee that this credit can pay for it.

If a cancellation qualifies for a credit refund, the returned credit keeps its original expiration. Cancelling does not extend the credit period. See [Recurring credit memberships](/payments/credits/recurring-credit-memberships).

## Section 4: Usage Limits

Restrict **where** and **how fast** this product's credits can be spent. Both settings appear only when credits are ON.

<AccordionGroup>
  <Accordion title="Which schedulers accept these credits">
    Choose the schedulers that will accept credits from this product.

    **Blank or all selected (default):** Credits work on every credit-based scheduler, now and in the future.

    **Specific schedulers:** Credits work only there. Any other scheduler tells the athlete they have no usable credits, even if their balance is positive.

    **Examples:**

    * "Youth Package" → only the youth training schedulers
    * "Pitching Credits" → only the pitching lesson scheduler
    * "Group Session Package" → only group class schedulers

    <Tip>
      Restricted credits stop a cheap group package from being spent on expensive private sessions. They are also the number one cause of "I have credits but can't book" tickets, so name the product after what it unlocks.
    </Tip>
  </Accordion>

  <Accordion title="Limit credits per scheduler per billing cycle">
    **Advanced, subscription products**

    Cap how many of the product's credits can be spent on a particular scheduler in one billing cycle.

    **Example:** A membership grants 8 credits a month. You cap 4 on "Group Training" and 4 on "Private Training". An athlete cannot burn all 8 on private sessions. Once they reach 4 on a scheduler they are blocked there until the next cycle, even though credits remain.

    The athlete sees a limit message rather than an out-of-credits message. The order in which CoachIQ checks restrictions, balance, limits, and capacity is in [Credit usage limits and restrictions](/payments/credits/credit-usage-limits-restrictions#limit-priority-hierarchy).
  </Accordion>
</AccordionGroup>

### Credit edge cases to plan for

<AccordionGroup>
  <Accordion title="You change Number of credits after people have bought">
    Existing buyers keep exactly what they were issued. Only future purchases and future subscription renewals get the new amount. To top up existing buyers, grant credits from each athlete's Credits tab.
  </Accordion>

  <Accordion title="You change expiration after people have bought">
    Credits already issued keep the expiration they were issued with. The new rule applies to new purchases only.
  </Accordion>

  <Accordion title="You add or remove a scheduler under Which schedulers accept these credits">
    This one **does** apply to credits already issued. Adding a scheduler immediately lets every holder book there. Removing one immediately blocks them, including athletes who bought the product expecting it. Announce removals before you make them.
  </Accordion>

  <Accordion title="You archive a scheduler the product points at">
    Credits restricted to only that scheduler become unspendable. Edit this product first and add a replacement scheduler to the list.
  </Accordion>

  <Accordion title="Athlete has credits from two products that both allow the scheduler">
    Product-specific credits are spent before Master Credits. Between two products, check the athlete's Credits tab after booking to see which pool was used; the log names the product.
  </Accordion>

  <Accordion title="Subscription payment fails">
    Renewal credits stop. Credits already issued follow the product's expiration rule, so under **Subscription expiration** they are cleared, and under **Carry over** they remain until spent. Existing bookings are not cancelled. See [Recurring credit memberships](/payments/credits/recurring-credit-memberships#payment-failure-involuntary-churn).
  </Accordion>

  <Accordion title="Athlete cancels a session booked with these credits">
    Whether the credit comes back is decided by the **scheduler's** refund setting and cancellation window, not by the product. A returned credit keeps its original expiration.
  </Accordion>

  <Accordion title="You refund the purchase in Stripe">
    Refunding money does not remove credits. Open the athlete's Credits tab and deduct them, or turn off credit use for that product with the toggle on its credit tab, or they can keep booking on a refunded package. See [Turning off a product's credits](/people/client-profiles/client-profiles-credits#turning-off-a-products-credits).
  </Accordion>

  <Accordion title="Coupon applied to a credit package">
    The athlete pays less but receives the full number of credits. Discount the price, never the credits.
  </Accordion>

  <Accordion title="Product is archived">
    Buyers keep their credits and can still spend them. No new purchases are possible, so update any scheduler whose **Buy more credits** field points at this product.
  </Accordion>
</AccordionGroup>

## Section 5: Confirmation Page

Where clients go after successful purchase.

<Tabs>
  <Tab title="Athlete Portal">
    **Default option**

    Redirect to client's Athlete Portal after purchase.

    **Client sees:**

    * Purchase confirmation
    * Home page of the athlete portal

    **Best for:** Most products, especially session bookings
  </Tab>

  <Tab title="Thank You Page">
    **Custom message option**

    Display a thank you message.

    **Best for:** If you have no next steps after a person purchases a product.
  </Tab>

  <Tab title="Custom URL">
    **External redirect**

    Send clients to any URL after purchase.

    **Enter:** Full URL ([https://yourwebsite.com/thank-you](https://yourwebsite.com/thank-you))

    **Best for:** Redirecting to your website, external platform, or custom landing page

    <Warning>
      Ensure the URL is correct. Broken links create poor purchase experience.
    </Warning>
  </Tab>
</Tabs>

## Section 6: Advanced Settings

Special configurations for specific business needs.

<AccordionGroup>
  <Accordion title="Guest checkout">
    **Allow purchase without account**

    **OFF (default):** Client must create CoachIQ account to purchase

    **ON:** Client can checkout as guest with just email and payment info

    **When to enable:**

    * Selling merchandise to non-clients
    * One-time workshop registration
    * Public events open to anyone

    **When to keep OFF:**

    * Credit packages (credits need an account to be spent)
    * Memberships (need account to access)
    * Programs (need account for content)

    <Note>
      Guest checkouts don't create client profiles. Use for one-off sales to people who won't need ongoing access. Schedulers have their own guest checkout setting for intro calls and trial sessions; see [Guest checkout](/payments/guest-checkout#guest-checkout-for-schedulers).
    </Note>
  </Accordion>

  <Accordion title="Purchase limits">
    **All product types**

    Cap how many times a product can be sold, so it stops selling on its own instead of overselling.

    **Total purchase limit:** The number of purchases available across your whole group. Once reached, the product shows as no longer available at checkout. Use it for camp registrations, team spots, or anything with a fixed roster size.

    **Per-customer limit:** How many times one person can buy the product. Set it to 1 to keep an intro offer or trial session genuinely one-time.

    Leave either field empty (or 0) for no limit. The product's current purchase count is tracked against the total limit, so you can see how many spots remain.

    <Tip>
      A total limit of 24 on "Summer Camp Week 1" plus a per-customer limit of 1 gives you a 24-athlete roster where no parent can accidentally register the same child twice.
    </Tip>
  </Accordion>

  <Accordion title="Revenue sharing">
    **Split revenue with partners**

    Automatically split product revenue with other coaches or facilities.

    **Configure:**

    * Partner Stripe account ID
    * Percentage split (e.g., 70/30, 80/20)
    * Flat fee per transaction

    **Use cases:**

    * Facility rental fees
    * Contractor coach payments
    * Referral partnerships

    **How it works:**

    * Client pays full product price
    * Stripe automatically splits payment
    * Each party receives funds in their own Stripe account

    <Warning>
      Revenue sharing requires the partner to have their own Stripe Connect account. Setup is technical—contact support for implementation help.
    </Warning>
  </Accordion>

  <Accordion title="Terms and conditions">
    **Require terms acceptance**

    **OFF (default):** No terms required at checkout

    **ON:** Checkbox with link to terms appears at checkout. Client must check the box to complete purchase.

    **Configure:**

    * Toggle **Require Agreement to Terms** to ON
    * Enter your **Agreement Link** (URL to your terms page)

    <Frame>
      <img alt="Product builder terms settings" />
    </Frame>

    **Common uses:**

    * Cancellation and refund policies
    * Liability waivers
    * No-show policies
    * Service agreements

    [Full guide to checkout terms & waivers →](/tools/waivers/waivers)
  </Accordion>
</AccordionGroup>

### Attach a registration form to a product

In **Advanced**, choose **Add a form**, select a form from your group, and save the product. The form must contain at least one block. Use this when a package or membership needs registration questions before payment.

Checkout takes the buyer through **registration → review → purchase**. Required answers must be completed before proceeding. When the parent or athlete already has completed registration on file for that product, a repeat checkout skips the form and indicates that registration is on file.

The product's **Buyer / Managed Athlete** setting still determines who receives the purchase and credits. Adding a form does not change that setting.

You can also start with a form and connect a product from its **Connections** menu. See [Forms with payments and bookings](/tools/forms/payments-and-bookings) for that flow.

## Section 7: Access Codes

<AccordionGroup>
  <Accordion title="Add access codes">
    Create redemption codes for this product.

    **Code format:** Any combination of letters/numbers (no spaces)

    **Examples:**

    * SPONSOR2025
    * TEAMDISCOUNT
    * PARTNERSHIP50

    **Case sensitive:** Codes must match exactly unless configured otherwise

    <Tip>
      Use descriptive codes so you can identify their purpose (CORP-IBM-2025 vs CODE123).
    </Tip>
  </Accordion>

  <Accordion title="Redemption limits">
    Set how many times each code can be used.

    **Options:**

    * Unlimited uses
    * Limited uses (1, 10, 50, 100, custom)

    **Tracking:** View current redemption count for each code

    **Example:** Create PARTNER2025 code with 50 redemption limit for corporate partnership
  </Accordion>

  <Accordion title="View usage stats">
    See how many times each code has been redeemed.

    **Displays:**

    * Code name
    * Redemptions used / limit
    * Last redemption date

    Use this to track campaign performance and know when codes reach limits.
  </Accordion>

  <Accordion title="Delete codes">
    Remove codes that are no longer needed.

    **Deleted codes:**

    * Can't be redeemed by new clients
    * Still show in past transaction history

    <Warning>
      Deleting a code doesn't affect purchases already made with that code. It only prevents future redemptions.
    </Warning>
  </Accordion>
</AccordionGroup>

## Who the purchase is for: Buyer or Managed Athlete

At the bottom of the Product Builder, below the numbered sections, you choose whether a purchase of this product is recorded against the **Buyer** or a **Managed Athlete**.

**Buyer:** The purchase, its credits, and any tag your automations add all attach to the account that pays. This is the default and matches how products always worked: a parent buying for a child holds the purchase on the parent profile, and the family books from a shared credit balance (see [Booking for multiple athletes](/scheduling/booking-for-multiple-athletes)).

**Managed Athlete:** Checkout asks **Who are you registering?** so the parent picks which athlete the purchase is for, and the purchase, credits, and team tag attach to that athlete rather than the parent. Date of birth is collected for that athlete. Use it for team registrations, seasonal programs, and anything where you need a roster of athletes (not payers) or per-athlete credits.

<Note>
  **Adults buying for themselves are unaffected.** A college or pro athlete with no managed athletes on their account is both the buyer and the athlete, so checkout doesn't ask the question and the purchase lands on their own profile either way.
</Note>

**Why it matters for families with more than one athlete**

Without athlete selection, two team registrations by one parent land on the parent as two purchases and two tags with nothing saying which child belongs to which team, and an automation that books "the trigger user" onto the team's practice schedule has no way to tell the children apart. With **Managed Athlete**, each registration names the child, so rosters, credits, refunds, and booking automations follow the right athlete. Parents add athletes from the athlete portal under **Settings → Family**; see [Family accounts](/athlete-portal/family-accounts).

## Archiving products

Products don't have an Active/Inactive toggle like schedulers. Instead, you control visibility by where you add products, and use Archive to completely disable a product.

**To archive a product:**

1. Go to **Payments → Products**
2. Click on the product row
3. Select **Archive Product**

**What archiving does:**

* Disables the ability to purchase the product — it can't be bought anywhere
* Does NOT remove the product from the Athlete Portal or other places it's listed — remove it manually from any pages if you want to hide it
* Preserves all data and transaction history
* Doesn't affect existing subscriptions or credits
* Can be reversed by unarchiving

<Note>
  **Set up now, launch later**: You don't need to archive products to hide them. Products are invisible to athletes until you add them to the Athlete Portal, attach them to schedulers/forms, or share the direct link. See [Products Overview](/payments/product-overview) for the full visibility model.
</Note>

## Related articles

* [Product Types Explained](/payments/product-types)
* [Credits Overview](/payments/credits/credit-system-overview)
* [How credits work on a scheduler](/scheduling/credits-and-schedulers)
* [Products Overview](/payments/product-overview) - Understand product visibility and archiving


# Products Overview
Source: https://help.coachiq.io/payments/product-overview

Understand the three product types in CoachIQ and how to use them to monetize your coaching business

<Info>
  **Where to find this**: Payments → Products
</Info>

## What products are

Products are anything you sell through CoachIQ:

* Session bookings
* Monthly memberships
* Training programs
* Access codes for partners
* Digital content
* Workshops and camps

Each product defines what clients buy, how much they pay, and what they receive.

## Three product types

<CardGroup>
  <Card title="One-Time" icon="credit-card">
    **Single purchase**

    Sessions, workshops, evaluations, camps

    Client pays once → Receives access immediately
  </Card>

  <Card title="Subscription" icon="rotate">
    **Recurring billing**

    Monthly memberships, training packages

    Client pays monthly → Receives credits or access automatically
  </Card>

  <Card title="Access Code" icon="ticket">
    **Code redemption**

    Partner codes, promo codes, team discounts

    Client enters code → Discount applied or free access granted
  </Card>
</CardGroup>

## Product type comparison

| Feature           | One-Time                   | Subscription                  | Access Code                          |
| ----------------- | -------------------------- | ----------------------------- | ------------------------------------ |
| **Payment**       | Single charge              | Recurring billing             | Single charge (can be \$0)           |
| **Use case**      | Sessions, camps, workshops | Memberships, monthly training | Partnerships, promos, team discounts |
| **Credits**       | Optional                   | Optional (renews each period) | Optional                             |
| **Trial period**  | No                         | Yes                           | No                                   |
| **Code required** | No                         | No                            | Yes                                  |
| **Renewal**       | Never                      | Automatic                     | Never                                |

## The Products page

Navigate to **Payments → Products** to see all your products.

<Frame>
  <img alt="CoachIQ dashboard sidebar with Payments section expanded" />
</Frame>

**What you see:**

* Product name
* Type (One-Time, Subscription, Access Code)
* Price
* Date created
* Status indicator

**What you can do:**

* Search by product name
* Filter by type
* Sort by date or price
* Edit existing products
* Archive old products
* Create new products

<Tip>
  Click any product name to open the Product Builder and see full details or make changes.
</Tip>

## When to use each type

<Tabs>
  <Tab title="One-Time Products">
    **Best for single purchases**

    Examples:

    * Individual training sessions
    * Skills assessments or evaluations
    * One-time workshops
    * Summer camps
    * Merchandise or equipment
    * Program access (one-time fee)

    Client pays once and receives immediate access to what they purchased.
  </Tab>

  <Tab title="Subscription Products">
    **Best for recurring revenue**

    Examples:

    * Monthly unlimited training
    * Weekly session packages (4 credits/month)
    * Facility membership
    * Program access (monthly fee)
    * Ongoing coaching packages

    Client's card charges automatically each month. They receive credits or maintain access as long as subscription is active.

    <Check>
      Subscriptions create predictable recurring revenue and reduce manual billing work.
    </Check>
  </Tab>

  <Tab title="Access Code Products">
    **Best for special access**

    Examples:

    * Corporate partnership codes
    * Sponsor/donor free access
    * Team discount codes
    * Referral program offers
    * Promotional campaigns

    Client enters a code during checkout. Discount applies or access is granted for free.

    <Info>
      Access codes can have redemption limits. Track usage to ensure codes aren't overused.
    </Info>
  </Tab>
</Tabs>

## How products connect to your business

Products attach to three places in CoachIQ:

**Session Schedulers** → Clients book time slots and pay with products

* Schedule → Schedulers → \[Select Scheduler] → Payment Settings

**Programs** → Clients purchase access to locked content

* Content → Programs → \[Select Program] → Paywall Settings

**Forms** → Clients submit forms with payment

* Tools → Forms → Form Builder → Add Product

<Note>
  One product can attach to multiple schedulers, programs, or forms. Reuse products across your offerings.
</Note>

## Creating your first product

Ready to build a product?

<Steps>
  <Step title="Go to Products page">
    Click **Payments → Products** in left sidebar
  </Step>

  <Step title="Click Create Product">
    Blue **+ Create Product** button in top right
  </Step>

  <Step title="Choose product type">
    Select One-Time, Subscription, or Access Code
  </Step>

  <Step title="Fill out Product Builder">
    Complete required fields (name and price minimum)
  </Step>

  <Step title="Save">
    Save immediately
  </Step>
</Steps>

[Full product creation guide →](/payments/creating-first-product)

## Product visibility: Where athletes can find products

Products don't automatically appear to athletes. You control visibility by choosing where to add them:

<CardGroup>
  <Card title="Athlete Portal Products Page" icon="store">
    Add products to sections in **App Builder → Products**. Athletes see them in your published portal. Native visibility depends on the app version and enabled purchase experience; see [Products page](/athlete-portal/products).
  </Card>

  <Card title="Direct Product Link" icon="link">
    Every product has a shareable checkout URL. Athletes can only access it if you share the link with them.
  </Card>

  <Card title="Attached to Scheduler" icon="calendar">
    Connect products as payment options in **Schedule → Schedulers → Payment Settings**. Athletes see them when booking sessions.
  </Card>

  <Card title="Attached to Form" icon="file-lines">
    Add products to forms in **Tools → Forms**. Athletes see them when submitting the form.
  </Card>
</CardGroup>

<Check>
  **Key insight**: A product you create but don't add anywhere is effectively hidden. Athletes can't discover it unless you explicitly place it in one of these locations or share its direct link.
</Check>

## Setting up products before launch

Want to create products now but launch them later? Here's the recommended workflow:

<Steps>
  <Step title="Create your product">
    Build the product with all settings configured in **Payments → Products → + Create**.
  </Step>

  <Step title="Don't add it anywhere yet">
    * Don't add to Athlete Portal Products page
    * Don't attach to any schedulers
    * Don't attach to any forms
    * Don't share the direct link
  </Step>

  <Step title="Launch when ready">
    When you're ready to go live, add the product to wherever you want athletes to find it.
  </Step>
</Steps>

<Tip>
  **No "draft mode" needed**: Products are invisible to athletes until you actively place them somewhere. You can take your time configuring everything before launch.
</Tip>

## Archiving products

Archive products you no longer want to sell. Archiving completely disables a product—it can't be purchased anywhere, including via direct link.

<Steps>
  <Step title="Go to Products page">
    Navigate to **Payments → Products**.
  </Step>

  <Step title="Find the product">
    Click on the product row to open the action menu.

    <Frame>
      <img alt="Product action menu showing Archive Product option" />
    </Frame>
  </Step>

  <Step title="Select Archive Product">
    Click **Archive Product** to disable it.
  </Step>
</Steps>

**What happens when you archive:**

* Product can't be purchased anywhere (portal, schedulers, forms, direct links)
* Existing subscriptions and credits are not affected
* Transaction history and data remain intact
* Product moves to the "Archived" filter view
* You can unarchive later to re-enable the product

<Note>
  **Archive vs. not adding anywhere**: If you just want to hide a product temporarily, don't add it anywhere (or remove it from where it's displayed). Use Archive when you want to completely disable a product so it can't be purchased even if someone has the direct link.
</Note>

### Viewing and restoring archived products

To see archived products, use the status filter dropdown on the Products page:

* **Active**: Products available for purchase
* **Archived**: Disabled products
* **All**: Both active and archived

<Frame>
  <img alt="Products page filter dropdown showing Active, Archived, and All options" />
</Frame>

To restore an archived product, view the archived product and select the option to unarchive it.

## What you need to know about products

**Stripe syncs automatically**: Products you create in CoachIQ appear in your Stripe dashboard. Products in Stripe appear in CoachIQ.

**Clients see product details**: Whatever you enter (name, description, features) displays during checkout. Write for your clients.

**Credits are optional**: Not every product needs to issue credits. Many coaches use products for payment only.

**Processing fees**: You choose whether to absorb the combined Stripe + CoachIQ fee (2.9% + \$0.30, plus CoachIQ's 1% + \$0.20) or pass it to clients.

**Changes affect new purchases only**: Editing a product doesn't change existing transactions or active subscriptions.

## Next steps

1. [Getting Started](/payments/getting-started) - Learn how CoachIQ Payments works and how money flows from your clients to your bank account
2. [Connect Stripe](/payments/connecting-stripe) - Create and connect your Stripe account to start collecting payments
3. [Product Builder reference](/payments/product-builder) - Complete field-by-field documentation


# Product Types Explained
Source: https://help.coachiq.io/payments/product-types

Understand the differences between One-Time, Subscription, and Access Code products to choose the right type for your offerings

<Info>
  **Where to find this**: Payments → Products → + Create Product (select type)
</Info>

## Three product types

CoachIQ offers three product types, each designed for different business models:

<CardGroup>
  <Card title="One-Time" icon="credit-card">
    Single purchase, immediate access
  </Card>

  <Card title="Subscription" icon="rotate">
    Recurring billing, automatic renewal
  </Card>

  <Card title="Access Code" icon="ticket">
    Code redemption, special access
  </Card>
</CardGroup>

You select the product type when creating a new product. The type determines available settings and how the product behaves.

<Frame>
  <img alt="Product Builder" />
</Frame>

## One-Time Products

<Tabs>
  <Tab title="What it is">
    **Single purchase with one-time payment**

    Client pays once and receives immediate access to what they purchased.

    **No recurring billing.** No automatic renewals. One transaction, one delivery.
  </Tab>

  <Tab title="When to use">
    **Best for individual purchases:**

    * Single training sessions
    * Skills assessments or evaluations
    * One-time workshops or clinics
    * Summer camps
    * Multi-session packages (pay once, use over time)
    * Program access with lifetime purchase
    * Merchandise or equipment

    Use One-Time products when clients buy something specific with no ongoing billing.
  </Tab>

  <Tab title="Key settings">
    **Required:**

    * Product name
    * Price

    **Optional but common:**

    * Credits: Issue credits for session bookings
    * Credit expiration: When credits expire
    * Processing fee: Who pays Stripe fees
    * Confirmation page: Where client goes after purchase

    **Customer experience:**

    1. Client selects product
    2. Pays once
    3. Receives credits or access immediately
    4. No future charges

    <Check>
      Simplest product type. Great starting point for most coaches.
    </Check>
  </Tab>

  <Tab title="Examples">
    **Single session:**

    * Name: "60-Minute Training Session"
    * Price: \$75
    * Credits: None
    * Use: Client books one session

    **Session package:**

    * Name: "10-Session Package"
    * Price: \$650
    * Credits: 10 credits
    * Expiration: 90 days
    * Use: Client books 10 sessions over 3 months

    **Workshop:**

    * Name: "Weekend Skills Clinic"
    * Price: \$150
    * Credits: None
    * Use: Client registers for specific event
  </Tab>
</Tabs>

## Subscription Products

<Tabs>
  <Tab title="What it is">
    **Recurring billing on a schedule**

    Client's card charges automatically each billing period (monthly, quarterly, annually) until they cancel.

    **Automatic renewal.** No manual re-purchasing. Charges continue until canceled.
  </Tab>

  <Tab title="When to use">
    **Best for recurring revenue:**

    * Monthly unlimited training
    * Weekly session packages (e.g., 4 credits per month)
    * Facility memberships
    * Program access with monthly fee
    * Ongoing coaching packages
    * VIP or premium tiers

    Use Subscription products when you want predictable recurring revenue and clients want ongoing access.

    <Tip>
      Subscriptions reduce administrative work. No chasing payments each month—billing happens automatically.
    </Tip>
  </Tab>

  <Tab title="Key settings">
    **Required:**

    * Product name
    * Price
    * Payment frequency (monthly, quarterly, semi-annually, annually)

    **Optional but common:**

    * Trial period: Free days before first charge
    * Credits per period: Renew credits each billing cycle
    * Credit expiration: Typically "when subscription ends"
    * Processing fee: Who pays Stripe fees

    **Customer experience:**

    1. Client subscribes with card on file
    2. First charge processes (or after trial period)
    3. Credits issued (if configured)
    4. Card charges automatically each period
    5. New credits issued with each renewal
    6. Client cancels when done

    <Info>
      Clients can cancel subscriptions anytime. No penalties. Billing stops at end of current period.
    </Info>
  </Tab>

  <Tab title="Examples">
    **Unlimited monthly:**

    * Name: "Unlimited Monthly Membership"
    * Price: \$200/month
    * Frequency: Monthly
    * Credits: 999 per month (effectively unlimited)
    * Use: Client books as many sessions as they want

    **4-session monthly package:**

    * Name: "4 Sessions Per Month"
    * Price: \$280/month
    * Frequency: Monthly
    * Credits: 4 per month
    * Expiration: End of billing period
    * Use: Client gets 4 credits every month, unused credits don't roll over

    **Quarterly program access:**

    * Name: "Quarterly Training Program"
    * Price: \$450 every 3 months
    * Frequency: Quarterly
    * Credits: None (access-based, not session-based)
    * Use: Client maintains access to program content as long as subscribed
  </Tab>
</Tabs>

## Access Code Products

<Tabs>
  <Tab title="What it is">
    **Code redemption for special access**

    Client enters a specific code during checkout to receive a discount or free access.

    **Code required.** Without the code, this product doesn't appear as a purchase option.
  </Tab>

  <Tab title="When to use">
    **Best for special access scenarios:**

    * Corporate partnership codes (company pays for employees)
    * Sponsor or donor free access
    * Team discount codes
    * Referral program offers
    * Promotional campaigns
    * Scholarship codes
    * Beta tester access

    Use Access Code products when specific groups need special pricing or free access that shouldn't be publicly available.

    <Warning>
      Access Code products are hidden from regular purchase flows. Only people with the code can access them.
    </Warning>
  </Tab>

  <Tab title="Key settings">
    **Required:**

    * Product name
    * Price (can be \$0 for free access)
    * Access codes (at least one code)

    **Optional but common:**

    * Redemption limits: How many times each code can be used
    * Credits: Issue credits upon redemption
    * Processing fee: Who pays Stripe fees (if price > \$0)

    **Customer experience:**

    1. Client receives code from you or partner
    2. Client enters code during booking or checkout
    3. Discount applies or product becomes free
    4. Client completes purchase
    5. Access or credits granted

    <Info>
      Track code usage in the Product Builder to see how many times each code has been redeemed.
    </Info>
  </Tab>

  <Tab title="Examples">
    **Corporate partnership (free):**

    * Name: "IBM Employee Access"
    * Price: \$0
    * Code: IBM2025
    * Redemption limit: 500 uses
    * Use: IBM employees train for free

    **Sponsor discount:**

    * Name: "Sponsor Partnership - 50% Off"
    * Price: $37.50 (50% off regular $75)
    * Code: SPONSOR50
    * Redemption limit: 100 uses
    * Use: Sponsor's clients get half-price sessions

    **Team code:**

    * Name: "High School Team Package"
    * Price: \$500 (normally \$750)
    * Code: HSBASKETBALL
    * Redemption limit: 15 uses (one per player)
    * Use: Team gets bulk discount
  </Tab>
</Tabs>

## Product type comparison

| Feature               | One-Time                   | Subscription                  | Access Code                    |
| --------------------- | -------------------------- | ----------------------------- | ------------------------------ |
| **Payment**           | Single charge              | Recurring billing             | Single charge                  |
| **Billing frequency** | Once                       | Monthly/Quarterly/Annual      | Once                           |
| **Price**             | Any amount                 | Any amount                    | Any amount (including \$0)     |
| **Credits**           | Optional                   | Optional (renews each period) | Optional                       |
| **Code required**     | No                         | No                            | Yes                            |
| **Trial period**      | No                         | Yes                           | No                             |
| **Automatic renewal** | Never                      | Until canceled                | Never                          |
| **Best for**          | Sessions, packages, events | Memberships, ongoing access   | Partners, promos, scholarships |

## Choosing the right type

<Steps>
  <Step title="Ask: How often do they pay?">
    **Once** → One-Time or Access Code

    **Recurring** → Subscription
  </Step>

  <Step title="Ask: Is this publicly available?">
    **Yes, anyone can buy** → One-Time or Subscription

    **No, special access only** → Access Code
  </Step>

  <Step title="Ask: What are they buying?">
    **Specific session(s)** → One-Time

    **Ongoing access or credits** → Subscription

    **Discounted or free access** → Access Code
  </Step>
</Steps>

## Can you change product type later?

**No.** Product type is permanent once created.

If you need to change types:

1. Create a new product with correct type
2. Archive the old product
3. Update schedulers/programs to use new product

<Warning>
  Changing product type requires creating a new product. Existing purchases and active subscriptions continue with the old product.
</Warning>

## Multiple product types for the same offering

You can create multiple products for the same service:

**Example: Training sessions**

* One-Time: "\$75 Single Session"
* One-Time: "\$650 for 10 Sessions"
* Subscription: "\$280/month for 4 Sessions"
* Access Code: "Corporate Partner - Free"

All products attach to the same scheduler. Client chooses which payment option works best for them.

<Tip>
  Offering multiple pricing options increases conversions. Some clients prefer packages, others prefer subscriptions.
</Tip>

## Related articles

* [Product Builder: Complete Reference](/payments/product-builder)
* [Coupons Overview](/payments/coupon-overview)


# Revenue Sharing
Source: https://help.coachiq.io/payments/sharing-rev

Route product revenue to another CoachIQ organization's Stripe account

<Info>
  **Where to find this**: Product Builder → Section 6 (Advanced Settings) → Revenue Sharing
</Info>

<Warning>
  **Early feature - Setup required**: Revenue sharing is a basic feature that requires CoachIQ support to configure. Contact support to enable.
</Warning>

## What revenue sharing is

Route product revenue directly to another CoachIQ organization's Stripe account instead of yours.

**What it does:**

* Client purchases your product
* Payment goes to partner's Stripe account (not yours)
* You receive no money from this product
* Partner receives 100% of revenue

**What it doesn't do:**

* ❌ Split revenue between accounts
* ❌ Calculate percentages
* ❌ Send partial amounts
* ❌ Work with non-CoachIQ accounts

This is an all-or-nothing redirect, not a revenue split.

## When to use revenue sharing

**Common scenarios:**

**White-label programs:**

* You create the program
* Partner organization delivers it
* Revenue goes directly to partner

**Referral products:**

* You list partner's product
* Clients book through your page
* Partner receives all payment

**Franchise or multi-location:**

* Central organization manages products
* Individual locations receive revenue
* Each location has own CoachIQ organization

<Note>
  If you need to split revenue (you get 70%, partner gets 30%), this feature doesn't support that. Revenue sharing sends 100% to the other organization.
</Note>

## Requirements

Both parties must have:

✅ Active CoachIQ organization ✅ Connected Stripe account ✅ CoachIQ support to configure connection

**You cannot:**

* Set this up yourself
* Connect to non-CoachIQ accounts
* Route to personal Stripe accounts
* Configure complex splits

## How to set up revenue sharing

<Steps>
  <Step title="Contact CoachIQ support">
    Email support with:

    * Your organization name
    * Partner's CoachIQ organization name
    * Which product(s) need revenue sharing
    * Confirmation from partner they approve this

    <Warning>
      Do NOT configure revenue sharing settings in Product Builder until support completes setup.
    </Warning>
  </Step>

  <Step title="Support configures connection">
    CoachIQ support will:

    * Verify both organizations
    * Connect the Stripe accounts
    * Enable revenue sharing for specified products
    * Confirm setup complete

    This typically takes 1-2 business days.
  </Step>

  <Step title="Test with small transaction">
    After support confirms setup:

    1. Make test purchase (use low-cost product or test mode)
    2. Verify payment appears in partner's Stripe account
    3. Confirm payment does NOT appear in your account

    <Check>
      **Setup verified.** Revenue now routes to partner organization.
    </Check>
  </Step>
</Steps>

## What clients see

**From client perspective:**

* Nothing changes
* They book through your CoachIQ page
* Checkout looks normal
* Receipts come from your organization
* They don't know payment went elsewhere

Revenue routing is invisible to clients. They interact with you, money goes to partner.

## What you see

**In your CoachIQ:**

* Product appears in your Products list
* Transactions show in your Transactions page
* BUT money deposits to partner's Stripe account
* Your Stripe account receives \$0

<Info>
  Transaction records appear in your CoachIQ for tracking, but funds go to partner's bank account.
</Info>

## What partner sees

**In partner's CoachIQ:**

* Product doesn't appear in their Products list
* Transaction appears in their Transactions page
* Money deposits to their Stripe account
* Funds reach their bank account per normal Stripe schedule

## Limitations

**This feature is very basic:**

**Cannot:**

* Split revenue (only 100% redirect)
* Route to multiple accounts
* Calculate percentages
* Work with non-CoachIQ organizations
* Route different products to different partners (requires support setup per product)

**Cannot change easily:**

* Requires support to modify
* Can't toggle on/off yourself
* Can't change destination account yourself

<Warning>
  Revenue sharing is permanent until you contact support to remove it. Plan carefully before implementing.
</Warning>

## Managing revenue-shared products

**To modify or remove:**

Contact CoachIQ support with:

* Product name
* Requested change (remove revenue sharing, change destination, etc.)
* Effective date for change

**Support will:**

* Update configuration
* Confirm changes
* Verify new routing works correctly

Allow 1-2 business days for modifications.

## Alternatives if this doesn't fit

**If you need more control:**

**Manual payment forwarding:**

* Receive payment in your account
* Transfer to partner manually via bank transfer
* More work but more flexibility

**Separate booking pages:**

* Partner creates their own product
* You direct clients to their page
* No revenue sharing needed

**Invoice partner:**

* Partner invoices you for services
* You pay them separately
* Keep revenue in your account

## Before you set up revenue sharing

**Confirm with partner:**

* They have active CoachIQ organization
* Their Stripe is connected
* They approve revenue routing
* Both parties understand this is 100% redirect

**Document agreement:**

* Written agreement on revenue arrangement
* Tax responsibilities clear
* Product ownership defined
* Termination process established

**Plan for taxes:**

* Partner reports all revenue (they received it)
* You report \$0 for these products
* Consult accountant for proper handling

<Warning>
  Revenue sharing affects tax reporting. The party receiving money must report it as income.
</Warning>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Revenue going to my account instead of partner's">
    **Possible causes:**

    * Support hasn't completed setup yet
    * Configuration incomplete
    * Wrong product selected

    **Action:** Contact support with transaction details.
  </Accordion>

  <Accordion title="Neither account receiving revenue">
    **Check:**

    * Was purchase actually completed?
    * Check both Stripe dashboards thoroughly
    * Look for failed payment

    **Action:** Contact support with transaction ID.
  </Accordion>

  <Accordion title="Partner doesn't have CoachIQ">
    **This feature won't work.**

    Partner must have their own CoachIQ organization with connected Stripe.

    **Alternatives:**

    * Partner creates CoachIQ account
    * Use manual payment forwarding
    * Partner invoices you separately
  </Accordion>
</AccordionGroup>

## Getting help

**For revenue sharing setup or issues:**

Contact: [support@coachiq.com](mailto:support@coachiq.com)

**Include in your message:**

* Your organization name
* Partner's organization name
* Product name
* What you're trying to accomplish
* Any error messages or transaction IDs

Support responds within 1 business day.

## Next steps

1. [Guest checkout](/payments/guest-checkout) - Allow purchases without account creation
2. [Processing fees](/payments/processing-fee) - Configure who pays Stripe fees
3. [Product Builder reference](/payments/product-builder) - Complete Product Builder guide


# Matching Clients Between Stripe and CoachIQ
Source: https://help.coachiq.io/payments/stripe-coachiq-reconciliation

Find and verify client payment records across both platforms when subscription status doesn't match or payments seem missing

<Info>
  **When to use this guide**: A client says they're subscribed but can't access your calendar, you see duplicate subscriptions in Stripe, or payment status doesn't match between systems.
</Info>

## How CoachIQ and Stripe connect

Every client who makes a payment through CoachIQ gets a record in both systems:

| System      | What it stores                                         |
| ----------- | ------------------------------------------------------ |
| **CoachIQ** | Client profile, subscription status, credits, bookings |
| **Stripe**  | Payment method, charge history, subscription billing   |

These systems sync automatically, but occasionally they can get out of alignment—especially after card changes, failed payments, or manual adjustments.

***

## Finding a client in both systems

<Steps>
  <Step title="Start in CoachIQ">
    Go to **People → Clients** and find the client. Open their profile.

    Note their **email address**—this is the key identifier that links both systems.
  </Step>

  <Step title="Check their subscription status in CoachIQ">
    Click the **Subscriptions** tab on their profile.

    Look for:

    * **Active** subscriptions (green) = Should have access
    * **Canceled** subscriptions (gray) = Should not have access
    * **Past Due** subscriptions (yellow) = Payment failed, may have limited access

    <Frame>
      <img alt="Client Subscriptions Tab" />
    </Frame>
  </Step>

  <Step title="Open the subscription in Stripe">
    From the client's Subscriptions tab, click **Open** under the Source column. This takes you directly to that subscription in Stripe.

    Alternatively, go to [Stripe Dashboard → Customers](https://dashboard.stripe.com/customers) and search by the client's email.

    <Tip>
      The **Subscription ID** appears near the top of the subscription page in Stripe. It always starts with `sub_` — for example: `sub_1THsYnEaz2FLsdZq8qwVLKtt`. You'll need this ID if you're manually linking a subscription to CoachIQ.
    </Tip>
  </Step>

  <Step title="Compare the status">
    In Stripe, verify:

    * **Status** matches CoachIQ (Active, Canceled, Past Due)
    * **Current period** dates are correct
    * **Payment method** is valid (not expired)

    <Frame>
      <img alt="Stripe Subscription Example" />
    </Frame>
  </Step>
</Steps>

***

## Common mismatch scenarios

<AccordionGroup>
  <Accordion title="Client is Active in Stripe but can't book sessions">
    **The subscription exists but access isn't working.**

    **Check these in CoachIQ:**

    1. **Subscriptions tab**: Is the subscription showing as Active here too?
    2. **Products tab**: Does the subscription product appear in their purchased products?
    3. **Credits tab**: If the product grants credits, do they have a balance?

    **Most common cause**: The subscription in Stripe isn't linked to their CoachIQ profile. This happens when:

    * Client used a different email in Stripe than CoachIQ
    * Subscription was created manually in Stripe (not through CoachIQ checkout)
    * Client created a new account instead of logging in

    **Fix**: Verify the email addresses match exactly in both systems. If different, update the CoachIQ profile email to match Stripe.
  </Accordion>

  <Accordion title="Two subscriptions appear for the same product">
    **Duplicate subscriptions in Stripe.**

    This happens when a client accidentally subscribes twice, often because:

    * Payment failed, they retried with a new card, creating a second subscription
    * They clicked "Subscribe" multiple times during checkout
    * Card was replaced after compromise, and they resubscribed instead of updating

    **How to fix:**

    1. Go to Stripe Dashboard → Subscriptions
    2. Search by client email
    3. Compare the two subscriptions:
       * Which one has recent successful payments?
       * Which one is the client actually using?
    4. Cancel the duplicate (the one without recent activity)
    5. Verify only one Active subscription remains

    <Warning>
      Cancel the wrong one and your client loses access. Always check payment history before canceling.
    </Warning>
  </Accordion>

  <Accordion title="Subscription canceled but client still has access">
    **CoachIQ shows Active but Stripe shows Canceled.**

    **Why this happens:**

    The subscription was canceled directly in Stripe (not through CoachIQ), so CoachIQ didn't receive the cancellation webhook.

    **How to fix:**

    1. In CoachIQ, go to **Payments → Subscriptions**
    2. Find the subscription
    3. Click to view details
    4. If status is wrong, contact CoachIQ support to resync

    **Prevent this**: Always cancel subscriptions through CoachIQ, not directly in Stripe.
  </Accordion>

  <Accordion title="Client paid but subscription shows Incomplete">
    **Payment succeeded but subscription never activated.**

    **Why this happens:**

    The initial setup didn't complete properly. The charge went through but the subscription status got stuck.

    **How to verify:**

    1. In Stripe → Payments, search for the client's email
    2. Find the charge—did it succeed?
    3. If yes, check Stripe → Subscriptions for "Incomplete" or "Incomplete Expired" status

    **How to fix:**

    If payment succeeded but subscription is Incomplete:

    1. In Stripe, cancel the incomplete subscription
    2. Have client purchase again through CoachIQ
    3. Or manually add the product to their CoachIQ profile (People → Client → Products tab → Add Product)
  </Accordion>

  <Accordion title="Card was replaced and now subscriptions are duplicated">
    **Client's card was compromised, they got a new one, and now things are messy.**

    This is a common scenario. Here's the correct workflow:

    **What the client should have done:**

    1. Log into Athlete Portal
    2. Go to Billing settings
    3. Update payment method
    4. Existing subscription continues with new card

    **What often happens instead:**

    1. Client can't figure out how to update card
    2. Client purchases subscription again with new card
    3. Now they have two subscriptions

    **How to fix:**

    1. Identify which subscription is the "real" one (usually the older one with more payment history)
    2. Cancel the duplicate in Stripe
    3. Ensure the remaining subscription has the new card attached
    4. Verify CoachIQ shows only one Active subscription
  </Accordion>
</AccordionGroup>

***

## Quick reference: Where to find what

| Information                   | Where to find it                                      |
| ----------------------------- | ----------------------------------------------------- |
| Client subscription status    | CoachIQ → People → Client → Subscriptions tab         |
| Subscription payment history  | Stripe Dashboard → Subscriptions → Click subscription |
| Client's saved payment method | Stripe Dashboard → Customers → Search by email        |
| All charges for a client      | Stripe Dashboard → Payments → Search by email         |
| Whether credits were issued   | CoachIQ → People → Client → Credits tab               |
| Products client has purchased | CoachIQ → People → Client → Products tab              |

***

## Check for unsynced subscriptions

If you suspect subscriptions aren't connected to Stripe — especially after a transfer or bulk import — use the **Unsynced filter** on the Subscriptions dashboard to find them all at once.

[How to check for unsynced subscriptions →](/payments/subscriptions-dashboard#check-for-unsynced-subscriptions)

***

## When to contact support

Contact CoachIQ support if:

* Subscription status is different between systems and won't sync
* Client was charged but product/credits never appeared
* You need to merge duplicate client accounts
* Webhook errors are preventing sync (you'll see repeated issues)

**Include in your support request:**

* Client's email address
* Screenshot of CoachIQ subscription status
* Screenshot of Stripe subscription status
* Description of what's not matching

***

## Preventing future mismatches

<Tip>
  **Best practices to avoid sync issues:**

  1. **Always use CoachIQ** for subscription management (not Stripe directly)
  2. **Train clients** to update payment methods in Athlete Portal, not resubscribe
  3. **Check both systems** when investigating payment issues
  4. **Use the same email** in CoachIQ and Stripe for each client
</Tip>

***

## Related articles

* [Subscriptions Dashboard](/payments/subscriptions-dashboard)
* [Managing Subscriptions](/payments/manage-subscriptions)
* [Failed Payments](/payments/failed-payments)
* [Stripe Dashboard Basics](/payments/stripe-dashboard)


# Stripe Dashboard Basics
Source: https://help.coachiq.io/payments/stripe-dashboard

Navigate your Stripe dashboard to view payouts, manage customers, and access financial reports

<Info>
  **Where to find this**: [stripe.com/dashboard](https://stripe.com/dashboard)
</Info>

## What the Stripe Dashboard is

The Stripe Dashboard is your payment processor's control center. While you manage day-to-day operations in CoachIQ, Stripe provides:

* Detailed financial reports
* Tax documents and statements
* Advanced payment settings
* Payout schedules and history
* Dispute and chargeback management

<Note>
  Most tasks happen in CoachIQ. Use Stripe for financial reporting, tax documents, and advanced configuration.
</Note>

## Key areas of Stripe

<Tabs>
  <Tab title="Home">
    **Overview of your payment activity**

    Displays:

    * Total revenue (today, week, month)
    * Recent payments
    * Account balance
    * Pending payouts
    * Quick stats and trends

    This is your financial snapshot. Check here to see high-level performance.
  </Tab>

  <Tab title="Payments">
    **Complete transaction history**

    View and filter:

    * All successful payments
    * Failed charges
    * Refunded transactions
    * Search by amount, customer, date
    * Export transaction data

    <Frame>
      <img alt="Stripe Transaction Example" />
    </Frame>

    Detailed view of every charge processed through your account.
  </Tab>

  <Tab title="Customers">
    **Customer database**

    See:

    * All customers who've paid you
    * Saved payment methods
    * Transaction history per customer
    * Contact information
    * Customer lifetime value

    Stripe automatically creates customer records when clients pay through CoachIQ.
  </Tab>

  <Tab title="Products">
    **Product catalog**

    Your product library including:

    * One-time products
    * Subscription products
    * Pricing details
    * Product status (active/archived)

    <Info>
      Products created in CoachIQ automatically sync to Stripe. Changes made in Stripe appear in CoachIQ.
    </Info>
  </Tab>

  <Tab title="Subscriptions">
    **Recurring billing management**

    Monitor:

    * Active subscriptions
    * Canceled subscriptions
    * Upcoming renewals
    * Failed payment retries
    * Subscription changes

    <Frame>
      <img alt="Stripe Subscription Example" />
    </Frame>

    Subscriptions created through CoachIQ appear here with full billing history.
  </Tab>

  <Tab title="Balance">
    **Your available funds**

    Shows:

    * Available balance (ready to payout)
    * Pending balance (processing)
    * Payout schedule
    * Payout history
    * Bank account details

    Track when money moves from Stripe to your bank account.
  </Tab>
</Tabs>

## What syncs between CoachIQ and Stripe

**CoachIQ → Stripe:**

* Products you create
* Transactions processed
* Subscriptions started
* Refunds issued
* Customer information

**Stripe → CoachIQ:**

* Payment confirmations
* Subscription renewals
* Failed payment notifications
* Customer updates
* Payout status

<Check>
  Data syncs in real-time. Changes in one platform appear immediately in the other.
</Check>

## When to use Stripe vs. CoachIQ

<Tabs>
  <Tab title="Use CoachIQ for">
    **Day-to-day operations:**

    * Creating and editing products
    * Viewing transactions
    * Managing subscriptions
    * Issuing refunds
    * Tracking credits
    * Client communication
    * Booking management

    CoachIQ is your primary workspace for running your coaching business.
  </Tab>

  <Tab title="Use Stripe for">
    **Financial management and reporting:**

    * Downloading tax documents
    * Generating financial reports
    * Exporting transaction data
    * Updating payout schedule
    * Managing disputes/chargebacks
    * Viewing detailed fees
    * Advanced fraud settings
    * API configuration

    Stripe provides financial depth that CoachIQ doesn't need to duplicate.
  </Tab>
</Tabs>

## Common Stripe tasks

<AccordionGroup>
  <Accordion title="Download tax documents">
    1. Log into Stripe Dashboard
    2. Click **Reports** in left sidebar
    3. Select **Documents**
    4. Download 1099-K or other tax forms

    Tax documents available in January for the previous year's activity.
  </Accordion>

  <Accordion title="Change payout schedule">
    1. Go to **Settings** in Stripe Dashboard
    2. Click **Bank accounts and scheduling**
    3. Select your payout frequency (daily, weekly, monthly)
    4. Save changes

    <Warning>
      First payout always takes 7-10 days regardless of schedule. Subsequent payouts follow your selected frequency.
    </Warning>
  </Accordion>

  <Accordion title="View detailed fees breakdown">
    1. Click **Balance** in left sidebar
    2. Select **Payouts** tab
    3. Click any payout
    4. See itemized fees: processing fees, refund fees, disputes

    This shows exactly what Stripe charged for each transaction.
  </Accordion>

  <Accordion title="Export transaction data">
    1. Go to **Payments** in Stripe Dashboard
    2. Apply any filters (date range, status, amount)
    3. Click **Export** button (top right)
    4. Choose CSV or Excel format
    5. Download file

    Use this for accounting software or custom financial analysis.
  </Accordion>
</AccordionGroup>

## Test mode vs. live mode

Stripe Dashboard has two modes:

**Test Mode**: Use fake card numbers to test payment flows without real money. Toggle Test Mode on to safely experiment with products, subscriptions, and refunds.

**Live Mode**: Real payments with real money. This is your production environment where actual client transactions occur.

<Info>
  The toggle switch is in the top right of your Stripe Dashboard. CoachIQ automatically reflects whichever mode Stripe is in.
</Info>

## Understanding your balance

Your Stripe balance has two states:

**Pending**: Money from recent payments that's still processing. Typically holds for 2 business days before becoming available.

**Available**: Money ready to pay out to your bank account. Stripe automatically deposits available funds based on your payout schedule.

<Note>
  Your first payout takes 7-10 business days after your first successful payment. This initial delay is standard for new accounts.
</Note>

## Need more help with Stripe?

Stripe provides comprehensive documentation for advanced features:

* **Stripe Documentation**: [stripe.com/docs](https://stripe.com/docs)
* **Stripe Support**: [support.stripe.com](https://support.stripe.com)
* **API Reference**: [stripe.com/docs/api](https://stripe.com/docs/api)

For CoachIQ-specific payment questions, contact CoachIQ support.

## Related articles

* [Connecting Stripe to CoachIQ](/payments/connecting-stripe)
* [Understanding CoachIQ Payments](/payments/getting-started)
* [Transactions Dashboard](/payments/transactions)


# Subscriptions Dashboard
Source: https://help.coachiq.io/payments/subscriptions-dashboard

Navigate the Subscriptions page to monitor recurring billing, track active memberships, and manage subscription status

<Info>
  **Where to find this**: Payments → Subscriptions
</Info>

## What the Subscriptions page shows

The Subscriptions dashboard displays all recurring billing for your coaching business:

* Active memberships and their status
* Canceled subscriptions
* Failed payment retries
* Monthly recurring revenue (MRR)
* Subscription history and details

Every subscription product purchase creates an entry here that tracks billing until canceled.

<Frame>
  <img alt="CoachIQ Subscriptions dashboard showing active subscriptions and MRR metrics" />
</Frame>

## Key metrics at the top

Three metrics display above your subscription list:

**Active Subscriptions**

* Count of currently active, billing subscriptions
* Includes trialing and scheduled subscriptions
* Excludes canceled and past due

**Canceled Subscriptions**

* Total number of ended subscriptions
* Tracks churn and cancellation history

**Monthly Recurring Revenue (MRR)**

* Total monthly revenue from active subscriptions
* Updates in real-time as subscriptions change
* Based on monthly equivalent (annual subscriptions divided by 12)

<Tip>
  MRR is your most important subscription metric. Track this to measure subscription business health.
</Tip>

## Subscription list columns

Each subscription displays:

| Column      | What it shows                                             |
| ----------- | --------------------------------------------------------- |
| **Date**    | When subscription started                                 |
| **Status**  | Current billing status (Active, Canceled, Past Due, etc.) |
| **Client**  | Client name linked to profile                             |
| **Amount**  | Billing amount and frequency (\$200/month)                |
| **Product** | Which subscription product                                |
| **Type**    | Always "Subscription"                                     |

Click any row to view full subscription details.

## Subscription status types

<Tabs>
  <Tab title="Active">
    **Green indicator - Running normally**

    Subscription is active and payments are processing successfully.

    Client's card charges automatically on schedule. Credits renew (if configured). Everything working as expected.
  </Tab>

  <Tab title="Trialing">
    **Blue indicator - In trial period**

    Client is in free trial before first charge.

    Card on file but not yet charged. Trial ends on specified date, then first payment processes. Client can cancel during trial without charge.
  </Tab>

  <Tab title="Scheduled">
    **Purple indicator - Starts in future**

    Subscription purchased but doesn't start until future date.

    No charges yet. Will activate on start date. Useful for seasonal programs or delayed memberships.
  </Tab>

  <Tab title="Past Due">
    **Yellow/Orange indicator - Payment failed**

    Last payment attempt failed. Stripe is retrying.

    Card declined or expired. Client still has access during retry period. Stripe attempts multiple retries over several days before giving up.

    <Warning>
      Past Due subscriptions need attention. Contact client to update payment method.
    </Warning>
  </Tab>

  <Tab title="Canceled">
    **Red/Gray indicator - Subscription ended**

    Client or you canceled the subscription.

    No more charges. Access ends based on cancellation settings (immediate or end of period). Credits expire. Client can resubscribe by purchasing again.
  </Tab>

  <Tab title="Incomplete Expired">
    **Gray indicator - Setup failed**

    Payment setup never completed or first charge failed.

    Client started subscription signup but payment failed and retry period expired. Subscription never became active.
  </Tab>
</Tabs>

## Filter and search subscriptions

**Filter by status:** Click status tabs at top:

* All
* Active
* Canceled
* Past Due
* Trialing
* Scheduled

**Filter by Product:** Click the product(s) from the drop down view

<Frame>
  <img alt="CoachIQ subscriptions page product filter dropdown" />
</Frame>

## Check for unsynced subscriptions

An **unsynced subscription** is one that exists in CoachIQ but isn't linked to Stripe. When a subscription is unsynced, the platform doesn't know to process payments, issue credits, or manage billing for that client.

Use the **Unsynced** filter to quickly identify any subscriptions that may have slipped through without a Stripe connection.

<Steps>
  <Step title="Go to Payments → Subscriptions">
    Open the Subscriptions dashboard from the main navigation.
  </Step>

  <Step title="Click the Unsynced filter">
    In the status filter tabs at the top of the page, select **Unsynced**. This filters the list to show only subscriptions that aren't connected to Stripe.

    <Frame>
      <img alt="Subscriptions dashboard filtered to show unsynced subscriptions" />
    </Frame>
  </Step>

  <Step title="Review and resolve">
    For each unsynced subscription, check:

    * Does the client have an active subscription in Stripe? If yes, the subscription may need to be relinked.
    * Was this a manual product addition that was never connected to billing?
    * Did a transfer or migration cause it to lose its Stripe connection?

    If you find unsynced subscriptions that should be billing, contact [CoachIQ support](mailto:info@coachiq.io) to get them resynced.
  </Step>
</Steps>

<Warning>
  Unsynced subscriptions mean the client may have access to your services without being billed. Check this filter periodically — especially after bulk imports or account transfers.
</Warning>

## View subscription details

Click Open under the Source column of the subscription to view on Stripe:

**Billing information:**

* Current period start and end dates
* Next billing date
* Billing frequency
* Amount charged each period

**Payment history:**

* All successful charges
* Failed payment attempts
* Amount paid to date

**Subscription actions:**

* Cancel subscription
* Update billing date
* Change product/pricing
* Issue refund for last payment

<Frame>
  <img alt="Stripe subscription detail page showing billing and payment history" />
</Frame>

## Understanding subscription lifecycle

<Steps>
  <Step title="Client subscribes">
    Client purchases subscription product. Subscription appears as Active (or Trialing if trial configured).
  </Step>

  <Step title="First payment processes">
    Immediate charge.

    Credits issued (if configured). Client can book sessions.
  </Step>

  <Step title="Automatic renewals">
    Card charges on schedule (monthly, quarterly, annually).

    New credits issued each period (if configured). Client continues accessing services.
  </Step>

  <Step title="Payment failure">
    If card declines: Status changes to Past Due. Stripe retries automatically over several days.

    Client retains access during retry period.
  </Step>

  <Step title="Subscription ends">
    Client cancels OR payment retries exhaust.

    Status changes to Canceled. Credits expire. Access ends.
  </Step>
</Steps>

## Common subscription scenarios

<Tabs>
  <Tab title="Healthy subscription">
    **What you see:**

    * Status: Active (green)
    * Regular successful payments in history
    * Credits renewing each period

    **What to do:** Nothing. It's working perfectly.
  </Tab>

  <Tab title="Past due subscription">
    **What you see:**

    * Status: Past Due (red)
    * Recent failed payment attempt
    * Stripe retry in progress

    **What to do:**

    1. Contact client about failed payment
    2. Ask them to update payment method
    3. Stripe will retry automatically
    4. [Learn about failed payments →](/payments/failed-payments)
  </Tab>

  <Tab title="Canceled subscription">
    **What you see:**

    * Status: Canceled (gray)
    * Cancellation date shown
    * No future billing

    **What to do:** If accidental: Client must resubscribe by purchasing product again. If intentional: Monitor for resubscription opportunities.
  </Tab>

  <Tab title="Trial subscription">
    **What you see:**

    * Status: Trialing (blue)
    * No charges yet
    * Clients have the same access as an Active subscription

    **What to do:** Nothing until trial ends. First charge processes automatically on trial end date.

    <Note>
      Trialing is currently only set manually as the coach or Admin from Stripe.
    </Note>
  </Tab>
</Tabs>

## Subscriptions vs. transactions

**Subscriptions page:** Ongoing billing relationships

* Shows subscription status
* Displays next billing date
* Tracks recurring revenue

**Transactions page:** Individual payment events

* Shows each charge (including subscription charges)
* Displays one-time payments too
* Tracks total revenue

<Info>
  Every subscription charge also appears in Transactions. Subscriptions page focuses on ongoing relationships, Transactions shows individual payments.
</Info>

## Export subscription data

Export subscription list for reporting or accounting:

1. Apply any desired filters (status, date range)
2. Click **Export** button (if available)
3. Download CSV file

Use exported data for:

* Financial reporting
* Churn analysis
* Revenue forecasting
* Accounting software import

## What you can't do on Subscriptions page

**These actions require Stripe Dashboard:**

* Change subscription pricing mid-cycle
* Apply retroactive discounts
* Modify payment schedule
* Complex subscription modifications

For advanced subscription management, use Stripe Dashboard. [Learn about Stripe Dashboard →](/payments/stripe-dashboard)

## Related articles

* [Managing Subscriptions](/payments/manage-subscriptions)
* [Failed Payments](/payments/failed-payments)
* [Product Types Explained](/payments/product-types)


# Transactions Dashboard
Source: https://help.coachiq.io/payments/transactions

View all payments, refunds, and revenue activity in one centralized transaction history

<Info>
  **Where to find this**: Payments → Transactions
</Info>

## Find an ACH payment that is still processing

Open **Payments → Transactions** and select **Processing** to see bank transfers that have not settled. Parents see a bank-payment processing message while they wait. Product access and purchase automations run after the payment is confirmed.

A processing payment is not a completed purchase or a reason to pay again. If the transfer has settled but access is missing, contact support with the transaction details.

## What the Transactions page shows

The Transactions dashboard displays every payment event in your coaching business:

* One-time purchases
* Subscription charges
* Refunds issued
* Failed payments
* Revenue totals

Every transaction that touches Stripe appears here with complete details.

<Frame>
  <img alt="CoachIQ Transactions dashboard showing payment history and revenue metrics" />
</Frame>

## Transaction list columns

Each transaction displays:

| Column      | What it shows                               |
| ----------- | ------------------------------------------- |
| **Date**    | When transaction occurred                   |
| **Status**  | Succeeded, Blocked, Payout, etc.            |
| **Amount**  | Transaction amount                          |
| **Client**  | Client name (clickable link to profile)     |
| **Product** | Which product was purchased                 |
| **Source**  | How the transaction was created (see below) |

Click any transaction row to view complete details.

## Transaction source types

The **Source** column tells you how a transaction was created:

| Source     | What it means                                                                                                                                                                                                                                             |
| ---------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Open**   | Transaction has a Stripe ID. Click **Open** to view the charge directly in Stripe.                                                                                                                                                                        |
| **Admin**  | Transaction was created by an admin — no Stripe charge is mapped. This appears when a purchase is manually added through the dashboard (e.g., comping a client, granting a free trial) or when a Stripe ID has been manually removed from a subscription. |
| **Coupon** | A coupon code was applied to the transaction.                                                                                                                                                                                                             |

<Note>
  **"Admin" does not mean the admin was charged.** It means an admin created the transaction manually without a Stripe payment. This is normal for comped access, free trials granted by the coach, or manual adjustments.
</Note>

## Transaction status types

**Succeeded** (green)

* Payment completed successfully
* Money received in Stripe account
* Client has access/credits

**Blocked** (red)

* Payment declined or unsuccessful
* No money received
* Client has no access/credits

**Payout** (blue)

* Shows the amount of money being sent from your Stripe ccount to your bank account

**Refunded** (gray)

* Money returned to client
* Shows as separate refund transaction
* Original transaction remains visible

**Processing Fee** (gray)

* Amount Stripe takes from your account per transaction

**Requires Payment Method** (red)

* Usually displayed when transaction wasn't completed
* Ex: User goes through checkout but doesn't complete the process

## Filter and search transactions

**Filter by status:**

* All transactions
* Succeeded only
* Past Due only
* Blocked only

**Filter by Product:** Click the product(s) from the drop down view

<Frame>
  <img alt="CoachIQ transactions page product filter dropdown" />
</Frame>

## Revenue metrics

Top of page displays key metrics:

**Total Revenue**

* Sum of all successful transactions
* Updates in real-time
* Includes one-time and subscription payments

**Revenue by period**

* Today
* This week
* This month
* Custom date range

<Info>
  Revenue metrics reflect selected date range and filters. Adjust filters to see different calculations.
</Info>

## View transaction details

Click **Open** under the Source column of the transaction to view on Stripe:

**Transaction information:**

* Transaction ID
* Date and time
* Payment method (last 4 of card)
* Stripe charge ID

**Client information:**

* Client name
* Email address
* Payment method on file

**Product information:**

* Product name
* Price charged

**Payment details:**

* Subtotal
* Processing fees
* Net amount received
* Stripe fee breakdown

**Available actions:**

* Issue refund (if not already refunded)

<Frame>
  <img alt="Stripe transaction detail page showing charge breakdown and payment info" />
</Frame>

## Understanding transaction flow

<Steps>
  <Step title="Client initiates purchase">
    Client books session, subscribes, or completes form with payment.
  </Step>

  <Step title="Payment processes">
    Stripe charges client's card. Transaction appears in Transactions list with "Pending" status briefly.
  </Step>

  <Step title="Transaction completes">
    Status updates to "Succeeded" or "Failed" within seconds.
  </Step>

  <Step title="Access granted">
    If succeeded: Client receives credits or access. Confirmation email sent.

    If failed: No access granted. Client must retry payment.
  </Step>

  <Step title="Transaction recorded">
    Permanent record remains in Transactions list. Syncs with Stripe Dashboard.
  </Step>
</Steps>

## Common transaction scenarios

<AccordionGroup>
  <Accordion title="Finding specific client payment">
    **Steps:**

    1. Go to Client page
    2. Use search box to enter client name or email
    3. Click their profile
    4. Click Transaction Tab
    5. Verify amount, date, and product

    Use this to confirm client payments or answer billing questions.
  </Accordion>

  <Accordion title="Calculating revenue">
    **Steps:**

    1. Filter by date range (7 days, 30 days, 90 days, All Time)
    2. Note Total Revenue metric at top
  </Accordion>

  <Accordion title="Tracking failed payments">
    **Steps:**

    1. Filter by Status: Blocked
    2. Review list of unsuccessful charges
    3. Click transactions to see failure reasons
    4. Take recovery action for each

    [Learn about recovering failed payments →](/payments/failed-payments)
  </Accordion>
</AccordionGroup>

## Transactions vs. Stripe Dashboard

**CoachIQ Transactions page:**

* Shows payments related to CoachIQ products
* Links to client profiles
* Integrated with your business context

**Stripe Dashboard:**

* Shows ALL Stripe charges (including non-CoachIQ)
* More detailed fee breakdowns
* Advanced filtering options
* Financial reports and analytics
* Payout information

<Info>
  Both show the same transactions but with different context. Use CoachIQ for day-to-day business, Stripe for detailed financial analysis.
</Info>

## Troubleshooting transaction issues

<AccordionGroup>
  <Accordion title="Transaction shows in Stripe but not CoachIQ">
    **Possible causes:**

    * Transaction not linked to CoachIQ product
    * Sync delay (wait 5 minutes and refresh)
    * Manual Stripe charge (not through CoachIQ)

    **Check:** View transaction in Stripe Dashboard to see product/metadata
  </Accordion>

  <Accordion title="Client says they paid but no transaction appears">
    **Troubleshooting:**

    1. Verify client email address (may be under different account)
    2. Check Failed transactions (payment may have declined)
    3. Check Stripe Dashboard for manual charges
    4. Verify client completed full checkout process

    Payment confirmation email proves transaction completed.
  </Accordion>

  <Accordion title="What does 'Admin' mean in the Source column?">
    **Admin** means the transaction was created manually by an admin — there is no Stripe charge linked to it. This happens when:

    * You manually grant a client access or a free trial from the dashboard
    * A Stripe ID was removed from a subscription manually

    The admin was **not** charged. It simply means the purchase bypassed Stripe.
  </Accordion>

  <Accordion title="Transaction amount doesn't match product price">
    **Possible reasons:**

    * Processing fees added to charge
    * Coupon or discount applied
    * Partial refund issued
    * Custom pricing used

    Click transaction to see complete fee breakdown.
  </Accordion>
</AccordionGroup>

## Related articles

* [Issuing Refunds](/payments/issuing-refunds)
* [Failed Payments](/payments/failed-payments)
* [Subscriptions Dashboard](/payments/subscriptions-dashboard)

## Distinguish successful, pending, and failed bank payments

**Success** includes succeeded payments, not terminally failed ACH attempts. Use **Processing** for bank payments that have not settled. Failed attempts can appear under **Past Due**, **Blocked**, or **All**, with related failure refunds under Blocked. Check the transaction status rather than assuming a started bank transfer was paid.

If a bank payment fails during checkout, the client can return to payment selection and retry. Reloading should not leave a terminally failed attempt stuck on Processing. No purchase is granted for the failed attempt.


# Upgrading an Athlete's Membership
Source: https://help.coachiq.io/payments/upgrade-membership

Step-by-step guide to upgrading an athlete from one membership tier to another while keeping Stripe and CoachIQ in sync

<Info>
  **Where to find this**: Stripe Dashboard → Subscriptions + People → Athlete Profile → Products tab
</Info>

Upgrading a membership requires two steps: updating the subscription in Stripe first, then linking the new subscription on the athlete's CoachIQ profile. Do not add the new membership in CoachIQ before completing the Stripe side — doing so will cause the new product to appear unlinked or not show up at all.

## How to upgrade a membership

<Steps>
  <Step title="Update the subscription in Stripe">
    Log in to your Stripe Dashboard and navigate to **Customers → Subscriptions**. Find the athlete's existing subscription and upgrade it to the new membership tier.

    <Frame>
      <img alt="Upgrading a subscription in Stripe" />
    </Frame>
  </Step>

  <Step title="Copy the new subscription ID">
    Once the subscription is updated, copy the subscription ID from the Stripe subscription detail page. It starts with `sub_`.

    <Frame>
      <img alt="Subscription ID location in Stripe" />
    </Frame>

    <Tip>
      Paste the subscription ID somewhere temporary (Notes, a text editor) so it's ready for the next step.
    </Tip>
  </Step>

  <Step title="Open the athlete's profile in CoachIQ">
    Go to **People** and open the athlete's profile. Click the **Products** tab.

    <Frame>
      <img alt="Products tab on athlete profile" />
    </Frame>
  </Step>

  <Step title="Add the new membership and paste the subscription ID">
    Click **Add Product**, select the new membership tier, and paste the Stripe subscription ID into the subscription ID field. This links CoachIQ to the correct Stripe subscription.

    <Frame>
      <img alt="Adding a product reference with subscription ID" />
    </Frame>

    <Check>
      The new membership should now appear as active on the athlete's profile.
    </Check>
  </Step>

  <Step title="Remove the old membership">
    With the new membership confirmed as active, remove the old membership tier from the athlete's profile so there are no duplicate subscriptions.

    <Frame>
      <img alt="Removing the old membership from athlete profile" />
    </Frame>

    <Warning>
      Do not remove the old membership until you have confirmed the new one is showing correctly. Removing it first can leave the athlete without an active subscription.
    </Warning>
  </Step>
</Steps>

## Common issues

<AccordionGroup>
  <Accordion title="New membership isn't showing on the athlete's profile after adding it">
    This usually means the Stripe subscription ID wasn't entered, or was entered incorrectly. Go back to the product reference, confirm the subscription ID matches the one in Stripe (starting with `sub_`), and re-save.
  </Accordion>

  <Accordion title="Athlete has two active memberships showing">
    You added the new membership but didn't remove the old one. Go to the athlete's Subscriptions tab and remove the previous membership tier.
  </Accordion>

  <Accordion title="I upgraded in Stripe but forgot to update CoachIQ">
    That's okay. The Stripe subscription is the billing source of truth. Just complete steps 3–5 above — open the athlete's profile, add the new product reference with the correct subscription ID, and remove the old one.
  </Accordion>
</AccordionGroup>

## Next steps

* [Manage Subscriptions](/payments/manage-subscriptions) — Cancel, pause, or refund subscriptions
* [Subscriptions Dashboard](/payments/subscriptions-dashboard) — View all active subscriptions across your roster


# Adding & Editing Client Information
Source: https://help.coachiq.io/people/adding-editing-clients

Create new clients manually or import hundreds at once—plus how to keep client information accurate and up-to-date

<Info>
  **Where to find this**: Dashboard → **People** → **Clients** → **New User** button (top right)
</Info>

## What you'll accomplish

Learn how to add individual clients to CoachIQ, bulk import your entire roster from a spreadsheet, edit client details as information changes, and add custom fields to track what matters most to your business.

***

## When to add clients manually vs bulk import

Choose your method based on your situation:

<Tabs>
  <Tab title="Manual Entry (Best for...)">
    **Use the "New User" button when:**

    * Adding 1-5 clients at a time
    * Someone just signed up on your website
    * You're onboarding a trial client
    * You need immediate access to book them into a session
    * You want to assign specific tags and roles during creation

    **Advantage**: Full control, immediate profile creation, can add custom details right away
  </Tab>

  <Tab title="Bulk Import (Best for...)">
    **Use spreadsheet import when:**

    * Migrating from another platform (10+ clients)
    * Starting fresh with CoachIQ and have an existing roster
    * Adding an entire team or program cohort at once
    * You already maintain a spreadsheet of athletes

    **Advantage**: Add 100+ clients in seconds, no repetitive data entry, great for one-time migrations
  </Tab>
</Tabs>

<Tip>
  **Pro tip**: Most coaches use manual entry for ongoing operations (new signups) and bulk import once during initial setup or when acquiring a new team/program.
</Tip>

***

## Adding clients manually

<Steps>
  <Step title="Click 'New User' button">
    From **People → Clients**, click the **New User** button in the top-right corner.

    <Frame>
      <img alt="CoachIQ New User button on the Clients page" />
    </Frame>

    A form will appear with fields for client information.
  </Step>

  <Step title="Enter required information">
    Fill in the essential fields:

    **Required fields:**

    * **First Name** - Client's first name
    * **Last Name** - Client's last name
    * **Email** - Primary email address (used for login and communications)
    * **Phone** - Mobile phone number for SMS (include country code)

    <Warning>
      **Email is critical**: This becomes their login credential for your Athlete Portal (mobile app/web). Use the email address they check regularly.
    </Warning>

    <Note>
      **Phone number format**: Use international format with country code, e.g., `+1 234 567 8900` for US numbers. This ensures SMS messages deliver correctly.
    </Note>
  </Step>

  <Step title="Assign role(s)">
    Select at least one role for this person:

    **Common role selections:**

    * **Athlete** - For anyone who trains with you (most common)
    * **Parent** - For guardians of youth athletes
    * **Coach** - If they also help deliver training (limited admin access)
    * **Admin** - Full platform access (use sparingly)

    <Tip>
      **Multiple roles**: You can select multiple roles. For example, a paying athlete who trains with you would be both "Athlete" and "Customer".
    </Tip>

    **What roles control:**

    * **App access**: Athletes/Parents see the athlete portal, Coaches/Admins see the coaching dashboard
    * **Permissions**: What they can view, book, and manage
    * **Filtering**: How they appear in your People list filters
  </Step>

  <Step title="Add tags (optional but recommended)">
    Tags help you organize and filter clients. Add relevant tags during creation:

    **Examples:**

    * Program/group: "Elite Program", "Beginner Group", "Rising Stars"
    * Status: "Trial", "Active Member", "Monthly Subscription"
    * Location: "Downtown Facility", "North Campus"
    * Custom: Whatever makes sense for your business

    <Tip>
      **Don't overthink it**: You can always add or change tags later. Start simple with 2-3 tags like program name and membership status.
    </Tip>

    **To add a tag**: Type the tag name in the "Tags" field. If it doesn't exist yet, CoachIQ will create it automatically.
  </Step>

  <Step title="Save and confirm">
    Click **Create** **New User** button.

    <Check>
      **Success!** The new client:

      * Appears immediately in your People → Clients list
      * Receives an email invitation to access your Athlete Portal
      * Can now be booked into sessions, assigned products, and messaged
    </Check>

    The client will receive an email with instructions to set their password and access your app/portal.
  </Step>
</Steps>

***

## Bulk importing from a spreadsheet

When you need to add many clients at once, bulk import saves hours of manual data entry.

<Steps>
  <Step title="Prepare your spreadsheet">
    Create a CSV or Excel file with these columns (headers must match exactly):

    **Required columns:**

    * `first_name`
    * `last_name`
    * `email`
    * `phone`

    **Optional columns:**

    * `tags` (comma-separated, e.g., "Elite Program, Trial")
    * `role` (e.g., "athlete", "parent")

    **Example spreadsheet:**

    | first\_name | last\_name | email                                             | phone           | tags                  | role    |
    | ----------- | ---------- | ------------------------------------------------- | --------------- | --------------------- | ------- |
    | Sarah       | Johnson    | [sarah.j@email.com](mailto:sarah.j@email.com)     | +1 555 123 4567 | Elite Program, Active | athlete |
    | Mike        | Chen       | [mike.chen@email.com](mailto:mike.chen@email.com) | +1 555 234 5678 | Beginner Group        | athlete |

    <Warning>
      **Clean your data first**:

      * Remove duplicate email addresses (imports will fail for duplicates)
      * Verify phone numbers include country codes
      * Check for typos in email addresses
      * Ensure consistent tag naming (case-sensitive)
    </Warning>
  </Step>

  <Step title="Access import feature">
    From **People → Clients**, look for the **Import** button or navigate to **Settings → Import & Export → Import Athletes**.

    <Note>
      **Location varies**: Some CoachIQ accounts have the import button directly in the People section, others access it through Settings. Check both locations.
    </Note>
  </Step>

  <Step title="Upload and map fields">
    1. Upload your CSV or Excel file
    2. Map your spreadsheet columns to CoachIQ fields
    3. Preview the first few rows to verify correct mapping
    4. Choose whether to send invitation emails (recommended: No for bulk imports, send manually later)

    <Tip>
      **Test with 5 clients first**: Upload a small test file with 5 clients to verify your format works before importing your entire roster.
    </Tip>
  </Step>

  <Step title="Review and import">
    CoachIQ will show:

    * How many clients will be imported
    * Any errors or duplicates detected
    * Which fields are missing

    Click **Import** to process.

    <Check>
      **Import complete!** Your clients now appear in the People list. You can filter by the tags you imported to verify everything processed correctly.
    </Check>
  </Step>

  <Step title="Follow up after import">
    After bulk importing:

    1. **Verify the import**: Filter by imported tags to check client count
    2. **Send welcome messages**: Use Inbox to send a group message to all imported clients
    3. **Provide login instructions**: Send app download links and first-time login guidance
    4. **Assign products/programs**: If they should have access to content or credits, add those next

    <Tip>
      **Welcome automation**: Consider setting up an automation (Tools → Automations) that triggers when "New User" is created to send welcome messages automatically.
    </Tip>
  </Step>
</Steps>

***

## Editing client information

Client details change—email addresses, phone numbers, roles, tags. Here's how to keep information current:

<Steps>
  <Step title="Open the client profile">
    From **People → Clients**, click the client's name to open their full profile.

    <Frame>
      <img alt="CoachIQ client profile with User Details sidebar" />
    </Frame>
  </Step>

  <Step title="Use the User Details sidebar">
    On the right side of the profile, you'll see the **User Details** panel with:

    * Role dropdown
    * First name field
    * Last name field
    * Email field
    * Phone number field
    * **+ Add Field** button (for custom fields)

    **To edit**: Click into any field, make your change, and it saves automatically.

    <Warning>
      **Changing email addresses**: If you change someone's email, they'll need to use the NEW email to log in. Notify them immediately to avoid confusion.
    </Warning>
  </Step>

  <Step title="Update role or tags">
    **To change roles:**

    1. Click the **Role** dropdown in User Details
    2. Select/deselect roles as needed
    3. Changes save automatically

    **To update tags:**

    1. Scroll to the Tags field in User Details
    2. Add or remove tags (type to search existing tags)
    3. Changes save immediately

    <Note>
      **Bulk tag updates**: To change tags for multiple clients at once, use the Clients list view—select multiple clients, then use bulk actions to add/remove tags. Details in [Organizing Clients with Tags & Filters](/people/tags-filters).
    </Note>
  </Step>
</Steps>

***

## Adding custom fields

Beyond the standard fields (name, email, phone), you can track custom information specific to your business.

**Common custom field examples:**

* Emergency contact name/phone
* School or team affiliation
* Jersey number
* Graduation year
* Parent's work phone
* Medical conditions or allergies
* Referral source

<Steps>
  <Step title="Click '+ Add Field'">
    In the User Details sidebar of any client profile, click **+ Add Field** at the bottom.
  </Step>

  <Step title="Name and populate the field">
    1. Enter a field name (e.g., "Emergency Contact")
    2. Enter the value for this specific client
    3. Click save

    <Tip>
      **Custom fields are global**: Once you create a custom field for one client, it becomes available for ALL clients. You don't have to fill it in for everyone—only for those where it's relevant.
    </Tip>
  </Step>

  <Step title="Use custom fields for filtering">
    After creating custom fields, you can:

    * View them in the User Details sidebar for each client
    * Edit values at any time
    * Use them for reporting or segmentation

    <Note>
      **Limitation**: Custom fields appear in client profiles but aren't currently available as filter options in the main Clients list. Use tags for filterable organization.
    </Note>
  </Step>
</Steps>

***

## Exporting client data

Need your client list in a spreadsheet? Use the export feature for backups, external tools, or reporting.

**To export:**

1. Go to **People → Clients**
2. Apply any filters (optional—export only filtered results)
3. Click **Export** button (top right)
4. Download the CSV file

**What's included in the export:**

* Name (first and last)
* Email address
* Phone number
* Role(s)
* Tags
* Join date
* Custom field values

<Warning>
  **Privacy reminder**: Exported files contain personal information. Store securely, share only when necessary, and delete copies when no longer needed. Comply with your privacy policy and applicable regulations.
</Warning>

<Tip>
  **Regular backups**: Consider exporting your full client list monthly as a backup. Store securely with your other business records.
</Tip>

***

## Common questions

<AccordionGroup>
  <Accordion title="What happens after I add a new client?">
    Immediately after creation:

    1. Client appears in your People → Clients list
    2. They receive an email invitation to access your Athlete Portal
    3. You can now book them into sessions, message them, and assign products
    4. They can download your mobile app or access the web portal using the email you entered

    **Email invitation**: Contains a link to set their password and get started. If they don't see it, check spam folders or resend from their profile.
  </Accordion>

  <Accordion title="Can I add a client without an email address?">
    No—email is required because it serves as their login credential for your Athlete Portal.

    **Workarounds for special cases:**

    * **Youth athletes without email**: Use a parent's email and set Role as "Parent", then link the child later
    * **Team accounts**: Create a temporary email (e.g., `team-placeholder@yourfacility.com`) but you'll need to update it later for them to access the portal

    <Tip>
      **Best practice**: Always use real, working email addresses. It ensures clients can log in, receive booking confirmations, and get messages.
    </Tip>
  </Accordion>

  <Accordion title="What if I import duplicate clients?">
    CoachIQ checks for duplicate email addresses during import. If a duplicate is detected:

    * That row is skipped (not imported)
    * You'll see an error message identifying the duplicate
    * Other non-duplicate clients in the file still import successfully

    **To fix**: Remove duplicate emails from your spreadsheet and re-import just those clients, or manually add them one by one.
  </Accordion>

  <Accordion title="Can clients edit their own information?">
    Yes, partially. Clients can update their own:

    * Name
    * Email address
    * Phone number
    * Password
    * Profile photo

    They access these settings through the Athlete Portal (mobile app or web) under their account settings.

    **You control**: Roles, tags, credits, product assignments, and custom fields—clients cannot change these.
  </Accordion>

  <Accordion title="How do I delete a client?">
    From the client's profile, click the **Delete** button (trash icon) in the top-right corner near "Message" and "Book" buttons.

    **What happens:**

    * Client is removed from your People list
    * They lose access to your Athlete Portal immediately
    * Historical data (past bookings, transactions, messages) is preserved for your records
    * They WILL be charged for any upcoming subscriptions. Subscriptions and billing are handled via Stripe. Be sure to cancel any active subscriptions before deleting a user.

    <Warning>
      **This cannot be undone easily**. Consider using an "Inactive" tag instead if they might return or you want to preserve their active status.
    </Warning>
  </Accordion>

  <Accordion title="Can I change someone from Client to Staff?">
    Yes! Roles can be changed at any time:

    1. Open their profile (People → Clients or Staff)
    2. In the User Details sidebar, update the **Role** dropdown
    3. Changes save automatically

    **Example**: An athlete who starts coaching for you can have both "Athlete" and "Coach" roles. They'll see the coaching dashboard AND their own athlete profile.
  </Accordion>
</AccordionGroup>

***

## Pro tips for client management

<CardGroup>
  <Card title="Tag During Creation" icon="tags">
    Always add at least 2 tags when creating clients: their program/group and their status (Trial, Member, etc.). Makes filtering and messaging much easier later.
  </Card>

  <Card title="Verify Contact Info" icon="check">
    Double-check email and phone before saving. Typos in email = client can't log in. Wrong phone = SMS won't deliver.
  </Card>

  <Card title="Use Consistent Naming" icon="font">
    Decide on a format for names (First Last, or Nickname Full Last) and stick to it. Makes your client list clean and searchable.
  </Card>

  <Card title="Add Notes Immediately" icon="pen">
    Right after creating a client, open their profile and add a comment in their Activity with context: how you met, what they're training for, referral source. Future-you will thank you.
  </Card>
</CardGroup>

***

## What's next

Now that you know how to add and edit clients, explore what you can do with their profiles:

<CardGroup>
  <Card title="Client Profiles Overview" icon="id-card" href="/people/client-profiles/client-profiles">
    Understand the complete activity dashboard and all profile tabs
  </Card>

  <Card title="Organizing with Tags" icon="tags" href="/people/tags-filters">
    Master filtering, segmentation, and using tags for group messaging
  </Card>

  <Card title="Booking Clients" icon="calendar-check" href="/scheduling/manually-booking-athletes">
    How to book clients into sessions from their profile
  </Card>

  <Card title="Messaging Clients" icon="message" href="/inbox/in-app-messages">
    Send individual or group messages to your client base
  </Card>
</CardGroup>

***

## Related articles

<CardGroup>
  <Card title="People Overview" icon="users" href="/people/overview">
    Back to main People section guide
  </Card>

  <Card title="Managing Staff" icon="user-tie" href="/people/managing-staff">
    Adding and managing coaching team
  </Card>

  <Card title="Credits Management" icon="coins" href="/people/client-profiles/client-profiles-credits">
    View and adjust client credit balances
  </Card>

  <Card title="Connect children" icon="people-group" href="/people/client-profiles/client-profiles#connect-children">
    Connect an athlete or create a managed child from the client Family section
  </Card>

  <Card title="Bulk Operations" icon="list-check" href="/people/tags-filters">
    Update multiple clients at once with tags
  </Card>

  <Card title="Import & Export" icon="arrow-right-arrow-left" href="/settings/data#import-people">
    Advanced import/export settings
  </Card>
</CardGroup>

***

<Check>
  **You now know how to**: Add individual clients manually, bulk import from spreadsheets, edit client information, add custom fields, and manage client data responsibly.
</Check>


# Block or Remove an Athlete
Source: https://help.coachiq.io/people/block-and-remove-athletes

Learn how to block or remove an athlete from your group or organization in CoachIQ.

Use the **Block or Remove** tab on any athlete's profile to restrict access to your group or entire organization. This is the right tool when an athlete should no longer be able to book sessions, access content, or rejoin your program.

<Info>
  **Where to find this:** **People** → \[Athlete Name] → **Block or Remove** (in the left sidebar under the PROFILE section)
</Info>

## Block a user

<Steps>
  <Step title="Open the athlete's profile">
    Go to **People**, then click the athlete's name to open their profile.
  </Step>

  <Step title="Select Block or Remove">
    In the left sidebar under the PROFILE section, click **Block or Remove**.
  </Step>

  <Step title="Click Block User">
    Click the **Block User** button. A modal will appear.

    <Frame>
      <img alt="Athlete profile showing the Block or Remove tab" />
    </Frame>
  </Step>

  <Step title="Choose a scope">
    Select the scope of the block:

    * **Block from this group only** — Removes the athlete from this group and prevents them from rejoining.
    * **Block from the entire organization** — Removes the athlete from every group in the organization and prevents future joins.

    <Frame>
      <img alt="Block user scope modal" />
    </Frame>
  </Step>

  <Step title="Add an optional reason">
    Enter a reason in the **Reason (Optional)** field (up to 500 characters). This is for your internal records and is not shown to the athlete.
  </Step>

  <Step title="Confirm">
    Click **Block** to apply. The athlete is removed immediately.
  </Step>
</Steps>

<Warning>
  Blocking is applied instantly and cannot be undone from the athlete's profile. The athlete loses access to group content as soon as the block is confirmed. To undo a block, you must go to **Settings** → **Blocklist** and remove them manually.
</Warning>

## Remove from group (without blocking)

If you want to remove an athlete from the current group without blocking them from rejoining, use **Remove from Group** instead of **Block User**.

* **Remove from Group** — Removes the athlete from the current group. They lose access to all group content but are not prevented from rejoining or joining other groups.
* **Block User** — Removes the athlete and actively prevents them from rejoining (group-level or org-wide, depending on the scope you select).

Use **Remove from Group** when the departure is neutral, such as a program ending or an athlete moving to a different group. Use **Block User** when you need to prevent future access.

## Manage your blocklist

All blocked athletes are tracked in one place.

1. Go to **Settings** in the left navigation.
2. Click **Blocklist**.
3. Use the **This group** and **Organization-wide** tabs to view blocks by scope.

<Frame>
  <img alt="Settings Blocklist page" />
</Frame>

To unblock an athlete, find them in the blocklist and remove the block from there.

### Block by email address

You can pre-emptively block someone who has not yet joined your organization. On the **Blocklist** page, click **+ Block by email** in the top right and enter their email address. This prevents them from joining even if they attempt to sign up.

***

<AccordionGroup>
  <Accordion title="Can I permanently delete an athlete's account?">
    No. CoachIQ does not support permanently deleting a user account. Blocking an athlete from your organization is the closest equivalent — it removes them from all groups and prevents future access. Their historical data (past sessions, transaction records) is retained.
  </Accordion>

  <Accordion title="What's the difference between Block User and Remove from Group?">
    **Remove from Group** removes the athlete from the current group and revokes their access to that group's content. They can still rejoin or be added to other groups.

    **Block User** goes further — it actively prevents the athlete from rejoining. You choose the scope: block from this group only, or block from the entire organization.
  </Accordion>

  <Accordion title="Can I unblock someone?">
    Yes. Go to **Settings** → **Blocklist**, find the athlete under the **This group** or **Organization-wide** tab, and remove the block. They will regain the ability to join your group or organization.
  </Accordion>

  <Accordion title="Can I block someone who hasn't joined yet?">
    Yes. On the **Blocklist** page, click **+ Block by email** and enter the person's email address. This prevents them from joining your organization even before they create an account or attempt to sign up.
  </Accordion>
</AccordionGroup>

***

<CardGroup>
  <Card title="Add and Edit Athletes" icon="user-plus" href="https://help.coachiq.io/people/adding-editing-clients">
    Add athletes manually, import via CSV, and update profile information.
  </Card>

  <Card title="People Overview" icon="users" href="https://help.coachiq.io/people/overview">
    Understand how client management works in CoachIQ, including what happens when you remove a client.
  </Card>

  <Card title="Tags and Filters" icon="tag" href="https://help.coachiq.io/people/tags-filters">
    Organize your athlete list with tags to segment and filter clients.
  </Card>
</CardGroup>


# Client Profiles: Complete Activity Dashboard
Source: https://help.coachiq.io/people/client-profiles/client-profiles

Everything you need to know about a client in one place—navigate the profile dashboard and understand each activity tab

<Info>
  **Where to find this**: Dashboard → **People** → **Clients** → Click any client name
</Info>

## What you'll accomplish

Learn how to navigate a client's complete profile, understand what each activity tab shows you, and quickly find the exact information you need about bookings, credits, payments, messages, and more.

***

## Opening a client profile

<Steps>
  <Step title="Navigate to People → Clients">
    From your dashboard, click **People** in the main navigation, then ensure you're on the **Clients** tab.
  </Step>

  <Step title="Find the client">
    Use any of these methods:

    * Scroll through the list
    * Type their name in the **Search people** bar
    * Filter by role (Athletes, Parents, Customers tabs)
    * Filter by tag (use the tag sidebar)
  </Step>

  <Step title="Click their name">
    Click anywhere on the client's row to open their full profile.

    <Frame>
      <img alt="CoachIQ Clients list page with search bar and role filter tabs" />
    </Frame>

    <Check>
      **You're in!** The profile dashboard opens, showing their complete activity history and user details.
    </Check>
  </Step>
</Steps>

***

## Understanding the profile header

At the top of every client profile, you'll see key information and quick action buttons:

<Frame>
  <img alt="CoachIQ client profile header with name, role badges, and action buttons" />
</Frame>

**Profile header includes:**

| Element            | What it shows                    | How to use it                            |
| ------------------ | -------------------------------- | ---------------------------------------- |
| **Profile photo**  | Client's avatar or initials      | Click to upload/change photo             |
| **Name**           | Full name and role badges        | Edit in User Details sidebar             |
| **Last seen**      | When they last accessed your app | Helps gauge engagement                   |
| **Message button** | Opens conversation               | Starts or continues chat in Inbox        |
| **Book button**    | Manual booking                   | Quickly book them into a session         |
| **Delete button**  | Remove client                    | Use with caution—cannot be easily undone |

<Tip>
  **Quick actions save time**: Instead of navigating to Calendar or Inbox, use the **Book** and **Message** buttons right from the profile to take immediate action.
</Tip>

***

## The User Details sidebar

On the right side of every profile, the **User Details** panel shows editable information:

**What you can edit here:**

* **Role** (dropdown: Athlete, Coach, Admin, Parent, Customer)
* **First name**
* **Last name**
* **Email** (their login credential)
* **Phone** (for SMS messaging)
* **Additional emails** (CC, up to 3) — extra addresses that receive copies of emails to this client
* **Custom fields** (click **Add Field** for custom tracking; fields you created under [Sign-up & Profile](/people/sign-up-and-profile) appear here too)

<Note>
  **Changes save automatically**: Click into any field, make your edit, and it saves immediately. No separate "Save" button needed.
</Note>

**Learn more**: See [Adding & Editing Client Information](/people/adding-editing-clients) for detailed editing instructions.

***

## The profile sections explained

The client profile organizes everything into three groups of tabs: **ACTIVITY** (All Activity, Messages, Bookings), **PAYMENTS** (Credits, Products, Transactions, Subscriptions, Payment Methods), and **PROFILE** (Family, Media, Waivers, Block or Remove). Each tab answers a specific question about your relationship with this client.

<Frame>
  <img alt="CoachIQ client profile activity tabs navigation bar" />
</Frame>

**Here's what each tab shows you:**

<CardGroup>
  <Card title="All Activity" icon="list-timeline" href="/people/client-profiles/client-profiles-activity">
    **The unified timeline**

    Everything in one place: bookings, purchases, program enrollments, form responses. Perfect for getting the complete picture quickly.

    *Click to learn more →*
  </Card>

  <Card title="Messages" icon="message" href="/people/client-profiles/client-profiles-messages">
    **Conversation history**

    All In-App and SMS messages with this client. Send new messages, view attachments, review past conversations.

    *Click to learn more →*
  </Card>

  <Card title="Bookings" icon="calendar-check" href="/people/client-profiles/client-profiles-bookings">
    **Session history**

    Upcoming sessions, past attendance, canceled bookings. Filter by status and time zone.

    *Click to learn more →*
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    **Credit transactions**

    Current balance, purchase history, redemptions, expirations. See Master Credits and product-specific credits separately.

    *Click to learn more →*
  </Card>

  <Card title="Products" icon="box" href="/people/client-profiles/client-profiles-products">
    **Purchase history**

    What they've bought: one-time products, subscriptions, access codes. Manually add products to their account.

    *Click to learn more →*
  </Card>

  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    **Payment history**

    All payments, refunds, and failed charges. Track revenue over 7/30/90 days or all time.

    *Click to learn more →*
  </Card>

  <Card title="Subscriptions" icon="rotate" href="/people/client-profiles/client-profiles-subscriptions">
    **Recurring billing**

    Active memberships, canceled subscriptions, trial periods, monthly revenue from this client.

    *Click to learn more →*
  </Card>

  <Card title="Family" icon="users" href="#connect-children">
    **Connect children**

    Choose an active athlete account, or create a managed child.
  </Card>

  <Card title="Media" icon="photo-film" href="/people/client-profiles/client-profiles-media">
    **Shared content**

    Media that clients have uploaded to CoachIQ. Filter by tag, toggle list/grid view.

    *Click to learn more →*
  </Card>

  <Card title="Waivers" icon="file-signature" href="/people/client-profiles/client-profiles-waivers">
    **Signed or missing**

    Which waivers this client has accepted, when, and through which product or form.

    *Click to learn more →*
  </Card>

  <Card title="Payment Methods" icon="credit-card">
    **Cards on file**

    The saved payment methods this client uses at checkout and for subscriptions. Reads "No payment methods on file" until they have paid once.
  </Card>

  <Card title="Block or Remove" icon="user-slash" href="/people/block-and-remove-athletes">
    **Restrict access**

    Block a client from booking or messaging, or remove them from your group.
  </Card>
</CardGroup>

<Tip>
  **Most-used tabs**: Coaches spend 80% of their time in five tabs: All Activity (quick overview), Bookings (attendance), Credits (balance checks), Messages (communication), and Subscriptions (membership status).
</Tip>

***

## Connect children

<Info>
  **Where to find this**: **People** → open the client → **PROFILE** → **Family**
</Info>

**Connect children** lets you choose an active athlete account, or create a managed child.

Use **+** (**Create new child**) to open **New child**. The child is added without a login. You can enable login later. Fill ****First name** (required)** and **Last name**, then **Create child** (or **Cancel**).

A managed child can show **Managed — no login** with **Enable login**.

<Frame>
  <img alt="Connect children on the client Family section" />
</Frame>

<Frame>
  <img alt="New child form" />
</Frame>

## How to use profiles effectively

The client profile is your command center for answering common questions:

<AccordionGroup>
  <Accordion title="&#x22;When was their last session?&#x22;">
    **Go to: Bookings tab**

    Filter by "Past" to see completed sessions in reverse chronological order. The most recent session appears first.

    Faster shortcut: Check the "All Activity" tab—sessions appear in the unified timeline with timestamps.
  </Accordion>

  <Accordion title="&#x22;How many credits do they have left?&#x22;">
    **Go to: Credits tab**

    Look at the tab badges at the top:

    * **Logs** tab = Complete transaction history
    * **Master Credits** tab = Universal credits (work for any scheduler)
    * **\[Product Name]** tabs = Credits from specific packages/subscriptions

    Each tab shows the current balance prominently at the top.

    [Learn more about credit notation →](/people/client-profiles/client-profiles-credits)
  </Accordion>

  <Accordion title="&#x22;Are they still on the monthly membership?&#x22;">
    **Go to: Subscriptions tab**

    Check the status badge:

    * **Green "Active"** = Currently subscribed and billing normally
    * **Yellow "Past Due"** = Payment failed, needs attention
    * **Gray "Canceled"** = No longer subscribing

    The summary at the top shows total active subscriptions and monthly recurring revenue from this client.
  </Accordion>

  <Accordion title="&#x22;What have they purchased?&#x22;">
    **Go to: Products tab**

    See everything they've ever bought: one-time products, credit packages, subscriptions, access codes. Filter by product type to narrow results.

    For dollar amounts and payment status, switch to the **Transactions** tab.
  </Accordion>

  <Accordion title="&#x22;Did they get my message?&#x22;">
    **Go to: Messages tab**

    View the conversation thread. Toggle between **In-App** (messages sent through your portal/app) and **SMS** (text messages) using the tabs.

    Timestamps show when messages were sent. Look for their replies to confirm they saw your message.
  </Accordion>
</AccordionGroup>

***

## Quick navigation between clients

When reviewing multiple client profiles, use these shortcuts to move quickly:

<Steps>
  <Step title="Use the back arrow">
    Click the **← back arrow** in the top-left to return to the Clients list without losing your place or filters.
  </Step>

  <Step title="Open in new tab">
    **Right-click** (or Cmd+Click on Mac) a client name from the Clients list to open their profile in a new browser tab. Great for comparing multiple clients side-by-side.
  </Step>

  <Step title="Search from anywhere">
    Use the global search bar to jump directly to any client by typing their name, even when you're deep in another section of CoachIQ.
  </Step>
</Steps>

<Tip>
  **Browser bookmarks**: Bookmark frequently-accessed client profiles (your top athletes, VIP clients, etc.) for instant access. Each profile has a unique URL you can save.
</Tip>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can clients see their own profile like I can?">
    No. Clients see a simplified version through the Athlete Portal (mobile app or web) that shows:

    * Their own bookings and schedule
    * Their credit balance
    * Programs and content you've shared with them
    * Their subscription status
    * Their messages with you

    They **cannot** see transaction history, all activity timeline, or the detailed information you see in the coaching dashboard.
  </Accordion>

  <Accordion title="Why don't I see any data in some tabs?">
    Tabs only populate with data after activity occurs:

    * **Bookings**: Empty until they book or you book them into a session
    * **Credits**: Empty until they purchase a credit package or you manually grant credits
    * **Products**: Empty until they make a purchase
    * **Transactions**: Empty until they complete a payment
    * **Subscriptions**: Empty until they sign up for recurring billing
    * **Family**: Empty until you connect children or create a managed child
    * **Media**: Empty until you assign programs or lessons

    **All Activity** will always have at least one entry: their account creation date.
  </Accordion>

  <Accordion title="Can I export a single client's complete history?">
    Not directly from the profile, but you can:

    1. **Bookings**: Filter the main Calendar by this client's name, then export
    2. **Transactions**: Use Payments → Transactions, filter by client name, export
    3. **Full profile**: Take screenshots of each tab for records (useful for disputes or documentation)

    For regular reporting, consider using the main section exports (Calendar, Transactions, etc.) filtered by client name.
  </Accordion>

  <Accordion title="What happens to the profile if I delete the client?">
    When you delete a client:

    * Their profile is removed from the Clients list
    * They lose access to your Athlete Portal immediately
    * **Historical data is preserved** in your system for record-keeping
    * Past bookings still show in Calendar (marked with deleted client's name)
    * Past transactions remain in payment history
    * Messages remain in Inbox

    **Important**: You cannot restore a deleted profile easily. Use an "Inactive" tag instead if they might return.
  </Accordion>

  <Accordion title="How do I print a client profile?">
    **To print or save as PDF:**

    1. Open the client profile
    2. Navigate to the tab you want to print (e.g., Bookings, Transactions)
    3. Use your browser's print function (Cmd+P on Mac, Ctrl+P on Windows)
    4. Select "Save as PDF" as the destination

    **Tip**: Print the "All Activity" tab for a comprehensive timeline record, or print specific tabs (Credits, Transactions) for detailed financial records.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="People Overview" icon="users" href="/people/overview">
    Complete guide to People section
  </Card>

  <Card title="Adding Clients" icon="user-plus" href="/people/adding-editing-clients">
    Create and edit client info
  </Card>

  <Card title="Tags & Filters" icon="tags" href="/people/tags-filters">
    Organize your client base
  </Card>

  <Card title="Manual Booking" icon="calendar-plus" href="/scheduling/manually-booking-athletes">
    Book clients from their profile
  </Card>

  <Card title="Sending Messages" icon="paper-plane" href="/inbox/inbox-overview">
    Message clients individually
  </Card>

  <Card title="Managing Credits" icon="hand-holding-dollar" href="/payments/credits/managing-athlete-credits">
    Full credit management guide
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: How to open and navigate client profiles, what each activity tab shows, and where to find specific information about any client's relationship with your business.
</Check>


# All Activity Feed: Complete Timeline View
Source: https://help.coachiq.io/people/client-profiles/client-profiles-activity

See every booking, purchase, form submission, and program enrollment in one unified timeline

<Info>
  **Where to find this**: Client Profile → **All Activity** tab (selected by default)
</Info>

## What it shows

The All Activity feed is your **unified timeline** of everything this client has done:

* 📅 **Bookings** - Sessions booked, attended, or canceled
* 💳 **Purchases** - Products bought (one-time, subscriptions, credits)
* 📝 **Form submissions** - Onboarding forms, waivers, feedback
* 🎓 **Program enrollments** - Courses or programs they've joined
* 💬 **Messages** - Communication sent and received
* 💰 **Credit transactions** - Credits purchased, redeemed, expired
* 🔄 **Subscription changes** - Membership started, canceled, renewed
* 🏷️ **Profile updates** - Tags added, role changes, info edits

**Default view**: Newest activity first (reverse chronological)

***

## Using the filter tabs

Narrow the timeline to show only specific activity types:

<Frame>
  <img alt="CoachIQ All Activity tab with filter options for a client" />
</Frame>

| Filter Tab   | What it shows                        |
| ------------ | ------------------------------------ |
| **All**      | Everything in one timeline (default) |
| **Forms**    | Only form submissions                |
| **Orders**   | Only purchases and transactions      |
| **Programs** | Only program enrollments             |
| **Calendar** | Only bookings and sessions           |

<Tip>
  **Quick scan tip**: Use "All" for the complete picture, then switch to specific tabs (like "Calendar") when you need to focus on just bookings or purchases.
</Tip>

***

## Reading timeline entries

Each activity entry shows:

**Booking entries:**

* 📅 Date box (e.g., "22 NOV")
* Session name ("Rising Stars Class")
* Time slot ("1:00 PM - 2:00 PM")
* **"View Calendar →"** link (opens Calendar filtered to this session)
* Time ago stamp ("1w 2d")

**Purchase entries:**

* 💵 Dollar amount ("\$125.00")
* Product name ("Hybrid Rising Stars/Elite 5 Credit Package")
* Time ago stamp ("1mo 4w")

**Form entries:**

* 📝 Form name
* Submission date
* Time ago stamp

***

## Common uses

<AccordionGroup>
  <Accordion title="Quick health check on a client">
    Scroll the All Activity feed to see:

    * Are they booking regularly? (recent bookings)
    * Have they purchased anything? (credit packages, memberships)
    * When did they last engage? (most recent activity)

    **Takes 10 seconds** to assess client engagement.
  </Accordion>

  <Accordion title="Finding a specific booking">
    1. Click **Calendar** filter tab
    2. Scroll to find the booking date
    3. Click **"View Calendar →"** to see full booking details

    Faster than searching through the main Calendar if you know it's this client.
  </Accordion>

  <Accordion title="Verifying a purchase">
    1. Click **Orders** filter tab
    2. Look for the transaction with amount and date
    3. Click the entry to see full transaction details

    Useful when a client says "I bought a package" and you need proof.
  </Accordion>

  <Accordion title="Checking message history quickly">
    Scroll All Activity to see when messages were sent/received. For full conversation, click **Messages** tab.
  </Accordion>
</AccordionGroup>

***

## What's NOT in All Activity

The feed focuses on **client actions** and **your interactions with them**. It does NOT show:

* Your internal notes about them
* Calendar changes you made (unless it's booking/canceling)
* Tag changes you made
* Email opens/clicks (Inbox handles that)

For comprehensive details, use the specific tabs (Credits, Transactions, etc.).

***

## Pro tips

**Spot engagement patterns**: Regular bookings every week + recent purchases = engaged client. No bookings in 30+ days = potential churn risk.

**Time stamps matter**: "2w 3d" means 2 weeks, 3 days ago. Use these to gauge recency without doing date math.

**"View Calendar" shortcut**: Don't navigate away—click "View Calendar →" on any booking to jump straight to that session in your Calendar.

**Empty feed?** If you see nothing, this is either a brand-new client with no activity yet, or filters are hiding everything. Click "All" to reset.

***

## Related articles

<CardGroup>
  <Card title="Bookings" icon="calendar-check" href="/people/client-profiles/client-profiles-bookings">
    Detailed session history
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    Full credit transaction log
  </Card>

  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    Complete payment history
  </Card>
</CardGroup>


# Bookings: Session History
Source: https://help.coachiq.io/people/client-profiles/client-profiles-bookings

View upcoming sessions, past attendance, and canceled bookings with time zone control

<Info>
  **Where to find this**: Client Profile → **Bookings** tab
</Info>

## What it shows

Every session this client has booked, organized by status:

<Frame>
  <img alt="CoachIQ client Bookings tab showing upcoming, canceled, and past sessions" />
</Frame>

<Tabs>
  <Tab title="Upcoming">
    Future sessions that haven't happened yet.

    **Shows:**

    * Date & time
    * Session name
    * Duration
    * Time zone (PST, EST, etc.)

    **Sorted:** Chronologically (soonest first)
  </Tab>

  <Tab title="Canceled">
    Sessions that were booked then canceled (by you or them).

    **Includes:**

    * Original booking date
    * Session name
    * When it was canceled

    **Useful for:** Tracking no-shows, cancellation patterns, rescheduling needs
  </Tab>

  <Tab title="Past">
    Completed sessions (attendance history).

    **Shows:**

    * When they attended
    * Which sessions
    * Frequency patterns

    **Sorted:** Reverse chronological (most recent first)
  </Tab>
</Tabs>

***

## Parent profiles: bookings grouped by athlete

Open a **Parent** and the Bookings tab shows every session for every athlete connected to that parent, grouped by athlete, rather than only sessions the parent booked for themselves. Open one of the athletes and you see just that athlete's sessions.

This mirrors what the parent sees in their own portal and in the native app, so when a parent calls about "Tuesday's practice" you are both looking at the same list. If a parent's Bookings tab is missing a child's sessions, check **PROFILE** → **Family** on the parent; the athlete must be connected there. See [Family accounts](/athlete-portal/family-accounts#how-a-parent-sees-their-athletes-bookings).

***

## Time zone selector

**Top-right dropdown** lets you view bookings in different time zones:

* **PST** (Pacific)
* **EST** (Eastern)
* **CST** (Central)
* **MST** (Mountain)
* And more...

<Tip>
  **Why this matters**: If your client travels or you work with athletes in different states, toggle their time zone to confirm "Yes, 3 PM your time, not mine."
</Tip>

***

## Common uses

<AccordionGroup>
  <Accordion title="When is their next session?">
    1. Make sure you're on **Upcoming** tab
    2. Look at first entry (soonest session)

    Takes 2 seconds. No need to open Calendar.
  </Accordion>

  <Accordion title="How many times have they trained this month?">
    1. Click **Past** tab
    2. Count entries from current month
    3. Look for date patterns (e.g., every Monday/Wednesday)

    Helps assess engagement and commitment.
  </Accordion>

  <Accordion title="Why did they cancel?">
    1. Click **Canceled** tab
    2. Check cancellation frequency
    3. Look for patterns (same day cancellations? specific session types?)

    If you see 5+ cancellations, might be time to check in: "Hey, I noticed you've had to cancel a few times. Is the schedule not working for you?"
  </Accordion>

  <Accordion title="Preparing for their session today">
    1. Check **Upcoming** tab
    2. See session name and time
    3. Open their **Credits** or **All Activity** tab to see recent context
    4. Message them a reminder if needed

    Quick pre-session prep from one profile view.
  </Accordion>
</AccordionGroup>

***

## Empty bookings tab?

If you see no bookings, this client has either:

* Never booked a session (brand new)
* Only booked sessions you later deleted from Calendar
* Booked through a different account. A parent's Bookings tab lists connected athletes' sessions grouped by athlete, so if the parent is empty too, check **PROFILE** → **Family** to confirm the athlete is connected

**Next step**: Click **Book** button to manually schedule their first session.

***

## Pro tip: Spot no-show patterns

If you see:

* Many **Canceled** entries (especially last-minute)
* Long gaps between **Past** bookings
* Sessions booked but zero in **Past** tab

This signals engagement issues. Address it:

1. Check **Messages** tab—did they communicate?
2. Look at **Credits** tab—do they have credits expiring?
3. Send a check-in: "Hey, missed you lately! Everything okay?"

***

## Related articles

<CardGroup>
  <Card title="Calendar" icon="calendar" href="/scheduling/calendar-overview-and-navigation">
    Full calendar management
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    See credit redemptions per booking
  </Card>

  <Card title="Manual Booking" icon="calendar-plus" href="/scheduling/manually-booking-athletes">
    How to book clients into sessions
  </Card>
</CardGroup>


# Credits: Balance & Transaction History
Source: https://help.coachiq.io/people/client-profiles/client-profiles-credits

Track credit balances, redemptions, expirations, and purchases across Master Credits and product-specific credits

<Info>
  **Where to find this**: Client Profile → **Credits** tab
</Info>

## What it shows

Complete credit transaction history organized by credit type:

**Credit tabs you'll see:**

* **Logs** - Every credit transaction (all types combined)
* **Master Credits** - Universal credits that work for any scheduler
* **\[Product Name] Credits** - Credits from specific packages (e.g., "Hybrid Rising Stars/Elite 5 Credit Package")

<Frame>
  <img alt="CoachIQ client Credits tab with Master Credits and product credit tabs" />
</Frame>

<Note>
  **Number of tabs varies** based on what credit products this client has purchased. New client might only have "Logs" and "Master Credits."
</Note>

***

## Reading the transaction log

Each credit transaction shows:

| Column     | What it means                                                    |
| ---------- | ---------------------------------------------------------------- |
| **Date**   | When transaction occurred (with time)                            |
| **Amount** | Credits added/removed (green = +5, red = -1)                     |
| **Action** | What happened (Redeemed, Expiration, Renewal, Purchased, Set by) |
| **Source** | Where credits came from (product name, admin name, "Unknown")    |
| **Info**   | Additional context (session booked, expiration date)             |

<Frame>
  <img alt="CoachIQ credit transaction log showing amounts, actions, and sources" />
</Frame>

***

## Credit transaction types explained

<Tabs>
  <Tab title="Redeemed">
    **Action**: Client used a credit to book a session

    **Shows**: `-1 Credits` (red)

    **Source**: Session name (e.g., "Rising Stars Class")

    **When you see this**: Every time they book a credit-based session
  </Tab>

  <Tab title="Purchased">
    **Action**: Client bought a credit package

    **Shows**: `+5 Credits` or `+10 Credits` (green)

    **Source**: Product name (e.g., "Month to Month Rising Stars Membership")

    **When you see this**: After they complete purchase or recurring billing
  </Tab>

  <Tab title="Set by">
    **Action**: You (admin) manually added credits

    **Shows**: `+6 Credits` (green)

    **Source**: Your name (e.g., "Russell Reeder")

    **When you see this**: When you give makeup credits, promotions, or adjustments
  </Tab>

  <Tab title="Renewal">
    **Action**: Subscription auto-renewed and added credits

    **Shows**: `+5 Credits` (green)

    **Source**: Subscription product name

    **When you see this**: Monthly when their membership billing succeeds
  </Tab>

  <Tab title="Expiration">
    **Action**: Unused credits expired based on product rules

    **Shows**: `-2 Credits` (red)

    **Source**: Product name with expiration settings

    **When you see this**: When credits hit expiration date and weren't used
  </Tab>
</Tabs>

***

## Checking current balance

**Quick balance check:**

1. Click the credit tab you want (Master Credits, or a specific product)
2. Look at the **top of the transaction list**—most recent transaction shows running balance
3. Add up green (+) and red (-) entries if you need to verify

<Tip>
  **Fastest way**: Look at the top entry amount. That's usually their current balance unless they just booked something.
</Tip>

***

## Common uses

<AccordionGroup>
  <Accordion title="Do they have enough credits for today's session?">
    1. Click appropriate credit tab (Master or product-specific)
    2. Check most recent balance
    3. If balance ≥ 1, they can book

    **Takes 3 seconds** from their profile.
  </Accordion>

  <Accordion title="Why did their credits disappear?">
    Look for **Expiration** entries in red:

    * Check **Source** column—which product expired?
    * Check **Info** column—shows expiration date
    * Scroll up to see when credits were originally purchased

    **Common scenario**: Client bought a 10-pack in January with 90-day expiration, used 3 credits, then 7 expired in April.
  </Accordion>

  <Accordion title="They claim they never used a credit—verify it">
    1. Go to **Logs** tab (shows all credit types)
    2. Filter mentally or scroll to find **Redeemed** entries
    3. Check **Source** column—shows which session
    4. Cross-reference with **Bookings** tab to confirm attendance

    **Proof**: "You redeemed a credit on Oct 16 for Rising Stars Class at 10:34 AM."
  </Accordion>

  <Accordion title="Manually adding credits (makeup, promotion, gift)">
    **You can't do it from this tab.** To manually add credits:

    1. Go to main **Payments** section → **Credits**
    2. Find client, add credits
    3. Return to profile Credits tab to see "Set by \[Your Name]" entry

    [Learn how to add credits →](/payments/credits/credit-system-overview)
  </Accordion>
</AccordionGroup>

***

## Turning off a product's credits

Each product-specific credit tab has a toggle that controls whether that product's credits count toward the athlete's spendable balance. Use it to move an athlete off an old plan without deleting anything.

**When you need it:**

* The athlete moved to a new membership and the old one should stop granting bookings
* A coupon zeroed out a membership and left a \$0 product on the account that keeps renewing credits
* You granted the wrong credit product and they've already booked with it

**What the toggle does**

|                                     | Credits ON (default) | Credits OFF                              |
| ----------------------------------- | -------------------- | ---------------------------------------- |
| Athlete can book with these credits | Yes                  | No                                       |
| Stored balance                      | Kept                 | Kept, shown as revoked with 0 redeemable |
| Credit log history                  | Kept                 | Kept                                     |
| Other credit tabs                   | Unaffected           | Unaffected                               |
| Reversible                          | -                    | Yes, turn it back on to restore use      |

Turning credits off overrides everything else: even if the underlying purchase or Stripe subscription is still active, the athlete can't spend these credits until you turn them back on. Nothing is granted, deducted, or erased either way.

<Steps>
  <Step title="Open the product's credit tab">
    Client Profile → **Credits** → click the tab for the product (not Logs or Master Credits).
  </Step>

  <Step title="Switch credit use off">
    Use the toggle on that tab to deactivate the credits. The balance stays visible but is no longer redeemable.
  </Step>

  <Step title="Add the replacement, if any">
    Grant the new product from the **Products** tab. The athlete books from the new credits only.
  </Step>
</Steps>

<Warning>
  **Toggle or archive?** The toggle stops the credits and keeps the product showing as active. If you want the product retired as well, use **Archive** on the client's Products tab: it removes the remaining credits and keeps the purchase history. See [Archiving a client's product](/people/client-profiles/client-profiles-products#archiving-a-clients-product). Deleting a credit-bearing product outright is still not possible once its credits have been used; that protects the booking and credit records behind it.
</Warning>

<Note>
  If the old product is a paid Stripe subscription, turning off its credits doesn't stop billing. Cancel the subscription as well; see [Managing subscriptions](/payments/manage-subscriptions).
</Note>

***

## Master Credits vs Product Credits

**Master Credits**:

* Work for ANY scheduler you create
* Most flexible
* Typically sold as "10-Pack Universal Credits"

**Product-Specific Credits** (e.g., "Elite Class 5-Pack"):

* ONLY work for schedulers linked to that product
* Useful for tiered membership levels
* Client might have Master Credits AND Elite Credits separately

<Warning>
  **Redemption priority**: When a client books, CoachIQ uses product-specific credits first (if available), then falls back to Master Credits. You can't control this order.
</Warning>

***

## Empty credits tab?

If you see no transactions, this client has:

* Never purchased credits
* Never been manually granted credits
* Only paid cash/card for sessions (not credit-based)

**Next step**: Sell them a credit package or manually grant trial credits to get started.

***

## Pro tips

**Watch for expiration dates in "Info" column**: If you see credits expiring soon, send a reminder: "Hey! You have 5 credits expiring on 10/18. Book your sessions before they're gone!"

**"Unknown" source usually means**: Old data before CoachIQ tracked sources, or credits from a deleted product. Not a problem—credits still work.

**Negative balances are impossible**: If balance hits zero, client can't book credit-based sessions. They'll need to purchase more credits or pay directly.

**Sort mentally by date**: Newest entries at top. Scroll down to see historical patterns (e.g., "They used to buy credits monthly, but stopped 3 months ago").

***

## Related articles

<CardGroup>
  <Card title="Products" icon="box" href="/people/client-profiles/client-profiles-products">
    See which credit packages they've bought
  </Card>

  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    Financial view of credit purchases
  </Card>

  <Card title="Credit System Guide" icon="book" href="/payments/credits/credit-system-overview">
    Complete guide to how credits work
  </Card>
</CardGroup>


# Media Hub: Shared Content
Source: https://help.coachiq.io/people/client-profiles/client-profiles-media

View programs, lessons, and videos you've assigned to a client, filter by content tags, and toggle display views

<Info>
  **Where to find this**: Client Profile → **Media** tab
</Info>

## What it shows

All training content you've shared with this specific client:

* 🎓 **Programs** - Multi-lesson courses or training series
* 📹 **Lessons** - Individual videos or instructional content
* 🎥 **Video Analysis** - Recorded sessions with your annotations
* 📸 **Media** - Individual video files or images

**Default view**: Everything this client can access in their Athlete Portal.

<Frame>
  <img alt="Media Hub showing tag filters and content list" />
</Frame>

***

## Filter by content tags

**Left sidebar** shows all content tags you've created:

* Click any tag to show only content with that tag
* **"All tags"** = show everything (default)
* **"Untagged"** = content without any tags

**Example tags** (from screenshot):

* 10 principles
* Habits
* Staff Portrait
* Train Like a Pro
* 32 Days of Handles
* Finishing Tutorials
* And many more...

<Tip>
  **Organization tip**: If you use tags consistently when creating content, filtering becomes super powerful. Tag content like "Beginner Fundamentals" or "Advanced Shooting" to show clients exactly what they need.
</Tip>

***

## View toggles

**Top-right icons** let you switch display modes:

| Icon       | View Type                  | When to use                       |
| ---------- | -------------------------- | --------------------------------- |
| **☰ List** | Vertical list with details | Default view, shows names clearly |
| **⊞ Grid** | Thumbnail cards            | Visual browsing, see thumbnails   |

<Note>
  Grid view is better for **video-heavy content** where thumbnails help identify content. List view is better for **program names** and quick scanning.
</Note>

***

## What you CAN do here

**From the Media tab:**

* ✅ View all content assigned to this client
* ✅ Filter by tags to narrow results
* ✅ Switch between list and grid view
* ✅ See content names and organization

**What you CAN'T do:**

* ❌ Assign new content (do this from Content → Programs/Media)
* ❌ Remove content access (do this from Content section)
* ❌ Play videos (this is view-only for coaches)
* ❌ Edit content (do this in main Content section)

***

## Common uses

<AccordionGroup>
  <Accordion title="What programs have I assigned to them?">
    1. Look at the Media tab (no filters needed)
    2. Scan the list for program names
    3. Count how many programs they have access to

    **Use case**: Before a session, check what content they should've watched: "Hey, did you finish the '10 principles' program I shared?"
  </Accordion>

  <Accordion title="Show me only shooting drills I shared">
    1. Click **"Shooting"** tag in left sidebar (if you have this tag)
    2. View only shooting-related content

    **Filter multiple tags?** Click one tag at a time to switch filters. No multi-select currently.
  </Accordion>

  <Accordion title="Did I already share the finishing tutorials?">
    1. Search visually through the list, OR
    2. Click **"Finishing Tutorials"** tag if you tagged it

    **Quick verification** before messaging: "Just wanted to confirm—you should see 'Finishing Tutorials' in your app now."
  </Accordion>

  <Accordion title="They can't find content in their Portal">
    **Troubleshooting checklist:**

    1. Go to their Media tab
    2. Check if content appears here
    3. If YES, it's assigned → problem is on their end (app refresh needed)
    4. If NO, it's not assigned → go to Content section and assign it

    **Common issue**: Content is published but not assigned to their account or program.
  </Accordion>
</AccordionGroup>

***

## Empty media tab?

If you see no content, you haven't assigned any programs, lessons, or media to this client yet.

**To assign content:**

1. Go to **Content** → **Programs** or **Media**
2. Open the program/lesson you want to share
3. Add this client to the "Shared with" list
4. Return to their profile—content now appears in Media tab

[Learn how to share content →](/content/sharing-programs)

***

## Understanding content types

| Content Type       | What it is                          | Where you create it      |
| ------------------ | ----------------------------------- | ------------------------ |
| **Programs**       | Multi-lesson courses with structure | Content → Programs       |
| **Lessons**        | Individual training videos          | Content → Lessons        |
| **Video Analysis** | Recorded sessions with markup       | Content → Video Analysis |
| **Media Files**    | Raw videos/images uploaded          | Content → Media Hub      |

**In the client's Portal**: They see programs as organized courses. Programs contain lessons. Media files appear as standalone content.

***

## Pro tips

**Tag everything**: The more consistently you tag content, the more useful this filter becomes. Create tags like "Warm-up", "Drills", "Game Film", "Homework" and use them religiously.

**Use this for check-ins**: Before a session, pull up their Media tab and ask: "Did you watch the 3 videos I shared?" Now you can actually see which 3 videos you're referring to.

**Grid view for visual clients**: Some clients respond better to thumbnails. Show them their Media tab in grid view during sessions: "See these 6 videos? That's your homework for next week."

**Content visibility ≠ completion**: Just because content appears in their Media tab doesn't mean they watched it. You'll need to ask or check engagement analytics (if available).

**Search bar exists**: Use the **"Search media hub"** bar to find specific content by name rather than scrolling.

***

## Related articles

<CardGroup>
  <Card title="Creating Programs" icon="graduation-cap" href="/content/programs-overview">
    Build multi-lesson training courses
  </Card>

  <Card title="Sharing Content" icon="share-nodes" href="/content/sharing-programs">
    Assign programs and lessons to clients
  </Card>

  <Card title="Media Hub Guide" icon="photo-film" href="/content/media-hub">
    Complete media management system
  </Card>
</CardGroup>


# Messages: Conversation History
Source: https://help.coachiq.io/people/client-profiles/client-profiles-messages

View all In-App and SMS messages with a client, send new messages, and review past conversations

<Info>
  **Where to find this**: Client Profile → **Messages** tab
</Info>

## What it shows

Complete conversation history with this client across two message types:

<Tabs>
  <Tab title="In-App Messages">
    Messages sent through your **Athlete Portal** (web/mobile app). Includes:

    * Text messages
    * Image attachments
    * Date dividers (e.g., "8th April", "29th May")
    * Timestamps for each message
    * Your messages + client replies in conversation thread
  </Tab>

  <Tab title="SMS Messages">
    Text messages sent to/from their phone number. Requires:

    * Client has phone number in profile
    * You have SMS enabled in CoachIQ
    * SMS credits available in your account

    Same conversation view as In-App.
  </Tab>
</Tabs>

***

## Sending messages from the profile

**Quick message workflow:**

1. Type your message in the input box at the bottom
2. (Optional) Click **emoji icon** to add emoji
3. (Optional) Click **+ icon** to attach image
4. Click **send icon** (paper plane)

<Note>
  Messages sent here appear in your main **Inbox** section too. This is just a filtered view showing only conversations with this client.
</Note>

***

## When to use Messages tab vs Inbox

| Use Messages Tab When...                     | Use Inbox When...                        |
| -------------------------------------------- | ---------------------------------------- |
| You're already in client profile             | You need to message multiple clients     |
| You want to see ONLY this client's history   | You want to see all conversations        |
| You need context from their bookings/credits | You're managing daily communication flow |

**Pro tip**: Most coaches use the profile Message button (top-right header) to start a conversation, then continue in Inbox if needed.

***

## Common uses

<AccordionGroup>
  <Accordion title="Quick check: Did they see my message?">
    Scroll to your last message. If you see their reply below it with a timestamp, they saw it.

    **No reply indicator** in CoachIQ—just look for their response timestamp.
  </Accordion>

  <Accordion title="Finding what you discussed about payment">
    1. Toggle to **In-App** or **SMS** depending on where you messaged them
    2. Scroll through conversation (use date dividers to navigate)
    3. Look for messages around transaction dates

    Faster than searching Inbox if you know it's this specific client.
  </Accordion>

  <Accordion title="Sending a booking reminder with context">
    While looking at their **Bookings** tab, notice they have a session tomorrow. Switch to **Messages** tab and send:

    "Hey! Excited to see you tomorrow at 3 PM for Rising Stars Class. Bring your gear!"

    Context from their profile makes messaging more personal.
  </Accordion>
</AccordionGroup>

***

## Image attachments

**Viewing images:**

* Images appear inline in the conversation thread
* Click image to view full size
* Useful for: Form photos, workout videos, injury documentation

**Sending images:**

* Click **+** icon in message input
* Select image from your device
* Image uploads and sends with your message

<Tip>
  **Use case**: Client asks about their form. Pull up their profile, go to Messages, send a video still from their last session with feedback. Everything in one place.
</Tip>

***

## What's NOT here

The Messages tab shows **only conversations**. It does NOT show:

* Automated message sends (like booking confirmations)
* Bulk messages sent to groups/tags
* Email notifications sent by CoachIQ
* Announcements posted in Portal

For complete message activity, use **Inbox** section.

***

## Related articles

<CardGroup>
  <Card title="All Activity" icon="list-timeline" href="/people/client-profiles/client-profiles-activity">
    See messages in unified timeline
  </Card>

  <Card title="Inbox Guide" icon="inbox" href="/inbox/inbox-overview">
    Full messaging system overview
  </Card>
</CardGroup>


# Products: Purchase History
Source: https://help.coachiq.io/people/client-profiles/client-profiles-products

View everything a client has purchased and manually add products to their account

<Info>
  **Where to find this**: Client Profile → **Products** tab
</Info>

## What it shows

Every product this client has ever purchased:

* 📦 **One-Time Payments** - Single purchase products (e.g., "Elite Class Trial Session")
* 🔄 **Subscriptions** - Recurring memberships (e.g., "Month to Month Rising Stars Membership")
* 🔑 **Access Codes** - Digital access products (e.g., program unlock codes)

Each product card displays:

* Product name
* Product type badge (Subscription / One-Time)
* Amount (e.g., "\$10.00" or "\$125.00/month")
* Date created (when they purchased)
* Purchase count indicator (● 1 = one purchase)

<Frame>
  <img alt="CoachIQ client Products tab showing purchased items and product types" />
</Frame>

***

## Filter tabs

Narrow the view to specific product types:

| Filter               | What it shows                 |
| -------------------- | ----------------------------- |
| **All Products**     | Everything (default)          |
| **One-Time Payment** | Only single-purchase products |
| **Subscriptions**    | Only recurring memberships    |
| **Access Codes**     | Only digital access products  |

**Sort dropdown**: Change from "Recent" to other sorting options (if available)

***

## Manually adding products

Give a client a product they didn't buy through checkout, and record how (or whether) you were paid:

<Steps>
  <Step title="Click + Add Product">
    Top-right corner of the Products tab.
  </Step>

  <Step title="Search for product">
    Type product name in the search bar.
  </Step>

  <Step title="Select product">
    Click the product you want to grant them. The **Configure Purchases** step opens.
  </Step>

  <Step title="Configure the purchase">
    **Configure Purchases** shows the product and price, then asks:

    * **Stripe Subscription ID** (optional) - for a subscription product, paste the athlete's existing Stripe subscription ID to link the purchase to real billing, so renewals and credits follow Stripe. Leave blank for a complimentary grant.
    * **Credits** - **Award now** or **Award upon cycle renew**, for credit-bearing products.
    * **How the purchase was collected** - record offline money: cash, check, or other, and whether it is paid or still being collected. Use this when a family paid you in person or by check, so the roster and the client's entitlements match reality without the payment going through Stripe.

    The collection details are saved with the purchase for your records. They don't create a Stripe charge or a Transactions entry.
  </Step>

  <Step title="Confirm">
    Client now has access to that product (appears in their Products tab).
  </Step>
</Steps>

<Frame>
  <img alt="Configure Purchases step with the optional Stripe Subscription ID field" />
</Frame>

<Note>
  **No card is charged** when you manually add products. CoachIQ never initiates a charge from this screen; it either links an existing Stripe subscription or records what you collected yourself. Use this for:

  * Complimentary memberships
  * Staff/family member access
  * Makeup sessions after issues
  * Trial period access
  * Cash, check, or bank-transfer payments taken outside CoachIQ
</Note>

## Archiving a client's product

When a membership has ended or the wrong product was added, **Archive** the product from the client's Products tab. Archiving:

* Removes the product's remaining credits, so the athlete can no longer book on it
* Keeps the purchase history on the profile, so past sessions and payments still read correctly
* Leaves your catalog product and every other client untouched

A confirmation spells out the credit and booking-access change before anything happens. If the product is an active subscription, set the subscription to end first (see [Managing subscriptions](/payments/manage-subscriptions)); a product that is still billing cannot be archived.

<Note>
  Archive replaces the old dead end where a credit-bearing product with used credits could not be removed and the profile said to contact Support. If you only want to stop the credits and keep the product showing as active, use the credit toggle instead; see [Turning off a product's credits](/people/client-profiles/client-profiles-credits#turning-off-a-products-credits).
</Note>

***

## Common uses

<AccordionGroup>
  <Accordion title="What memberships do they have?">
    1. Click **Subscriptions** filter tab
    2. Look for products with "Active" status
    3. Check amount to see monthly billing

    **Example**: "Hybrid Rising Stars/Elite 5 Credit Package - $125.00/month" = They're paying $125/month for this membership.
  </Accordion>

  <Accordion title="Did they buy the trial session?">
    1. Click **One-Time Payment** filter tab
    2. Look for trial product name (e.g., "Elite Class Trial Session")
    3. Check date created to see when

    **Use case**: Converting trials to paid members—see if they bought trial, then check Subscriptions to see if they upgraded.
  </Accordion>

  <Accordion title="Giving them free access to a new program">
    1. Click **+ Add Product**
    2. Search for the program product
    3. Select and confirm

    **They now have access** in their Athlete Portal without paying. Useful for beta testing or VIP perks.
  </Accordion>

  <Accordion title="How many times have they purchased this?">
    Look at the **purchase count indicator** (●):

    * ● 1 = Purchased once
    * ● 2 = Purchased twice (or resubscribed)

    Rare to see more than 1 for subscriptions (they just renew), common for one-time products (repeat buyers).
  </Accordion>
</AccordionGroup>

***

## What you CAN'T do here

The Products tab is primarily **view-only**. To take action:

| Action Needed                        | Where to Do It                                    |
| ------------------------------------ | ------------------------------------------------- |
| **Cancel subscription**              | Stripe                                            |
| **Refund purchase**                  | Stripe                                            |
| **Change product price**             | Payments → Products → Edit product                |
| **See payment history**              | Transactions tab (financial details)              |
| **Turn off a product's credits**     | Credits tab → toggle on the product's credit tab  |
| **Retire a product and its credits** | This tab → **Archive** on the product (see above) |
| **See cards on file**                | Payment Methods tab                               |

<Note>
  Think of Products tab as **"What they own"**, not **"How they paid"**. For payment details, use Transactions tab.
</Note>

***

## Empty products tab?

If you see no products, this client has:

* Never purchased anything
* Only booked free sessions (no paid products)
* Paid for sessions directly without products

**Next step**: Either:

* Manually add a product to give them access
* Wait until they purchase something through checkout
* Check if they're using a different account (Family tab)

***

## Pro tips

**Recent sort default**: Products tab sorts by "Date Created" newest first. If looking for something from a year ago, scroll or use search.

**Product vs Transaction difference**:

* **Products tab** = What they have access to
* **Transactions tab** = Financial record of payments

A client can have a product (manual grant) without a transaction (no payment).

**Access Codes rare?** Most coaches don't use Access Codes unless they're selling digital-only content. It's okay if you never see this type.

***

## Related articles

<CardGroup>
  <Card title="Subscriptions" icon="rotate" href="/people/client-profiles/client-profiles-subscriptions">
    Active memberships and billing status
  </Card>

  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    Payment history and revenue tracking
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    Credit balance from products
  </Card>
</CardGroup>


# Subscriptions: Recurring Billing Status
Source: https://help.coachiq.io/people/client-profiles/client-profiles-subscriptions

Track active memberships, canceled subscriptions, trial periods, and monthly recurring revenue per client

<Info>
  **Where to find this**: Client Profile → **Subscriptions** tab
</Info>

## What it shows

All recurring memberships for this client with real-time status:

**Summary metrics** (top of tab):

* **Active** - Number of currently active subscriptions
* **Canceled** - Number of canceled subscriptions
* **Monthly Revenue** - Total recurring revenue from this client

**Status filter tabs:**

* All
* Active
* Canceled
* Past Due
* Trialing
* Scheduled
* Select... (dropdown for more statuses)

<Frame>
  <img alt="CoachIQ client Subscriptions tab with status filters and monthly revenue" />
</Frame>

***

## Subscription entry details

Each subscription shows:

| Column      | What it shows                                  |
| ----------- | ---------------------------------------------- |
| **Date**    | When subscription started                      |
| **Amount**  | Recurring charge amount (e.g., "\$0.00/month") |
| **Status**  | Current billing status                         |
| **Product** | Membership name                                |
| **Source**  | How they subscribed (Admin = you added it)     |

<Note>
  **Status colors matter:**

  * **Green "Active"** = Billing normally, everything good
  * **Yellow "Past Due"** = Payment failed, needs attention
  * **Gray "Canceled"** = No longer subscribing
</Note>

***

## Subscription statuses explained

<Tabs>
  <Tab title="Active">
    **Meaning**: Subscription is billing successfully every month.

    **What happens**: Client retains access, auto-renews on billing date, credits replenish (if applicable).

    **Your action**: None needed—everything is working.
  </Tab>

  <Tab title="Past Due">
    **Meaning**: Payment failed, subscription at risk of canceling.

    **What happens**: Client may lose access after grace period, needs payment method update.

    **Your action**: Contact client immediately to update payment info.
  </Tab>

  <Tab title="Canceled">
    **Meaning**: Subscription ended (by them or you).

    **What happens**: No more billing, client loses access at end of current billing period.

    **Your action**: None needed unless you want to win them back.
  </Tab>

  <Tab title="Trialing">
    **Meaning**: In trial period before first charge.

    **What happens**: Client has access, will be charged when trial ends (if not canceled).

    **Your action**: Monitor trial end date, follow up to ensure conversion.
  </Tab>

  <Tab title="Scheduled">
    **Meaning**: Subscription set to start in the future.

    **What happens**: Not active yet, will activate on scheduled date.

    **Your action**: Wait for start date or cancel if client changes mind.
  </Tab>
</Tabs>

***

## Common uses

<AccordionGroup>
  <Accordion title="Are they still a paying member?">
    1. Look at **Active** count in summary (top)
    2. If **Active = 1** (or more), yes they're subscribed
    3. If **Active = 0**, check **Canceled** tab to see when they left

    **Takes 2 seconds** to verify membership status.
  </Accordion>

  <Accordion title="How much recurring revenue from this client?">
    Look at **Monthly Revenue** in the summary (top).

    **Example**: "\$0" in the screenshot means no active subscriptions currently (or using different billing).

    **Use case**: If Monthly Revenue = $125, this client contributes $1,500/year to your recurring revenue.
  </Accordion>

  <Accordion title="Why did their subscription cancel?">
    1. Click **Canceled** status filter
    2. Find the subscription entry
    3. Check the date it canceled

    **Common reasons** (not shown in tab, but good to know):

    * Client canceled through their Portal
    * Payment failed too many times (auto-canceled)
    * You manually canceled it

    **Next step**: Check Messages tab to see if they communicated why, or reach out.
  </Accordion>

  <Accordion title="When does their trial end?">
    1. Click **Trialing** status filter
    2. Check subscription date
    3. Look at product details to see trial length

    **Pro tip**: Message them 2 days before trial ends: "Hey! Your trial ends in 2 days. You'll be charged \$125 unless you cancel. Let me know if you have questions!"
  </Accordion>

  <Accordion title="Manually canceling their subscription">
    **You can't do it from this tab.** To cancel:

    1. Go to main **Payments** → **Subscriptions**
    2. Find this client's subscription
    3. Click cancel button

    Or navigate to their subscription management in their Portal settings.

    [Learn how to cancel subscriptions →](/payments/manage-subscriptions)
  </Accordion>
</AccordionGroup>

***

## Payment methods on file

Next to Subscriptions, the profile's **Payment Methods** tab lists every card the client has saved with you and marks which one is the **default**. The default is the card Stripe charges on the next renewal.

**Use it to:**

* Confirm a new card landed after the client updated it in their portal (**Billing**). Check the **default** label separately from whether the new card is listed. Adding a card through the admin flow preserves the existing default.
* Check an expiring card before a renewal fails, instead of opening Stripe.
* Answer "which card are you charging?" from the profile.

### Add a card for a client

1. Open **People → Clients**, select the client, and open **Payment Methods**.
2. Choose **Add card** and enter the card details with the client's permission.
3. Confirm the consent to save the card for future payments and save it.
4. Check that the card appears in the list. If it should become the default, choose **Set as default** separately.

Saving a card does not charge it and preserves the existing default. Cancelling the form leaves saved cards unchanged. If the card is declined, correct the details or use another card; existing saved cards stay in place.

The tab reads **No payment methods on file** when no cards have been saved. Clients can also manage cards from **Billing** in the athlete portal, or save one through a [card-on-file product](/payments/product-builder#section-2-payment-options). See [Updating client payment methods](/payments/manage-subscriptions#updating-client-payment-methods).

***

## What you CAN'T do here

Subscriptions tab is **view-only**. To take action:

| Action Needed                        | Where to Do It                           |
| ------------------------------------ | ---------------------------------------- |
| **Cancel subscription**              | Payments → Subscriptions → Cancel        |
| **Change subscription price**        | Payments → Products → Edit product       |
| **Retry failed payment**             | Payments → Subscriptions → Retry billing |
| **Refund past charges**              | Transactions tab → Refund                |
| **See cards on file / default card** | Payment Methods tab                      |

***

## Empty subscriptions tab?

If you see no subscriptions, this client:

* Has never subscribed to a membership
* Only makes one-time purchases
* Uses credit packages instead of recurring billing
* Is on a free/complimentary plan

**Next step**: Sell them on a subscription if recurring revenue is your goal.

***

## Pro tips

**Watch "Past Due" closely**: These are at-risk members. Reach out within 24 hours of seeing this status. Most failed payments are accidental (expired card, insufficient funds) and easily fixable.

**\$0 Monthly Revenue ≠ Not valuable**: Some clients buy large credit packs upfront instead of subscriptions. Check Transactions tab for their lifetime value.

**Canceled ≠ Gone forever**: Many clients cancel, take a break, then re-subscribe. Keep them on your email list and reach out quarterly with offers.

**Multiple active subscriptions?** Some clients have both a base membership AND add-on subscriptions (e.g., "Monthly Membership" + "Private Training Add-On"). Active count shows total.

**Source = "Admin" means**: You manually added them to the subscription (no checkout). Common for staff, comp memberships, or special arrangements.

***

## Related articles

<CardGroup>
  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    See payment history for these subscriptions
  </Card>

  <Card title="Products" icon="box" href="/people/client-profiles/client-profiles-products">
    View which subscription products they own
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    Credits renewed from subscriptions
  </Card>
</CardGroup>


# Transactions: Payment History & Revenue
Source: https://help.coachiq.io/people/client-profiles/client-profiles-transactions

Track all payments, refunds, failed charges, and total revenue from a client across any time period

<Info>
  **Where to find this**: Client Profile → **Transactions** tab
</Info>

## What it shows

Complete financial history with this client:

**Summary metrics** (top of tab):

* **Total** - Number of transactions
* **Revenue** - Total dollar amount collected
* **Failed** - Number of failed payment attempts

**Time range filters:**

* 7 Days
* 30 Days
* 90 Days
* All Time (default)

<Frame>
  <img alt="CoachIQ client Transactions tab with revenue summary and payment history" />
</Frame>

***

## Transaction status filters

Filter by payment status to narrow results:

| Filter       | What it shows                             |
| ------------ | ----------------------------------------- |
| **All**      | Every transaction (default)               |
| **Success**  | Completed payments only                   |
| **Past Due** | Failed payments that need attention       |
| **Blocked**  | Payments blocked by fraud prevention      |
| **Payout**   | Payments already transferred to your bank |

**Plus a "Select..." dropdown** for additional status types if needed.

<Tip>
  **Quick health check**: If you see failed payments in "Past Due", reach out to the client immediately to update their payment method.
</Tip>

***

## Reading transaction entries

Each transaction row shows:

| Column      | What it shows                                    |
| ----------- | ------------------------------------------------ |
| **Date**    | When payment occurred                            |
| **Amount**  | Dollar amount charged                            |
| **Status**  | Success, Past Due, etc.                          |
| **Product** | What they paid for                               |
| **Source**  | How it was charged (Admin, subscription renewal) |

<Note>
  **Empty transactions list?** This client has never made a payment. They might have free access, manually granted products, or haven't purchased yet.
</Note>

***

## Common uses

<AccordionGroup>
  <Accordion title="Did their payment go through this month?">
    1. Click **30 Days** filter
    2. Look for **Success** status transactions
    3. Check amount matches their subscription price

    **Quick verification** when client asks "Did you charge me?" → "Yes, \$125 on Sep 17."
  </Accordion>

  <Accordion title="Why did their payment fail?">
    1. Click **Past Due** status filter
    2. Find the failed transaction date
    3. Check **Source** column (usually says subscription product name)

    **Next step**: Contact client → "Hey, your card was declined for your \$125 membership on Sep 17. Can you update your payment method?"

    [Learn how to handle failed payments →](/payments/failed-payments)
  </Accordion>

  <Accordion title="Did I already refund them?">
    1. Use **All** filter (show everything)
    2. Look for negative amounts (refunds show as `-$10.00`)
    3. Check date to confirm timing

    **Verify refunds** before processing duplicates.
  </Accordion>

  <Accordion title="Track monthly recurring revenue from this client">
    1. Click **30 Days**
    2. Count successful subscription charges
    3. Add up amounts

    **Example**: If you see \$125.00 success transaction every month, they're contributing \$125/month recurring revenue.
  </Accordion>
</AccordionGroup>

***

## What you CAN'T do here

Transactions tab is **view-only**. To take action:

| Action Needed             | Where to Do It                                                                                                                                                                                                  |
| ------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Refund a payment**      | Stripe                                                                                                                                                                                                          |
| **Update payment method** | Client does this in their Billing settings; you can see cards on file and the default on the **Payment Methods** tab ([details](/people/client-profiles/client-profiles-subscriptions#payment-methods-on-file)) |
| **Cancel subscription**   | Stripe                                                                                                                                                                                                          |
| **Retry failed payment**  | Stripe                                                                                                                                                                                                          |

<Warning>
  **You cannot edit transactions** after they occur. Once processed, they're permanent records for accounting purposes.
</Warning>

***

## Understanding "Source" column

**Common sources you'll see:**

* **Admin** - You manually charged them or added product
* **Subscription product name** - Auto-charged from recurring billing
* **Product name** - One-time purchase they made through checkout
* **"Unknown"** - Old transaction before source tracking existed

***

## Pro tips

**Failed payment patterns**: If you see multiple "Past Due" entries over time, this client has chronic payment issues. Consider switching them to manual billing or requiring payment upfront.

**Export for accounting**: While you can't export from the profile, you CAN export from main Payments → Transactions section and filter by this client's email.

**Time filters are powerful**: Use "7 Days" to see just this week's activity, helpful for weekly revenue reviews.

**Empty isn't bad**: Some of your best clients might have \$0 in transactions if you manually granted them free access (staff, family, ambassadors).

***

## Related articles

<CardGroup>
  <Card title="Subscriptions" icon="rotate" href="/people/client-profiles/client-profiles-subscriptions">
    See active memberships driving recurring revenue
  </Card>

  <Card title="Products" icon="box" href="/people/client-profiles/client-profiles-products">
    What they've purchased (products view)
  </Card>

  <Card title="Payment Settings" icon="credit-card" href="/payments/product-overview">
    Manage payment processing settings
  </Card>
</CardGroup>

## Purchases paid by a parent

A managed athlete's transaction totals include purchases paid for them by a parent. The parent's **Filter by products** options also include products purchased for a managed athlete. Selecting a product narrows the list; clearing it restores the full list without dropping parent-paid purchases from the totals.


# Waivers: Who Has Signed, and When
Source: https://help.coachiq.io/people/client-profiles/client-profiles-waivers

See which waivers a client has accepted, record an acceptance you collected in person, and chase the ones still missing.

<Info>
  **Where to find this**: Client Profile → **Waivers** (in the PROFILE group of tabs)
</Info>

## What it shows

The tab opens with a count such as **0/2 accepted**, then lists every active waiver in your account. A waiver the client has already agreed to shows its acceptance; one they have not shows an **Accept** button.

<Frame>
  <img alt="Client profile Waivers tab showing the accepted count and Accept buttons" />
</Frame>

<Note>
  Labels were checked against the live app on 2026-09-02. The compliance report across all clients lives in **Tools → Waivers**; see [Waivers](/tools/waivers/waivers#track-waiver-compliance).
</Note>

## What to do here

* **Before a first session**, open the athlete's Waivers tab and confirm the count reads all accepted.
* **If a waiver is outstanding**, click **Message** in the profile header and send the link to a product or form that carries the waiver. They accept it as part of checkout or submission, and the tab updates.
* **If they signed in person**, on paper or verbally at the front desk, click **Accept** next to the waiver to record it on their profile. Keep the paper copy; the digital record shows the date you recorded it.
* **For a family**, check each connected child. Waivers are accepted per profile, so a parent's acceptance does not cover a child unless the product or form was completed for that child.

## Common questions

<AccordionGroup>
  <Accordion title="Can I mark a waiver accepted manually?">
    Yes. Click **Accept** next to the waiver on this tab. Use it when you collected the signature outside CoachIQ and want the profile to reflect it. Acceptances recorded at checkout or on a form carry the client's own action, which is stronger if a dispute ever arises.
  </Accordion>

  <Accordion title="A client bought a product but the waiver still shows as not accepted">
    The product does not have that waiver attached. Open the product's **Advanced** settings and check **Require Agreement to Terms**. See [Require a waiver at checkout](/tools/waivers/waivers#require-a-waiver-at-checkout).
  </Accordion>

  <Accordion title="Where do I see everyone who is missing a waiver?">
    **Tools → Waivers**, click the acceptance count on the waiver, then filter by **Missing**. Export CSV from there.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Waivers" icon="file-contract" href="/tools/waivers/waivers">
    Create waivers, attach them to products and forms, track compliance
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Every section of the profile explained
  </Card>
</CardGroup>


# Managing Your Coaching Staff
Source: https://help.coachiq.io/people/managing-staff

Add coaches and admins to your team, control their access to platform features, and manage permissions for multi-coach operations

<Info>
  **Where to find this**: **People** → **Staff** (Admin only). Settings does not have a Staff entry.
</Info>

## Admin-only actions and staff notifications

Creating a new client or a reusable form field requires an Admin. Coaches can select existing form fields; a restricted creation action explains that an Admin is needed. Page access does not by itself expand those action permissions.

An Admin can also pause staff notification emails for everyone in the selected group without changing their saved personal preferences. See [Staff email notifications](/settings/communication#pause-staff-emails-for-your-group).

## What you'll accomplish

Build your coaching team by adding staff members, controlling which platform features they can access, and managing their roles as your business grows.

## Understanding staff roles

CoachIQ has two staff roles with different permission levels:

<Tabs>
  <Tab title="Admin">
    **Full platform access** — staff cards can show **Full Access**. No restrictions.

    **What Admins can do:**

    * Access every page and feature
    * Manage staff (add, remove, change roles)
    * Configure all settings
    * View all financial data
    * Control page blocking for Coaches

    **When to use:**

    * Business owner (you)
    * Business manager or operations lead
    * Anyone who needs complete access

    <Tip>
      **Pro tip**: Only assign Admin role to people you trust completely with financial access and business decisions.
    </Tip>
  </Tab>

  <Tab title="Coach">
    **Coach role** — staff cards can show **Coach** with **Full Access**.

    **What Coaches can do:**

    * Access coaching features (Schedule, People, Content)
    * Create schedulers and availability
    * Book and manage sessions
    * Message clients
    * View assigned athletes
    * Subject to the page blocks in **Default Coach Access**, or to their own custom access if you set one

    **When to use:**

    * Assistant coaches
    * Part-time trainers
    * Staff who only need session delivery access
  </Tab>
</Tabs>

***

## Adding staff members

<Steps>
  <Step title="Navigate to Staff tab">
    From the People section, click the **Staff** tab at the top.

    <Note>
      The Staff tab is only visible to Admin users.
    </Note>
  </Step>

  <Step title="Click Add Staff">
    In the top-right corner, click the **+ Add Staff** button.

    <Frame>
      <img alt="CoachIQ Add Staff button on the Staff tab" />
    </Frame>
  </Step>

  <Step title="Enter email address">
    Type the email address of the person you want to add and press Enter or click **Add Staff**.

    <Frame>
      <img alt="CoachIQ Add Staff email entry dialog" />
    </Frame>

    **What happens:**

    * Staff member is immediately added to your organization
    * They'll appear in both Staff tab AND Clients tab
    * Default role: **Coach** (staff cards can show **Full Access**)
    * No email is sent - you'll need to tell them they've been added
  </Step>

  <Step title="Tell them to log in">
    Inform your new staff member:

    "I've added you to our CoachIQ organization. Log in at **app.coachiq.io** with your email address. If you don't have a CoachIQ account, you'll be able to create one during login."

    When they log in, CoachIQ automatically connects them to your organization and gives them access based on their role.
  </Step>
</Steps>

***

## Managing staff access (blocking pages)

Coach access works on two levels:

* **Default Coach Access** is the fallback every coach inherits. Set it from **People** → **Staff** → **Manage Staff Access** (next to **Add Staff**).
* **Custom access** is a per-coach set of page blocks that overrides the default for that one person. Set it by opening the coach from **Staff**.

Each row on **Staff** shows the person's name, their role (**Admin** or **Coach**), and an access column. A coach on the default reads **Full Access** when nothing is blocked; a coach with their own restrictions shows a different access label. Admins always show **Full Access**: they can view all pages and cannot be restricted.

<Frame>
  <img alt="People Staff list with a Coach and an Admin, both Full Access" />
</Frame>

<Steps>
  <Step title="Open Manage Staff Access">
    On **People** → **Staff**, click **Manage Staff Access**.

    That opens **Default Coach Access**.
  </Step>

  <Step title="Review who it applies to">
    The banner reads **Managing access for: Coaches without custom access**.
  </Step>

  <Step title="Block Access">
    Under **Block Access**:

    "Select pages that should be blocked by default. Coach-specific settings override this fallback. Admins can view all pages."

    Use **Select pages to block**. If nothing is blocked, status is **All Pages Accessible**.
  </Step>

  <Step title="Save or cancel">
    Click **Update Settings** to save, or **Cancel**.

    <Frame>
      <img alt="Default Coach Access: Coaches without custom access, Block Access" />
    </Frame>
  </Step>
</Steps>

An **Admin** staff profile shows **User Details** with **Role** set to **Admin**. There is no blocked-pages control on that Admin profile — Admins can view all pages.

<Frame>
  <img alt="Admin staff User Details with Role Admin and no blocked-pages control" />
</Frame>

### Custom access for one coach

Since September 2026 each coach can carry their own page restrictions instead of sharing one list with every other coach.

<Steps>
  <Step title="Open the coach from Staff">
    On **People** → **Staff**, click the coach's card to open their profile. **User Details** shows **Role** set to **Coach**.
  </Step>

  <Step title="Set their custom access">
    Use the coach's access settings to choose which pages this person is blocked from. Anything you set here overrides **Default Coach Access** for this coach only; the banner on the default screen ("Coach-specific settings override this fallback") is describing exactly this.
  </Step>

  <Step title="Save">
    Save the change. Back on **Staff**, the coach's access column no longer reads **Full Access**, and the change applies the next time the coach loads a page.
  </Step>
</Steps>

A coach with no custom access keeps following **Default Coach Access**, so you can leave most coaches on the default and only customize the exceptions (a front-desk coach who should see **Payments**, or a part-time trainer who should not see **People**).

<Tip>
  Keep the default as the *most* restrictive set you are comfortable with, then open up individual coaches. That way a newly added coach starts locked down until you decide otherwise.
</Tip>

### Blocking or removing a coach

Separate from page access, a coach profile also has **Block or Remove**:

* **Block User** — Prevent this user from joining this group or the entire organization. You can specify a reason for your records. Button: **Block User**.
* **Remove from Group** — Remove this user from the current group. They will lose access to all group content. Button: **Remove User**.

<Frame>
  <img alt="Coach profile Block or Remove: Block User and Remove from Group" />
</Frame>

See also [Block or remove an athlete](/people/block-and-remove-athletes).

***

## Changing staff roles

Promote coaches to admins or demote admins to coaches as your team evolves.

<Steps>
  <Step title="Find the staff member">
    In the Staff tab, locate the person whose role you want to change.
  </Step>

  <Step title="Open their profile">
    Click on their card to open their full profile (same as client profiles).

    <Note>
      Staff members appear in both the Staff tab and Clients tab with identical profiles.
    </Note>
  </Step>

  <Step title="Change role">
    In the **User Details** sidebar (right side), find the **Role** dropdown and change between:

    * Admin
    * Coach

    <Frame>
      <img alt="CoachIQ User Details sidebar showing the Role dropdown" />
    </Frame>

    **Effect is immediate:**

    * **Coach → Admin**: Gains full access. Admins can view all pages.
    * **Admin → Coach**: Subject to **Default Coach Access** until you give them custom access
  </Step>
</Steps>

<Warning>
  **Be careful**: Changing someone to Admin gives them immediate access to all financial data, settings, and the ability to manage other staff.
</Warning>

***

## Staff profiles

Staff members have the same profile structure as clients with all the same tabs.

**What you can view:**

* **All Activity** - Everything they've done in the platform
* **Messages** - Conversation history
* **Bookings** - Sessions they're coaching or attending (if they also train)
* **Credits** - If they're both staff and a client
* **Products** - Purchases (if they're also a customer)
* **Transactions** - Revenue data (if applicable)
* **Family** - Linked family members
* **Media** - Content shared with them

<Tip>
  **Use case**: If a staff member is ALSO a client (e.g., a coach who also trains with you), they appear in both tabs and have activity in both capacities.
</Tip>

***

## Removing staff members

<Steps>
  <Step title="Navigate to Clients tab">
    Go to People → **Clients** (not Staff tab).

    <Note>
      Staff members appear in both tabs, but deletion only works from Clients tab.
    </Note>
  </Step>

  <Step title="Find the staff member">
    Locate the person you want to remove using search or filters.
  </Step>

  <Step title="Open their profile and change their role">
    Click on their card, change their role to parent or athlete
  </Step>

  <Step title="Remove">
    Click the **Trash Can** icon in profile header

    **What happens:**

    * Removed from both Staff and Clients tabs
    * Loses access to your organization immediately
    * Their created content (schedulers, bookings, messages) remains
  </Step>
</Steps>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I give different coaches different permissions?">
    Yes. **Default Coach Access** applies to every coach without custom access. To give one coach a different set of page blocks, open that coach from **People** → **Staff** and set their custom access; it overrides the default for that person only. Admins can view all pages and cannot be restricted. See [Custom access for one coach](#custom-access-for-one-coach).
  </Accordion>

  <Accordion title="What if my coach already has a CoachIQ account?">
    No problem. When they log in, CoachIQ automatically connects them to your organization. They'll see your org in their account switcher (if they work for multiple orgs).
  </Accordion>

  <Accordion title="Do staff members get notified when they're added?">
    No. CoachIQ doesn't send emails. You need to manually tell them they've been added and should log in at app.coachiq.io.
  </Accordion>

  <Accordion title="Can coaches see the Staff tab and other staff members?">
    Only Admins can see the Staff tab. Coaches cannot view or manage other staff members.
  </Accordion>

  <Accordion title="What happens to bookings when I remove a coach?">
    All past bookings remain intact with the coach's name attached. Future bookings assigned to that coach stay in the calendar. You'll need to manually reassign or cancel them.
  </Accordion>

  <Accordion title="How many staff members can I add?">
    This depends on your CoachIQ plan. Check your billing settings or contact support for your specific limit.
  </Accordion>

  <Accordion title="Can I temporarily disable a staff member without deleting them?">
    Yes - technically you can remove admin/coach access by switching their role to a athlete or parent.
  </Accordion>
</AccordionGroup>

***

## Pro tips

**Start restrictive, then open up**: When hiring your first assistant coach, block most pages initially. As they prove themselves, gradually grant more access rather than taking access away later.

**Document your page blocks**: Keep a note of which pages you've blocked by default and which coaches have custom access, and why. This helps when onboarding new staff or troubleshooting "why can't I see this page" questions.

**Admin role for partners only**: Only make someone an Admin if they're a true business partner. Assistant coaches rarely need Admin access.

**Use role changes strategically**: Promote a coach to Admin temporarily if they need to handle something while you're away, then demote back to Coach after.

**Test their access**: After adding a new coach, ask them to log in while you're available to help troubleshoot any access questions.

***

## Related articles

<CardGroup>
  <Card title="Client Profiles" icon="user" href="/people/client-profiles/client-profiles">
    Understand how staff profiles work (identical to client profiles)
  </Card>

  <Card title="Tags & Organization" icon="tags" href="/people/tags-filters">
    Use tags to organize both clients and staff members
  </Card>

  <Card title="Settings - Team Permissions" icon="shield" href="/people/managing-staff">
    Advanced team management and permission settings
  </Card>
</CardGroup>


# Your Client Directory: Overview & Navigation
Source: https://help.coachiq.io/people/overview

Your complete guide to managing clients and staff in CoachIQ—understand the People section and quickly find exactly what you need

<Info>
  **Where to find this**: Dashboard → **People** (main navigation)
</Info>

## What is the People section?

The People section is your client relationship management (CRM) hub—a single place to view, organize, and manage everyone in your coaching business. Think of it as your digital contact list combined with a complete activity history for each person.

Every client interaction, booking, payment, message, and credit transaction lives here. Whether you need to check what sessions someone has attended, see their credit balance, or find all clients tagged "Elite Program," the People section gives you instant answers.

<Tip>
  **Quick tip**: The People section shows you WHO is in your business. The Calendar shows you WHEN things are happening. The Inbox shows you WHAT you've communicated. Use them together for complete visibility.
</Tip>

***

## Two ways to view people

CoachIQ organizes people into two main categories:

<Tabs>
  <Tab title="Clients">
    Athletes, parents, customers—anyone who books sessions, purchases products, or trains with you. This is where you'll spend most of your time managing your coaching relationships.

    **You'll see:**

    * Athletes and their parents
    * Trial clients
    * Active members
    * Past customers
  </Tab>

  <Tab title="Staff">
    Your coaching team—anyone who helps run your business and needs access to the platform.

    **You'll see:**

    * Fellow coaches
    * Administrative staff
    * Facility managers
    * Limited-access team members
  </Tab>
</Tabs>

***

## Understanding the client list

When you open People → Clients, you'll see a searchable table with everyone in your business:

<Frame>
  <img alt="CoachIQ Clients list with names, join dates, roles, and tags" />
</Frame>

**What you see at a glance:**

* **Name** with avatar or initials
* **Joined date** (when they were added to CoachIQ)
* **Role badges** (Athlete, Coach, Admin, Parent, Customer)
* **Tags** for organization ("Elite Program", "Trial", custom tags)

**Filter quickly:**

* Click role tabs (All, Admins, Coaches, Parents, Athletes, Customers)
* Use tag sidebar to show specific groups
* Search by name, email, or tag in the search bar

<CardGroup>
  <Card title="Adding Clients" icon="user-plus" href="/people/adding-editing-clients">
    Learn how to manually add clients or bulk import from a spreadsheet
  </Card>

  <Card title="Organizing with Tags" icon="tags" href="/people/tags-filters">
    Master tags and filters to segment your client base for messaging and management
  </Card>
</CardGroup>

***

## Parents and athletes in the client list

Parents and their connected athletes appear together, expanded by default. Use the chevron on a parent's avatar to collapse or expand that family independently. Searching for an athlete keeps their connected parent visible for context.

<Frame>
  <img alt="Searching for a managed athlete keeps the connected parent visible above the athlete" />
</Frame>

### Find the right family record

1. Search for the athlete in **People → Clients**.
2. Open the athlete's row for training activity, bookings, and athlete-owned credits. **Managed · no login** identifies an athlete without an independent login.
3. Open the parent row for the parent's own purchases and contact details. A parent retained only for search context is labeled **Parent of matching athlete**.
4. Use **Profile → Family** to review the actual connections before linking another parent or enabling an athlete's login.

For a parent-paid booking, confirm both **who is attending** and **who paid**. An athlete's package can be used by connected parents booking that athlete; a parent's personal credits remain with that parent. Receipts go to the payer. See [Family accounts](/athlete-portal/family-accounts) for booking permissions and notifications.

**Select all** applies to the entire filtered client list, including clients on unloaded pages and athletes in collapsed families. Uncheck a client to exclude them; excluding a shared athlete updates both family rows. Bulk tagging and removal use that selection, so check your filters and exclusions before applying an action.

## Understanding roles

Every person in CoachIQ has at least one role. Many clients have multiple roles (for example, someone could be both an "Athlete" and a "Customer").

**Common roles explained:**

| Role         | What it means                      | Typical use               |
| ------------ | ---------------------------------- | ------------------------- |
| **Athlete**  | Someone who trains with you        | Your primary clients      |
| **Customer** | Someone who has purchased products | Often same as Athlete     |
| **Parent**   | Guardian of an athlete             | Youth training scenarios  |
| **Coach**    | Staff member who delivers training | Your coaching team        |
| **Admin**    | Full platform access               | You and business managers |

<Note>
  **Important**: Roles affect what people can see and do in your Athlete Portal (mobile app/web). Admins and Coaches see the full coaching interface, while Athletes and Parents see only their booking and training content.
</Note>

<Card title="Managing Your Staff" icon="user-tie" href="/people/managing-staff">
  Set up your coaching team with the right permissions and access levels
</Card>

***

## Client profiles: The complete picture

Click any client's name to open their full profile—a comprehensive dashboard showing everything about that person's relationship with your business.

<Frame>
  <img alt="CoachIQ client profile dashboard with activity tabs and details" />
</Frame>

**Every profile includes:**

<AccordionGroup>
  <Accordion title="Profile Header & Quick Actions">
    * Client photo, name, and "last seen" status
    * **Message** button → Opens conversation in Inbox
    * **Book** button → Manually book them into a session
    * **Delete** button → Remove client from system
    * **User Details sidebar** → Edit contact info, role, custom fields
  </Accordion>

  <Accordion title="9 Activity Tabs (The Full Story)">
    Each tab gives you a different view of the client's history:

    1. **All Activity** - Unified timeline of everything (bookings, purchases, programs)
    2. **Messages** - In-App and SMS conversation history
    3. **Bookings** - Upcoming, past, and canceled sessions
    4. **Credits** - Complete credit transaction log (purchases, redemptions, expirations)
    5. **Products** - What they've purchased and when
    6. **Transactions** - Payment history and revenue tracking
    7. **Subscriptions** - Active memberships and recurring billing status
    8. **Family** - Parent/child account linking for youth training
    9. **Media** - Programs and lessons you've shared with them
  </Accordion>
</AccordionGroup>

<Tip>
  **Pro tip**: The profile tabs mirror exactly what you need to answer common client questions:

  * "When was their last session?" → Bookings tab
  * "How many credits do they have left?" → Credits tab
  * "Are they still on the monthly membership?" → Subscriptions tab
</Tip>

<Card title="Explore Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
  Complete guide to every tab and feature in client profiles
</Card>

***

## What you can accomplish in People

The People section lets you handle every aspect of client relationship management:

<CardGroup>
  <Card title="Find Anyone Instantly" icon="magnifying-glass">
    Search by name, email, filter by role or tag, or use the tag sidebar to segment your client base.
  </Card>

  <Card title="Track Complete History" icon="clock-rotate-left">
    See every booking, purchase, message, and credit transaction in one unified timeline.
  </Card>

  <Card title="Organize with Tags" icon="tags">
    Create custom tags like "Trial", "Elite Program", or "Overdue" and filter your entire client list instantly.
  </Card>

  <Card title="Manage Credits" icon="coins">
    View balances, see redemption history, understand expiration dates, and manually adjust credits when needed.
  </Card>

  <Card title="Monitor Revenue" icon="dollar-sign">
    Check transaction history, track subscription status, and see total revenue per client across any time period.
  </Card>

  <Card title="Quick Actions" icon="bolt">
    Message, book sessions, or add products directly from any client profile with one click.
  </Card>
</CardGroup>

***

## Quick navigation guide

**Not sure which article you need? Use this guide:**

<Steps>
  <Step title="I need to add clients">
    Go to: [Adding & Editing Client Information](/people/adding-editing-clients)

    Covers manual creation, bulk import, editing details, and custom fields.
  </Step>

  <Step title="I need to understand a specific profile tab">
    Go to: [Client Profiles](/people/client-profiles/client-profiles)

    Deep dive into All Activity, Messages, Bookings, Credits, Products, Transactions, Subscriptions, Family, and Media tabs.
  </Step>

  <Step title="I need to organize and filter my clients">
    Go to: [Organizing Clients with Tags & Filters](/people/tags-filters)

    Learn to create tags, apply them, filter your list, and use tags for group messaging.
  </Step>

  <Step title="I need to add or manage coaching staff">
    Go to: [Managing Your Coaching Staff](/people/managing-staff)

    Set up team members, assign permissions, and control access levels.
  </Step>
</Steps>

***

## Common questions

<AccordionGroup>
  <Accordion title="What's the difference between Clients and Staff tabs?">
    **Clients** = People who book sessions, purchase products, and train with you (athletes, parents, customers)

    **Staff** = People who help run your business and need access to the CoachIQ platform (coaches, admins, team members)

    Most of your time will be spent in the Clients tab managing your training relationships.
  </Accordion>

  <Accordion title="Can I have someone who is both a client AND staff?">
    Yes! Someone can be tagged as both "Athlete" and "Coach" if they train with you AND help coach others. They'll appear in both tabs and have access to both the coaching interface and their own athlete profile.
  </Accordion>

  <Accordion title="How do I export my client list?">
    Click the **Export** button in the top-right corner of the Clients list. This generates a CSV file with names, emails, phone numbers, roles, tags, and join dates. Useful for backups or importing into external tools.

    <Warning>
      **Privacy reminder**: Exported data contains personal information. Handle responsibly and in compliance with your privacy policy.
    </Warning>
  </Accordion>

  <Accordion title="What happens when I delete a client?">
    Deleting a client removes them from your People list but preserves their historical data (past bookings, transactions, messages) for record-keeping. They lose access to your Athlete Portal immediately.

    **Tip**: Consider using a "Inactive" tag instead of deleting if you think they might return.
  </Accordion>

  <Accordion title="Can clients see other clients in my system?">
    No. Clients only see their own profile, bookings, and content you've shared with them. They cannot view or search for other athletes in your business. Only Admins and Coaches with proper permissions can see the full client list.
  </Accordion>
</AccordionGroup>

***

## Manage season teams

When Teams is enabled for your organization, open **People → Teams** to connect an athlete roster with staff, registration, practices, games, and communication.

<Card title="Teams overview" icon="people-group" href="/people/teams/overview">
  Create a team and learn how its roster, registration, and scheduling work together.
</Card>

## Related articles

<CardGroup>
  <Card title="Adding Clients" icon="user-plus" href="/people/adding-editing-clients">
    Manual creation and bulk import
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Complete activity dashboard guide
  </Card>

  <Card title="Tags & Filters" icon="tags" href="/people/tags-filters">
    Organization and segmentation
  </Card>

  <Card title="Managing Staff" icon="user-tie" href="/people/managing-staff">
    Coaching team setup
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    How to message clients
  </Card>

  <Card title="Calendar Overview" icon="calendar" href="/scheduling/calendar-overview-and-navigation">
    See bookings by athlete
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: What the People section is, how it's organized, what you can accomplish, and where to find detailed guides for specific tasks.
</Check>


# Sign-up & Profile: Control What You Collect at Sign-up
Source: https://help.coachiq.io/people/sign-up-and-profile

Decide whether new accounts are parents or athletes, choose which fields appear on your sign-up form, mark them required, and add custom profile fields.

<Info>
  **Where to find this**: **People → Sign-up & Profile**
</Info>

## What you'll accomplish

Shape the account people create when they join you: force the right account type, pick the fields they fill in, make the important ones required, and add your own custom fields (jersey size, emergency contact, school) so every profile has what you need from day one.

Everything on this page applies both to **public sign-up** (someone registers through your website, athlete portal, or a form) and to the form you see when you **add a user yourself**.

***

## The page at a glance

The page has three parts:

| Section            | What it controls                                                                                                            |
| ------------------ | --------------------------------------------------------------------------------------------------------------------------- |
| **Account type**   | Whether new sign-ups are created as a **Parent/Guardian** or an **Athlete**, and whether you force one or let people choose |
| **Sign-up fields** | The table of fields on your sign-up form: which appear, which are required, and their order                                 |
| **Live preview**   | A rendered copy of the form as it will look, with a toggle between **Public sign-up** and **Coach adds user**               |

<Frame>
  <img alt="People › Sign-up & Profile: Account type, Sign-up fields table, and Live preview" />
</Frame>

***

## Account type

Use **FORCE AT SIGN-UP** to decide who is creating the account. As the app puts it: new users identify as a Parent or an Athlete before they finish signing up; the choice decides which fields they see next and sets their role.

* **Parent/Guardian** — the person signing up is the parent. They create their own login, then add their children as connected athletes. Choose this if you coach youth players and want parents to hold the account, the payment method, and the messages.
* **Athlete** — the person signing up is the player. Choose this for adult clients, college athletes, or any program where the athlete manages their own account.

When you force an account type, the sign-up form skips the "who are you?" question and creates the correct role every time. Leave it unforced and the person picks for themselves.

<Tip>
  Most youth programs force **Parent/Guardian**. It stops 12-year-olds from creating orphaned accounts that never get a payment method attached. Parents connect children from their profile — see [Connect children](/people/client-profiles/client-profiles#connect-children).
</Tip>

***

## Sign-up fields

The **Sign-up fields** table lists every field a new account can carry. Each row has four columns:

| Column         | Meaning                                                                    |
| -------------- | -------------------------------------------------------------------------- |
| **FIELD**      | The field's label, as the person sees it                                   |
| **APPLIES TO** | Who the field is collected for: **Everyone**, **Parents**, or **Athletes** |
| **SIGN-UP**    | Toggle: show this field on the sign-up form                                |
| **REQUIRED**   | Toggle: the form cannot be submitted until it is filled in                 |

### Built-in fields

**First name**, **Last name**, **Email**, and **Phone number** are built in (each row shows its type, for example "Text · built-in"). Email is the login credential, so it always stays on the form. Turn phone on and switch its **REQUIRED** toggle on if you rely on SMS reminders; a profile with no phone number cannot receive texts.

The phone field on the sign-up form has a country selector that defaults to **+1** (United States). People outside the US pick their country from the selector; numbers are saved with the country code, so a US number is stored as +1 and not misread as another country's code. Dashes and spaces in the number are accepted.

Toggling a field off at sign-up does not delete it. It still lives on the profile, where you or the client can fill it in later.

### Custom fields

Click **Add field** to create your own. Give it a label, pick who it applies to, then switch **SIGN-UP** and **REQUIRED** on as needed. Typical custom fields:

* Emergency contact name and number
* Date of birth or graduation year
* Position, handedness, or skill level
* School or club team
* Jersey or T-shirt size for camps

Custom fields appear in the **User Details** panel of every client profile, where you or the client can update them later. See [Client Profiles](/people/client-profiles/client-profiles#the-user-details-sidebar).

### Reorder fields

Drag rows up or down to change the order they appear in on the form. Put the fields people always know (name, email) first and the optional extras last.

Nothing applies until you click **Save changes** at the top of the page.

<Warning>
  Every required field is a place someone can abandon your sign-up. Require what you genuinely need on day one and collect the rest later with a [form](/tools/forms/overview) or in the profile.
</Warning>

***

## Live preview

The right-hand preview updates as you change fields. Toggle between:

* **Public sign-up** — what a new person sees when they register through your site or portal
* **Coach adds user** — what you see under **People → Clients → New User**

The public preview is titled **Create your account** with the line "A few details to get set up." and ends in a **Create account** button. Use it to check the wording, the order, and that required markers land where you expect before you share a sign-up link.

***

## How this connects to the rest of CoachIQ

* **Forms** — a form with **Log in / Sign up** turned on uses these same account settings when a new person submits it. See [Creating Forms](/tools/forms/creating-forms).
* **Products** — guest checkout can create an account at purchase; the account type you force applies. See [Product Builder](/payments/product-builder).
* **Automations** — the **New User** trigger fires after sign-up, so you can welcome people or tag them by a custom field value. See [Triggers and actions](/tools/automations/triggers-actions-reference).
* **Import** — bulk imports through **Settings → Data → Import People** skip the sign-up form entirely. See [Data settings](/settings/data#import-people).

***

## Common questions

<AccordionGroup>
  <Accordion title="Will changing required fields affect existing clients?">
    No. Requirements apply at sign-up. Existing profiles keep whatever they have; you can fill gaps from their profile or ask them to update it in the athlete portal.
  </Accordion>

  <Accordion title="Can I have different fields for parents and athletes?">
    Yes. Set **APPLIES TO** on each field. A parent-only field (say, "Preferred contact time") is hidden when an athlete signs up, and vice versa.
  </Accordion>

  <Accordion title="Can I delete a custom field?">
    You can turn it off for sign-up so nobody new is asked for it. Removing it from existing profiles clears data you may want, so turn it off first and confirm you no longer need the values.
  </Accordion>

  <Accordion title="Where do I see the answers?">
    In the **User Details** panel on the client's profile, and in the **Clients** list when you export.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Adding & Editing Clients" icon="user-plus" href="/people/adding-editing-clients">
    Create users yourself and edit any field afterwards
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Where custom field values live once an account exists
  </Card>

  <Card title="Onboarding New Athletes" icon="rocket" href="/quick-guides/onboarding-new-athletes">
    The full first-experience flow from sign-up to first session
  </Card>

  <Card title="Creating Forms" icon="rectangle-list" href="/tools/forms/creating-forms">
    Collect more detail after sign-up without bloating the form
  </Card>
</CardGroup>


# Organizing Clients with Tags & Filters
Source: https://help.coachiq.io/people/tags-filters

Master tags and filters to segment your client base, find people quickly, and send targeted group messages

<Info>
  **Where to find this**: Dashboard → **People** → **Clients** → Tag sidebar (left) and filter tabs (top)
</Info>

## What you'll accomplish

Learn how to create and apply tags to organize your clients, use filters to find exactly who you're looking for, and leverage tags for powerful group messaging and bulk operations.

***

## Why tags matter

Tags are your organizational superpower in CoachIQ. Without them, you're stuck scrolling through long client lists. With them, you can instantly filter to exactly who you need.

**Real-world examples:**

<Tabs>
  <Tab title="Program Organization">
    **Problem**: You run 3 different training programs and need to see who's in each one.

    **Solution**: Tag clients by program:

    * "Elite Program"
    * "Beginner Group"
    * "Rising Stars"

    **Result**: Click a tag to see only those athletes. Message the entire group with one click.
  </Tab>

  <Tab title="Status Tracking">
    **Problem**: You can't tell who's a trial client vs. active member vs. past customer.

    **Solution**: Tag clients by status:

    * "Trial"
    * "Active Member"
    * "Monthly Subscription"
    * "Inactive"

    **Result**: Filter to "Trial" tag when running conversion campaigns. Track active membership counts instantly.
  </Tab>

  <Tab title="Location Management">
    **Problem**: You train at multiple facilities and need to know who trains where.

    **Solution**: Tag clients by location:

    * "Downtown Facility"
    * "North Campus"
    * "Mobile Training"

    **Result**: Send facility-specific updates only to relevant athletes. Track attendance by location.
  </Tab>

  <Tab title="Custom Segmentation">
    **Problem**: You need to track custom categories unique to your business.

    **Solution**: Create any tags that matter:

    * "Scholarship Athlete"
    * "Needs Equipment"
    * "Parent Email Only"
    * "Referred by Sarah"

    **Result**: Filter and message based on your specific business needs.
  </Tab>
</Tabs>

<Tip>
  **Pro tip**: Most coaches use 2-3 tags per client—typically a program/group tag, a status tag, and maybe a location tag. Don't overthink it. Start simple and add tags as needs emerge.
</Tip>

***

## Understanding the tag sidebar

When you're on the **People → Clients** page, the left sidebar shows all your tags:

<Frame>
  <img alt="CoachIQ tag sidebar on the Clients page showing tag list and counts" />
</Frame>

**What you see:**

| Element          | What it shows                    | How to use it                                               |
| ---------------- | -------------------------------- | ----------------------------------------------------------- |
| **All tags**     | Every client, no filter          | Click to clear all tag filters                              |
| **Untagged**     | Clients with no tags assigned    | Find clients to organize                                    |
| **Custom tags**  | Your created tags (alphabetical) | Click to filter to that tag                                 |
| **Sub-tags**     | Tags nested under a parent tag   | Click to filter to one sub-group; see [Sub-tags](#sub-tags) |
| **+ Create tag** | Add new tag                      | Create tags on-the-fly                                      |

**Tag count indicators**: Some tags show numbers like "Elite Program (24)" indicating how many clients have that tag.

<Note>
  **Tags are case-sensitive**: "Elite Program" and "elite program" are treated as different tags. Use consistent capitalization to avoid duplicates.
</Note>

***

## Sub-tags

A tag can sit inside another tag. The outer tag is the **parent tag** and the inner one is a **sub-tag**: "12u" inside "Travel Teams", or "Tuesday Group" inside "Elite Program". Use sub-tags when a group naturally splits into smaller groups you also need to reach on their own.

**Where sub-tags show up:**

* **Tag sidebar** on **People → Clients**: sub-tags are listed under their parent tag. Click the parent to see everyone in any of its sub-tags; click a sub-tag to narrow to that group.
* **Client profile**: the **Tags** field shows the sub-tag on the client, so you can see at a glance which team inside a program an athlete belongs to.
* **Inbox recipients**: when you pick recipients for an **Announcement** or **SMS**, sub-tags appear under their parent tag, so you can message one team inside a program without messaging the whole program. See [Sub-tags as recipients](/inbox/using-tags-for-group-messages#sub-tags).

Create a sub-tag the same way you create any tag, choosing the parent tag it belongs under. A client can carry the sub-tag alone; they do not also need the parent tag applied by hand.

<Tip>
  Sub-tags are the cleanest way to run one program with several teams: the parent tag ("Travel Teams") gets the program-wide announcement, each sub-tag ("12u", "14u") gets its own practice reminders and roster filter.
</Tip>

***

## Creating tags

You can create tags in two ways: from the tag sidebar or while adding/editing clients.

### Method 1: Create from the sidebar

<Steps>
  <Step title="Click '+ Create tag'">
    In the tag sidebar on the Clients page, click the **+ Create tag** button at the bottom.

    <Frame>
      <img alt="CoachIQ Create Tag button in the tag sidebar" />
    </Frame>
  </Step>

  <Step title="Name your tag">
    Enter a descriptive tag name:

    **Good tag names:**

    * Specific: "Rising Stars Class" not just "Class"
    * Action-oriented: "Needs Follow-up" not "Follow-up"
    * Consistent: Decide on a naming convention (Title Case, sentence case, etc.)

    **Avoid:**

    * Generic terms: "Group", "Team" (too vague)
    * Numbers only: "1", "2" (not descriptive)
    * Special characters: Use letters, numbers, spaces, hyphens only
  </Step>

  <Step title="Save and use">
    Press Enter or click Save.

    <Check>
      **Tag created!** It now appears in your tag sidebar, ready to be assigned to clients.
    </Check>
  </Step>
</Steps>

### Method 2: Create while tagging clients

Tags can also be created on-the-fly when adding or editing clients:

1. Open a client profile or click "New User"
2. In the **Tags** field, start typing a new tag name
3. If it doesn't exist, CoachIQ creates it automatically
4. Apply it to this client

<Tip>
  **Instant creation**: This method is faster when you're adding multiple clients with a new tag. Just type it once, and it's created and applied simultaneously.
</Tip>

***

## Applying tags to clients

Once tags exist, you can assign them to individual clients or in bulk.

### Tagging individual clients

<Steps>
  <Step title="Open the client profile">
    From **People → Clients**, click the client's name.
  </Step>

  <Step title="Find the Tags field">
    In the **User Details** sidebar on the right, scroll to the **Tags** field.

    <Frame>
      <img alt="CoachIQ Tags field in the User Details sidebar for a client profile" />
    </Frame>
  </Step>

  <Step title="Add or remove tags">
    **To add a tag:**

    * Click into the Tags field
    * Start typing to search existing tags
    * Select from the dropdown or create a new tag
    * Tag applies immediately (auto-saves)

    **To remove a tag:**

    * Click the **×** icon next to the tag name
    * Tag is removed immediately

    <Note>
      **Multiple tags**: Clients can have unlimited tags. Apply as many as needed to organize effectively.
    </Note>
  </Step>
</Steps>

### Bulk tagging multiple clients

When you need to tag many clients at once (e.g., tagging an entire program cohort):

<Steps>
  <Step title="Select multiple clients">
    On the **People → Clients** list page:

    1. Use checkboxes to select multiple clients
    2. Or use filters to narrow to a group, then "Select All"

    <Tip>
      **Keyboard shortcut**: Hold Shift and click to select a range of clients quickly.
    </Tip>
  </Step>

  <Step title="Apply bulk action">
    Look for **Bulk Actions** or **Actions** dropdown (location varies by CoachIQ version):

    * Select "Add Tags" or "Manage Tags"
    * Choose the tag(s) to apply
    * Confirm

    <Check>
      **Done!** All selected clients now have the new tag. This works for hundreds of clients at once.
    </Check>
  </Step>
</Steps>

<Warning>
  **Removing tags in bulk**: Some bulk operations allow tag removal. Double-check your selection before removing tags from multiple clients—it's hard to undo if you select the wrong group.
</Warning>

***

## Using filters to find clients

Filters help you slice your client list in multiple ways: by role, by tag, or by search.

### Filter by role tabs

At the top of the Clients page, role tabs let you filter by user type:

<Frame>
  <img alt="CoachIQ role filter tabs on the Clients page" />
</Frame>

**Available role filters:**

* **All** - Everyone (no role filter)
* **Admins** - Users with admin permissions
* **Coaches** - Your coaching staff
* **Parents** - Guardians of youth athletes
* **Athletes** - People who train with you
* **Customers** - Anyone who has made a purchase

<Note>
  **Multiple roles**: A client tagged as both "Athlete" and "Customer" appears in both filter views. Role filters are not exclusive.
</Note>

### Filter by tags

Click any tag in the sidebar to filter the client list to only people with that tag:

**Single tag filter:**

1. Click a tag name in the sidebar
2. Client list updates to show only tagged clients
3. Tag name highlights to show active filter

**Multiple tag filters** (AND logic):

1. Click first tag (e.g., "Elite Program")
2. Click second tag (e.g., "Active Member")
3. Client list shows only clients with BOTH tags

**To clear tag filters**: Click "All tags" at the top of the sidebar.

<Tip>
  **Power combo**: Use role tabs + tag filters together. Example: Filter to "Athletes" tab, then click "Trial" tag to see only trial athletes (not trial parents or customers).
</Tip>

### Search for specific clients

The **Search people** bar at the top finds clients by name, email, or tag:

**To search:**

1. Click into the search bar
2. Type any part of:
   * First or last name
   * Email address
   * Tag name
3. Results filter as you type

**Search tips:**

* Searches are instant (no need to press Enter)
* Partial matches work ("sar" finds "Sarah" and "Sara")
* Case-insensitive
* Clear search to return to full list

<AccordionGroup>
  <Accordion title="Can I search by phone number?">
    Not directly in the People search bar. Phone numbers aren't searchable from the Clients list.

    **Workaround**: If you need to find someone by phone, use the main CoachIQ search bar (top of dashboard) or export your client list and search in the spreadsheet.
  </Accordion>

  <Accordion title="Can I filter by date joined?">
    Not through the UI filters. The "Joined" column sorts chronologically, but there's no date range filter.

    **Workaround**: Click the "Joined" column header to sort by date (newest first or oldest first). Or export and filter in Excel/Google Sheets.
  </Accordion>
</AccordionGroup>

***

## Combining filters for powerful segmentation

The real power comes from stacking filters to find exactly who you need:

**Example scenarios:**

<Tabs>
  <Tab title="Find trial athletes ready to convert">
    **Goal**: Message all trial clients who have attended a  session

    **Filters to use:**

    1. Click **Athletes** role tab
    2. Click "Trial" or "Lead" tag in sidebar
    3. Manually review their Bookings tab for session count

    **Result**: Targeted list for conversion messaging
  </Tab>

  <Tab title="Find inactive members">
    **Goal**: Re-engage members who haven't booked in 30 days

    **Filters to use:**

    1. Click "Inactive Member" tag
    2. Export the list
    3. Identify those without recent activity

    **Result**: Specific list for re-engagement campaigns
  </Tab>

  <Tab title="Find athletes at specific location">
    **Goal**: Send facility closure notification to one location only

    **Filters to use:**

    1. Click **Athletes** role tab
    2. Click "Downtown Facility" tag

    **Result**: Targeted group for location-specific messaging
  </Tab>

  <Tab title="Find untagged clients to organize">
    **Goal**: Clean up client list and ensure everyone is tagged

    **Filters to use:**

    1. Click **Untagged** in the sidebar

    **Result**: Every client without any tags. Go through and assign appropriate tags.
  </Tab>
</Tabs>

<Tip>
  **Save common filters as tags**: If you frequently need to find the same group, consider creating a specific tag for it. Example: Instead of filtering "Athletes" + "Elite Program" + "Active Member" every time, create a single "Elite Active" tag.
</Tip>

***

## Using tags for group messaging

One of the most powerful uses of tags is instant group messaging. Instead of selecting clients one-by-one, message everyone with a specific tag.

<Steps>
  <Step title="Filter to your target group">
    Use tag filters to narrow to the exact group you want to message:

    * Click the tag in the sidebar (e.g., "Rising Stars Class")
    * Verify the filtered list shows only your intended recipients
  </Step>

  <Step title="Navigate to Inbox">
    From the main navigation, click **Inbox** to open messaging.
  </Step>

  <Step title="Select recipients by tag">
    When composing a new message:

    1. In the "To" field, select "Tags" option
    2. Choose the tag you filtered by (e.g., "Rising Stars Class")
    3. All clients with that tag are added as recipients

    <Frame>
      <img alt="CoachIQ Inbox compose view with tag-based recipient selection" />
    </Frame>
  </Step>

  <Step title="Compose and send">
    Write your message and click Send.

    <Check>
      **Message sent!** Everyone with that tag receives your message (In-App, SMS, or both depending on your settings).
    </Check>
  </Step>
</Steps>

**Common messaging scenarios:**

<CardGroup>
  <Card title="Program Announcements" icon="bullhorn">
    Message everyone in "Elite Program" about schedule changes, new content, or events
  </Card>

  <Card title="Trial Follow-ups" icon="user-clock">
    Send welcome series to all "Trial" tagged clients with onboarding resources
  </Card>

  <Card title="Payment Reminders" icon="credit-card">
    Message "Past Due" tagged clients about outstanding balances
  </Card>

  <Card title="Location Updates" icon="location-dot">
    Notify "Downtown Facility" clients about facility closure or equipment updates
  </Card>
</CardGroup>

<Warning>
  **Double-check before sending**: Once a group message is sent, you can't unsend it. Always verify your tag filter shows the correct group before messaging.
</Warning>

**Learn more**: See [Inbox Overview](/inbox/inbox-overview) for complete Inbox messaging guide.

***

## Tag management best practices

<CardGroup>
  <Card title="Use Descriptive Names" icon="text">
    "Monthly Basketball Membership" is better than "BBall Monthly". Future-you (and your team) will understand it immediately.
  </Card>

  <Card title="Establish Naming Conventions" icon="list-check">
    Decide on Title Case, sentence case, or lowercase. Use consistently across all tags to avoid duplicates.
  </Card>

  <Card title="Clean Up Regularly" icon="broom">
    Every quarter, review your tag list. Delete unused tags, merge duplicates (e.g., "trial" and "Trial"), rename unclear tags.
  </Card>

  <Card title="Document Tag Meanings" icon="file-lines">
    Keep a simple document explaining what each tag means and when to use it. Essential if multiple staff members tag clients.
  </Card>

  <Card title="Limit Tag Count" icon="minus-circle">
    Don't create 50 tags. Most coaches use 10-15 total. If you have too many, consider combining or using fewer tags more strategically.
  </Card>

  <Card title="Tag New Clients Immediately" icon="bolt">
    Make tagging part of your client creation workflow. Add at least 2 tags (program + status) when creating every new client.
  </Card>
</CardGroup>

***

## Common tag examples by business type

**Solo coach with 1 program:**

* "Active Member"
* "Trial"
* "Monthly Subscription"
* "Inactive"

**Multi-program facility:**

* "Youth Development"
* "Elite Training"
* "Adult Fitness"
* "Trial - Youth"
* "Trial - Elite"
* "Active Member"

**Multi-location operation:**

* "Location - Downtown"
* "Location - Westside"
* "Location - Mobile"
* "Elite Program"
* "Beginner Group"
* "Active"
* "Past Due"

**Seasonal training:**

* "Fall Season 2024"
* "Spring Season 2025"
* "Off-Season Training"
* "Camp Attendee"
* "Tournament Team"

<Tip>
  **Start with 5 tags**: Program/group, membership status, and maybe location. Add more only when you have a clear need. Over-tagging creates confusion.
</Tip>

***

## Exporting filtered lists

After filtering to a specific group, you can export just those clients:

<Steps>
  <Step title="Apply your filters">
    Use tag sidebar, role tabs, and search to narrow to your target group.
  </Step>

  <Step title="Click Export button">
    In the top-right corner of the Clients page, click **Export**.

    <Frame>
      <img alt="CoachIQ Export button on the filtered Clients page" />
    </Frame>
  </Step>

  <Step title="Download and use">
    Download the CSV file containing only the filtered clients.

    **Export includes:**

    * Name (first and last)
    * Email address
    * Phone number
    * Role(s)
    * Tags
    * Join date
  </Step>
</Steps>

**Why export filtered lists:**

* Import into email marketing tools (Mailchimp, etc.)
* Share with external partners or sponsors
* Create custom reports in Excel/Google Sheets
* Backup specific segments

<Note>
  **Privacy reminder**: Exported client data contains personal information. Use it responsibly, comply with your privacy policy, and delete copies when no longer needed.
</Note>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can clients see what tags I've assigned them?">
    No. Tags are coach-side only. Clients never see tags in their Athlete Portal. Tags are purely for your internal organization and don't affect the client experience.
  </Accordion>

  <Accordion title="What happens if I delete a tag?">
    When you delete a tag:

    * Historical messages sent to that tag remain (not deleted)
    * Clients aren't notified
    * You cannot undo the deletion

    **Recommendation**: Instead of deleting, consider renaming the tag if it's no longer relevant but has historical value.
  </Accordion>

  <Accordion title="Can I rename a tag?">
    CoachIQ doesn't have a direct "rename tag" feature. Here's the workaround:

    1. Create the new tag with the desired name
    2. Filter to clients with the old tag
    3. Bulk add the new tag to all of them
    4. Bulk remove the old tag
    5. Delete the old tag

    It's manual but preserves client assignments.
  </Accordion>

  <Accordion title="How many tags can one client have?">
    Unlimited. There's no restriction on tags per client. Most coaches use 2-4 tags per client on average.

    **Practical limit**: If you're assigning 10+ tags to clients regularly, you probably have too many tags. Simplify your system.
  </Accordion>

  <Accordion title="Can I import tags with bulk client uploads?">
    Yes! When bulk importing clients via CSV, include a `tags` column with comma-separated tag names:

    ```
    first_name,last_name,email,tags
    Sarah,Johnson,sarah@email.com,"Elite Program, Active Member"
    ```

    Tags will be created automatically if they don't exist, and assigned to the imported clients.

    [Learn more about bulk import →](/people/adding-editing-clients#bulk-importing-from-a-spreadsheet)
  </Accordion>

  <Accordion title="Do tags sync with the Athlete Portal?">
    No. Tags are coach-side organizational tools only. They don't appear in the athlete app/portal, affect what clients see, or change their experience in any way.

    **Exception**: Tags used for messaging determine who receives group messages, which indirectly affects the client experience.
  </Accordion>
</AccordionGroup>

***

## What's next

Now that you've mastered tags and filters, explore related features:

<CardGroup>
  <Card title="Group Messaging with Tags" icon="messages" href="/inbox/using-tags-for-group-messages">
    Send targeted messages to tagged groups instantly
  </Card>

  <Card title="Managing Staff" icon="user-tie" href="/people/managing-staff">
    Apply tags to coaching staff for team organization
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Deep dive into individual client activity and history
  </Card>

  <Card title="Bulk Operations" icon="list-check" href="/people/adding-editing-clients">
    Edit multiple clients at once using tags
  </Card>
</CardGroup>

***

## Related articles

<CardGroup>
  <Card title="People Overview" icon="users" href="/people/overview">
    Complete People section guide
  </Card>

  <Card title="Adding Clients" icon="user-plus" href="/people/adding-editing-clients">
    Create and import clients with tags
  </Card>

  <Card title="Client Profiles" icon="id-card" href="/people/client-profiles/client-profiles">
    Individual client dashboards
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Messaging system guide
  </Card>

  <Card title="Automations" icon="wand-magic-sparkles" href="/tools/automations/what-are-automations">
    Auto-tag clients based on actions
  </Card>

  <Card title="Forms" icon="file-lines" href="/tools/forms/overview">
    Tag clients based on form responses
  </Card>
</CardGroup>

***

<Check>
  **You now know how to**: Create tags, apply them to individual or multiple clients, use filters to segment your client base, combine filters for powerful searches, and leverage tags for group messaging.
</Check>


# Teams Overview
Source: https://help.coachiq.io/people/teams/overview

Bring a season roster, staff, registration, practices, games, and team communication together in CoachIQ.

Teams gives a season roster one place to work. Keep athletes, staff, registration connections, practices, games, and team automations together while continuing to use CoachIQ's existing profiles, schedulers, and messaging.

<Info>
  Open **People → Teams**. Teams must be enabled for your organization, and staff permissions still apply. If you do not see it, contact your organization Admin or CoachIQ Support about access.
</Info>

## Why we built Teams

A team involves more than a list of names. Families register an athlete, staff need a current roster, and that roster needs the right practices, games, and communication. Managing those pieces separately makes it easy for a roster change to be missed elsewhere.

Teams connects those tasks around the athletes participating in a season. Athlete memberships identify who plays; their existing guardian relationships identify family contacts. Team staff responsibilities identify who is helping run the team.

## Create your first team

1. Open **People → Teams** and select **Create team**.
2. Enter the team name, such as **12U Blue**.
3. Choose a short code and color for its badge. Two to four characters works well for the code.
4. Enter a season label and the season start and end dates.
5. Create the team, then open its workspace.

<Frame>
  <img alt="Create team dialog with team name, short code, color, season label, and dates" />
</Frame>

Use **Edit team** when the name or season details need attention. Check the season before connecting schedules or sharing registration links.

## Your team workspace

| Tab                 | What you manage                                                          |
| ------------------- | ------------------------------------------------------------------------ |
| Roster              | Athlete memberships, guardian information, and how athletes joined       |
| Staff               | Existing organization staff and their responsibilities on this team      |
| Practices           | Linked practice schedulers, roster-booking status, and the team calendar |
| Games & tournaments | Game and tournament schedulers and their calendar                        |
| Registration        | Products and forms that add registering athletes to the team             |
| Automations         | Rules created for the team, including an athlete-joins trigger           |

## A practical setup order

<CardGroup>
  <Card title="Build your roster and staff" icon="users" href="/people/teams/roster-and-staff">
    Add athletes, import from a tag, and assign team responsibilities.
  </Card>

  <Card title="Set up practices and games" icon="calendar" href="/people/teams/practices-and-games">
    Connect schedulers and verify the roster's bookings.
  </Card>

  <Card title="Connect registration and communication" icon="clipboard-list" href="/people/teams/registration-and-messaging">
    Share the right registration links and reach athletes and guardians.
  </Card>
</CardGroup>

Create the team and confirm the season, add staff and the initial roster, then connect its schedulers and check the booking results. Connect registration when you are ready for families to join through the appropriate product or form.

## Find and archive teams

Use search and the **All**, **Active**, and **Archived** filters in the team list. Archive a team when you want to move it out of the active list; use the archived view to find and restore it later.

Before closing a season, review future sessions, registration connections, and active automations separately. Do not use archive as a substitute for canceling sessions or managing a subscription.

## Teams, tags, and staff access

Tags help organize clients. A Teams roster connects athlete membership to team workflows. Importing from a tag is an explicit roster action; the tag itself is not the roster.

Team responsibilities such as Head coach or Manager do not grant organization permissions. Manage staff access through [People → Staff](/people/managing-staff). A staff member's existing restrictions can affect access to the team or its roster.


# Team Practices, Games, and Roster Booking
Source: https://help.coachiq.io/people/teams/practices-and-games

Connect schedulers to a team, check automatic roster booking, and use the team calendar to manage sessions.

Open a team in **People → Teams**, then choose **Practices** or **Games & tournaments**. These tabs connect your roster to the existing CoachIQ scheduling system.

A **scheduler** defines the schedule, availability, and booking settings. Its **sessions** are the dated occurrences athletes participate in.

## Link an existing scheduler

1. Open the appropriate tab for the team.
2. Choose **Link existing scheduler**.
3. Search for the scheduler you intend to use and link it.
4. Review the resulting scheduler card and wait for its roster-booking status.
5. Check the team calendar and any booking details before telling families the schedule is ready.

Linking a scheduler can book roster athletes into its sessions. Check its dates, availability, capacity, location, coaches, and booking settings before linking it. Use a scheduler intended for that team rather than choosing one only because its name looks similar.

## Create a scheduler from the team

Choose **Create scheduler** in the appropriate tab. In Games & tournaments, choose the purpose offered by the flow. The builder keeps the team, season, and purpose visible and provides a way back to the team.

Finish the existing scheduler setup: define sessions, availability, coaches, locations, resources, and payment or booking settings. See [Create your first scheduler](/scheduling/creating-your-first-scheduler) for the full builder walkthrough.

A team's season fee and a session's price are separate. A scheduler card showing **Free** describes the session setting; it does not prove that team registration is free or that an athlete has paid.

## Confirm the roster is booked

The scheduler card reports the roster-booking result. **Roster booked** means the reported booking work completed. A partial result, such as **3 of 5 athletes booked**, needs attention.

Open **Booking details** to see the sessions and athletes that still need bookings. Resolve the stated issue and use the available retry action. If capacity is the issue, only increase it when the real session can accommodate the larger group.

<Frame>
  <img alt="Booking details dialog listing sessions with athletes not yet booked" />
</Frame>

When the work is complete, Booking details can show **All athletes booked**, the roster count, and **0** sessions to fix.

<Frame>
  <img alt="Booking details showing All athletes booked and zero sessions to fix" />
</Frame>

A connected scheduler or a visible roster is not proof that every session has room. Recheck after roster additions, moves, or removals.

## Use the team calendar

The calendar below the linked schedulers shows the team's sessions in the selected category. Use **List**, **Day**, **Week**, or **Month**, navigate dates, and switch between **Upcoming**, **Canceled**, and **Past**.

<Frame>
  <img alt="Team Practices tab showing a linked scheduler, Roster booked status, calendar views, timezone, and a dated session" />
</Frame>

Check the displayed timezone before sharing a start time. Open the existing session detail to inspect participants and manage the session. Use occurrence notes for details such as arrival time, jersey color, or what athletes should bring.

For changes to an existing session, follow the normal [editing and rescheduling guidance](/scheduling/editing-rescheduling-bookings). Review the actual date and participant result after moving or canceling a session.

## If sessions or athletes are missing

* Check the selected team, Practices versus Games & tournaments, date range, and calendar state.
* Confirm the linked scheduler has availability and sessions on the expected dates.
* Wait for an in-progress roster update, then inspect the result.
* Open Booking details for incomplete enrollments and address the stated limit.
* After a roster removal or transfer, check both the roster and affected future sessions.

Avoid creating duplicate schedulers or manually booking the full roster again before checking the existing result.

## Changing a connection

Review the scheduler card's actions and any confirmation when unlinking or changing a connection. Unlinking a team relationship, deleting a scheduler, and canceling a dated session are different actions. Check the resulting calendar before considering the change complete.

[Next: team registration and communication](/people/teams/registration-and-messaging).


# Team Registration and Communication
Source: https://help.coachiq.io/people/teams/registration-and-messaging

Connect products and forms to a roster, share registration links, message families, and create team automations.

Use **Registration** to connect the products and forms families use to join a team. Use the team message action and **Automations** for ongoing communication.

Open the team from **People → Teams**. Teams must be enabled for your organization.

## Connect registration products and forms

1. Open the team's **Registration** tab.
2. Select **Connect products & forms**.
3. Search and select the existing products or forms intended for this team.
4. Review the selection, then connect it.
5. Check the connected list and copy the appropriate link to share with families.

<Frame>
  <img alt="Connect products and forms dialog with one product selected and a Connect 1 button" />
</Frame>

<Frame>
  <img alt="Team Registration tab with the connected product, Type, Link, copy control, and On roster count" />
</Frame>

Each connected product or form keeps its own shareable link. There isn't a single replacement registration link for every asset. Check the name and destination when copying a link.

A completed eligible purchase or completed team-connected form submission adds the selected athlete to the roster. Repeated registration for the same athlete does not create duplicate memberships.

<Note>
  The family must register the participating athlete. Where a parent has multiple children, confirm the intended child in the registration or checkout flow. A payer's profile is not interchangeable with the athlete's profile.
</Note>

For product registration, configure the product to require the athlete when the purchase needs to belong to a child. Use the existing [product builder](/payments/product-builder) and [family account guidance](/athlete-portal/family-accounts).

## Check that registration worked

After the family completes registration, check the athlete's **Roster** entry, how they joined, and the relevant purchase or form response. A product purchase, a submitted form, a roster membership, and a successful session booking are separate results.

The **On roster** count belongs to a particular connection. The same athlete can be associated with more than one connection, so do not add those counts together to calculate unique roster size or money collected.

Adding an athlete manually does not create a purchase. Likewise, a registration connection does not replace checking [roster-booking status](/people/teams/practices-and-games#confirm-the-roster-is-booked).

## Use dedicated registration paths

Choose a product or form that clearly represents the team families intend to join. Do not assume one form can route athletes among teams based on an answer. The current connected-registration workflow should be set up and checked for the intended team.

After connecting an existing product or form, review the roster. If athletes who registered earlier are missing, add them through the Roster tab.

## Disconnect registration

Use the connection's menu when you need to stop future additions through that product or form. Disconnecting preserves existing team memberships. Manage a roster removal separately if an athlete should leave the team.

Payment changes also need their own review. Do not assume a refund or subscription cancellation automatically removes an athlete from the roster.

## Message the team

Use the message action in the team header. Review the audience before sending: team messages resolve eligible roster athletes and their linked guardians, with duplicate recipients removed. Check any reported unreachable families instead of assuming everyone received the message.

Use [Inbox](/inbox/inbox-overview) for the normal composition and sending experience. Delivery still depends on valid contact details, channel availability, and messaging preferences. SMS can use [messaging credits](/inbox/sms-credits).

## Create a team automation

Open **Automations** in the team, then choose **Create automation** or **Templates**. Starting from the team keeps its context in the existing automation builder. The current team flow includes an **Athlete joins team** trigger.

<Frame>
  <img alt="Team Automations tab with status filters, Templates, Create automation, and an inactive athlete-joins rule" />
</Frame>

Review the trigger, conditions, recipient target, actions, and status before saving or enabling the rule. A useful first rule is a welcome message when an athlete joins, addressed to the eligible contacts you select. Check whether another registration automation already sends the same message before enabling a second one.

Practice and game reminders are configured on their schedulers. Use the scheduler's reminder settings for session timing and the team automation for the roster event. See [Build your first automation](/tools/automations/build-your-first-automation) and [scheduler settings](/scheduling/advanced-scheduler-settings).

## If a family is missing

Confirm the completed registration, the selected athlete, and the product or form's team connection. Then check the roster and family relationships. If the athlete is on the roster but not in a session, inspect roster-booking details rather than registering them again.


# Manage a Team Roster and Staff
Source: https://help.coachiq.io/people/teams/roster-and-staff

Add athletes, import from tags, handle roster changes, and assign staff without changing organization permissions.

Open **People → Teams**, choose the team, and use **Roster** or **Staff**. Teams must be enabled for your organization.

## Add existing athletes

1. Open the team's **Roster** tab.
2. Select **Add athletes**.
3. Search and select the intended athlete profiles.
4. Confirm the addition and review the updated roster.

<Frame>
  <img alt="Add athletes dialog with search, profile checkboxes, and the Add button" />
</Frame>

If two profiles have the same name, check the identifying details before choosing. Add the participating athlete rather than their parent. Guardian contacts come from that athlete's existing family relationships.

If a person does not yet have a profile, use the normal [add-client flow](/people/adding-editing-clients) first, then return to the team.

## Import athletes from a tag

Select **Import from tag** and choose the tag you use to organize the athletes. Review the eligible athletes and import result. Parents and staff are skipped, and athletes already on the team are not added again.

This imports memberships into the current team; it does not turn the tag into an ongoing roster-sync rule. Review later roster changes in Teams.

## Read and search the roster

The roster shows the athlete, guardian information, how they joined, and when they joined. Search can match athlete and displayed guardian names.

<Frame>
  <img alt="Team roster with Athlete, Guardians, Joined via, and Joined columns" />
</Frame>

Use **Joined via** to distinguish a manual addition, tag import, transfer, or registration. The row's menu contains the available roster actions.

A manually added athlete has a team membership. That action does not create a purchase or prove that a season fee has been paid. Use the relevant purchase, transaction, or subscription record to check payments.

## Move or remove an athlete

Use the athlete's roster actions to move them to another team or remove them. Confirm the intended team and athlete before saving.

Removing an athlete preserves their client profile, purchases, and past attendance. Leaving a team releases future bookings created through that team; it does not mean every unrelated booking has been canceled. Review the relevant team calendar and booking results after a change, especially when moving between teams.

<Note>
  Roster membership and successful session booking are separate. Adding an athlete can start roster booking on linked schedules, but capacity or other booking limits can leave sessions incomplete. Check the scheduler's booking status rather than assuming every athlete is booked.
</Note>

## Add team staff

1. Open **Staff** and choose **Add staff**.
2. Select an existing member of your organization staff.
3. Choose their responsibility on this team and save.
4. Review the resulting staff card.

Responsibilities include **Head coach**, **Assistant coach**, **Coach**, and **Manager**. Use the staff card's menu to change responsibility or remove someone from the team.

<Frame>
  <img alt="Team Staff tab showing a Head coach responsibility and a separate organization Admin role" />
</Frame>

A team responsibility does not change the person's organization role or access. If you need to invite a new staff member or change permissions, use [People → Staff](/people/managing-staff).

Removing someone from team staff preserves their staff account. Check coach assignments on future sessions separately when responsibilities change.

## Keep family contacts accurate

Review the athlete's guardian relationships in their profile before sending team-wide communication. Team athletes are the session participants; guardians are family contacts. An incorrect or missing family relationship can affect who receives a team message.

[Next: connect practices and games](/people/teams/practices-and-games).


# Additional App & Site
Source: https://help.coachiq.io/power-ups/additional-app-and-site

Expanding your business? Add a new location, website, or app for your growing operation

Growing your business? We'll grow with you.

Whether you're opening a new location, launching an online coaching arm, or expanding into a new venture, CoachIQ can support multiple apps and websites under your business. Tell us what you're building and we'll help you set it up.

<Info>
  **How it works**: Submit a request describing your expansion plans. We'll review your needs and help you get your new app or site up and running.
</Info>

## Common Use Cases

This Power-Up is for coaches and facility owners who are:

* **Opening a new location** — Need a separate site and app for your second (or third) facility
* **Launching online coaching** — Want a dedicated app for your remote training business
* **Adding a new team or program** — Running a travel team, academy, or specialized program that needs its own presence
* **Expanding into a new sport or market** — Building out a separate brand for a different offering
* **Separating business units** — Want distinct apps or websites for different parts of your operation

If you're expanding, we can help you scale.

## What You Get

Each additional app or site includes:

* **Separate website** — A dedicated site for your new location or venture
* **Dedicated app** — Your new business gets its own presence (pairs with our [Personalized App](/power-ups/personalized-app) offering)
* **Independent management** — Manage each location or program separately within CoachIQ
* **Unified backend** — Keep everything connected under your account for easy oversight

## How It Works

<Steps>
  <Step title="Submit Your Request">
    Tell us about your expansion—new location, online coaching venture, additional team, or other use case. Include as much detail as you have.
  </Step>

  <Step title="We Review">
    Our team will review your request and reach out to understand your specific needs and goals.
  </Step>

  <Step title="Setup & Launch">
    We'll help you configure your new app and site, ensuring everything is set up correctly for your expansion.
  </Step>
</Steps>

## Common Questions

<AccordionGroup>
  <Accordion title="How much does an additional app or site cost?">
    Pricing depends on your specific setup. Contact our team and we'll provide details based on your needs.
  </Accordion>

  <Accordion title="Can I manage multiple locations from one account?">
    Yes. You'll have oversight across all your apps and sites while keeping each one independently managed.
  </Accordion>

  <Accordion title="Do I need a Personalized App for each location?">
    Not necessarily. We'll help you determine the best setup based on your branding and operational needs. Some businesses use one app across locations; others prefer separate branded apps.
  </Accordion>

  <Accordion title="What if I'm not opening a physical location?">
    That's fine. This Power-Up also supports online coaching ventures, specialized programs, or any business expansion that needs its own app or website.
  </Accordion>

  <Accordion title="How long does setup take?">
    Timelines vary based on complexity. A straightforward additional site can be set up quickly; a full personalized app takes approximately 30 days. We'll provide a timeline after reviewing your request.
  </Accordion>
</AccordionGroup>

## Submit Your Request

Ready to expand? Let us know what you're building.

<Card title="Request an Additional App & Site" icon="paper-plane" href="https://coachiq.io/power-ups/additional-app-and-site">
  Tell us about your expansion and we'll help you scale.
</Card>


# Custom Feature Request
Source: https://help.coachiq.io/power-ups/custom-feature-request

Have a specific need? We'll review your request and build a custom solution for your business

Don't see what you're looking for? We're listening.

CoachIQ is built for coaches, and we know every training business is different. If you have an idea for a feature that would transform how you run your business—or need something custom that doesn't exist yet—let us know. We personally review every request and can build custom solutions tailored to your needs.

<Info>
  **How it works**: Submit your idea, we review it, and if it's a fit, we'll provide a custom quote and timeline.
</Info>

## What You Can Request

This Power-Up is for coaches who want to:

* **Expedite a feature** — Have an idea that's on our roadmap? We can prioritize building it for you sooner.
* **Request something new** — Need functionality that doesn't exist yet? Tell us what you're envisioning.
* **Customize existing features** — Want a feature to work differently for your specific use case? We can adapt.
* **Integrate with other tools** — Need CoachIQ to connect with software you already use? Let's talk.

If you can describe it, we can explore building it.

## How It Works

<Steps>
  <Step title="Submit Your Request">
    Tell us what you need. Be as detailed as possible—describe the problem you're trying to solve, how you imagine the feature working, and why it matters to your business.
  </Step>

  <Step title="We Review">
    Our team personally reviews every request. We'll assess feasibility, scope, and how it fits with the platform.
  </Step>

  <Step title="Custom Quote">
    If we can build it, we'll provide a custom quote with pricing and estimated timeline. No obligation—just clarity on what's possible.
  </Step>

  <Step title="We Build It">
    Once approved, we get to work. You'll have direct communication with our team throughout the process.
  </Step>
</Steps>

## What Makes a Good Request

The more context you provide, the better we can help. Strong requests typically include:

* **The problem you're solving** — What's frustrating or missing today?
* **How you'd use it** — Walk us through the workflow you're imagining
* **Why it matters** — How would this impact your business or your athletes' experience?

You don't need to be technical—just describe what you need in your own words.

## Common Questions

<AccordionGroup>
  <Accordion title="How much do custom features cost?">
    Pricing varies based on complexity and scope. After reviewing your request, we'll provide a custom quote with no obligation.
  </Accordion>

  <Accordion title="How long does it take to build?">
    Timelines depend on the feature. Simple customizations may take a few weeks; more complex builds could take longer. We'll provide an estimate with your quote.
  </Accordion>

  <Accordion title="Will my feature be available to other CoachIQ users?">
    It depends. Some custom features may eventually roll out to all users. Others remain exclusive to your account. We'll clarify this during the review process.
  </Accordion>

  <Accordion title="What if my idea isn't feasible?">
    We'll let you know. If we can't build exactly what you're asking for, we'll suggest alternatives that might solve the same problem.
  </Accordion>

  <Accordion title="Can I request integrations with other software?">
    Yes. If you need CoachIQ to connect with tools you already use, submit a request and we'll evaluate the integration.
  </Accordion>
</AccordionGroup>

## Submit Your Request

Have an idea? We want to hear it.

<Card title="Request a Custom Feature" icon="paper-plane" href="https://coachiq.io/power-ups/custom-feature-request">
  Tell us what you need and we'll review your request personally.
</Card>


# Done-for-You Paid Ads
Source: https://help.coachiq.io/power-ups/done-for-you-paid-ads

Get qualified leads on autopilot with fully managed Facebook and Instagram ad campaigns

We manage your entire Facebook and Instagram ad strategy—from creative to conversion—delivering pre-qualified athletes directly to your CoachIQ pipeline. You focus on coaching. We handle the marketing.

<Info>
  **Limited availability**: We only work with a select number of facilities at a time to ensure quality results. Submit a request early to secure your spot.
</Info>

## Why CoachIQ for Paid Ads?

Most marketing agencies don't understand youth sports. We do.

We've run campaigns for **100+ facilities and sports coaches** across baseball, soccer, basketball, football, volleyball, softball, and more. Our team knows exactly how to target parents, craft messaging that resonates, and build funnels that convert inquiries into booked sessions.

**Why we outperform generalist agencies:**

* We specialize exclusively in sports training and coaching businesses
* Our targeting is built around parents searching for training for their kids
* Our funnels are proven—refined across hundreds of campaigns
* Leads flow directly into CoachIQ, so follow-up is seamless

<Frame />

## What's Included

<CardGroup>
  <Card title="Strategy & Setup" icon="compass">
    Audience research, custom ad creative, and landing page optimization tailored to your sport and location.
  </Card>

  <Card title="Campaign Management" icon="sliders">
    Daily monitoring, A/B testing, and budget optimization to maximize your return on ad spend.
  </Card>

  <Card title="Reporting & Integration" icon="chart-line">
    Weekly performance reports and leads synced directly to your CoachIQ dashboard.
  </Card>
</CardGroup>

### Strategy & Setup

* Audience research and targeting based on your sport, location, and ideal athlete
* Custom ad creative that highlights your coaching philosophy and results
* Landing page optimization to convert clicks into leads
* We handle your Facebook Business Page setup based on your current situation

### Campaign Management

* Daily monitoring and optimization of ad performance
* A/B testing of messaging, images, and targeting
* Budget management tailored to your goals and capacity

### Reporting & Integration

* Weekly performance reports sent to your inbox
* Every lead flows directly into your CoachIQ pipeline, tagged by campaign source
* Onboarding call to ensure you're set up to convert leads effectively

## How It Works

<Steps>
  <Step title="Discovery Call">
    We review your facility, current client base, ideal athlete profile, and growth goals. This helps us understand your market and build a strategy that fits.
  </Step>

  <Step title="Campaign Creation">
    We build your custom ad strategy—targeting, creative, copy, and landing page. You'll review and approve before anything goes live.
  </Step>

  <Step title="Launch & Monitor">
    Ads go live on Facebook and Instagram. We monitor performance daily and make adjustments to improve results.
  </Step>

  <Step title="Weekly Reporting">
    You'll receive a performance report every week showing leads generated, cost per lead, and campaign insights.
  </Step>

  <Step title="Onboarding Call">
    Once leads start flowing, we'll walk you through how to follow up effectively and make the most of your new pipeline.
  </Step>
</Steps>

## Requirements

This service is designed for established training businesses ready to grow. To be eligible, you'll need:

* **A reliable physical location or facility** — Parents need somewhere to bring their athletes
* **Capacity to take on new clients** — Typically 5–15 new athletes per month
* **An active CoachIQ account** — Leads sync directly to your pipeline for seamless follow-up

<Note>
  **Ad budget**: Your monthly ad spend is paid directly to Facebook/Meta. We'll recommend a budget based on your goals, market, and capacity during the discovery call.
</Note>

## What to Expect

| Milestone                    | Timeline               |
| ---------------------------- | ---------------------- |
| First qualified leads        | 7–10 days after launch |
| Full campaign optimization   | 4–6 weeks              |
| Consistent monthly lead flow | Ongoing                |

Results vary by market and budget, but most facilities see their first leads within the first two weeks.

## CoachIQ Integration

Every lead captured through your ads flows directly into your CoachIQ pipeline—no manual entry, no switching platforms.

* Leads are automatically tagged with the source campaign
* Follow up directly from your CoachIQ Inbox
* Track which campaigns drive the most conversions

<Frame />

## Common Questions

<AccordionGroup>
  <Accordion title="How quickly will I see results?">
    Most facilities see their first qualified leads within 7–10 days of launch. Full optimization typically takes 4–6 weeks as we test and refine targeting and creative.
  </Accordion>

  <Accordion title="What if ads don't work in my area or sport?">
    We've run successful campaigns across 15+ sports and dozens of markets. Our framework adapts to your specific context. During the discovery call, we'll assess your market and set realistic expectations.
  </Accordion>

  <Accordion title="Do I need to create content or write ads?">
    No. We handle all copy, visuals, and landing pages. If you have photos of your facility or athletes in action, we can incorporate them—but it's not required.
  </Accordion>

  <Accordion title="How does this integrate with CoachIQ?">
    Every lead flows directly into your CoachIQ pipeline, tagged with the source campaign. You can follow up from your Inbox without switching platforms.
  </Accordion>

  <Accordion title="How much does this cost?">
    Contact our team for current pricing. Your ad spend (paid directly to Facebook/Meta) is separate and determined based on your goals and capacity.
  </Accordion>

  <Accordion title="Do I need a Facebook Business Page?">
    We'll work with whatever setup you have. If you don't have a Facebook Business Page, we'll help you create one as part of the onboarding process.
  </Accordion>

  <Accordion title="Can I pause or cancel?">
    Yes. Contact our team to discuss changes to your campaign or service.
  </Accordion>
</AccordionGroup>

## Get Started

Ready to stop chasing leads and start receiving them?

<Card title="Request Done-for-You Paid Ads" icon="paper-plane" href="https://coachiq.io/power-ups/done-for-you-paid-ads">
  Limited spots available. Contact our team to schedule a discovery call.
</Card>

<Card title="Grant Meta Ads Access" icon="meta" href="/power-ups/setup/grant-meta-ads-access">
  Already signed up? Follow this one-time setup to give CoachIQ access to your Meta Business Manager.
</Card>


# Power-Ups
Source: https://help.coachiq.io/power-ups/index

Premium services to accelerate your coaching business with done-for-you solutions

# Take Your Business Further with Power-Ups

Power-Ups are premium services designed to help you grow faster without the extra workload. Whether you need more leads, a custom-branded experience, or help expanding to new locations—we handle the heavy lifting so you can focus on coaching.

<Info>
  **How it works**: Browse the services below, click "Learn more" on any that interest you, then submit a request. Our team will reach out to discuss your specific needs and next steps.
</Info>

## Available Power-Ups

<CardGroup>
  <Card title="Done-for-You Paid Ads" icon="bullseye-arrow" href="/power-ups/done-for-you-paid-ads">
    Get leads on autopilot. We manage your entire Facebook ad strategy—from creative to conversion—delivering pre-qualified athletes directly to your booking calendar.
  </Card>

  <Card title="Personalized App" icon="mobile-screen" href="/power-ups/personalized-app">
    Make it truly yours. Get custom-branded iOS and Android apps featuring your logo, colors, and identity.
  </Card>

  <Card title="Additional App & Site" icon="grid-2-plus" href="/power-ups/additional-app-and-site">
    Expand your reach. Add a new location, team, website, or app as your business grows.
  </Card>

  <Card title="User Limit Expansion" icon="users-gear" href="/power-ups/user-limit-expansion">
    Outgrowing 400 athletes? Raise the cap on athletes and on announcement, SMS, and email recipients so one send reaches your whole organization.
  </Card>

  <Card title="Custom Feature Request" icon="lightbulb" href="/power-ups/custom-feature-request">
    Don't see what you need? Tell us your specific requirements and we'll build a custom solution just for you.
  </Card>
</CardGroup>

## Who Are Power-Ups For?

<CardGroup>
  <Card title="Growing Coaches" icon="seedling">
    Ready to scale beyond word-of-mouth and attract a consistent flow of new athletes.
  </Card>

  <Card title="Established Facilities" icon="building">
    Looking to expand locations, add teams, or create a more professional brand presence.
  </Card>

  <Card title="Unique Operations" icon="fingerprint">
    Need custom solutions that go beyond standard platform features.
  </Card>
</CardGroup>

<Note>
  **Limited availability**: Some Power-Ups have limited spots to ensure quality delivery. Submit your request early to secure your place.
</Note>


# Get Your Own Branded iOS and Android App
Source: https://help.coachiq.io/power-ups/personalized-app

Custom-branded iOS and Android apps for your training business on the Apple App Store and Google Play

Athletes open **your** app, see **your** brand, not a generic platform. With a Personalized App, your business gets its own presence in the Apple App Store and Google Play, fully branded with your name, logo, and colors.

<Info>
  **How it works**: CoachIQ builds and maintains the app for you. You provide your branding. For iOS, your app is published under your own Apple Developer Organization membership. Our team guides you through the Android publishing setup separately.
</Info>

<Warning>
  **For iOS, enroll as Company / Organization—not Individual.** Your Apple Developer Program membership must be an **Organization** membership for CoachIQ's personalized app setup. Check this before enrolling, paying, or inviting the team. If you already enrolled as an Individual, follow the [account check and conversion instructions](/power-ups/setup/personalized-app-setup#check-your-apple-account-before-you-continue).
</Warning>

## What is a Personalized App?

A Personalized App is a custom-branded version of CoachIQ available for iOS and Android under your business name. Your athletes download **your** app, not CoachIQ, and experience your brand from the moment they open it.

<Frame>
  <img alt="Personalized App Example" />
</Frame>

**What's customized:**

* App name (your business name in the store)
* App icon (your logo)
* In-app colors and theming
* Splash screen
* Store listing (description and screenshots, which we design with you)

**What stays the same:**

* Your CoachIQ scheduling, programs, messaging, and account experience; checkout availability depends on the app version and enabled features
* Automatic updates as CoachIQ releases new functionality
* Ongoing maintenance and support

<Note>
  **Available for iOS and Android.** Ask the CoachIQ team to include Android in your Personalized App request. An existing iOS listing does not mean your Android listing is already live; share each store link after your build is approved.
</Note>

## What You Get

Your own store presence gives your business an edge that a generic platform can't match.

* **Instant credibility.** Parents and athletes trust businesses with their own dedicated app.
* **Everyday brand visibility.** Your icon lives on their home screen, keeping your brand in front of them daily.
* **A direct line to your athletes.** Push notifications reach them without competing with anyone else's messaging.
* **Higher engagement and retention.** Everything your athletes need is one tap away, which keeps them active and coming back.
* **A professional edge.** You stand out from competitors still running on a shared, generic platform.

## What's Included

CoachIQ manages everything behind the scenes so you can focus on coaching, not tech:

* **Automatic updates**: We maintain your app as CoachIQ changes; availability of a new build depends on its store release
* **Ongoing maintenance**: We handle technical updates and store requirements
* **Support**: Our team is here if any issues come up

## Migrating Existing Athletes

If you're already using CoachIQ, your existing data transfers seamlessly to your new Personalized App. Current athletes can switch to your branded app, and all future athletes will use it from day one.

## Ready to Get Your Own App?

To get started, follow the [setup guide](/power-ups/setup/personalized-app-setup) and let the CoachIQ team know whether you need iOS, Android, or both. You do not need to submit a Power-Up request.

<Card title="See what setup looks like" icon="mobile-screen" href="/power-ups/setup/personalized-app-setup">
  Review the Personalized App Setup guide for the full step-by-step process, with separate iOS and Android guidance.
</Card>

## Common Questions

<AccordionGroup>
  <Accordion title="Do I own the app?">
    Your iOS app is published under your own Apple Developer Organization membership. Confirm Android publishing and account ownership details with the CoachIQ team during setup.
  </Accordion>

  <Accordion title="What about Android?">
    Android Personalized Apps are now available. Contact the CoachIQ team to request the Android version for your business. Once its Google Play listing is live, share that link with Android athletes; keep using your Apple App Store link for iPhone athletes.
  </Accordion>

  <Accordion title="Can I update my branding later?">
    Yes. If you rebrand or want to refresh your look, contact CoachIQ support to request an update. Minor changes (colors, text) can be pushed quickly. Major changes (app name, icon) may require a new review in the relevant store.
  </Accordion>

  <Accordion title="Do my current athletes need to do anything?">
    Existing athletes will need to download your new branded app. All their data and history will be there when they log in.
  </Accordion>

  <Accordion title="What do new athletes see on first open?">
    An athlete who already has an account signs in as usual. Supported app builds prompt a new athlete to sign up on their first login attempt. If the installed build does not offer registration, share your web sign-up link. The account they create lands in your organization with the account type and sign-up fields you set in [Sign-up & Profile](/people/sign-up-and-profile).
  </Accordion>

  <Accordion title="Can athletes buy things inside my app?">
    Booking works in the app, including the pay-or-credit choice when a scheduler accepts both. Follow the checkout offered by your released app: eligible purchases can use native checkout where enabled, while other purchases open in the browser. See [Booking in the native app](/athlete-portal/native-app-booking).
  </Accordion>

  <Accordion title="What if I cancel CoachIQ later?">
    The app is powered by CoachIQ's platform. If you cancel your CoachIQ subscription, the app would no longer function, but you retain ownership of the app listing in your Developer account.
  </Accordion>
</AccordionGroup>


# Grant Meta Ads Access to CoachIQ
Source: https://help.coachiq.io/power-ups/setup/grant-meta-ads-access

One-time setup to give CoachIQ the access needed to manage your Facebook and Instagram ad campaigns

<Info>
  **Required for**: [Done-for-You Paid Ads](/power-ups/done-for-you-paid-ads) power-up
</Info>

This guide walks you through giving CoachIQ permission to manage your Meta ad campaigns through the Done-for-You Ads power-up. The process takes about 5 minutes and uses Meta's official Partner system — no passwords or personal account access is shared.

## Before you start

<Note>
  **Make sure you have:**

  * Admin access to your [Meta Business Manager](https://business.facebook.com)
  * An **Ad Account** already created in that Business Manager
  * A **Facebook Page** connected to your business
</Note>

<Tip>
  **Don't have a Business Manager yet?** Go to [business.facebook.com](https://business.facebook.com) and click **Create Account**. You'll need to add your ad account and page before continuing.
</Tip>

<Warning>
  **Use a desktop browser.** The Meta Business Suite mobile app doesn't support partner access. You'll also need **two-factor authentication enabled** on your Facebook account — Meta may block the partner add otherwise. Turn it on at [Account Center → Password and security](https://accountscenter.facebook.com/) before starting.
</Warning>

## Grant access

<Steps>
  <Step title="Open Business Settings">
    1. Go to [business.facebook.com](https://business.facebook.com)
    2. In the left sidebar, click the **Settings** gear icon (bottom-left corner)
    3. You are now in **Business Settings**
  </Step>

  <Step title="Navigate to Partners">
    1. In the left menu, scroll down to **Accounts**
    2. Click **Partners**
    3. Click the blue **Add** button
    4. Select **"Give a partner access to your assets"**

    <Warning>
      Choose **"Give a partner access to your assets"** — NOT **"Ask a partner to share their assets with you."** These are two different options and the wrong one won't work.
    </Warning>
  </Step>

  <Step title="Enter CoachIQ's Partner ID">
    In the field labeled **Partner Business ID**, enter:

    ```
    24353215757671699
    ```

    Click **Next** to confirm. You should see CoachIQ appear as the verified business. Click **Next** again to proceed to asset assignment.
  </Step>

  <Step title="Assign your ad account">
    1. Under **Ad Accounts**, locate your ad account in the list
    2. Toggle it **on**
    3. Set the permission level to **Advertiser** (recommended) or **Admin** if your CoachIQ onboarding team specified Admin
    4. Click **Save**

    <Info>
      If you don't see your ad account here, it may not be connected to your Business Manager yet. Go to **Accounts → Ad Accounts** and add it before continuing.
    </Info>
  </Step>

  <Step title="Assign your Facebook Page">
    1. Under **Pages**, locate your Facebook Page
    2. Toggle it **on**
    3. Enable the following permissions:
       * **Create content**
       * **Manage ads**
       * **View performance**
    4. Click **Save**

    <Info>
      Your Instagram account does not need to be added separately. As long as your Instagram is connected to the Facebook Page, CoachIQ will be able to run ads on both placements.
    </Info>
  </Step>

  <Step title="Assign your Meta Pixel (or let us create one)">
    The Meta Pixel is the tracking code that lives on your website and tells Meta which ad clicks turn into bookings, signups, or sales. CoachIQ needs access to your pixel so we can pull the code and install it on your site — and so your campaigns can actually optimize for results.

    **If you already have a pixel:**

    1. In the asset list, click **Data Sources → Pixels** (sometimes labeled **Datasets**)
    2. Select the pixel used on your website
    3. Toggle it **on** and grant **Manage pixel** access
    4. Click **Save**

    <Info>
      **Don't have a pixel yet?** No action needed in this step. Once you've completed the previous steps, your CoachIQ team will create one inside your Business Manager and install the code on your website for you. The pixel stays in your account — you own it permanently.
    </Info>

    <Warning>
      **Why this matters:** Without pixel access, CoachIQ can't install tracking on your site, can't see which ads drive conversions, and can't optimize campaigns or build lookalike audiences. Ads will still run — but they won't get smarter, and you won't know what's working.
    </Warning>
  </Step>
</Steps>

<Check>
  **You're done!** Once your assets are assigned, CoachIQ will automatically have access — no invitation email needs to be accepted. Your onboarding team will confirm receipt and begin campaign setup within 1 business day.
</Check>

<Note>
  **What CoachIQ sees on their end:** Only the specific assets you assigned — your ad account, Page, and pixel. They cannot see your personal profile, messages, other Pages, other ad accounts, or anything else in your Business Manager.
</Note>

## What CoachIQ can and cannot do

| Can do                                | Cannot do                             |
| ------------------------------------- | ------------------------------------- |
| Create and manage ad campaigns        | Delete your ad account                |
| Adjust budgets and targeting          | Change account ownership              |
| Publish and pause ads                 | Access your personal Facebook profile |
| View performance and analytics        | Add or remove other team members      |
| Access your Page for ad-related posts | View or manage organic Page posts     |

## Revoking access

You can remove CoachIQ's access at any time:

<Steps>
  <Step title="Open Partners">
    Go to **Business Settings → Accounts → Partners**.
  </Step>

  <Step title="Remove CoachIQ">
    Find CoachIQ in the list and click **Remove**.

    <Note>
      This immediately removes all access to your assigned assets.
    </Note>
  </Step>
</Steps>

***

<Info>
  **Need help?** Reach out to your CoachIQ account manager or email [info@coachiq.io](mailto:info@coachiq.io). We're happy to walk you through this setup on a call.
</Info>


# Grant CoachIQ Access to Your MindBody Account
Source: https://help.coachiq.io/power-ups/setup/grant-mindbody-access

Add CoachIQ as a staff member in MindBody so we can access your client data, subscriptions, and schedules during your transfer

<Info>
  **Required for**: Coaches transferring from MindBody to CoachIQ
</Info>

To migrate your clients, subscriptions, and scheduling data from MindBody to CoachIQ, our team needs temporary staff access to your MindBody account. This is a one-time setup that takes about 5 minutes.

## Before you begin

<Note>
  **You'll need:**

  * Owner or Manager access to your MindBody account
  * The CoachIQ transfer email: **[transfers@coachiq.io](mailto:transfers@coachiq.io)**
</Note>

## Add CoachIQ as a staff member

<Steps>
  <Step title="Open your MindBody staff page">
    Log in to your MindBody account and navigate to the **Staff** section from the main menu.

    Depending on your MindBody version, this may be under **Settings → Staff** or accessible directly from the side navigation.

    <Frame>
      <img alt="MindBody help article showing how to navigate to the staff page" />
    </Frame>
  </Step>

  <Step title="Click Add Staff Member">
    Click the **Add Staff Member** button to create a new staff profile.

    Enter the following details:

    * **First Name**: CoachIQ
    * **Last Name**: Transfers
    * **Email**: [transfers@coachiq.io](mailto:transfers@coachiq.io)

    <Info>
      Using a shared transfer email means our team can pick up your migration immediately — no waiting on a specific person.
    </Info>
  </Step>

  <Step title="Set permissions">
    Assign the staff profile a permission level that allows read access to your account data. A **Manager** permission group works best.

    CoachIQ needs access to:

    * **Client list and contact information**
    * **Memberships and contracts** (subscriptions)
    * **Payment and billing history**
    * **Class and appointment schedules**
    * **Reports** (for data export)

    <Frame>
      <img alt="MindBody staff permissions settings showing available access levels" />
    </Frame>

    <Tip>
      If you don't want to use the default Manager group, you can create a custom permission group with read-only access to the areas listed above. See MindBody's guide on [creating permission groups](https://support.mindbodyonline.com/s/article/203253763-Permission-groups?language=en_US).
    </Tip>
  </Step>

  <Step title="Save and notify CoachIQ">
    Click **Save** to create the staff profile.

    Then let your CoachIQ account manager know that access has been granted — either through your existing chat or by emailing [info@coachiq.io](mailto:info@coachiq.io).

    <Check>
      **Done!** CoachIQ will log in and begin reviewing your data for migration, usually within 1 business day.
    </Check>
  </Step>
</Steps>

## What CoachIQ does with this access

Once we're in your MindBody account, our team will:

1. **Review your client list** — names, emails, phone numbers, and any custom fields
2. **Document memberships and contracts** — active subscriptions, pricing, billing schedules
3. **Export class and appointment history** — so we can recreate your schedulers in CoachIQ
4. **Map your data to CoachIQ** — match MindBody products to CoachIQ equivalents

<Info>
  We only read your data — we will never modify, delete, or change anything in your MindBody account.
</Info>

## Common questions

<AccordionGroup>
  <Accordion title="What permission level should I give CoachIQ?">
    **Manager** is the easiest option — it gives broad read access without giving full owner control.

    If you'd prefer more restrictive access, create a custom permission group with access to:

    * Clients (view)
    * Reports (view)
    * Appointments/classes (view)
    * Memberships/contracts (view)

    CoachIQ does **not** need access to modify settings, process payments, or manage your staff.
  </Accordion>

  <Accordion title="Can I remove CoachIQ's access after the transfer?">
    Yes — and you should. Once your migration to CoachIQ is complete, simply go back to **Staff**, find the CoachIQ Transfers profile, and deactivate or delete it.

    Your CoachIQ account manager will let you know when the transfer is complete and it's safe to remove access.
  </Accordion>

  <Accordion title="Will this affect my current MindBody operations?">
    No. Adding a staff member doesn't change anything about how your MindBody account works. Your clients, schedules, and billing continue as normal. CoachIQ's access is read-only — we're just looking at your data to plan the migration.
  </Accordion>

  <Accordion title="What if I don't have owner access to MindBody?">
    Only owners and some manager-level accounts can add staff members. If you don't have the right permissions:

    1. Ask the account owner to add CoachIQ using the steps above
    2. Or contact MindBody support to upgrade your access level

    You can also [book an Office Hours call](https://cal.com/team/coach-iq/office-hours) and we'll walk through it together.
  </Accordion>

  <Accordion title="I use a different platform — not MindBody">
    No problem. Reach out to your CoachIQ account manager or email [info@coachiq.io](mailto:info@coachiq.io) and we'll provide specific instructions for your platform.
  </Accordion>
</AccordionGroup>

## What happens next

After you grant access, your CoachIQ team will:

1. **Log in and audit your data** — usually within 1 business day
2. **Create a migration plan** — map your MindBody setup to CoachIQ
3. **Import your clients** — transfer contacts, tags, and relevant history
4. **Rebuild your schedule** — recreate your services as CoachIQ schedulers
5. **Set up subscriptions** — connect recurring billing through Stripe
6. **Go live** — confirm everything looks right and you're ready to switch

<Tip>
  The smoother the access setup, the faster we can get your transfer done. Most migrations complete within a few days of receiving access.
</Tip>

***

<Info>
  **Need help?** Reach out to your CoachIQ account manager or email [info@coachiq.io](mailto:info@coachiq.io). You can also [book an Office Hours call](https://cal.com/team/coach-iq/office-hours) and we'll walk through this together.
</Info>


# Set Up Your Personalized App
Source: https://help.coachiq.io/power-ups/setup/personalized-app-setup

Start with an Apple Developer Organization membership, verify your business, and invite CoachIQ to launch your branded app.

<Warning>
  **Start here: enroll your business as an Organization, not an Individual.**

  For your CoachIQ personalized iOS app, choose **Company / Organization** when enrolling in the Apple Developer Program. Do **not** choose **Individual / Sole Proprietor / Single Person Business**. An Individual membership does not give CoachIQ the developer-team access needed for this setup—even if you can send an App Store Connect invitation.

  Already enrolled as an Individual? [Correct your membership first](#already-enrolled-as-an-individual).
</Warning>

You prepare your business account and branding; CoachIQ builds your app and coordinates submission. Let the CoachIQ team know whether you need iOS, Android, or both. You can begin the account preparation below directly; no Power-Up request is required. See the [Personalized App overview](/power-ups/personalized-app) for what is included.

The Apple steps below apply to **iOS**. For Google Play, use [Android setup](#android-setup).

## Check your Apple account before you continue

Your **Apple Account** (formerly Apple ID) is your sign-in. Your **Apple Developer Program membership** has an enrollment type. Creating an Apple Account or adding a business name to it does **not** create an Organization membership.

| Your situation                                                            | Your next step                                                                                                                                                                        |
| ------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| You have not enrolled in the Apple Developer Program                      | Prepare the business details below, then enroll as **Company / Organization**.                                                                                                        |
| You already have an active **Organization** membership for this business  | Check the legal entity, then [invite CoachIQ](#invite-coachiq-to-your-apple-developer-account).                                                                                       |
| Your membership says **Individual**                                       | [Request a conversion through Apple](#already-enrolled-as-an-individual) before inviting CoachIQ.                                                                                     |
| You are unsure which type you have                                        | Sign in to your [Apple Developer account](https://developer.apple.com/account/) and review **Membership details**. If the type is unclear, ask Apple Developer Support to confirm it. |
| You operate as a sole proprietor and do not have an eligible legal entity | Contact CoachIQ before enrolling or paying. Apple requires an eligible legal entity for Organization enrollment; a trading name alone does not qualify.                               |

<Note>
  **Working alone is different from enrolling as an Individual.** Choose based on your business's legal entity, not how many coaches you employ. Apple verifies whether your business qualifies for Organization enrollment.
</Note>

## What you'll need for iOS

Gather these before starting enrollment:

* **Business verification:** legal entity name, address, phone number, and registration documents. Use the legal name on your records, which may differ from your app's brand name.
* **D-U-N-S number:** look up your business through [Apple's D-U-N-S guidance](https://developer.apple.com/help/account/membership/D-U-N-S/). Check that the name, address, and legal status match. If no record exists, follow the request process; if it is incorrect, correct it with Dun & Bradstreet before enrolling.
* **Business website and email:** a working public website on your business domain and an email address using that domain. A social profile or parked domain is insufficient.
* **Account Holder:** someone authorized to enter agreements for the business, with their own Apple Account and two-factor authentication enabled. Use the person's legal name for the sign-in identity.
* **Membership payment:** Apple currently lists USD 99 per membership year, with regional pricing shown during enrollment.

See Apple's [enrollment requirements](https://developer.apple.com/programs/enroll/) before applying. Apple verifies the legal entity; a DBA or brand name alone is not accepted for Organization enrollment.

<Tip>
  Start business verification early. D-U-N-S processing, record updates, and Apple's enrollment review are separate from building and reviewing your app. Check [Apple's current D-U-N-S processing guidance](https://developer.apple.com/help/account/membership/D-U-N-S/) when planning your launch.
</Tip>

<Frame>
  <img alt="Apple Developer Program page showing Enrolling your organization and its business verification requirements" />
</Frame>

## iOS setup process

<Steps>
  <Step title="Enroll your business as an Organization">
    Open [Apple Developer Program enrollment](https://developer.apple.com/programs/enroll/), sign in, and start enrollment. Choose **Company / Organization** as the entity type. Use the standard **Apple Developer Program** for an App Store app.

    <Warning>
      **Check the entity type before submitting or paying: Company / Organization.** If the application is for an Individual or sole proprietor, stop and correct the enrollment route with Apple. Do not continue just to finish setup faster.
    </Warning>

    Enter the business details you prepared. Respond to Apple's verification requests, then complete the agreement and membership payment when Apple asks you to do so.

    **Before continuing:** confirm that Apple has approved your membership, that it is active, and that **Membership details** shows the correct organization. A submitted application or a free developer sign-in is not a completed membership.
  </Step>

  <Step title="Invite CoachIQ after Organization enrollment is active">
    Follow the [invitation instructions below](#invite-coachiq-to-your-apple-developer-account). Use **[dev@coachiq.io](mailto:dev@coachiq.io)**, the **Admin** role, and access to **Certificates, Identifiers & Profiles**.

    **Before continuing:** ask CoachIQ to confirm that the invitation has been accepted and the required developer access works. Sending the invitation alone does not confirm readiness.
  </Step>

  <Step title="Provide your branding and review the app">
    Send the team your desired app name, high-resolution logo, app icon, brand colors, and business description. Identify the person who will review the test build and store listing.

    CoachIQ prepares the build and listing with you. Review the branding and test the main actions your athletes use, then send your feedback or approval to the team before submission.
  </Step>
</Steps>

<span />

## Invite CoachIQ to your Apple Developer account

**Prerequisite: your business has an active Organization membership.** Sign in as the Account Holder, or an Admin authorized to manage the organization's users.

1. Open [App Store Connect](https://appstoreconnect.apple.com/). If you belong to multiple teams, select the correct business.
2. Open **Users and Access → People**, then click **+**.
3. Enter the required name fields for the CoachIQ team contact and use **[dev@coachiq.io](mailto:dev@coachiq.io)** as the email address. Ask CoachIQ for the contact name if you do not have it.
4. Select the **Admin** role.
5. Confirm access to **Certificates, Identifiers & Profiles**. Apple grants this by default to Admins on an Organization team; if a control is shown, make sure access is enabled.
6. Continue through **Next**, if shown, then click **Invite**.
7. Tell CoachIQ which business sent the invitation so the team can accept and verify access.

<Frame>
  <img alt="Invitation checklist: active Organization membership, App Store Connect Users and Access, dev@coachiq.io, Admin role, Certificates Identifiers and Profiles access, then confirm acceptance with CoachIQ" />
</Frame>

Apple's [current invitation instructions](https://developer.apple.com/help/app-store-connect/manage-your-team/add-and-edit-users) use App Store Connect. You do not need to share your Apple password or two-factor authentication codes.

<Warning>
  **An invitation from an Individual membership is not enough.** Apple allows Individual members to add App Store Connect users, but those users do not join the Apple Developer Program team. If the required developer access is missing, check the membership type first. See [Apple's roles and access](https://developer.apple.com/help/account/access/roles).
</Warning>

## Already enrolled as an Individual?

Keep your existing account and ask Apple about converting the membership:

1. Sign in as the **Account Holder** and open Apple's [instructions for updating an Individual membership to an Organization](https://developer.apple.com/help/account/membership/updating-your-account-information/).
2. Use the **submit a request** link in that section. Apple requires the founder or cofounder to request the change and may ask for your D-U-N-S number and business documents.
3. Tell CoachIQ that conversion is pending. Wait for Apple to approve the change.
4. Confirm your membership now shows the organization, then send or review CoachIQ's invitation and permissions.

Changing your Apple Account display name does not convert your membership. Avoid purchasing a second membership as a workaround; contact Apple and CoachIQ first.

## What happens next for iOS

| Stage                  | What to confirm                                                                                                           |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| Account ready          | Active Organization membership; CoachIQ has accepted the invitation and verified access.                                  |
| Build ready for review | You have supplied branding and reviewed the test version with CoachIQ.                                                    |
| Submitted to Apple     | CoachIQ confirms submission; Apple reviews the app.                                                                       |
| Live                   | CoachIQ confirms the public App Store listing. Open the link and check the business name before sharing it with athletes. |

The team confirms your launch estimate. Account verification, your feedback, and store review can affect the date. Approval of your developer membership does not mean Apple has approved your app.

## Android setup

Android Personalized Apps are available. Tell the CoachIQ team you need Android, including if you already have an iOS app. No Power-Up request is required.

1. Confirm whether you need Android only or both platforms.
2. Provide your app name, logo, app icon, colors, and listing description.
3. Confirm the Google Play publishing-account type, ownership, and access requirements with CoachIQ **before creating or paying for an account**. The Apple Organization enrollment above applies to iOS and does not configure Google Play.
4. Review the Android build and listing with the team.
5. Share the Google Play download link only after CoachIQ confirms the listing is live.

Each platform has a separate release. An existing iOS listing does not automatically publish your Android app.

## Keep your app ready for updates

Keep your Apple Developer membership active and your Account Holder's contact details current. Review renewal settings and respond when Apple asks you to accept updated agreements or verify information. Let CoachIQ know if you change account access or receive a notice that may block an update.

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can invite users, but CoachIQ cannot access certificates">
    Check the membership type in your Apple Developer account first. An Individual membership can show **Users and Access** without providing developer-team access. If it is Individual, follow the conversion steps above. If it is Organization, confirm that you selected the correct team, invited **[dev@coachiq.io](mailto:dev@coachiq.io)** as **Admin**, and that CoachIQ has accepted the invitation. Share the exact error with CoachIQ if access still fails.
  </Accordion>

  <Accordion title="Apple says my business is not a legal entity or the details do not match">
    Compare your enrollment details with your D-U-N-S record and registration documents. A trading name or a D-U-N-S number by itself does not establish eligibility. Follow [Apple's D-U-N-S troubleshooting](https://developer.apple.com/help/account/membership/D-U-N-S/) to correct the record. Contact CoachIQ if your business is a sole proprietorship; do not switch to Individual to bypass the issue.
  </Accordion>

  <Accordion title="My invitation is pending or expired">
    Check **Users and Access** for **[dev@coachiq.io](mailto:dev@coachiq.io)** and tell CoachIQ if it is still pending. Apple invitations expire after three days; resend an expired invitation and let the team know. Confirm acceptance before assuming setup is complete.
  </Accordion>

  <Accordion title="I cannot find Users and Access or the option to add a user">
    Open **App Store Connect**, rather than the regular Apple Account settings page. Confirm the membership is active and you are on the correct business team. Ask the Account Holder to send the invitation if your role cannot manage users.
  </Accordion>

  <Accordion title="My business already has an app with another provider">
    Tell CoachIQ before creating a new account or app listing. Share the existing store links and confirm who owns the current developer membership. The team needs to review the existing setup before advising on the next steps.
  </Accordion>
</AccordionGroup>


# User Limit Expansion
Source: https://help.coachiq.io/power-ups/user-limit-expansion

Raise the 400-athlete cap and the recipient limits on announcements, SMS, and email as your organization grows

Every CoachIQ organization starts with room for **400 athletes**, and announcements, mass SMS, and mass email are capped to match. Most coaching businesses never get close. Facilities, academies, and multi-team clubs do, and when they do, the limit shows up as a hard stop at the worst moment: a sign-up that won't save, or an announcement that can't reach the whole roster.

The **User Limit Expansion** Power-Up raises those caps so your organization keeps growing without workarounds.

<Info>
  **How it works**: When your organization approaches 400 athletes, the User Limit Expansion Power-Up appears in your dashboard. Reach out to the CoachIQ team and we'll raise your limits.
</Info>

## What it raises

| Limit                         | Default | With User Limit Expansion |
| ----------------------------- | ------- | ------------------------- |
| Athletes in your organization | 400     | Raised to fit your roster |
| Recipients per announcement   | 400     | Raised to match           |
| Recipients per mass SMS       | 400     | Raised to match           |
| Recipients per mass email     | 400     | Raised to match           |

The four limits move together, so once expanded you can message your whole organization in one send.

## Who it's for

* **Facilities and academies** with several teams or programs under one organization
* **Clubs running seasonal registration** whose roster passes 400 for part of the year
* **Organizations that message everyone at once** and keep splitting announcements into batches

<Note>
  Not sure whether you need it? Check **People → Clients** for your current count. If you're within a season of 400, get it set up before registration opens rather than during it.
</Note>

## How to get it

<Steps>
  <Step title="Watch for the Power-Up">
    As your organization approaches 400 athletes, **User Limit Expansion** appears alongside your other Power-Ups.
  </Step>

  <Step title="Reach out">
    Contact the CoachIQ team and let us know you'd like your limits raised. Tell us roughly how many athletes you expect over the next year so we set the new cap with headroom.
  </Step>

  <Step title="Keep going">
    Once applied, sign-ups, announcements, SMS, and email work as before, just with the higher ceiling. Nothing changes for your athletes.
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="What happens when I hit 400 without the Power-Up?">
    New athletes can't be added past the cap, and an announcement, SMS, or email to more than 400 recipients can't be sent in one go. Existing athletes and bookings are unaffected.
  </Accordion>

  <Accordion title="Does this change my SMS credits?">
    No. SMS credits are billed per message segment as before; see [SMS credits](/inbox/sms-credits). The Power-Up raises how many people one send can reach, not how sends are billed.
  </Accordion>

  <Accordion title="Is there a cost?">
    Pricing depends on the size you're growing to. Contact the team and we'll confirm details for your organization.
  </Accordion>

  <Accordion title="I run several groups. Is the limit per group or per organization?">
    The 400 cap is per organization. If you're splitting into separate locations or brands instead, see [Additional App & Site](/power-ups/additional-app-and-site).
  </Accordion>
</AccordionGroup>


# Advanced Scheduler Settings: Coaches, Locations & Reminders
Source: https://help.coachiq.io/scheduling/advanced-scheduler-settings

Configure coaches, locations, and automated reminders to complete your scheduler setup and improve the booking experience.

<Info>
  **Where to find this**: Schedule → Schedulers → \[Select Scheduler] → Edit → Advanced Settings
</Info>

## What you'll accomplish

Complete your scheduler configuration by assigning coaches, setting session locations, and configuring automated reminders. These settings add the final operational details that make your schedulers ready for real-world use.

<Check>
  **Success criteria**: Your scheduler has the right coaches assigned, a clear location for athletes, and automated reminders configured to reduce no-shows.
</Check>

## Before you begin

<Note>
  **Required**: You must have a scheduler already created. This article covers settings you configure AFTER basic scheduler creation. If you haven't created a scheduler yet, see [Creating Your First Scheduler](/scheduling/creating-your-first-scheduler).
</Note>

**These settings covered in other articles**:

* Capacity, booking limits, cancellation policies → [Scheduler Settings: Limits & Permissions](/scheduling/scheduler-settings-limits-and-permissions)
* Buffer time and scheduling windows → Also covered in Limits & Permissions article
* Payment configuration → [Payment Options](/scheduling/setting-up-payment-options)

***

## Setting 1: Connected coaches

Assign which coaches can deliver sessions from this scheduler.

### What it does

**Connected Coaches** links coaches to specific schedulers for two purposes:

1. **Clarity**: Shows which coaches deliver which services
2. **Double-booking prevention**: Prevents the same coach from being booked in multiple places at the same time

**Critical to understand**: Athletes **CANNOT choose their preferred coach** when booking. This is purely administrative assignment and conflict prevention.

### How coach assignment works

<Steps>
  <Step title="Understanding coach availability">
    **Key concept**: Coaches don't have individual availability calendars in the traditional sense. Instead, their availability is determined by:

    * Which schedulers they're assigned to
    * The availability template those schedulers use
    * Their existing bookings

    **Example**:

    * Coach Sarah is assigned to "Private Training" scheduler
    * "Private Training" uses "Weekday Afternoons" availability (Mon-Fri, 2pm-6pm)
    * Therefore, Coach Sarah is available Mon-Fri 2pm-6pm for private training sessions
  </Step>

  <Step title="Single coach assignment">
    **Most common setup**: One coach per scheduler

    **When to use**:

    * You're a solo coach
    * Each scheduler represents one specific coach's service
    * You want clear coach-to-service relationships

    **Configuration**:

    1. Edit scheduler
    2. Connected Coaches section
    3. Select your name
    4. Save

    **Result**: All bookings from this scheduler are for you
  </Step>

  <Step title="Multiple coach assignment">
    **Advanced setup**: Multiple coaches on one scheduler

    **When to use**:

    * Team of coaches offering the same service
    * Coaches are interchangeable for this service type
    * Need system to prevent double-booking across schedulers

    **How it works**:

    * All assigned coaches share the same availability template
    * When a time slot is booked, the system assigns ONE coach
    * That coach is blocked from other bookings at that time
    * Other coaches remain available for that time slot

    **Example scenario**:

    ```
    Scheduler: "Small Group Training"
    Assigned Coaches: Mike, Sarah, John
    Availability: Mon-Fri 5pm-8pm
    Capacity: 6 athletes per session

    Booking: 6 athletes book Monday 6pm
    System assigns: Coach Mike
    Result: 
    - Mike is blocked Monday 6pm (even on other schedulers)
    - Sarah and John still available Monday 6pm
    - If 6 more athletes book Monday 6pm, Sarah or John assigned
    ```

    <Note>
      **Important**: Athletes don't choose which coach. System assigns based on availability. If coach preference matters to your business, create separate schedulers per coach instead.
    </Note>
  </Step>
</Steps>

### When to use multiple coaches per scheduler

<Frame>
  <img alt="Selecting multiple coaches for a scheduler" />
</Frame>

<Tabs>
  <Tab title="Use Multiple Coaches When...">
    **Appropriate scenarios**:

    1. **Interchangeable service delivery**
       * All coaches teach same style/methodology
       * Service quality consistent across coaches
       * Athletes comfortable with any coach
    2. **Team-based facilities**
       * Facility has multiple staff coaches
       * "House" style coaching approach
       * Athletes book the service, not the coach
    3. **Scale operations**
       * Need multiple coaches to meet demand
       * Can't have one coach as bottleneck
       * Want flexible staffing

    **Example**:

    * "Foundation Group Class"
    * Assigned: 5 coaches
    * Why: Any coach can run the standardized curriculum
    * Result: More class capacity, flexible staffing
  </Tab>

  <Tab title="Use Separate Schedulers When...">
    **When NOT to use multiple coaches**:

    1. **Coach-specific expertise**
       * Coaches have different specialties
       * Athletes choose based on coach expertise
       * Services aren't interchangeable
    2. **Different pricing**
       * Senior coach charges \$100/session
       * Junior coach charges \$75/session
       * Need separate schedulers to handle different pricing
    3. **Brand differentiation**
       * Coaches have personal brands
       * Athletes seek specific coaches
       * Coach identity matters to booking decision

    **Solution**: Create coach-specific schedulers

    * "Private Training with Coach Mike - \$100"
    * "Private Training with Coach Sarah - \$85"
    * Each scheduler has one coach assigned
    * Athletes explicitly choose their coach

    <Tip>
      **Rule of thumb**: If an athlete would say "I want to train with Mike specifically," use separate schedulers. If they'd say "I want to do a group class," multiple coaches on one scheduler is fine.
    </Tip>
  </Tab>
</Tabs>

### Double-booking prevention

**How the system protects coaches**:

When you assign Coach Sarah to multiple schedulers, the system tracks her across ALL of them:

**Example scenario**:

```
Coach Sarah assigned to:
- "Private Training" scheduler
- "Small Group Class" scheduler  
- "Assessment Session" scheduler

Monday 3pm: Athlete books private training
System assigns: Coach Sarah
Result: Sarah is blocked at 3pm across ALL schedulers

If someone tries to book:
- Small Group Class Monday 3pm → Sarah can't be assigned (already booked)
- System assigns different coach OR slot shows unavailable

Purpose: Prevents Sarah from being double-booked
```

**Optional override**: In the **Connected Coaches** section there's a checkbox labeled "Check this box to allow bookings for this session even if the connected coaches are already scheduled for other sessions at the same time."

* **Unchecked** (default): System prevents double-booking ✅
* **Checked**: The connected coach can be booked for this session even when already scheduled elsewhere at the same time (NOT recommended)

<Warning>
  **Leave this box unchecked** unless you have a specific reason. Allowing the same coach to be booked in two places at once defeats the purpose of coach assignment and leads to scheduling conflicts.
</Warning>

Resources have the same override: **Allow resource double booking** in the scheduler's **Resources** section. See [Resources](/scheduling/resources#allow-resource-double-booking).

### Configuration steps

<Frame>
  <img alt="Connected Coaches settings showing coach selection and double-booking prevention" />
</Frame>

<Steps>
  <Step title="Navigate to scheduler settings">
    1. Go to **Schedule → Schedulers**
    2. Click on the scheduler you want to edit
    3. Find **Connected Coaches** section
  </Step>

  <Step title="Add coaches">
    1. Click **Add Coach** or dropdown menu
    2. Select coach from your organization's roster
    3. Repeat to add multiple coaches (if applicable)

    <Note>
      **Can't find a coach?** They must be added to your organization first in **People → Staff** before appearing in scheduler coach selection.
    </Note>
  </Step>

  <Step title="Configure double-booking setting">
    1. In the **Connected Coaches** section, locate the checkbox "Check this box to allow bookings for this session even if the connected coaches are already scheduled for other sessions at the same time"
    2. **Leave unchecked** (recommended) to prevent conflicts
    3. Only check if you have specific business need for double-booking

    **When you might check it**:

    * Coach can genuinely handle two things at once (rare)
    * Testing scheduling scenarios
    * Special override situations

    **Default**: Leave unchecked for proper conflict prevention
  </Step>

  <Step title="Save changes">
    Click **Save** or **Update Scheduler**

    <Check>
      **Verification**: Selected coaches now appear in the scheduler's coach list. Test book a session to confirm coach assignment works.
    </Check>
  </Step>
</Steps>

### Common coach assignment scenarios

<AccordionGroup>
  <Accordion title="Solo coach: Assign yourself to all schedulers">
    **Setup**:

    * You're the only coach
    * Create 5 different schedulers (Private 30-min, Private 60-min, Group Class, etc.)
    * Assign yourself to ALL of them

    **Result**:

    * You're the coach for everything
    * System prevents you from being double-booked across schedulers
    * If someone books Private Training 3pm, Group Class 3pm becomes unavailable

    **Why this matters**: Even as solo coach, proper assignment prevents scheduling conflicts
  </Accordion>

  <Accordion title="Team of coaches: Service-based assignment">
    **Setup**:

    * 4 coaches on staff
    * All coaches can run group classes
    * Only 2 coaches do private training

    **Configuration**:

    * "Group Class" scheduler → Assign all 4 coaches
    * "Private Training" scheduler → Assign only 2 specialized coaches

    **Result**:

    * Group classes have 4 coaches available (high capacity)
    * Private training has 2 coaches available (specialized service)
    * System prevents double-booking for each coach

    **Benefit**: Match coach assignment to expertise and service needs
  </Accordion>

  <Accordion title="Coach-specific schedulers for personal brands">
    **Setup**:

    * 3 coaches with personal followings
    * Athletes want to book specific coaches
    * Different expertise/styles

    **Configuration**:

    * "Private Training - Coach Mike" → Assign only Mike
    * "Private Training - Coach Sarah" → Assign only Sarah
    * "Private Training - Coach John" → Assign only John

    **Result**:

    * Athletes choose their coach by selecting scheduler
    * Each coach has own pricing/availability
    * Clear coach differentiation

    **When to use**: Personal training businesses where coach identity matters
  </Accordion>

  <Accordion title="Facility with rotating instructors">
    **Setup**:

    * Gym with 8 instructors
    * Any instructor can teach any class
    * Need maximum flexibility

    **Configuration**:

    * "Monday 6am Bootcamp" → Assign all 8 instructors
    * "Monday 6pm Yoga" → Assign all 8 instructors
    * System assigns based on availability

    **Result**:

    * High coverage (8 instructors available)
    * Flexible scheduling (no single-point-of-failure)
    * System handles assignment automatically

    **Benefit**: Maximum operational flexibility for large facilities
  </Accordion>
</AccordionGroup>

***

## Setting 2: Session locations

Set where sessions take place.

### What it does

**Location setting** specifies where sessions from this scheduler occur: a physical address, or a **Google Meet** or **Zoom** meeting link for sessions run over video. Athletes see the address or the join link on the booking, so everyone knows where to show up.

The location you pick in the scheduler's **Location** section (**Select Location** or **Add Location**) is the **default** for every date. If you train at more than one site with the same session, you do not need a scheduler per site: give the individual dates their own venue in the scheduler's availability, and each falls back to this default until you change it. How to do that: [A different venue for each date](/scheduling/setup-locations#a-different-venue-for-each-date).

### Configuration options

**A location can be**:

* ✅ Full street address (123 Main St, City, State, ZIP)
* ✅ Facility name + address
* ✅ Landmark or building name
* ✅ A **Google Meet** or **Zoom** meeting link (see [Virtual locations](/scheduling/setup-locations#virtual-locations-google-meet-and-zoom))

### When location settings matter

<Tabs>
  <Tab title="Studio/Facility-Based Training">
    **Your setup**: Athletes come to your fixed location

    **Configuration**:

    * Location: Your facility address
    * Athletes see this when booking
    * Everyone knows where to go

    **Example**:

    ```
    Location: Elite Training Center
    123 Fitness Blvd
    Los Angeles, CA 90210
    ```

    **Best practice**: Include parking instructions, entrance details in scheduler description (not location field)

    <Tip>
      **Add helpful details**: In your scheduler description, mention parking, which entrance to use, or check-in procedures. Location field is for the address or meeting link only.
    </Tip>
  </Tab>

  <Tab title="Mobile Training (You Travel)">
    **Your setup**: You go to athlete's location

    **Configuration options**:

    **Option 1: Use general area**

    ```
    Location: Los Angeles Area
    (You travel to athlete's home/gym)
    ```

    **Option 2: Leave location blank**

    * Add note in description: "Mobile training - coach travels to your location"
    * Clarify logistics in booking confirmation

    **Option 3: Create location-specific schedulers**

    ```
    "Private Training - West LA" → Location: West LA area
    "Private Training - Downtown" → Location: Downtown area
    ```

    **Why separate schedulers**: Helps you manage travel logistics and group clients geographically

    <Note>
      **Communication tip**: For mobile training, send message after booking to confirm athlete's exact address and any access details (gate codes, parking, etc.).
    </Note>
  </Tab>

  <Tab title="Multiple Locations">
    **Your setup**: You train at 3 different facilities

    **Problem**: One scheduler can only have one location

    **Solution**: Create location-specific schedulers

    **Example**:

    ```
    Scheduler: "Private Training - Main Gym"
    Location: 123 Main St, Springfield

    Scheduler: "Private Training - North Location"  
    Location: 456 North Ave, Springfield

    Scheduler: "Private Training - Studio B"
    Location: 789 Studio Rd, Springfield
    ```

    **Result**:

    * Athletes choose location by selecting scheduler
    * Clear location for each booking
    * You can manage availability per location

    **Alternative**: Use availability templates per location

    * Create "Main Gym Availability" template
    * Create "North Location Availability" template
    * Assign appropriate template to each scheduler

    <Tip>
      **Facility owners**: Location-specific schedulers are essential for multi-site operations. Consider also using location-specific programs to group all schedulers by location.
    </Tip>
  </Tab>

  <Tab title="Virtual/Online Training">
    **Your setup**: Sessions via video call (Zoom or Google Meet)

    **Configuration**:

    * Save a location whose address is your Google Meet or Zoom link, and attach it to the scheduler
    * CoachIQ labels the provider and shows joining instructions and a join action on the booking in the athlete portal, on your website, and in the native app
    * An invalid meeting link is blocked when you save, so athletes never get a dead link
    * Use one reusable meeting link per scheduler; if you generate a fresh link per call, update the location before the session

    How to set it up: [Virtual locations](/scheduling/setup-locations#virtual-locations-google-meet-and-zoom)

    **Best practice**:

    * Send virtual meeting link in booking confirmation
    * Include link in automated reminders
    * Add backup contact method in case of tech issues

    <Tip>
      Save Google Meet or Zoom links as virtual locations, then attach the location to the scheduler. Confirm the joining details in the athlete-facing booking view before sharing the session.
    </Tip>
  </Tab>
</Tabs>

### Setting your location

<Frame>
  <img alt="Location settings in scheduler builder" />
</Frame>

<Steps>
  <Step title="Navigate to scheduler settings">
    1. Go to **Schedule → Schedulers**
    2. Click on the scheduler to edit
    3. Find **Location** section
  </Step>

  <Step title="Enter address">
    1. Click in the Location field
    2. Type your physical address
    3. System may auto-complete if recognized

    **Format examples**:

    * `123 Main Street, Los Angeles, CA 90210`
    * `Elite Fitness Center, 456 Gym Rd, Suite 100, Chicago, IL 60601`
    * `Downtown Training Facility, 789 Wellness Way, Austin, TX 78701`
  </Step>

  <Step title="Add contextual details (optional)">
    While the location field holds only the address or meeting link, use your **scheduler description** to add helpful context:

    ```
    Description example:
    "60-minute private training at our downtown facility. 
    Parking available in rear lot. Enter through main entrance 
    and check in at front desk."
    ```

    **Include in description, not location field**:

    * Parking instructions
    * Entrance details
    * Check-in procedures
    * Facility access codes
    * Public transit options
  </Step>

  <Step title="Save and verify">
    Click **Save** or **Update Scheduler**

    **Test**:

    * View booking page as an athlete
    * Confirm location displays correctly
    * Check that address is clear and complete

    <Check>
      **Success**: Location appears on athlete booking page, providing clear direction on where to show up.
    </Check>
  </Step>
</Steps>

### Common location mistakes

<AccordionGroup>
  <Accordion title="Vague location (not helpful)">
    **Mistake**: Location field says "Los Angeles" or "My gym"

    **Problem**:

    * Athletes don't know exact address
    * Can't map directions
    * Causes confusion and potential no-shows

    **Fix**: Use complete street address

    ```
    ❌ Bad: "Los Angeles" 
    ✅ Good: "Elite Training, 123 Main St, Los Angeles, CA 90210"
    ```
  </Accordion>

  <Accordion title="Different locations, same scheduler">
    **Mistake**: One "Private Training" scheduler used for 3 different facilities

    **Problem**:

    * Location field only shows one address
    * Athletes book expecting Location A, you show up at Location B
    * Scheduling chaos

    **Fix**: Create location-specific schedulers

    ```
    Instead of:
    - "Private Training" (location unclear)

    Use:
    - "Private Training - Main Gym" (123 Main St)
    - "Private Training - North Studio" (456 North Ave)
    - "Private Training - West Facility" (789 West Rd)
    ```
  </Accordion>

  <Accordion title="Virtual link buried in the description">
    **Mistake**: Setting the location to "Online" and pasting `https://zoom.us/j/123456789` into the scheduler description or a reminder

    **Problem**:

    * Athletes hunt for the link at session time
    * A changed link means editing every message that carried the old one
    * Nothing checks that the link is valid

    **Fix**:

    * Save the Google Meet or Zoom link as a location and attach it to the scheduler
    * The provider label, joining instructions, and join action then appear on every booking automatically
    * See [Virtual locations](/scheduling/setup-locations#virtual-locations-google-meet-and-zoom)
  </Accordion>
</AccordionGroup>

***

## Setting 3: Automated reminders

Configure automatic notifications that remind athletes about upcoming sessions.

### What it does

**Automated reminders** send notifications to athletes before their scheduled sessions. This reduces no-shows and helps athletes remember their commitments.

**Important note**: Reminders are set **per scheduler**. Configure reminders on the scheduler you are editing, and check each scheduler you use. Editing one scheduler's reminders does not change the others.

### Reminder configuration options

<Steps>
  <Step title="Timing options">
    **Pre-set timing choices**:

    * 30 mins before
    * 1 hour before
    * 1 day before
    * 2 days before

    **Custom**: Set any number of days, hours, and minutes before the session (e.g., 2 hours before)

    **Multiple reminders**: You can add more than one reminder to a scheduler

    **Example configuration**:

    * First reminder: 1 day before
    * Second reminder: 1 hour before
    * Result: Athletes get two reminders for each session
  </Step>

  <Step title="Delivery methods">
    **Available methods**:

    * ✅ **SMS** (text message)
    * ✅ **Announcement** (sent like an Announcement, by email and push notification)
    * ✅ **In-App** (in-app message)

    **You can choose**:

    * A single method (SMS only)
    * Multiple methods (SMS + Announcement)
    * All three methods (SMS + Announcement + In-App)

    **Recommendation**: Use at least two methods (SMS + Announcement) for maximum reach

    <Tip>
      **SMS is most effective**: Text messages have \~98% open rates compared to \~20% for emails. If you can only choose one, choose SMS.
    </Tip>
  </Step>

  <Step title="Message customization">
    **Key feature**: You can customize the message content

    **What you control**:

    * The message text/body
    * Tone and language
    * Additional instructions or details

    **What you DON'T control**:

    * Message formatting (system templates handle this)
    * Dynamic fields (athlete name, time, date auto-insert)

    **Example custom message**:

    ```
    "Hi {athlete_name}, this is Coach Mike reminding you about 
    your training session tomorrow at {time}. Please arrive 5 
    minutes early. Bring water and your training log. See you soon!"
    ```

    **Template variables available**:

    * `{athlete_name}` - Athlete's first name
    * `{time}` - Session time
    * `{date}` - Session date
    * `{location}` - Session location

    <Note>
      **CoachIQ does NOT provide pre-written message templates**. You write your own reminder messages. This gives you full control over your brand voice and messaging.
    </Note>
  </Step>
</Steps>

### Reminder best practices

<Tabs>
  <Tab title="How Many Reminders?">
    **Recommended approach**: 2 reminders per session

    **Optimal timing**:

    1. **First reminder**: 24 hours before
       * Gives athletes time to reschedule if needed
       * Respects your cancellation policy window
       * Top-of-mind reminder
    2. **Second reminder**: 1-2 hours before
       * Last-minute nudge
       * "Leave now" reminder
       * Reduces day-of no-shows

    **Why not more?**

    * 3+ reminders feels excessive
    * Can annoy athletes
    * Diminishing returns

    **Why not fewer?**

    * 1 reminder = higher no-show rate
    * Athletes need both advance notice + day-of nudge

    <Tip>
      **Data-driven**: Track your no-show rate with different reminder configurations. Start with 2 reminders (24hr + 1hr) and adjust based on results.
    </Tip>
  </Tab>

  <Tab title="Message Content Strategy">
    **Effective reminder messages include**:

    1. **Clear session details**
       * When: Date and time
       * Where: Location
       * What: Session type
    2. **Action items**
       * What to bring
       * When to arrive
       * How to prepare
    3. **Cancellation reminder** (for 24hr reminder)
       * "If you need to reschedule, please cancel by \[time] to avoid losing your credit"
    4. **Personal touch**
       * Coach name
       * Encouraging message
       * Brand voice

    **Example 24-hour reminder**:

    ```
    Hi {athlete_name}! Coach Sarah here. 

    Your 60-min training session is tomorrow at {time} at 
    Elite Fitness (123 Main St).

    Please bring:
    - Water bottle
    - Training shoes
    - Completed exercise log

    Need to reschedule? Cancel by 3pm today to get your 
    credit refunded.

    Can't wait to train with you tomorrow! 💪
    ```

    **Example 1-hour reminder**:

    ```
    {athlete_name}, your session with Coach Sarah starts 
    in 1 hour at {time}.

    Address: Elite Fitness, 123 Main St
    Parking: Available in rear lot

    See you soon!
    ```
  </Tab>

  <Tab title="Channel Selection">
    **SMS only**:

    * ✅ High open rates
    * ✅ Immediate delivery
    * ❌ Cost per message (SMS fees)
    * ❌ Character limits

    **Announcement only** (email and push):

    * ✅ No per-message cost
    * ✅ Can include more detail/formatting
    * ❌ Lower open rates
    * ❌ May end up in spam

    **SMS + Announcement** (Recommended):

    * ✅ Maximum reach
    * ✅ Redundancy if one channel fails
    * ✅ Athletes can choose preference
    * ❌ Slightly higher costs

    **SMS + Announcement + In-App**:

    * ✅ Covers all bases
    * ✅ Athletes also see the reminder in their in-app messages
    * ❌ May feel like overkill to some athletes

    **Recommended**: Start with SMS + Announcement for critical reminders (24hr before), and add In-App if your athletes use the app
  </Tab>
</Tabs>

### Configuring reminders

<Frame>
  <img alt="Reminder configuration with timing and delivery method options" />
</Frame>

<Steps>
  <Step title="Access reminder settings">
    **Navigation**: Schedule → Schedulers → edit the scheduler → **Reminders** (toward the bottom of the scheduler settings)

    (Note: Reminders are per scheduler. Repeat these steps on each scheduler that needs them.)
  </Step>

  <Step title="Set timing">
    1. Add a reminder in the **Reminders** section
    2. Under **Time Before**, pick 30 mins, 1 hour, 1 day, 2 days, or **Custom** (set days, hours, and minutes)
    3. Add another reminder to send more than one

    **Example setup**:

    * Reminder 1: 1 day before
    * Reminder 2: 1 hour before
  </Step>

  <Step title="Choose delivery channels">
    Under **Method**, select one or more for each reminder:

    * In-App
    * Announcement
    * SMS

    **Recommendation**: Check SMS and Announcement for both reminders
  </Step>

  <Step title="Customize message">
    1. Click **Edit Message** for each reminder
    2. Write your custom message text
    3. Use template variables: `{athlete_name}`, `{time}`, `{date}`, `{location}`
    4. Keep SMS messages under 160 characters if possible (avoids multi-part messages)

    <Warning>
      **SMS character limits**: Messages over 160 characters are sent as multiple messages and may increase costs. For SMS reminders, be concise.
    </Warning>
  </Step>

  <Step title="Save and test">
    1. Save your changes to the scheduler
    2. Test by booking yourself for a session
    3. Verify you receive reminders at configured times

    <Check>
      **Success**: You receive test reminders via your chosen channels at the correct times before your test booking.
    </Check>
  </Step>
</Steps>

### Reminder troubleshooting

<AccordionGroup>
  <Accordion title="Athletes not receiving SMS reminders">
    **Possible causes**:

    1. **SMS not enabled**: Check Settings → Notifications → SMS is turned ON
    2. **No phone number**: Athlete profile missing phone number
    3. **Wrong phone number**: Phone number incorrect in athlete profile
    4. **Carrier blocking**: Some carriers block automated SMS (rare)
    5. **SMS credits depleted**: Account may need SMS credits topped up

    **Fix**:

    * Verify SMS is enabled account-wide
    * Check athlete profile has valid phone number
    * Test with your own number first
    * Contact support if persistent issues
  </Accordion>

  <Accordion title="Reminders sending at wrong time">
    **Possible causes**:

    1. **Timezone mismatch**: Account timezone doesn't match actual location
    2. **Reminder timing misconfigured**: Set to wrong interval

    **Fix**:

    * Verify timezone: Settings → Account Settings → Timezone
    * Double-check reminder timing: Should say "1 day before" not "1 day after"
    * Test with upcoming session to verify timing
  </Accordion>

  <Accordion title="Too many/too few reminders">
    **Issue**: Athletes complaining about reminder frequency

    **Too many reminders**:

    * Reduce from 3+ reminders to 2 reminders
    * Recommended: 24hr + 1hr only

    **Too few reminders**:

    * Increase from 1 reminder to 2 reminders
    * Add both advance notice (24hr) and day-of (1hr) reminders

    **Balance**: Monitor athlete feedback and no-show rates to find optimal frequency
  </Accordion>

  <Accordion title="Reminder message not saving">
    **Possible causes**:

    1. **Special characters**: Message contains characters that don't save properly
    2. **Too long**: Message exceeds character limits
    3. **Missing template variables**: Required variables not formatted correctly

    **Fix**:

    * Remove special characters (emojis, symbols)
    * Shorten message if too long
    * Verify template variables format: `{athlete_name}` not `athlete_name`
    * Try saving simpler message first, then add complexity
  </Accordion>
</AccordionGroup>

### Impact of reminders on no-shows

**Expected results with automated reminders**:

| Scenario                 | No-Show Rate           |
| ------------------------ | ---------------------- |
| No reminders             | 25-35%                 |
| 1 reminder (24hr)        | 15-20%                 |
| 2 reminders (24hr + 1hr) | 5-10%                  |
| 3+ reminders             | 5-10% (no improvement) |

**Key insights**:

* First reminder = biggest impact (reduces no-shows by 50%)
* Second reminder = additional 30-40% reduction
* Third+ reminders = minimal additional benefit

**ROI consideration**: If your session value is $75 and reminders reduce no-shows from 25% to 10%, you're preventing $11.25 in lost revenue per session. If SMS costs \$0.02 per message, the ROI is 562x.

<Tip>
  **Track your metrics**: Monitor no-show rate before and after implementing reminders. Most coaches see 50-70% reduction in no-shows with proper reminder configuration.
</Tip>

***

## Setting 4: Active/Inactive toggle

Control whether a scheduler is available for use.

### What it does

**Active/Inactive toggle** is an on/off switch for your scheduler:

* **Active**: Scheduler can be used (but still needs to be added to website/portal/shared via link)
* **Inactive**: Scheduler cannot be used or booked at all

**Important**: Even when Active, athletes can only book if you've:

1. Added scheduler to your website or athlete portal, OR
2. Shared the direct booking link with athletes

### When to use inactive status

<AccordionGroup>
  <Accordion title="Temporarily pausing a service">
    **Scenario**: You offer "Outdoor Training" but it's winter and you're not running outdoor sessions for 3 months

    **Solution**: Set "Outdoor Training" scheduler to Inactive

    **What happens**:

    * Scheduler still exists in your system
    * Settings and configuration preserved
    * Athletes cannot book (even if link was previously shared)
    * When spring arrives, flip to Active and resume bookings

    **Why not delete**: Deleting loses all settings. Inactive preserves everything for future reactivation.
  </Accordion>

  <Accordion title="Building scheduler before ready to launch">
    **Scenario**: Creating new "Competition Prep Program" but not ready to accept bookings yet

    **Solution**: Leave scheduler Inactive while configuring

    **What happens**:

    * You can configure all settings
    * Test bookings (manual only)
    * Preview how it looks
    * When ready, flip to Active and add to website

    **Why useful**: Allows preparation without athletes booking prematurely
  </Accordion>

  <Accordion title="Seasonal services">
    **Scenario**: "Summer Camp" scheduler only used June-August

    **Solution**: Active June-August, Inactive September-May

    **What happens**:

    * During active months: Athletes can book
    * During inactive months: Scheduler hidden/unavailable
    * Easy seasonal on/off control

    **Alternative**: You could also use blackout dates, but Inactive is cleaner for long periods
  </Accordion>

  <Accordion title="Testing new offerings">
    **Scenario**: Trying new "Recovery Session" service, not sure if it'll work

    **Solution**: Start Inactive, test with select athletes, activate if successful

    **What happens**:

    * Create scheduler (Inactive)
    * Manually book a few test athletes
    * Gather feedback
    * If successful, flip to Active and promote widely
    * If unsuccessful, delete or keep Inactive

    **Why helpful**: Lets you test without public commitment
  </Accordion>
</AccordionGroup>

### Active vs. Inactive: What's the difference?

| Feature                 | Active                           | Inactive     |
| ----------------------- | -------------------------------- | ------------ |
| **Athlete booking**     | Yes (if added to website/portal) | No           |
| **Manual booking**      | Yes (you can book athletes)      | No           |
| **Settings preserved**  | Yes                              | Yes          |
| **Visible on website**  | Yes (if added)                   | No           |
| **Existing bookings**   | Remain valid                     | Remain valid |
| **Direct link sharing** | Works                            | Doesn't work |

**Key insight**: Inactive doesn't delete the scheduler or cancel existing bookings. It just prevents new bookings.

### Setting active/inactive status

<Steps>
  <Step title="Navigate to scheduler">
    1. Go to **Schedule → Schedulers**
    2. Find the scheduler you want to activate/deactivate
    3. Click to edit
  </Step>

  <Step title="Toggle status">
    Look for **Active** or **Status** toggle (usually near top of settings)

    **To activate**: Switch toggle to ON/Active **To deactivate**: Switch toggle to OFF/Inactive
  </Step>

  <Step title="Save changes">
    Click **Save** or **Update Scheduler**

    <Check>
      **Verification**:

      * Active: Scheduler appears in your available schedulers list
      * Inactive: Scheduler marked as inactive (may show with different color or badge)
    </Check>
  </Step>
</Steps>

### What happens to existing bookings when you deactivate?

**Important**: Setting a scheduler to Inactive does NOT:

* Cancel existing bookings
* Affect sessions already scheduled
* Remove bookings from your calendar

**Existing bookings**:

* ✅ Remain on your calendar
* ✅ Athletes can still attend
* ✅ Reminders still send
* ✅ Athletes can view their booking

**What changes**:

* ❌ No NEW bookings can be made
* ❌ Athletes can't book additional sessions
* ❌ Scheduler doesn't appear in athlete portal/website

**Example**:

1. You have "Summer Camp" scheduler with 50 bookings scheduled
2. You set it to Inactive on August 31
3. All 50 existing bookings remain valid and proceed normally
4. No new bookings can be made for future dates

***

## Setting 5: Other configuration options

Additional settings you might encounter in scheduler builder.

### Duration settings

**What it is**: The **Session lengths** control at the top of **Advanced settings**

**Already covered**: Duration is configured during scheduler creation ([Creating Your First Scheduler](/scheduling/creating-your-first-scheduler))

**Options**:

* Preset durations: **15 / 30 / 45 / 60 mins**
* **Custom**: enter an exact duration in hours and minutes

Two related controls sit next to Duration: **New sessions can start** (how often a start time is offered) and **Allow overlapping sessions**. They are explained in [Duration, start times, and overlapping sessions](/scheduling/overlapping-slots).

**When to adjust**: If you need to change session length after creation

**Quick reference**:

* Private training: 45-60 minutes typical
* Group classes: 45-60 minutes typical
* Assessments: 60-90 minutes typical
* Quick sessions: 15-30 minutes typical

<Note>
  **Note**: Changing duration ONLY affects future bookings. Existing bookings retain their original duration. To change the length of one already-booked occurrence, use **Duration → Edit** on the session's calendar click view; see [Edit duration from the calendar](/scheduling/editing-rescheduling-bookings#edit-duration-from-the-calendar).
</Note>

### Offer more than one session length

Use one scheduler for choices such as **30 or 60 mins**. In the scheduler builder, open **Advanced settings → Session lengths**, select the lengths you want to offer, then save the scheduler.

Athletes choose a length before choosing a date and time. The available times match that length; changing the length clears the previous date and time selection. Capacity, coach and resource conflicts, buffers, and booking limits still apply.

For example, a 4–5 PM window can offer 4–4:30 PM and 4:30–5 PM for a 30-minute choice, or 4–5 PM for a 60-minute choice. A longer option needs enough uninterrupted availability to fit.

<Frame>
  <img alt="Session lengths with 30 and 60 minutes selected in the scheduler builder" />
</Frame>

Set a cash-price product and/or credit cost for each length in **Payment → Price by session length**. A blank override uses the normal scheduler price and credit cost. See [Price each session length](/scheduling/setting-up-payment-options#set-a-price-for-each-session-length).

This gives the athlete a choice of length. To set a fixed length for just one practice date, use the per-date setting below.

### Preview a specific date

In the scheduler builder's **Availability** section, the specific-dates table shows each connected date's hours, session length, and resources. Use **All**, **Upcoming**, or **Past** to narrow the list.

Select a date to move the booking preview to that month and day. If it has no open times, the preview stays on your selection and shows **No bookable times on this date**. Check the date's hours and any blocks before sharing the scheduler.

To add or change dates, select **Open availability** on the row. It opens the availability template on that exact date in a new tab, keeping your unsaved scheduler work in place. Date-level **Session length** and **Resources** controls each have their own **Save** button.

### A different duration on one date

A single scheduler can run a 90-minute indoor practice on Tuesday and a 150-minute field practice on Saturday. Instead of a scheduler per length, give the date its own duration:

<Steps>
  <Step title="Open Availability → Specific-date settings">
    In the scheduler builder, go to **Availability**. Below the availability pickers is **Specific-date settings** ("Adjust resources or duration for one configured date").
  </Step>

  <Step title="Pick the date">
    The list shows the specific dates on the availability templates connected to this scheduler. If it reads "No specific dates are connected", add specific-date availability to a connected template first (see [Create your availability](/scheduling/create-your-availability#method-2-specific-dates-availability)), then refresh the scheduler.
  </Step>

  <Step title="Set the duration for that date">
    Enter the minutes under **Session length** and click its **Save** button. Use **Restore default** to remove the override. Every other date keeps the scheduler's default. You can change the date's resources on the same screen; see [Resources](/scheduling/resources#different-resources-on-different-dates).
  </Step>

  <Step title="Check the preview">
    Confirm the saved duration in the selected date's preview. Slots and coach/resource conflict checks for that date use its own length. Save any other scheduler changes with **Update** before leaving.
  </Step>
</Steps>

<Warning>
  **"Window shorter than duration" save error.** A date's time window must be at least as long as the duration that applies to it. A 5:30–7:00 PM date (90 minutes) on a 120-minute scheduler is rejected when you save, with an error naming the problem, instead of silently producing a date with no bookable slots. Fix it by shortening the duration for that date or widening the window on the availability template.
</Warning>

### Scheduler description

**What it is**: Public-facing description athletes see when viewing scheduler

**Best practices**:

* Explain what the session includes
* Set expectations (intensity level, format, what to bring)
* Include logistics (parking, arrival time, what to wear)
* Mention any prerequisites

**Example description**:

```
60-minute private training session focused on your specific 
goals. Sessions include warm-up, strength training, 
conditioning, and cool-down. Please bring water, towel, 
and athletic shoes. Arrive 5 minutes early.
```

### Visibility settings

**What it is**: Control who can see/book this scheduler

**Typical options**:

* **Public**: Anyone with link can book
* **Members only**: Only athletes in your system
* **Specific groups**: Only certain athlete groups/teams
* **Private**: Only visible to you (manual booking only)

**Use cases**:

* Public: General services open to all
* Members only: Services for existing clients
* Specific groups: Team-specific training
* Private: VIP or by-invitation-only services

<Tip>
  **Combine with Active/Inactive**: Set to Active + Private for invite-only services. Set to Active + Public for general open booking.
</Tip>

***

## Putting it all together: Complete configuration checklist

Before launching a scheduler, verify all advanced settings are configured:

### Pre-launch configuration checklist

<AccordionGroup>
  <Accordion title="✅ Coach Assignment Verified">
    **Check**:

    * Correct coach(es) assigned to scheduler
    * If multiple coaches, confirmed they're interchangeable for this service
    * The Connected Coaches same-time booking checkbox is UNCHECKED (unless specific need)
    * Tested that coach availability prevents conflicts

    **Test**: Try booking overlapping sessions to confirm double-booking prevention works
  </Accordion>

  <Accordion title="✅ Location Is Clear">
    **Check**:

    * Physical address entered (if applicable)
    * Address is complete (street, city, state, ZIP)
    * Scheduler description includes additional logistics (parking, entrance, etc.)
    * If mobile training, approach is clear to athletes
    * If virtual training, process for sharing meeting link is established

    **Test**: View booking page as athlete—is it crystal clear where to show up?
  </Accordion>

  <Accordion title="✅ Reminders Configured">
    **Check**:

    * Reminders added on each scheduler that needs them
    * At least 2 reminders configured (24hr + 1hr recommended)
    * SMS and/or Announcement methods selected
    * Custom message written with your brand voice
    * Template variables correctly formatted: `{athlete_name}`, `{time}`, etc.
    * Test reminder sent and received successfully

    **Test**: Book yourself for a session and confirm reminders arrive at correct times
  </Accordion>

  <Accordion title="✅ Active/Inactive Status Set">
    **Check**:

    * Scheduler set to Active (if ready for bookings)
    * Or set to Inactive (if not ready yet or seasonal pause)
    * Confirmed status matches your launch intention

    **Test**: If Active, confirm scheduler appears in athlete portal/website. If Inactive, confirm it doesn't.
  </Accordion>

  <Accordion title="✅ All Other Settings Reviewed">
    **Check**:

    * Duration is correct
    * Description is clear and informative
    * Visibility settings match intended audience
    * Capacity, limits, cancellation policy configured (from Article #11)
    * Payment settings configured (from Article #10)
    * Availability template assigned (from Articles #5-7)

    **Final test**: Complete end-to-end test booking as an athlete
  </Accordion>
</AccordionGroup>

***

## Common configuration mistakes

<Warning>
  **These mistakes cause 80% of advanced setting problems:**
</Warning>

### 1. No coach assigned

**Symptom**: Bookings failing or scheduler not working properly

**Fix**: Edit scheduler → Connected Coaches → Add coach → Save

### 2. Wrong venue on some dates

**Symptom**: Athletes show up at the default location on a date that runs somewhere else

**Fix**: Set the venue on each date that differs from the scheduler's default (see [Locations](/scheduling/setup-locations#a-different-venue-for-each-date)), and check the athlete's schedule shows the per-date venue. Only split into separate schedulers if you want to compare the sites in Calendar analytics

### 3. Same-time double-booking accidentally allowed

**Symptom**: Same coach booked in two places at once, scheduling conflicts

**Fix**: Edit scheduler → **Connected Coaches** section → uncheck "Check this box to allow bookings for this session even if the connected coaches are already scheduled for other sessions at the same time" → Update

### 4. Reminders not configured

**Symptom**: High no-show rates, athletes forgetting sessions

**Fix**: Schedule → Schedulers → edit each scheduler → **Reminders** → add 1 day and 1 hour reminders

### 5. Scheduler Active but not added to portal/website

**Symptom**: Athletes can't find scheduler to book

**Fix**: Active status doesn't automatically display scheduler. You must:

* Add to athlete portal (App Builder → Schedule)
* Add to website (Website Builder → Embed scheduler)
* Or share direct booking link

**Remember**: Active = "can be used", but still needs to be made accessible to athletes

***

## Troubleshooting advanced settings

### Scheduler won't save changes

**Possible causes**:

1. Missing required fields (coach, availability, etc.)
2. Invalid location format
3. Browser/connection issue

**Fix**:

* Verify all required fields completed
* Try refreshing page and re-entering
* Try different browser
* Contact support if persistent

### Changes not appearing on booking page

**Possible causes**:

1. Didn't click Save after making changes
2. Browser cache showing old version
3. Changes only apply to future bookings, not existing

**Fix**:

* Confirm you clicked Save/Update
* Hard refresh browser (Ctrl+Shift+R or Cmd+Shift+R)
* Wait a few minutes for changes to propagate
* Check in incognito/private browsing mode

### Athletes reporting incorrect information

**Common issues**:

* Wrong location showing → Update location field
* Wrong coach name → Update connected coaches
* Outdated description → Update scheduler description
* Missing reminders → Add reminders on that scheduler

**Fix**: Edit scheduler, update specific field, save, verify on athlete-facing booking page

***

## Next steps

<CardGroup>
  <Card title="Scheduling Overview" icon="folder-open" href="/scheduling/overview">
    Group multiple schedulers for better athlete navigation
  </Card>

  <Card title="Calendar Management" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    View and manage all your scheduled sessions
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes directly when needed
  </Card>

  <Card title="Multi-Coach Sessions" icon="users" href="/scheduling/managing-availability-for-multiple-coaches">
    Advanced strategies for team-based scheduling
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Creating First Scheduler" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Basic scheduler setup before advanced settings
  </Card>

  <Card title="Scheduler Limits & Permissions" icon="cog" href="/scheduling/scheduler-settings-limits-and-permissions">
    Capacity, booking limits, and cancellation policies
  </Card>

  <Card title="Payment Options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Configure pricing and payment methods
  </Card>

  <Card title="Availability Setup" icon="calendar-check" href="/scheduling/create-your-availability">
    Create availability templates for schedulers
  </Card>

  <Card title="Blackout Days" icon="ban" href="/scheduling/setting-black-out-dates">
    Block out unavailable dates
  </Card>

  <Card title="Credit System" icon="tools" href="/payments/credits/credit-system-overview">
    Fix common scheduler and booking issues
  </Card>
</CardGroup>

***

<Info>
  **Questions about advanced scheduler configuration?** Our support team can help you set up coaches, locations, and reminders optimized for your business. [Contact Support](https://support.coachiq.com)
</Info>


# Your First Bookable Session: 10-Minute Setup
Source: https://help.coachiq.io/scheduling/book-your-first-session

Create your first bookable session in 10 minutes and start accepting athlete bookings today

## What you'll accomplish

By the end of this guide, you'll have a fully functional bookable session that athletes can book on their own. No technical knowledge required—just follow these steps and you'll be accepting bookings in about 10 minutes.

<Check>
  **Success criteria**: Athletes can visit your booking page, see available times, and book your session—all without you lifting a finger.
</Check>

<Info>
  **New to scheduling?** If you haven't read the overview yet, that's okay. This guide walks you through everything step-by-step. You can learn the "why" later—right now, let's get you operational.
</Info>

## Before you begin

Make sure you have:

* CoachIQ account created and logged in
* At least one athlete added to your system (optional, but helpful for testing)
* 10 minutes of uninterrupted time

<Tip>
  **First-timer recommendation**: Create a **free** session for your first setup. You can always add payment or credits later. This lets you focus on the mechanics without worrying about payment configuration.
</Tip>

## Step 1: Navigate to the Scheduler Builder

<Steps>
  <Step title="Access the Schedule section">
    From your CoachIQ dashboard, click **Schedule** in the main navigation menu on the left side.

    <Frame>
      <img alt="Schedule menu item in CoachIQ dashboard navigation" />
    </Frame>
  </Step>

  <Step title="Open Schedulers">
    Click on **Schedulers** from the Schedule submenu. This is where you'll create and manage all your bookable session types.

    <Frame>
      <img alt="Schedulers option in Schedule menu" />
    </Frame>
  </Step>

  <Step title="Start creating a new scheduler">
    Click the **Create** button in the top-right corner, then select **Create Scheduler** from the dropdown options.

    <Frame>
      <img alt="Create button and scheduler option" />
    </Frame>

    This opens the Scheduler Builder—your control panel for configuring this session type.
  </Step>
</Steps>

## Step 2: Configure basic session details

Now you'll set up the fundamental information about your session.

<Steps>
  <Step title="Name your session (what athletes see)">
    In the **Session Name** field, enter a clear, descriptive name for your session.

    **Good examples**:

    * "60-Minute Private Training"
    * "Small Group Hitting Session"
    * "Free Assessment Session"
    * "Technique & Form Check"

    **Avoid**:

    * Generic names like "Session 1" or "Training"
    * Internal codes like "PT-60-A"
    * Overly long descriptions

    <Tip>
      **Naming tip**: Include the duration in the name so athletes know what they're booking: "30-Min Quick Session" is clearer than just "Quick Session"
    </Tip>
  </Step>

  <Step title="Add a description (optional but recommended)">
    Click **Add Description** to explain what athletes can expect in this session.

    **What to include**:

    * What you'll work on during the session
    * What athletes should bring or wear
    * Any prerequisites or skill level requirements
    * What makes this session valuable

    **Example description**:

    > "Work one-on-one with Coach Mike on batting technique, swing mechanics, and approach at the plate. Perfect for players looking to improve their hitting consistency and power. Bring your bat and batting gloves."

    <Note>
      Athletes see this description when deciding whether to book, so make it compelling and informative.
    </Note>
  </Step>

  <Step title="Set the session duration">
    Choose how long this session will last:

    * **15 minutes** - Quick check-ins, brief consultations
    * **30 minutes** - Standard training sessions, focused skill work
    * **45 minutes** - Extended training sessions
    * **60 minutes** - Full training sessions (most common)
    * **Custom** - Any duration you need

    For your first session, **60 minutes** is a safe choice—it's the most common duration for private training.

    <Frame>
      <img alt="Duration options in scheduler builder" />
    </Frame>
  </Step>
</Steps>

## Step 3: Set your availability

This is where you tell CoachIQ when you're available to coach this session.

<Steps>
  <Step title="Choose your availability approach">
    You have two options for your first session:

    **Option A: Quick Weekly Pattern** (Recommended for first session)
    Set recurring weekly hours like "Every Monday/Wednesday/Friday 3-7 PM"

    **Option B: Specific Dates**
    Manually select specific dates you're available

    For this guide, we'll use **Option A** (weekly pattern) since it's faster to set up.
  </Step>

  <Step title="Select your available days">
    Check the boxes for the days you're available to coach this session.

    For example, if you coach Monday, Wednesday, and Friday:

    * ✅ Monday
    * ✅ Wednesday
    * ✅ Friday

    <Frame>
      <img alt="Day of week selection in scheduler builder" />
    </Frame>
  </Step>

  <Step title="Set your available hours">
    For each day you selected, set your start and end times.

    **Example**:

    * Monday: 3:00 PM - 8:00 PM
    * Wednesday: 3:00 PM - 8:00 PM
    * Friday: 3:00 PM - 8:00 PM

    <Tip>
      **Pro tip**: CoachIQ automatically breaks your availability into bookable slots based on your session duration. If you set 3:00 PM - 8:00 PM with 60-minute sessions, athletes will see slots at 3:00, 4:00, 5:00, 6:00, and 7:00 PM.
    </Tip>
  </Step>

  <Step title="Add buffer time (optional but recommended)">
    Buffer time adds a break between back-to-back sessions. This gives you time to:

    * Reset your training area
    * Use the restroom
    * Review notes for the next athlete
    * Handle sessions that run slightly over

    **Recommended buffer**: 10-15 minutes

    Athletes don't see buffer time—they just see properly spaced available slots.

    <Frame>
      <img alt="Buffer time configuration" />
    </Frame>
  </Step>
</Steps>

## Step 4: Configure payment settings

<Info>
  **First session recommendation**: Start with a **FREE** session to learn the system. You can create paid sessions after you're comfortable with the basics.
</Info>

<Tabs>
  <Tab title="Free Session (Recommended First)">
    <Steps>
      <Step title="Select 'Free' payment option">
        In the Payment section, select **Free**.

        No additional configuration needed—athletes can book without payment or credits.
      </Step>

      <Step title="When to use free sessions">
        Perfect for:

        * Your very first session while learning
        * Free trial sessions for new athletes
        * Makeup sessions after cancellations
        * Team practices or meetings
        * Assessment sessions before selling packages
      </Step>
    </Steps>
  </Tab>

  <Tab title="Direct Payment">
    <Steps>
      <Step title="Select 'Paywall' payment option">
        In the Payment section, select **Paywall**.
      </Step>

      <Step title="Connect to a product">
        Click **Select Product** and choose which one-time payment product athletes must purchase to book.

        If you don't have a product yet, click **Create Product** to set one up quickly with your session price.
      </Step>

      <Step title="Set your price">
        Enter the price athletes pay to book this session (e.g., \$75).
      </Step>
    </Steps>

    **When to use**: Drop-in sessions, one-time bookings, new clients who haven't purchased packages yet.
  </Tab>

  <Tab title="Credit-Based">
    <Steps>
      <Step title="Enable credit payment">
        In the Payment section, toggle **Enable Credit Payment** to ON.
      </Step>

      <Step title="Set credit price">
        Enter how many credits this session costs (e.g., 1 credit, 2 credits, etc.).
      </Step>

      <Step title="Athletes must have credits first">
        For credit-based sessions, athletes need credits in their account before they can book. Credits come from:

        * Credit packages you sell them
        * Subscriptions that issue recurring credits
        * Manual credit grants from you
      </Step>
    </Steps>

    **When to use**: Ongoing training relationships, monthly memberships, session packages, subscription-based coaching.

    <Note>
      **Coming back later**: If you want to set up credits properly, see our [Credit System Guide](/payments/credits/credit-system-overview) after completing this first session setup.
    </Note>
  </Tab>
</Tabs>

## Step 5: Set capacity and booking rules

These settings control how many athletes can book and when they can book.

<Steps>
  <Step title="Set maximum capacity">
    **Max Athletes Per Session**: How many athletes can book the same time slot?

    * **1 athlete** = Private 1-on-1 sessions (most common for first session)
    * **2-10 athletes** = Small group training
    * **10+ athletes** = Large group classes or team training

    For your first session, set this to **1** for simple 1-on-1 training.

    <Frame>
      <img alt="Maximum athletes per session setting" />
    </Frame>
  </Step>

  <Step title="Set booking window (optional)">
    Control how far in advance athletes can book:

    **Minimum notice**: How soon before a session can it be booked?

    * Example: "24 hours" prevents last-minute bookings

    **Maximum future booking**: How far ahead can athletes book?

    * Example: "30 days" means athletes can only book sessions in the next month

    **For your first session**: Leave these empty to allow booking anytime. You can add restrictions later as needed.
  </Step>

  <Step title="Review other settings (leave defaults for now)">
    You'll see other options like:

    * Cancellation policies
    * Multiple bookings per athlete
    * Daily/weekly booking limits

    **For your first session**: Leave these at their default settings. You can fine-tune them later once you understand how they work.
  </Step>
</Steps>

## Step 6: Save and activate your scheduler

<Steps>
  <Step title="Click 'Save' or 'Create Scheduler'">
    Look for the save button (usually top-right or bottom-right of the screen).

    <Check>
      **Success!** Your scheduler is now created and active. CoachIQ has automatically generated bookable time slots based on your availability.
    </Check>
  </Step>

  <Step title="View your scheduler">
    You'll be taken back to the Schedulers page where you should see your newly created session listed.

    <Frame>
      <img alt="Schedulers page showing your new session" />
    </Frame>

    Notice the information displayed:

    * Session name
    * Duration (60 min)
    * Capacity (1/1 or group size)
    * Credit cost or price
    * Active date range
  </Step>
</Steps>

## Step 7: Test the athlete booking experience

<Warning>
  **Critical step**: Always test your session BEFORE sharing it with athletes. This catches configuration issues, confusing wording, or availability problems.
</Warning>

<Steps>
  <Step title="Find your scheduler's booking link">
    From the Schedulers page, click on your newly created scheduler to open its details.

    Look for the **Share** or **Booking Link** button—this is the URL athletes use to book.

    Copy this link.

    <Frame>
      <img alt="Finding the booking link for your scheduler" />
    </Frame>
  </Step>

  <Step title="Open the booking link in a new browser tab">
    Paste the link into a new browser tab (or private/incognito window to see exactly what athletes see).

    You should see:

    * Your session name and description
    * Available time slots
    * Duration clearly displayed
    * Booking button or payment information
  </Step>

  <Step title="Test book a session (if possible)">
    If you have a test athlete account or can create one:

    1. Click on an available time slot
    2. Go through the booking process
    3. Confirm the booking goes through successfully
    4. Check that you receive a confirmation
    5. Verify the booking appears on your calendar

    If you can't test book, at minimum verify that:

    * Available times are showing correctly
    * Your description is clear and compelling
    * The payment/credit information is accurate
    * Times match your intended availability
  </Step>

  <Step title="Check your calendar">
    Navigate to **Schedule → Calendar** and verify:

    * Your availability windows appear (if showing empty slots)
    * Test bookings appear on the correct dates/times
    * Session information displays properly

    <Frame>
      <img alt="Calendar showing available sessions" />
    </Frame>
  </Step>
</Steps>

## Step 8: Share with athletes

Once you've tested and verified everything works, you're ready to start accepting real bookings!

<Tabs>
  <Tab title="Share the Direct Link">
    **Best for**: Quick sharing, social media, direct messages

    Copy the booking link from your scheduler and share it directly:

    * Text/SMS to athletes: "Book your session here: \[link]"
    * Email: Include link in your email signature or newsletters
    * Social media: Post to Instagram, Facebook, or other platforms
    * WhatsApp/messaging apps

    <Tip>
      **Pro tip**: Create a short, memorable custom link using a URL shortener like bit.ly if your booking link is long.
    </Tip>
  </Tab>

  <Tab title="Embed on Your Website">
    **Best for**: Professional presentation, integrated booking experience

    CoachIQ lets you embed schedulers directly on your website.

    1. Go to **Website & App → Website Builder**
    2. Add a "Scheduling" section to your page
    3. Select which schedulers to display
    4. Publish your website

    Athletes can now book without leaving your site.
  </Tab>

  <Tab title="Through Your CoachIQ App">
    **Best for**: Athletes who use your mobile app

    If athletes use your CoachIQ-powered mobile app, your schedulers automatically appear in their **Sessions** or **Book** section.

    No additional setup needed—athletes already have access.
  </Tab>

  <Tab title="Manual Booking (Coach Initiated)">
    **Best for**: VIP clients, standing appointments, special situations

    You can book athletes directly without them self-booking:

    1. Go to **Schedule → Calendar**
    2. Click **Book Session** button
    3. Select the athlete, your scheduler, and time
    4. Confirm the booking

    The athlete receives a confirmation notification automatically.
  </Tab>
</Tabs>

## Success checklist

Before you move on, confirm you've completed these steps:

* Created your first scheduler with a clear name
* Set your availability (days and times)
* Configured payment settings (free, paid, or credits)
* Set capacity to match your training style (1-on-1 or group)
* Saved and activated the scheduler
* Tested the booking link as if you were an athlete
* Verified bookings appear correctly on your calendar
* Shared the booking link or embedded on your website

<Check>
  **Congratulations!** You now have a fully functional booking system. Athletes can book sessions 24/7 without any back-and-forth coordination from you.
</Check>

## What to do next

<CardGroup>
  <Card title="Create More Session Types" icon="plus-circle">
    Now that you've created one, add more schedulers for different durations, prices, or training types. Most coaches have 3-5 different session types.
  </Card>

  <Card title="Set Up Payment or Credits" icon="credit-card">
    If you started with a free session, learn how to add payment processing or credit-based booking to start generating revenue.
  </Card>

  <Card title="Add Buffer Time & Limits" icon="sliders-h">
    Fine-tune your scheduler with buffer time between sessions, booking limits, and cancellation policies.
  </Card>

  <Card title="Organize with Programs" icon="folder">
    As you add more schedulers, group them into logical categories so athletes see "Private Training" vs "Group Classes" vs "Assessments."
  </Card>
</CardGroup>

## Common issues and quick fixes

<AccordionGroup>
  <Accordion title="I don't see any available times when I test the booking link">
    **Most common causes**:

    1. You haven't set availability yet—go back and add your available days/times
    2. Your availability is in the past—check that your end date is in the future
    3. You set minimum notice too high—athletes can't book within that notice period
    4. You have blackout days blocking all your availability

    **Quick fix**: Edit your scheduler, verify availability is set correctly, and save again.
  </Accordion>

  <Accordion title="Athletes see times I don't want to be available">
    **Cause**: Your availability window is too broad, or you haven't set blackout days for specific dates you're unavailable.

    **Quick fix**:

    * Edit your scheduler and narrow your availability hours
    * Add blackout days for dates you're unavailable (vacation, holidays, etc.)
    * Consider adding buffer time so sessions aren't too close together
  </Accordion>

  <Accordion title="The booking link isn't working or shows an error">
    **Most common causes**:

    1. Scheduler isn't saved/active yet—verify it appears in your Schedulers list
    2. You're using an old or incorrect link—get a fresh link from the scheduler
    3. Date range has expired—check your scheduler's start/end dates

    **Quick fix**: Re-save your scheduler and copy a fresh booking link.
  </Accordion>

  <Accordion title="I want to change the session after athletes have booked">
    **Good news**: You can edit schedulers at any time. However:

    * Existing bookings are NOT automatically updated
    * Future available slots will use the new settings
    * If you need to change existing bookings, you'll need to manually reschedule them

    **Quick fix**: Edit the scheduler for future bookings, manually adjust existing bookings from your calendar if needed.
  </Accordion>

  <Accordion title="Can I delete this test session and start over?">
    **Yes**, but understand what happens:

    * Deleting a scheduler removes all future available slots
    * Existing bookings remain on your calendar but become "orphaned"
    * Better approach: Just edit the existing scheduler rather than deleting and recreating

    **Quick fix**: Click the three-dot menu on your scheduler and select **Edit** rather than deleting.
  </Accordion>
</AccordionGroup>

## Pro tips for your first session

<Tip>
  **Start conservative with availability**: It's easier to add more available times later than to cancel bookings when you've opened up too much availability.
</Tip>

<Tip>
  **Use descriptive names**: "60-Min Hitting Lesson with Video Analysis" is more compelling than "Hitting Session"
</Tip>

<Tip>
  **Add a compelling description**: Athletes are more likely to book when they understand exactly what they'll get from the session.
</Tip>

<Tip>
  **Test on mobile**: Many athletes will book from their phones—make sure your booking link works well on mobile devices.
</Tip>

<Tip>
  **Monitor your first bookings closely**: After your first few bookings, check that everything works smoothly (confirmations sent, calendar updated, etc.) before scaling up.
</Tip>

## Real coach examples

<AccordionGroup>
  <Accordion title="Jake (Solo Trainer): Simple 1-on-1 Sessions">
    **Setup**:

    * One scheduler: "60-Minute Private Training - \$75"
    * Availability: M/W/F 4:00 PM - 8:00 PM
    * Payment: Direct payment via CoachIQ
    * Capacity: 1 athlete per session
    * Buffer: 15 minutes between sessions

    **Why it works**: Simple, straightforward, easy to manage as a solo operation.
  </Accordion>

  <Accordion title="Sarah (Youth Coach): Mix of Free and Paid">
    **Setup**:

    * Scheduler 1: "Free 30-Min Assessment" (free)
    * Scheduler 2: "60-Min Skills Development - \$60" (paid)
    * Scheduler 3: "30-Min Follow-Up - \$40" (paid)
    * Availability: T/Th 3:00 PM - 7:00 PM, Sat 9:00 AM - 1:00 PM

    **Why it works**: Free assessments convert to paid ongoing training, multiple price points serve different needs.
  </Accordion>

  <Accordion title="Mike (Facility Owner): Team Practice Schedule">
    **Setup**:

    * Scheduler: "Rising Stars Team Practice" (free for team members)
    * Availability: M/W 6:00 PM - 7:30 PM
    * Capacity: 20 athletes per session
    * Manually books entire team into recurring Monday/Wednesday slots

    **Why it works**: Tracks attendance, sends automatic reminders, manages large group efficiently.
  </Accordion>
</AccordionGroup>

## You're ready to coach

You now have everything you need to start accepting athlete bookings. Your scheduling system works 24/7, handles confirmations automatically, and keeps your calendar organized.

**Next time an athlete asks "When are you available?"** → Send them your booking link and let CoachIQ handle the rest.

***

## Related articles

<CardGroup>
  <Card title="Understanding Scheduling" icon="book-open" href="/scheduling/overview">
    Learn the complete CoachIQ scheduling system
  </Card>

  <Card title="Set Up Your Availability" icon="calendar-check" href="/scheduling/create-your-availability">
    Master availability templates and patterns
  </Card>

  <Card title="What Are Schedulers?" icon="question-circle" href="/scheduling/what-are-schedulers">
    Deep dive into schedulers and when to create multiple types
  </Card>

  <Card title="Payment Options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Configure free, paid, or credit-based sessions
  </Card>

  <Card title="Calendar Basics" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your booking calendar
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes directly into sessions
  </Card>
</CardGroup>

<Info>
  **Questions about your first session?** Our support team is here to help you get set up successfully. [Contact Support](https://coachiq.com/support)
</Info>


# Booking for Multiple Athletes (Family Accounts)
Source: https://help.coachiq.io/scheduling/booking-for-multiple-athletes

Enable parents to book multiple sessions for their children using a single account and shared credit balance

<Info>
  **Where to find this**: Schedule → Schedulers → \[Select Scheduler] → Settings → Permission(s)
</Info>

## What you'll accomplish

Set up your schedulers to allow parents to book sessions for multiple children from a single account. This is ideal for families with 2-3+ kids who all train with you—one parent manages everything from one account.

<Check>
  **Success criteria**: A parent with 10 credits can book 3 sessions (one for each child) on the same day, using 3 credits from their shared balance.
</Check>

***

## How family booking works in CoachIQ

CoachIQ uses a **single-account model** for families:

* **One parent account** holds all credits and subscriptions
* **Parent books sessions** for each child as needed
* **Credits deduct** from the shared family balance
* **No per-child limits**—booking is only limited by available credits

<Note>
  **If the parent has added family members**: Booking now includes a **Select Athlete** step, so each booking is tied to a specific child instead of just the parent's account. See [Family Accounts](/athlete-portal/family-accounts) for how parents add family members from **Settings → Family** in the athlete portal.

  **If they haven't**: There's still no built-in field to indicate which child a booking is for — you'll see "Parent Name" on each booking. Coordinate with families on who's attending, or point them to Family Accounts to fix this going forward.
</Note>

***

## Enable multiple bookings per timeslot

By default, users can only book a timeslot once. To allow families to book the same slot multiple times (one per child), enable this setting:

<Steps>
  <Step title="Open your scheduler settings">
    Go to **Schedule** → **Schedulers** → click on the scheduler you want to configure.
  </Step>

  <Step title="Navigate to Settings tab">
    In the scheduler builder, click **Settings** in the left sidebar.
  </Step>

  <Step title="Enable multiple bookings">
    Scroll to the **Permission(s)** section and check **"Allow athletes to book a timeslot more than once"**.

    <Frame>
      <img alt="Scheduler settings showing the permission to allow athletes to book a timeslot more than once" />
    </Frame>

    <Tip>
      This setting is per-scheduler. Enable it on schedulers where families commonly book multiple kids (group classes, camps, clinics) and leave it off for 1-on-1 private sessions if needed.
    </Tip>
  </Step>

  <Step title="Save your changes">
    Click **Update** to save the scheduler settings.
  </Step>
</Steps>

***

## The parent booking experience

Here's what parents see when booking for multiple children:

<Steps>
  <Step title="Parent logs into their account">
    The parent uses their email and password to access the athlete portal or your website.
  </Step>

  <Step title="Parent views available sessions">
    They see your schedulers with credit costs displayed (e.g., "1 Credit" per session).

    <Frame>
      <img alt="Athlete schedule view showing sessions with credit costs" />
    </Frame>
  </Step>

  <Step title="Parent books first child">
    They select a timeslot. If they've added family members under **Settings → Family**, a **Select Athlete** step appears — they choose which child the session is for, then complete checkout. One credit is deducted from the shared Family Credits balance.
  </Step>

  <Step title="Parent books second child">
    They return to the same timeslot and book again, this time selecting the other child on the **Select Athlete** step. Another credit is deducted from the same shared balance.

    **With the permission enabled**: The system allows this second booking.

    **Without the permission**: The system would block them with "You've already booked this slot."
  </Step>

  <Step title="Repeat for additional children">
    Parent continues booking until all children are registered. Credits deduct from their single balance with each booking.
  </Step>
</Steps>

***

## Setting up families for success

### Recommended product setup

Create credit packages sized for families:

| Package        | Credits       | Best For                                  |
| -------------- | ------------- | ----------------------------------------- |
| Single Athlete | 4-8 credits   | One child training weekly                 |
| Family Pack    | 12-16 credits | 2 children training weekly                |
| Large Family   | 20-24 credits | 3+ children or multiple sessions per week |

<Tip>
  **Pricing strategy**: Offer a slight discount on larger packages to incentivize families to purchase upfront. A "Family Pack" at $400 for 16 credits (vs. $200 for 8) rewards their commitment.
</Tip>

### Communicate the workflow

Many parents expect separate accounts for each child. Set expectations upfront:

**In your onboarding or welcome message:**

> "Families with multiple athletes: Create ONE parent account. Purchase a credit package, then book sessions for each child from that single account. Your credits are shared across all your children."

**On your registration form:**

Consider adding a field asking "How many athletes in your household?" to identify family accounts early.

***

## Managing family bookings as a coach

### Identifying which child is attending

If the family has added family members under **Settings → Family**, the **Select Athlete** step at booking already tells you which child a session is for — check the booking details. The strategies below are for families who haven't set that up yet, where bookings still only show the parent's name:

<AccordionGroup>
  <Accordion title="Add booking notes">
    When you see a family has booked multiple slots, add a note to each booking indicating which child:

    * Open the booking on your calendar
    * Add a note: "Johnny (8th grade)" or "Sarah (6th grade)"
    * This helps at check-in time
  </Accordion>

  <Accordion title="Ask at check-in">
    For group sessions, simply ask "Which \[Last Name] kid is here today?" at check-in. Most coaches find this quick and natural.
  </Accordion>

  <Accordion title="Use tags on the parent profile">
    Add tags to the parent's profile listing their children:

    * Tag: "Parent of Johnny, Sarah, Mike"
    * Quick reference when viewing their bookings
  </Accordion>

  <Accordion title="Create a family roster document">
    For families with 3+ kids, keep a simple reference:

    | Parent Account | Children                          |
    | -------------- | --------------------------------- |
    | Smith Family   | Johnny (14), Sarah (12), Mike (9) |
    | Johnson Family | Emma (15), Liam (13)              |
  </Accordion>
</AccordionGroup>

### Viewing family credit balances

To see how many credits a family has remaining:

1. Go to **People** → **Clients**
2. Switch to **Credits View** (top right dropdown)
3. Find the parent's account
4. View their credit bank balance

<Frame>
  <img alt="Clients list showing credits view" />
</Frame>

***

## Common family booking scenarios

<AccordionGroup>
  <Accordion title="Parent wants to book 3 kids for the same group class">
    **Solution**: With the permission enabled, they book the same timeslot 3 times. Each booking deducts 1 credit (or whatever your scheduler costs).

    **What you'll see**: 3 bookings from "Parent Name" on that timeslot.
  </Accordion>

  <Accordion title="Parent wants different sessions for different kids">
    **Solution**: They book different timeslots as needed. No special setting required—this works by default.

    **Example**: Book 4pm for Johnny (beginner class), 5pm for Sarah (advanced class).
  </Accordion>

  <Accordion title="Kids signed up with their own emails instead of parent">
    **Problem**: You now have 3 separate accounts instead of 1 family account.

    **Solution**:

    1. Have the parent create their own account
    2. Sell the credit package to the parent account
    3. Parent books going forward
    4. The kid accounts can remain dormant or be used for in-app messaging

    <Warning>
      You cannot merge accounts or transfer credits between accounts. Prevent this by clearly communicating "Parents should register, not kids" during signup.
    </Warning>
  </Accordion>

  <Accordion title="Family runs out of credits mid-month">
    **Solution**: Parent purchases another credit package. New credits add to their existing balance immediately, and they can continue booking.
  </Accordion>

  <Accordion title="One child quits but others continue">
    **Solution**: No action needed. The parent simply books fewer sessions. Remaining credits stay in their account for the other children.
  </Accordion>
</AccordionGroup>

***

## Best practices for coaches with family clients

<CardGroup>
  <Card title="Label your forms clearly" icon="tag">
    Change "Email" to "Parent's Email" on registration forms to reduce kids signing up with their own accounts.
  </Card>

  <Card title="Size packages for families" icon="box">
    Offer 12, 16, or 20-credit packages alongside your standard 4-8 credit options.
  </Card>

  <Card title="Send reminders to parents" icon="bell">
    Session reminders go to the booking account (parent), ensuring they coordinate which child attends.
  </Card>

  <Card title="Track families with tags" icon="users">
    Tag parent accounts with "Family - 2 kids" or "Family - 3 kids" for quick identification.
  </Card>
</CardGroup>

***

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Can I limit how many times a parent can book the same slot?">
    Not directly per-parent. The "Allow athletes to book a timeslot more than once" permission is either on or off.

    However, you can use **Max athletes per time slot** to limit total capacity. If your group class holds 12 and one family books 3 spots, that leaves 9 for others.
  </Accordion>

  <Accordion title="Do credits expire for family accounts?">
    Credits follow your standard expiration rules (if any). There's no special treatment for family vs. individual accounts.
  </Accordion>

  <Accordion title="Can siblings share a subscription?">
    Yes. If a parent has a monthly subscription that grants 8 credits/month, they can use those 8 credits across all their children however they choose.
  </Accordion>

  <Accordion title="What if a parent wants separate tracking per child?">
    Add the children as family members under **Settings → Family** in the athlete portal. Bookings then go through a **Select Athlete** step, so each one is tied to a specific child while still sharing one Family Credits balance — no need for separate accounts or manual tracking.
  </Accordion>

  <Accordion title="How do refunds work for family bookings?">
    Same as individual bookings. If a parent cancels within your policy window, credits return to their shared balance. They can rebook for any child.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Credit System Overview" icon="coins" href="/payments/credits/credit-system-overview">
    Deep dive into how credits work
  </Card>

  <Card title="Limits & Permissions" icon="sliders" href="/scheduling/scheduler-settings-limits-and-permissions">
    All scheduler permission settings
  </Card>

  <Card title="Managing Credits" icon="wallet" href="/payments/credits/managing-athlete-credits">
    Add, adjust, and track athlete credits
  </Card>

  <Card title="Family Accounts" icon="people-roof" href="/athlete-portal/family-accounts">
    How parents add and manage family members themselves
  </Card>
</CardGroup>


# Calendar Analytics
Source: https://help.coachiq.io/scheduling/calendar-analytics

Track booking performance, fill rates, cancellation patterns, and coach utilization to optimize your schedule

<Info>
  **Where to find this**: Schedule → Calendar → Click the analytics icon (chart) in the top right
</Info>

## What you'll learn

Use Calendar Analytics to understand your booking patterns, identify underperforming schedulers, track coach utilization, and spot cancellation trends—all the data you need to optimize your schedule for maximum revenue.

<Frame>
  <img alt="Calendar Analytics panel showing booking insights, scheduler breakdown, and cancellation data" />
</Frame>

***

## Booking insights

The top section gives you a quick snapshot of your busiest and slowest periods.

### Most booked days

See which days of the week have the highest booking volume.

**Use this to:**

* Schedule important sessions on your busiest days (higher attendance likelihood)
* Identify days to run promotions for slower periods
* Plan your personal schedule around peak demand

### Most booked hours

Identify your peak booking times.

**Use this to:**

* Ensure you have availability during high-demand hours
* Consider premium pricing for peak times
* Staff appropriately for busy periods

### Slowest times

Find gaps in your schedule where demand is low.

**Use this to:**

* Run promotions or discounts for slow periods
* Consider reducing availability during low-demand times
* Target marketing for underutilized slots

***

## Scheduler breakdown

This table shows performance metrics for each of your schedulers.

| Column             | What It Shows                                    |
| ------------------ | ------------------------------------------------ |
| **Scheduler Name** | The name of each scheduler                       |
| **Bookings**       | Total number of bookings in the selected period  |
| **Capacity**       | Total available slots across all sessions        |
| **Fill Rate %**    | Percentage of available capacity that was booked |
| **Cancel Rate**    | Percentage of bookings that were canceled        |

### Reading the data

<AccordionGroup>
  <Accordion title="High fill rate, low cancel rate">
    **Example**: 95% fill rate, 5% cancel rate

    **What it means**: This scheduler is performing well. Demand is high and athletes are committed.

    **Action**: Consider raising prices or adding more availability.
  </Accordion>

  <Accordion title="Low fill rate">
    **Example**: 40% fill rate

    **What it means**: You have more capacity than demand for this scheduler.

    **Possible actions**:

    * Reduce availability (fewer time slots)
    * Lower price to increase demand
    * Improve marketing for this service
    * Consider discontinuing if consistently underperforming
  </Accordion>

  <Accordion title="High cancel rate">
    **Example**: 30%+ cancel rate

    **What it means**: Athletes are booking but frequently canceling.

    **Possible actions**:

    * Review and tighten cancellation policy
    * Send more reminders before sessions
    * Investigate if specific athletes are chronic cancelers
    * Check if the scheduler timing conflicts with common schedules
  </Accordion>

  <Accordion title="100% fill rate">
    **Example**: 100% fill rate every period

    **What it means**: You're fully booked—possibly leaving revenue on the table.

    **Action**: Add more availability or raise prices to balance demand.
  </Accordion>
</AccordionGroup>

***

## Coach breakdown

If you have multiple coaches, this section shows how bookings are distributed across your team.

| Column             | What It Shows                                      |
| ------------------ | -------------------------------------------------- |
| **Coach**          | Coach name and avatar                              |
| **Total Bookings** | Number of sessions booked with this coach          |
| **Total Capacity** | Total available slots for this coach               |
| **Fill Rate %**    | Percentage of the coach's capacity that was booked |

### Using coach data

**Identify top performers**: Coaches with high fill rates are in demand. Consider:

* Having them mentor other coaches
* Raising their session prices
* Giving them more availability

**Support underperformers**: Coaches with low fill rates may need:

* More training or development
* Better marketing/visibility
* Schedule adjustments to more popular times
* Review of athlete feedback

**Balance workload**: Ensure bookings are distributed fairly to prevent burnout and maintain quality.

***

## Cancellation insights

The bottom section highlights cancellation patterns to help you reduce no-shows and lost revenue.

### Top athletes for cancellations

Lists the athletes who cancel most frequently.

**How to use this**:

* Have a conversation with chronic cancelers about commitment
* Consider stricter cancellation policies for repeat offenders
* Investigate if there's a pattern (always cancels Mondays? Specific scheduler?)
* Decide if the athlete is a good fit for your business

### Top schedulers for cancellations

Shows which schedulers have the highest cancellation rates.

**Common causes of high scheduler cancellation rates**:

* **Inconvenient timing**: Sessions at awkward hours
* **Too far in advance**: Athletes forget about sessions booked weeks out
* **Wrong audience**: Scheduler attracting uncommitted athletes
* **Pricing mismatch**: Athletes booking then getting price shock

**Actions to take**:

* Review scheduler settings and timing
* Shorten the booking window (e.g., 14 days instead of 30)
* Add more reminders before sessions
* Require prepayment or deposits

***

## Filtering your data

Use the **date range selector** (top right) to view analytics for specific periods:

* **Last 7 days**: Recent performance snapshot
* **Last 30 days**: Monthly trends (default view)
* **Last 90 days**: Quarterly patterns
* **Custom range**: Specific dates for detailed analysis

<Tip>
  **Compare periods**: Check analytics for the same period across different months to identify seasonal patterns. Is summer slower? Do cancellations spike around holidays?
</Tip>

***

## Exporting data

Click **Export CSV** to download your analytics data for deeper analysis in spreadsheets.

**The export includes**:

* All scheduler metrics
* Coach performance data
* Cancellation statistics
* Date range included in filename

**Use exported data for**:

* Creating custom reports
* Tracking month-over-month trends
* Sharing with business partners
* Tax and business planning

***

## Taking action on insights

<CardGroup>
  <Card title="Low Fill Rates" icon="chart-line-down">
    **Problem**: Schedulers under 60% fill rate

    **Actions**:

    * Reduce available slots
    * Run targeted promotions
    * Adjust pricing
    * Improve marketing
  </Card>

  <Card title="High Cancellations" icon="calendar-xmark">
    **Problem**: Cancel rates over 20%

    **Actions**:

    * Tighten cancellation policy
    * Add confirmation reminders
    * Address chronic cancelers
    * Require deposits
  </Card>

  <Card title="Unbalanced Coaches" icon="users">
    **Problem**: One coach at 95%, others at 50%

    **Actions**:

    * Promote underbooked coaches
    * Adjust scheduling/availability
    * Review pricing parity
    * Cross-train for popular styles
  </Card>

  <Card title="Peak Time Gaps" icon="clock">
    **Problem**: High demand but limited availability at peak times

    **Actions**:

    * Add availability during peak hours
    * Implement premium pricing
    * Hire additional coaches
    * Create waitlists
  </Card>
</CardGroup>

***

## Related articles

<CardGroup>
  <Card title="Calendar Overview" icon="calendar" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your daily schedule
  </Card>

  <Card title="Scheduler Settings" icon="sliders" href="/scheduling/scheduler-settings-limits-and-permissions">
    Configure capacity and cancellation policies
  </Card>

  <Card title="Managing Credits" icon="coins" href="/payments/credits/managing-athlete-credits">
    Track credit usage and balances
  </Card>
</CardGroup>


# Calendar: Your Scheduling Command Center
Source: https://help.coachiq.io/scheduling/calendar-overview-and-navigation

Master calendar views, filtering, and navigation to manage all your sessions, bookings, and athletes efficiently.

<Info>
  **Where to find this**: Schedule → Calendar
</Info>

<Frame>
  <img alt="CoachIQ calendar overview showing monthly schedule with booked sessions" />
</Frame>

## What you'll accomplish

Master the CoachIQ calendar to visualize your entire schedule, quickly find bookings, manage participants, and prevent conflicts. The calendar is your daily hub for seeing who's training when, what's booked, and where you have availability.

<Check>
  **Success**: You can switch between views, use filters to find specific sessions, navigate dates efficiently, and take quick actions without leaving the calendar.
</Check>

## Calendar in the native admin app

The current native app includes **Day**, **Week**, **Month**, and **List** views. Tap a session to see its time, duration, location, coaches, and participants, matching the desktop session details.

Use the session detail controls to open its editors, add participants, prepare a message, or update attendance. Attendance changes remain saved when you reopen the session. See [Checking in athletes](/scheduling/checking-in-athletes).

## Saved views and open availability

For a screenshot walkthrough, see [Saved calendar views and open availability](/scheduling/saved-calendar-views).

Use the view chips above the calendar to switch between saved configurations. **All sessions** returns to your normal schedule.

1. Open **Show** and choose **Open availability only** to hide booked sessions and show openings.
2. Choose the opening types you need: **Coaches**, **Resources**, **Locations**, or **Other schedulers**. Use the schedule filters and date controls to narrow the results.
3. Choose **+ Save view**, give the view a name, and save it. Use **Manage views** to manage your saved views.

Openings appear as empty session cards without participant avatars. Resource openings represent unrented resources. They are availability, not confirmed bookings or reservations.

For a large schedule, start with a week or a smaller selection of schedulers. If the calendar asks for a shorter range or fewer schedulers, narrow the request and retry. Use the timezone control to review times in the appropriate zone.

## Understanding the calendar vs. schedulers

Before diving in, clarify the distinction between schedulers and the calendar:

| Schedulers                          | Calendar                              |
| ----------------------------------- | ------------------------------------- |
| **Templates** for bookable sessions | **Visual display** of actual bookings |
| Where you configure services        | Where you see booked sessions         |
| Set availability, pricing, rules    | View who's booked when                |
| Athletes book FROM schedulers       | Results appear ON calendar            |

**Think of it like**:

* **Schedulers** = Your menu of services available for booking
* **Calendar** = Your daily planner showing confirmed appointments

**Example flow**:

1. Create "60-Min Private Training" scheduler
2. Athlete books Tuesday 3pm from that scheduler
3. Booking appears on your calendar for Tuesday 3pm

***

## The four calendar views

CoachIQ offers four distinct views, each optimized for different tasks. All four were rebuilt for large schedules: the date bar and time column stay pinned while you scroll in Week and Day view, session cards carry the same details in every view, and the calendar works down to phone and tablet widths.

Every session card, in every view, shows the same details: session name, time, participant initials, the **coach** running it, and any attached **resources** (the cage, court, or room), so you can see who is running a session and where without clicking into it.

### Day View

**Best for**: Detailed hourly management, checking specific day logistics

**What you see**:

* Hour-by-hour grid for the selected day, with the time column pinned on the left as you scroll
* All sessions as fixed-width cards; sessions at the same time sit side by side and the grid scrolls horizontally when they do not fit
* Participant initials in each session
* Session names, coach, and resources
* Color-coded by scheduler

**When to use**:

* Morning prep: "What's happening today?"
* Detailed planning: "Can I fit one more session at 4pm?"
* Participant verification: "Who's in my 3pm session?"

**Navigation**:

* Click date picker to choose specific day
* Use arrows to move day-by-day
* Click "Today" to jump to current day

<Frame>
  <img alt="CoachIQ calendar day view showing hourly session grid with participant initials" />
</Frame>

<Tip>
  **Pro tip**: Day view is your morning ritual. Open it each morning to see the day's lineup, verify participants, and mentally prepare for sessions.
</Tip>

***

### Week View

**Best for**: Weekly planning, pattern recognition, capacity management

**What you see**:

* 7-day grid (Sunday - Saturday) with the date bar pinned at the top and the time column pinned on the left while you scroll in either direction
* All sessions across the week as cards; columns are fixed-width and scroll horizontally so long session names and several participants still fit
* Participant initials, coach, and resources per session
* When a time cell holds more sessions than fit, hover it to reveal the rest
* Visual distribution of workload
* Color patterns by scheduler type

**When to use**:

* Weekly planning: "How's my week looking?"
* Capacity analysis: "Am I overbooked on Wednesday?"
* Pattern spotting: "Why are Thursdays always light?"
* Staff coordination: "Can we balance sessions across coaches?"

**Visual insights**:

* **Dense columns** = Busy days requiring energy management
* **Light columns** = Opportunity for marketing or admin time
* **Color variety** = Good service mix vs. repetitive schedule

<Frame>
  <img alt="CoachIQ calendar week view displaying seven-day session grid with color-coded bookings" />
</Frame>

<Tip>
  **Weekly review ritual**: Every Sunday evening or Monday morning, review week view to:

  1. Identify your busiest days
  2. Plan energy accordingly
  3. Spot gaps for additional bookings
  4. Prepare mentally for the week ahead
</Tip>

***

### Month View

**Best for**: Long-term planning, trend analysis, capacity forecasting

**What you see**:

* Full-month calendar grid, with the trailing and leading days of the neighbouring months shown faintly for context
* Session count circle on each day
* Session cards with participant initials, coach, and resources
* High-level booking patterns
* Busy vs. slow periods

**When to use**:

* Monthly planning: "How booked am I next month?"
* Trend identification: "Which weeks are typically slow?"
* Vacation planning: "When can I take time off?"
* Marketing timing: "When should I push for more bookings?"

**Visual indicators**:

* **Number count**: How many sessions that day (e.g., "5" = 5 sessions)
* **Participant bubbles**: Shows athlete initials for first few bookings
* **Color density**: More sessions = darker/fuller appearance

**Clicking a day**: Opens that day's sessions in detail view

<Frame>
  <img alt="CoachIQ calendar month view showing session counts and booking density per day" />
</Frame>

<Note>
  **Capacity planning insight**: Month view helps you identify booking patterns. Notice all your Mondays are full but Fridays are empty? Adjust availability or marketing accordingly.
</Note>

***

### List View

**Best for**: Detailed session information, administrative tasks, reporting

**What you see**:

* Chronological list of all bookings, grouped under a header row for each day
* Three filter tabs: **Upcoming**, **Canceled**, **Past**
* A fixed table header, and the current day's header pins to the top as you scroll (Monday pins, then Tuesday takes over)
* Today highlighted
* Detailed information per session:
  * Athletes (stacked avatars for group sessions)
  * Time (the date is in the day header)
  * Duration
  * Session/scheduler name, coach, and resources

The List view works down to phone and tablet widths, so it is the view to use on a mobile browser.

**When to use**:

* Reviewing specific athletes: "Show me all John's upcoming sessions"
* Finding past sessions: "What did we do on August 15?"
* Analyzing cancellations: "How many cancellations this month?"
* Administrative tasks: "List all sessions for billing review"

**Tab functionality**:

<Tabs>
  <Tab title="Upcoming">
    **Shows**: All future sessions not yet occurred

    **Use for**:

    * Daily prep: "Who's training this week?"
    * Verification: "Confirm athlete has correct sessions booked"
    * Planning: "What's my load over next 2 weeks?"

    **Sort**: Chronological (earliest first)
  </Tab>

  <Tab title="Canceled">
    **Shows**: All sessions that were canceled (by you or athlete)

    **Use for**:

    * Analyzing patterns: "Who cancels frequently?"
    * Rebooking: "Can I fill this canceled slot?"
    * Refund verification: "Were credits refunded properly?"
    * Policy evaluation: "Is my cancellation policy working?"

    **Information includes**: Cancellation timestamp, who canceled, if credits refunded
  </Tab>

  <Tab title="Past">
    **Shows**: All completed sessions

    **Use for**:

    * Record keeping: "How many sessions with Sarah this month?"
    * Billing reconciliation: "Verify all sessions were paid"
    * Progress tracking: "How often is John training?"
    * Historical reference: "When did we last do X workout?"

    **Sort**: Reverse chronological (most recent first)
  </Tab>
</Tabs>

<Frame>
  <img alt="CoachIQ calendar list view showing upcoming bookings with athlete names and details" />
</Frame>

## Understanding visual elements

The calendar uses visual indicators to convey information quickly.

### Color coding

**Sessions are color-coded by scheduler type**:

* Each scheduler has a distinct color (teal, purple, blue, green, etc.)
* Colors help you distinguish session types at a glance
* Consistent across all calendar views

**Example**:

* **Teal** = Rising Stars Class
* **Purple** = Elite Class
* **Blue** = Shooting Lab
* **Green** = Open Gym

**Why this matters**: Quickly spot session distribution

* "All my sessions today are Elite (purple) - high intensity day"
* "Good mix of colors this week - balanced service delivery"
* "Only seeing one color - am I offering enough variety?"

<Tip>
  **Visual scheduling strategy**: Use color patterns to balance your week. Avoid scheduling all high-intensity (one color) sessions in one day. Spread colors (session types) for energy management.
</Tip>

***

### Coach and resources

Each session card names the coach assigned to that occurrence and lists its attached resources, in Month, Week, and Day view alike. Use them to answer "who has the 4 pm?" and "is Cage 2 free at 5?" without opening the session. With a scheduler on **Use first available**, the card shows the specific resource that booking reserved. Details on how resources are assigned: [Resources](/scheduling/resources).

### Participant initials

**What you see**: Athlete initials displayed in session blocks (AS, KW, WB, TG, etc.)

**Format**:

* Individual sessions: Shows single athlete's initials
* Group sessions: Shows multiple initials
* Overflow: Shows "+X more" when too many to display

**Examples**:

* `AS` = Single athlete (Alex Smith)
* `AS, KW, WB` = 3 athletes in group session
* `AS, KW, WB, TG (+2)` = 6 athletes total, showing first 4 + indicator for 2 more

**Why initials matter**:

* Quick participant verification without clicking
* Spot familiar athletes across multiple sessions
* Identify group dynamics at a glance

**Use case**: "I see 'AS' in three different sessions this week - Alex is training hard!"

***

### Capacity display

**Two different formats depending on context**:

<Tabs>
  <Tab title="Coach/Admin View (X/Y format)">
    **Format**: `4/10 Participants`

    **Meaning**: 4 athletes booked out of 10 total capacity

    **Where shown**:

    * Session detail modal (when you click on a session)
    * Admin management screens
    * Your internal calendar views

    **Example**: `6/12 Participants` = 6 booked, 12 capacity, 6 spots remaining

    **Quick math**: Total capacity minus booked = available spots
  </Tab>

  <Tab title="Athlete View (Remaining format)">
    **Format**: `9 slots remaining`

    **Meaning**: 9 spots still available for booking

    **Where shown**:

    * Athlete booking flow
    * Public-facing schedulers
    * Time slot selection screens

    **Visual states**:

    * `9 slots` = Plenty of room (appears normal)
    * `2 slots` = Getting full (may show warning color)
    * `0 slots` = Full (grayed out, can't book)

    **Why different format**: Athletes care about "can I book?" not "how many are already in."
  </Tab>
</Tabs>

**Visual example in calendar**:

* Session shows `AS, KW, WB, TG` = 4 initials visible
* Click session → Modal shows `4/10 Participants`
* Athlete sees booking page → Shows `6 slots remaining`
* All three formats describe the same session!

***

## The filtering system

Filters help you find specific bookings quickly in busy schedules.

### Available filters

**Location**: Top-right of calendar interface

**Four filter categories**:

<Steps>
  <Step title="Athlete(s) Filter">
    **Options**:

    * **All** = Show sessions for all athletes (default)
    * **Individual athletes** = Select specific athlete(s)

    **When to use**:

    * Check specific athlete's schedule: "Show me only Sarah's sessions"
    * Verify booking: "Did John's Tuesday session go through?"
    * Athlete coordination: "When is Emma training this week?"

    **Multi-select**: You can select multiple athletes to see just their sessions

    **Example**: Filter to "John" and "Sarah" to see only their combined schedules
  </Step>

  <Step title="Schedulers Filter">
    **Options**:

    * **All Schedulers** = Show all session types (default)
    * **Individual schedulers** = Select specific scheduler(s)

    **When to use**:

    * Focus on specific service: "Show me only Private Training sessions"
    * Analyze scheduler popularity: "How booked is Elite Class?"
    * Service planning: "How many group classes this week?"

    **Example**: Filter to "Rising Stars Class" to see all Rising Stars sessions across calendar

    <Tip>
      **Scheduler analysis**: Filter to one scheduler, switch to week view. Quickly see booking patterns for that specific service type.
    </Tip>
  </Step>

  <Step title="Coaches Filter">
    **Options**:

    * **All Coaches** = Show sessions for all coaches (default)
    * **Individual coaches** = Select specific coach

    **When to use** (multi-coach businesses):

    * Check individual coach workload: "How many sessions does Mike have?"
    * Balance scheduling: "Sarah has 30 sessions, David only has 10"
    * Coach-specific planning: "When can Sarah take vacation?"

    **Solo coaches**: This filter is less useful if you're the only coach

    **Example**: Filter to "Coach Mike" to see only his assigned sessions
  </Step>

  <Step title="Timezone Filter">
    **Options**: PST, EST, CST, MST, and other timezones

    **When to use**:

    * Virtual training across time zones
    * Multi-location businesses
    * Travel coordination

    **Default**: Your account timezone setting

    **Example**: You're in PST but have East Coast virtual clients. Switch to EST to see their local times.

    <Warning>
      **Timezone confusion alert**: Always verify which timezone you're viewing. Booking at wrong timezone causes no-shows and frustration.
    </Warning>
  </Step>
</Steps>

***

### Filter combinations

**Power of combining filters**:

You can use multiple filters simultaneously for laser-focused views:

**Example combinations**:

<AccordionGroup>
  <Accordion title="Scenario 1: Check specific athlete's private training">
    **Filters**:

    * Athlete: "Sarah Johnson"
    * Scheduler: "Private Training"

    **Result**: Only Sarah's private training sessions appear

    **Use case**: "How many private sessions has Sarah completed this month?"
  </Accordion>

  <Accordion title="Scenario 2: Review one coach's group classes">
    **Filters**:

    * Coach: "Mike"
    * Scheduler: "Group Class"

    **Result**: Only Mike's group classes appear

    **Use case**: "Is Mike's group class capacity being utilized well?"
  </Accordion>

  <Accordion title="Scenario 3: Virtual training analysis">
    **Filters**:

    * Scheduler: "Virtual Training"
    * Timezone: "EST"

    **Result**: Only virtual sessions displayed in EST time

    **Use case**: "What's my virtual training schedule look like to East Coast clients?"
  </Accordion>

  <Accordion title="Scenario 4: Multi-athlete coordination">
    **Filters**:

    * Athletes: "John" + "Emma" + "Alex" (multi-select)

    **Result**: Combined schedule for those three athletes

    **Use case**: "Can I schedule a small group session with these three athletes? When are they all available?"
  </Accordion>
</AccordionGroup>

***

### Clearing filters

**To return to full calendar view**:

1. Click filter dropdown
2. Select "All" option
3. Or click any active filter badge and click X

**Visual indicator**: Active filters show as badges/pills near filter dropdowns

**Quick clear**: Look for "Clear all filters" or click "All" in each dropdown

<Note>
  **Filter persistence**: Some systems remember your last filter settings between sessions. Others reset to "All" when you reload the page.
</Note>

***

## Navigating dates

Move through your calendar efficiently with navigation controls.

### Date picker

**What it is**: Calendar icon or date display at top of calendar

**How to use**:

1. Click date picker/calendar icon
2. Mini calendar pops up
3. Select specific date
4. Calendar jumps to that date

**When to use**:

* Jump to future date: "What's happening three weeks from now?"
* Check past date: "What did we do on August 15?"
* Skip ahead: "Show me the week of October 15"

**Pro tip**: Faster than clicking through week-by-week with arrows

***

### Previous/Next navigation

**What it is**: Arrow buttons (← →) next to date display

**Function**:

* **Left arrow (←)**: Previous period (day/week/month depending on view)
* **Right arrow (→)**: Next period

**View-specific behavior**:

* Day view: Moves 1 day at a time
* Week view: Moves 1 week at a time
* Month view: Moves 1 month at a time

**When to use**: Sequential browsing, looking at adjacent days/weeks

***

### Jump to today

**What it is**: "Today" button (usually near date display)

**Function**: Instantly returns to current day regardless of where you were

**When to use**:

* You've navigated far into future/past: "Get me back to today"
* Quick reset after exploring different dates
* Rapid return to current context

**Keyboard shortcut** (if available): Some systems support "T" key for "Today"

<Tip>
  **Daily workflow**: Start every day by clicking "Today" to orient yourself to the current day's schedule.
</Tip>

***

## Quick actions from calendar

Perform common tasks directly from the calendar interface.

### Book Session button

**Location**: Top-right corner of calendar

**Function**: Opens booking builder to create new session

**Use cases**:

* Manual booking: "Client called, need to add them for Tuesday 3pm"
* Fill gaps: "I have a 2pm opening, let me book someone"
* Recurring sessions: Create multi-week booking patterns

**Workflow**:

1. Click "Book Session"
2. Select client
3. Choose scheduler
4. Pick date & time
5. Confirm booking
6. Appears immediately on calendar

**Alternative**: You can also book by clicking on empty time slot (if enabled)

<Frame>
  <img alt="Book Session button in calendar interface" />
</Frame>

***

### Click session for details

**Action**: Click any session block in calendar

**Opens**: Session detail modal/panel

**Information displayed**:

* Session name and scheduler type
* Date, time, duration
* Participants (with capacity: 4/10)
* Coach assigned
* Resources reserved
* Location

**Quick Add a coach or resource**: if the occurrence has no coach or is missing a resource, add one right here from the click view. The coach or resource is attached to this occurrence only, so a one-off cover coach or an extra cage for a busy night does not change the scheduler. To change every future occurrence, edit the scheduler's **Coaches** or **Resources** section instead.

**Available actions**:

<Tabs>
  <Tab title="Add Participants">
    **Function**: Add more athletes to this session

    **When available**: Session has remaining capacity

    **Workflow**:

    1. Click "Add Participants"
    2. Search for athlete by name/email
    3. Select athlete(s)
    4. Choose credit redemption or payment
    5. Add to session
    6. Athlete receives confirmation

    **Use case**: "This group class has 3 spots left, let me add a few more athletes"

    <Note>
      **Capacity check**: System prevents adding more athletes than max capacity allows.
    </Note>
  </Tab>

  <Tab title="Send Message">
    **Function**: Message all participants in this session

    **When to use**:

    * Session update: "We're moving to outdoor field today"
    * Reminder: "Don't forget to bring resistance bands"
    * Prep: "Review last week's video before today's session"
    * Cancellation: "Sorry, I'm sick - session canceled"

    **Workflow**:

    1. Click "Send Message to All"
    2. Compose message
    3. Choose delivery: SMS, email, in-app (or all)
    4. Send
    5. All participants receive notification

    **Recipient list**: Automatically includes all confirmed participants

    <Tip>
      **Group communication**: This is the fastest way to message all athletes in a specific session without manually selecting each one.
    </Tip>
  </Tab>

  <Tab title="Move / Edit / Cancel Session">
    **Function**: Change the occurrence or cancel it entirely

    **Edit options**:

    * **Move Session** (header): move the whole occurrence, with every booking, coach, and resource, to a new date and time. See [Move an entire session](/scheduling/editing-rescheduling-bookings#move-an-entire-session)
    * **Duration → Edit**: change the length of this occurrence without changing its start
    * **Location → Edit** and **Coaches → Edit**
    * Add/remove participants

    **Cancel options** (red trash icon in the header, opens **Cancel Session**):

    * Cancel the entire occurrence and every booking on it
    * Choose whether to refund credits
    * Notify participants by Announcement, SMS, or In-app message. See [Cancel an entire session](/scheduling/canceling-bookings#cancel-an-entire-session-from-the-calendar)

    **Use case**: "I need to reschedule Tuesday's session to Thursday"

    <Warning>
      **Cancellation impact**: Canceling sessions affects athletes' plans. Provide as much notice as possible and clear communication about refunds/rescheduling.
    </Warning>
  </Tab>
</Tabs>

***

## Common calendar questions

<AccordionGroup>
  <Accordion title="Why don't I see a session I created?">
    **Possible causes**:

    1. **Active filters**: You filtered by athlete/scheduler and this session doesn't match
       * **Fix**: Clear all filters (select "All")
    2. **Wrong date range**: Session is outside your currently viewed dates
       * **Fix**: Use date picker to jump to session date
    3. **Wrong view**: Session exists but hard to see in month view
       * **Fix**: Switch to Day or Week view for that date
    4. **Not yet booked**: You created a scheduler but no one has booked yet
       * **Fix**: Calendar only shows actual bookings, not availability

    **Quick diagnostic**: Clear all filters → Jump to "Today" → Switch to Week View
  </Accordion>

  <Accordion title="How do I see my availability, not just bookings?">
    **Important**: Calendar shows BOOKINGS (actual scheduled sessions with athletes), not your availability windows

    **To see availability**:

    * Go to Schedule → Schedulers
    * View availability templates
    * Or check scheduler settings for availability schedule

    **Why separate**: Calendar = confirmed appointments. Availability = when you're bookable.

    **Analogy**: Calendar shows confirmed appointments. Schedulers show when your office is open.
  </Accordion>

  <Accordion title="Can I color-code by coach instead of scheduler?">
    **Current limitation**: CoachIQ calendar typically color-codes by scheduler type, not by coach

    **Workaround**:

    * Use coach filter to isolate one coach
    * Their sessions appear in their assigned color
    * Switch between coach filters to check each coach individually

    **Multi-coach facilities**: Request this feature from CoachIQ support if needed for your operation
  </Accordion>

  <Accordion title="What do the numbers on month view mean?">
    **The number** = Total sessions that day

    **Examples**:

    * `3` = 3 sessions scheduled that day
    * `7` = 7 sessions scheduled that day
    * No number = No sessions

    **Additional info**: Below the number, the day's session cards show participant initials, coach, and resources

    **Click the day** to see full session details in Day View
  </Accordion>

  <Accordion title="How do I print or export my calendar?">
    **Printing**:

    1. Choose your desired view (Week or Month works best)
    2. Apply any filters needed
    3. Use browser print function (Ctrl+P or Cmd+P)
    4. Adjust print settings as needed

    **Exporting**: Check if CoachIQ offers:

    * CSV export of bookings
    * Calendar feed (iCal format)
    * Integration with Google Calendar or Apple Calendar

    **List View advantage**: Best for printing detailed session lists for administrative records
  </Accordion>

  <Accordion title="Why does an athlete appear in multiple sessions simultaneously?">
    **This should NOT happen**: System prevents athletes from double-booking

    **If you see this**:

    1. Check if same athlete or different athletes with similar names/initials
    2. Verify both sessions are actually confirmed (not one in "pending" state)
    3. Check for timezone issues causing display confusion
    4. Contact support - this is a potential conflict needing resolution

    **Prevention**: System typically blocks overlapping bookings for same athlete
  </Accordion>

  <Accordion title="Can I use the calendar on my phone?">
    Yes. The calendar, including the **List** view with its pinned day headers, works at phone and tablet widths in a mobile browser. For the fastest check-ins and day-of changes on a phone, use List view for today and open sessions from there.
  </Accordion>
</AccordionGroup>

***

## Troubleshooting calendar display

### Sessions not appearing

**Checklist**:

* Clear all filters (select "All" in each dropdown)
* Verify correct date range (use date picker)
* Try different view (Day, Week, Month, List)
* Hard refresh browser (Ctrl+Shift+R or Cmd+Shift+R)
* Check if session was actually booked (vs. just scheduler created)

**Common culprit**: Active filter hiding the session you're looking for

***

### Wrong times showing

**Possible causes**:

1. **Timezone mismatch**: Calendar showing different timezone than expected
   * **Fix**: Check timezone filter, ensure correct timezone selected
2. **Browser timezone**: Your computer/browser timezone doesn't match account
   * **Fix**: Verify account settings match your actual location
3. **Daylight Saving Time**: During DST transitions, times may shift
   * **Fix**: Verify session times are correct in session detail modal

***

### Colors are confusing

**If you can't distinguish scheduler types**:

1. Click on sessions to see scheduler name in detail modal
2. Use scheduler filter to isolate one type at a time
3. Create a color key legend for yourself
4. Request CoachIQ support to adjust colors if accessibility issue

***

### Participant initials unclear

**If initials don't make sense** (overlapping, cut off, too many):

* Click session for full participant list in modal
* Use List View for detailed participant information
* Filter by specific athlete to see their sessions clearly

**More sessions than fit in a Week cell**: hover the cell to reveal the rest, or switch to Day view for that date

***

## Calendar best practices

<Tip>
  **Daily ritual**: Start each coaching day with this 2-minute calendar routine:

  1. Click "Today"
  2. Day View - Review today's lineup
  3. Week View - Preview tomorrow
  4. Filter by each athlete - Verify their schedules
  5. Mental prep for the day

  This simple routine prevents no-shows, booking errors, and scheduling surprises.
</Tip>

<Tip>
  **Weekly planning**: Every Sunday evening or Monday morning:

  1. Week View for upcoming week
  2. Identify busy vs. light days
  3. Plan energy management accordingly
  4. Spot opportunities for additional bookings
  5. Review capacity utilization by filtering each scheduler

  Better planning = better performance = better athlete results.
</Tip>

<Tip>
  **Monthly business review**: First day of new month:

  1. Month View for previous month
  2. Compare booking density to goals
  3. Filter by each scheduler - Which are popular? Which are underutilized?
  4. Analyze cancellation tab for patterns
  5. Adjust marketing, pricing, or availability based on data

  Data-driven decisions beat gut feeling every time.
</Tip>

<Tip>
  **Filter efficiency**: Create "favorite filter combinations" for routine tasks:

  * **Morning check**: Filter by today, all athletes, all schedulers
  * **Athlete review**: Filter by specific athlete, all time
  * **Service analysis**: Filter by specific scheduler, month view
  * **Coach balance** (multi-coach): Filter by each coach, week view

  Standardize your filter workflows to save time daily.
</Tip>

***

## Next steps

<CardGroup>
  <Card title="Managing Conflicts" icon="triangle-exclamation" href="/scheduling/managing-availability-for-multiple-coaches">
    Understand and resolve scheduling conflicts efficiently
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes directly from calendar
  </Card>

  <Card title="Booking Management" icon="calendar-check" href="/scheduling/editing-rescheduling-bookings">
    Edit, reschedule, or cancel existing bookings
  </Card>

  <Card title="Creating Schedulers" icon="sliders" href="/scheduling/creating-your-first-scheduler">
    Create bookable schedulers that appear on calendar
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Understanding Schedulers" icon="question-circle" href="/scheduling/what-are-schedulers">
    Clarify scheduler vs. calendar concepts
  </Card>

  <Card title="Availability Setup" icon="calendar-check" href="/scheduling/create-your-availability">
    Configure when you're available for booking
  </Card>

  <Card title="Blackout Days" icon="ban" href="/scheduling/setting-black-out-dates">
    Block unavailable dates on calendar
  </Card>

  <Card title="Multi-Coach Management" icon="users" href="/scheduling/managing-availability-for-multiple-coaches">
    Coordinate multiple coaches on one calendar
  </Card>

  <Card title="Athlete Booking Flow" icon="mobile" href="/scheduling/book-your-first-session">
    Understand how bookings appear on your calendar
  </Card>

  <Card title="Scheduler Settings" icon="tools" href="/scheduling/scheduler-settings-limits-and-permissions">
    Fix common calendar display issues
  </Card>
</CardGroup>

***

<Info>
  **Questions about calendar functionality?** Our support team can help you optimize your calendar workflow and resolve any display issues. [Contact Support](https://support.coachiq.com)
</Info>


# Canceling Bookings: Process and Outcomes
Source: https://help.coachiq.io/scheduling/canceling-bookings

Quick guide to canceling sessions, understanding credit refunds, and managing cancellation notifications

<Info>
  **Quick navigation**: Schedule → Calendar → Click session → trash (**Cancel Session**) or cancel a single booking
</Info>

## Who can cancel bookings?

<Tabs>
  <Tab title="Admins & Coaches">
    **Full cancellation control:**

    * Cancel any booking at any time
    * Cancel single sessions or entire recurring patterns
    * Override cancellation policies
    * No restrictions

    **Use cases**: Schedule conflicts, coach illness, facility issues, athlete requests
  </Tab>

  <Tab title="Athletes">
    **Limited by your cancellation policy:**

    * Can only cancel their own bookings (if product allows)
    * Subject to time restrictions (e.g., 24-hour notice)
    * May lose credits based on policy
    * Cannot cancel past sessions

    **Access**: Through athlete portal/app or booking confirmation link
  </Tab>
</Tabs>

***

## Controlling whether athletes can cancel

You can enable or disable athlete self-cancellation on a per-scheduler basis. When disabled, only coaches and admins can cancel bookings — athletes must contact you directly.

Find this in your scheduler under **Settings → Booking Rules → Allow athletes to cancel**.

You can also control whether credits are refunded on cancellation with the **Refund credits used on cancelation** toggle in the same section. See [Scheduler Settings: Limits and Permissions](/scheduling/scheduler-settings-limits-and-permissions) for all Booking Rules options.

***

## How to cancel a booking

<Steps>
  <Step title="Find the booking">
    **Two ways to access:**

    1. **From Calendar**: Schedule → Calendar → Click the booking
    2. **From Athlete Profile**: People → Clients → Select athlete → Upcoming Bookings

    Choose whichever is most convenient.
  </Step>

  <Step title="Open booking details">
    Click on the specific booking to open the details panel.

    <Frame>
      <img alt="Session detail modal showing booking participants and actions" />
    </Frame>

    You'll see:

    * Athlete name and participants list
    * Session time/date
    * Scheduler type
    * Action buttons including **Send Message to All**
  </Step>

  <Step title="Click 'Cancel'">
    Look for the **Cancel** button (usually red or in actions menu).

    Click it to initiate cancellation.

    <Note>
      Note: Before cancelling be sure to notify your clients of cancellation and your reason. Look for the Send Message to All button to message all participants in a session.
    </Note>
  </Step>

  <Step title="Confirm cancellation">
    System asks for confirmation to prevent accidental cancellations.

    Note: If a client booked with a credit the system will prompt you to refund the credit to their account or not.

    <Frame>
      <img alt="CoachIQ cancellation confirmation dialog with credit refund option" />
    </Frame>

    **Cancel** to complete the cancellation.

    <Check>
      **Booking canceled!** Session removed from calendar, athlete notified, credits handled per policy.
    </Check>
  </Step>
</Steps>

## Cancel an entire session from the calendar

Use this when you need to close the whole occurrence (every participant) in one step — for example coach illness or a facility conflict — instead of canceling each booking one by one.

Where to find this: **Schedule → Calendar → click the session**

### Open Cancel Session

On the session click view, the header shows **Move Session** and a red trash icon. Click the trash icon.

That opens **Cancel Session**.

### What Cancel Session does

The dialog warns that this closes the occurrence so it cannot be booked again and cancels every current participant booking. It also shows how many participants will be canceled.

### Notify participants (optional)

**Notify participants** is on by default (recipient count shown). Choose channels:

* **Announcement**
* **SMS**
* **In-app message** (pre-checked)

### Message

The **Message** field is prefilled with the canceled session name, day, and time. Edit it to add a personal note.

### Keep Session or Cancel Session

* **Keep Session** — close without canceling
* **Cancel Session** — confirm and cancel the occurrence

Credit refund prompts can appear when participants used credits. Free sessions may not show credit controls.

***

## Canceling many separate sessions

To cancel many different calendar days (for example a full week of unrelated sessions), open each session and use **Cancel Session**, or cancel individual bookings as above. Filter the calendar to the date range you need to move faster.

***

## What happens when you cancel?

<CardGroup>
  <Card title="Calendar Updates" icon="calendar-alt">
    **Immediate changes:**

    * Booking removed from your calendar
    * Time slot becomes available again
    * Athlete's calendar updated
    * Capacity opens up (for group sessions)
  </Card>

  <Card title="Notifications Sent" icon="bell">
    **Who gets notified:**

    * Athlete receives cancellation email/SMS
    * You receive confirmation
    * Any followers/coaches assigned to session

    **Message includes**: Canceled session details
  </Card>

  <Card title="Credit Handling" icon="coins">
    **Depends on your policy:**

    * **With proper notice**: Credits refunded
    * **Late cancellation**: Credits forfeited
    * **Free sessions**: No credit impact

    See credit policies section below.
  </Card>

  <Card title="Recurring Bookings" icon="repeat">
    **For recurring sessions:**

    * Canceling ONE occurrence: Only that session canceled
    * Canceling ENTIRE pattern: All future sessions removed
    * Already-completed sessions: Unaffected

    See [Recurring Bookings](/scheduling/recurring-bookings) for details.
  </Card>
</CardGroup>

***

## Cancellation scenarios and outcomes

<AccordionGroup>
  <Accordion title="Coach cancels with advance notice">
    **Scenario**: You cancel athlete's session 48 hours in advance

    **What happens:**

    * ✅ Booking removed from calendar
    * ✅ Athlete notified immediately
    * ✅ Credits refunded (if credit-based)
    * ✅ Athlete can rebook another time
    * ✅ Professional courtesy maintained

    **Best practice**: Offer alternative times in cancellation message

    **Example message**: "Hi Jake, need to cancel Tuesday's session due to facility maintenance. Can we reschedule for Wednesday 5pm or Thursday 6pm?"
  </Accordion>

  <Accordion title="Coach cancels last-minute">
    **Scenario**: You cancel session on same day (emergency)

    **What happens:**

    * ✅ Booking removed
    * ✅ Athlete notified
    * ✅ Credits refunded (coach cancellations typically refund regardless of timing)
    * ⚠️ May impact athlete satisfaction

    **Best practice**:

    * Call/text athlete directly (don't rely only on auto-notification)
    * Offer priority rebooking
    * Consider offering extra session or discount for inconvenience

    **Example**: "Jake, I'm so sorry but I'm sick and need to cancel today's 6pm session. Credits fully refunded. Can I offer you a free 15-min extension on your next session?"
  </Accordion>

  <Accordion title="Athlete cancels with proper notice">
    **Scenario**: Athlete cancels 24+ hours before session (within your policy)

    **What happens:**

    * ✅ Booking removed
    * ✅ You're notified
    * ✅ Credits refunded to athlete
    * ✅ Time slot opens for other bookings
    * ✅ No penalty

    **Coach action needed**: None (system handles automatically)

    **Optional**: Send quick confirmation message acknowledging cancellation
  </Accordion>

  <Accordion title="Athlete cancels late (violates policy)">
    **Scenario**: Athlete cancels with only 6 hours notice (policy requires 24 hours)

    **What happens:**

    * ✅ Booking removed
    * ❌ Credits NOT refunded (forfeited per policy)
    * ✅ You're notified
    * ⚠️ Time slot might be too late to fill

    **Coach decision points**:

    * **Strict enforcement**: No refund, credits lost
    * **One-time courtesy**: Manually refund credits, warn about future
    * **Consider circumstances**: Legit emergency? Offer flexibility
    * **Edit Scheduler:** Adjust your minimum cancellation notice to your policy to avoid cancellation through the system

    **Example strict message**: "Hi Sarah, I see you canceled today's session. Per our 24-hour policy, the credit has been forfeited. Please make sure to cancel earlier next time!"

    **Example flexible message**: "Hi Sarah, I see you canceled today's session last-minute. I'll refund the credit this time as a courtesy, but please note our 24-hour cancellation policy for future sessions."
  </Accordion>

  <Accordion title="Athlete no-shows">
    **Scenario**: Athlete doesn't show up and doesn't cancel

    **What happens:**

    * ✅ Session time passes
    * ❌ Credits NOT refunded (forfeited)
    * ⚠️ Wasted time slot
    * ⚠️ Potential revenue loss

    **Coach action required**:

    2. Message athlete/parent to check in
    3. Enforce no-show policy
    4. Consider pattern (multiple no-shows = conversation needed)

    **Example message**: "Hey Chris, I noticed you didn't make it to today's 5pm session. Everything okay? Per our policy, the credit has been used."
  </Accordion>

  <Accordion title="Canceling group session with participants">
    **Scenario**: You need to cancel a group class with 8 athletes booked

    **What happens:**

    * ✅ All athletes can be notified at once
    * ✅ Credits refunded to all participants
    * ✅ Full capacity opens up

    **Best practice**:

    * Send group message explaining cancellation
    * Offer alternative date/time
    * Consider posting on social media if you have regular group classes

    **Example**: "Hey team, tonight's 6pm bootcamp is canceled due to weather. Rescheduled for tomorrow same time. All credits refunded—see you tomorrow!"
  </Accordion>

  <Accordion title="Canceling one occurrence in recurring series">
    **Scenario**: Athlete's recurring Tuesday sessions, need to cancel just Oct 15

    **What happens:**

    * ✅ Single session removed
    * ✅ All other Tuesdays remain scheduled
    * ✅ Credits refunded (if applicable)
    * ✅ Recurring pattern continues

    **How to do it**:

    * Click Oct 15 session → Cancel
    * OR use "Skip" in Occurrences view (see [Recurring Bookings](/scheduling/recurring-bookings))

    **Note**: This doesn't affect the recurring pattern itself—future sessions continue as scheduled.
  </Accordion>

  <Accordion title="Canceling entire recurring pattern">
    **Scenario**: Athlete discontinues training, needs to cancel all future sessions

    **What happens:**

    * ✅ All remaining recurring sessions deleted
    * ✅ Athlete notified once
    * ✅ Credits NOT automatically refunded (handle manually if needed)
    * ✅ Calendar cleared of all future occurrences

    **How to do it**:

    1. Click any session in recurring series
    2. Open Occurrences view
    3. Delete entire pattern

    **Important**: Past completed sessions remain unaffected.

    See [Recurring Bookings](/scheduling/recurring-bookings) for full details.
  </Accordion>
</AccordionGroup>

***

## Understanding cancellation policies

Your cancellation policy determines credit refund rules. Configure this in your scheduler settings.

### Common policy structures

<Tabs>
  <Tab title="24-Hour Policy (Recommended)">
    **Configuration**:

    * Cancel 24+ hours before: Credits refunded
    * Cancel 24 hours: Credits forfeited
    * No-show: Credits forfeited

    **Best for**: Most coaches, balanced fairness

    **Why it works**:

    * Gives you time to fill the slot
    * Fair to athletes who plan ahead
    * Industry standard
  </Tab>

  <Tab title="Strict Same-Day Policy">
    **Configuration**:

    * Cancel by 6am on session day: Credits refunded
    * Cancel after 6am: Credits forfeited
    * No-show: Credits forfeited + possible penalty

    **Best for**: High-demand schedules, waitlists common

    **Why it works**:

    * Protects premium time slots
    * Reduces last-minute cancellations
    * Maximizes booking efficiency
  </Tab>

  <Tab title="Lenient Policy">
    **Configuration**:

    * Cancel anytime: Credits always refunded
    * No-show: Credits forfeited (only exception)

    **Best for**: New businesses, building clientele, trial periods

    **Why it works**:

    * Low barrier for new athletes
    * Builds goodwill
    * Competitive advantage in crowded markets

    **Risk**: Higher cancellation rates, harder to plan
  </Tab>

  <Tab title="Hybrid/Tiered">
    **Configuration**:

    * 48+ hours: Full refund
    * 24-48 hours: 50% credit refund
    * Less than 24 hours: No refund
    * No-show: No refund + \$10 fee

    **Best for**: Premium services, established businesses

    **Why it works**:

    * Graduated consequences
    * Incentivizes early cancellation
    * Protects business while offering flexibility
  </Tab>
</Tabs>

### Setting your policy

**Where to configure**:

1. Go to scheduler settings
2. Find "Cancellation Policy" section
3. Set time window (e.g., 24 hours)
4. Choose refund behavior

**Communicate clearly**:

* Display policy on booking page
* Include in confirmation emails
* Remind athletes periodically

<Tip>
  **Policy enforcement**: The system can enforce policies automatically, but you always have manual override ability. Use discretion for legitimate emergencies.
</Tip>

***

## Credit refund scenarios

<Warning>
  **Important**: Credit refunds depend on your cancellation policy configuration. These are typical scenarios—your actual setup may differ.
</Warning>

| Scenario                              | Credits Refunded? | Notes                                                                                   |
| ------------------------------------- | ----------------- | --------------------------------------------------------------------------------------- |
| Coach cancels anytime                 | ✅ Yes (always)    | Regardless of timing, coach cancellations refund credits                                |
| Athlete cancels with proper notice    | ✅ Yes             | Within policy window (e.g., 24+ hours)                                                  |
| Athlete cancels late                  | ❌ No              | Outside policy window = forfeited                                                       |
| Athlete no-show                       | ❌ No              | Credits used, session counted                                                           |
| Free session canceled                 | N/A               | No credits involved                                                                     |
| Paid session canceled (proper notice) | ✅ Yes             | Refund to original payment method or credit account for an alternative training session |
| Recurring pattern deleted             | Manual            | Handle refunds on case-by-case basis                                                    |

***

## Best practices for cancellations

<CardGroup>
  <Card title="Clear Policy" icon="file-contract">
    **Document and share** your cancellation policy:

    * On website booking page
    * In welcome packet
    * In confirmation emails
    * Verbally during onboarding

    **Result**: Fewer disputes, clear expectations
  </Card>

  <Card title="Offer Alternatives" icon="calendar-plus">
    **When you cancel**, immediately offer rebooking options:

    * "Can we move to Thursday?"
    * "Next week same time work?"

    **Result**: Maintains momentum, reduces dropout
  </Card>

  <Card title="Use Discretion" icon="balance-scale">
    **Enforce policies consistently** but allow for:

    * Legitimate emergencies
    * First-time exceptions
    * Long-term loyal clients

    **Balance**: Fairness + flexibility = retention
  </Card>

  <Card title="Track Patterns" icon="chart-line">
    **Monitor cancellation rates** by:

    * Individual athletes
    * Time slots
    * Session types

    **Action**: Address chronic cancelers, adjust popular times
  </Card>
</CardGroup>

***

## Quick reference: Cancellation checklist

**When canceling a booking:**

* Cancel as soon as you know (maximize notice time)
* Send personal message (don't rely only on auto-notification)
* Offer alternative times/dates
* Confirm credit refund status with athlete
* Note reason for cancellation (for your records)
* For recurring sessions: Clarify if this is one session or entire pattern
* For group sessions: Consider group message/announcement
* Follow up day after to confirm athlete received notice

***

## Next steps

<CardGroup>
  <Card title="Recurring Bookings" icon="repeat" href="/scheduling/recurring-bookings">
    Understand how cancellations work within recurring patterns
  </Card>

  <Card title="Scheduler Settings" icon="cog" href="/scheduling/creating-your-first-scheduler">
    Configure your cancellation policies and rules
  </Card>

  <Card title="Credit System Guide" icon="coins" href="/payments/credits/credit-system-overview">
    Deep dive into how credits work with cancellations
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Booking Types" icon="info-circle" href="/scheduling/understanding-booking-types">
    Understand different booking methods
  </Card>

  <Card title="Calendar Management" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Navigate and filter to find bookings to cancel
  </Card>

  <Card title="Scheduler Settings" icon="tools" href="/scheduling/scheduler-settings-limits-and-permissions">
    Fix common booking and cancellation issues
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: How to cancel bookings, what happens to credits and notifications, and how to handle various cancellation scenarios professionally.
</Check>

<Info>
  **Questions about cancellation policies?** Our support team can help you configure the optimal cancellation rules for your coaching business. [Contact Support](https://support.coachiq.com)
</Info>

<Note>
  Need to move a session instead of canceling? See [Editing & Rescheduling Bookings](/scheduling/editing-rescheduling-bookings).
</Note>


# Checking In Athletes
Source: https://help.coachiq.io/scheduling/checking-in-athletes

Track attendance by checking in athletes when they arrive for sessions

Mark athletes as checked in when they arrive for sessions. Check-in data is timestamped and saved to each booking, giving you a clear attendance record.

<Info>
  **Where to find this**: Schedule → Calendar → Click any booking
</Info>

## Check in from the calendar

<Steps>
  <Step title="Click a booking on the calendar">
    Open your calendar and click on any scheduled session. The booking details modal appears showing all participants.

    <Frame>
      <img alt="Session modal showing participant list with check-in circles" />
    </Frame>
  </Step>

  <Step title="Click the checkmark next to each athlete">
    Each participant has a circle next to their name. Click it to mark them as checked in.

    * **Gray circle** = Not checked in
    * **Green checkmark** = Checked in

    The header updates to show how many athletes are checked in (e.g., "6/10 Participants - 3 Checked In").

    <Frame>
      <img alt="Participants with green checkmarks showing checked-in status" />
    </Frame>

    <Tip>
      Clicked by accident? Click the checkmark again to undo the check-in.
    </Tip>
  </Step>
</Steps>

## Check in from the edit booking page

You can also check in athletes from the individual booking edit page.

<Steps>
  <Step title="Open the booking">
    Click a booking on the calendar, then click **Edit** (or double-click the booking).
  </Step>

  <Step title="Click the Checked In button">
    In the booking header, click **Checked In** to mark the athlete as arrived.

    <Frame>
      <img alt="Edit booking page with Checked In button highlighted" />
    </Frame>

    <Check>
      **Done.** The check-in is timestamped and saved to the booking.
    </Check>
  </Step>
</Steps>

## View check-in data

Check-in timestamps appear in two places:

### Calendar list view

Switch to list view to see a dedicated Check-In column showing the timestamp for each booking.

<Frame>
  <img alt="Calendar list view with check-in timestamp column" />
</Frame>

### Client profile

Go to **People** → select a client → **Bookings** tab. The Check-In column shows when each session was checked in.

<Frame>
  <img alt="Client profile bookings tab showing check-in timestamps" />
</Frame>

## Export check-in data

When you export scheduling data, check-in information is included automatically. Use this for attendance reports or record-keeping.

## Common questions

<AccordionGroup>
  <Accordion title="Can I check in multiple athletes at once?">
    Not currently. Check in each athlete individually by clicking their checkmark.
  </Accordion>

  <Accordion title="Can I undo a check-in?">
    Yes. Click the green checkmark again to remove the check-in status.
  </Accordion>

  <Accordion title="Does check-in affect credits?">
    No. Check-in is purely for attendance tracking. Credits are deducted when the booking is created, not when the athlete checks in.
  </Accordion>

  <Accordion title="Who can check in athletes?">
    Any coach or admin with calendar access can check in athletes.
  </Accordion>

  <Accordion title="Can athletes check themselves in?">
    Not currently. Only coaches and admins can mark athletes as checked in.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Calendar Overview" icon="calendar" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your calendar
  </Card>

  <Card title="Edit Bookings" icon="pen-to-square" href="/scheduling/editing-rescheduling-bookings">
    Modify booking details
  </Card>
</CardGroup>


# Creating Your Availability Schedule
Source: https://help.coachiq.io/scheduling/create-your-availability

Set up your coaching availability with weekly patterns, specific dates, or using Copilot AI

## What you'll accomplish

By the end of this guide, you'll have functional availability templates that define when you can coach. These templates become the foundation for all your bookable sessions.

<Check>
  **Success criteria**: Your availability templates are created and ready to be connected to schedulers, generating bookable time slots for athletes.
</Check>

<Info>
  **New to availability?** Read [How Availability Works](/scheduling/how-availability-works) first to understand the concepts. This article focuses on the practical "how-to" steps.
</Info>

## Before you begin

Decide on your approach before you start configuring:

**Most coaches start here** (Recommended):

* One to two availability schedules (ex: separate availabilities for group sessions and private sessions)
* Weekly recurring pattern (same days/times each week)
* Regular coaching hours

**Advanced setup** (Add later if needed):

* Multiple availability schedules (different locations or contexts)
* Specific date availability (irregular schedules)
* Complex patterns across templates

<Tip>
  **First-timer tip**: Create ONE simple weekly recurring availability template to start. You can always create more later when you have a clear reason to do so.
</Tip>

## Method 1: Weekly recurring availability (Recommended)

This is the most common and easiest approach. Set your regular weekly schedule once, and it continues forward automatically.

<Steps>
  <Step title="Navigate to Availability">
    From your dashboard:

    1. Click **Scheduling** in the main navigation
    2. Click **Schedule** from the submenu
    3. Select the **Availability** tab in the left sidebar
  </Step>

  <Step title="Create new Availability">
    Click **+ New availability** to open the availability builder.

    <Frame>
      <img alt="Schedule Availability tab showing availability templates" />
    </Frame>
  </Step>

  <Step title="Select your available days">
    Check the boxes for the days you're available to coach:

    **Example 1: Weekday Coach**

    * ✅ Monday
    * ✅ Tuesday
    * ✅ Wednesday
    * ✅ Thursday
    * ✅ Friday

    **Example 2: Weekend Specialist**

    * ✅ Saturday
    * ✅ Sunday

    **Example 3: Flexible Schedule**

    * ✅ Monday
    * ✅ Wednesday
    * ✅ Friday
    * ✅ Saturday

    <Frame>
      <img alt="CoachIQ availability schedule showing selected days with time ranges" />
    </Frame>
  </Step>

  <Step title="Set time ranges for each day">
    For each day you selected, set your available hours.

    **You can set different hours per day** if needed:

    * Monday: 4:00 PM - 8:00 PM
    * Wednesday: 3:00 PM - 9:00 PM
    * Friday: 4:00 PM - 8:00 PM
    * Saturday: 9:00 AM - 2:00 PM

    **Or same hours across all days**:

    * All selected days: 3:00 PM - 8:00 PM

    <Tip>
      **Time selection tip**: Use the dropdown or type times directly. Most systems support 15-minute increments (3:00, 3:15, 3:30, 3:45, etc.).
    </Tip>
  </Step>

  <Step title="Account for Time Slots Within Your Availability">
    **Important math**: Make sure your time available corresponds with the time slots you want to create later so your scheduler populates properly

    **Example**:

    * Avalability set from 5 - 9 pm
    * ✅ Sessions are 60 minutes
      * 5 - 6 pm
      * 6 - 7 pm
      * 7 - 8 pm
      * 8 - 9 pm
    * ❌ Sessions are 1 hour and 30 minutes
      * 5 - 6:30 pm
      * 6:30 - 8 pm
      * Not enough time with the availabilty set to end at 9 pm

    <Note>
      **Why this matters**: If your availability doesn't fit with the time slots offered, this will cut into your availability window, potentially preventing the last session from being bookable.
    </Note>
  </Step>

  <Step title="Name your availability template">
    **Good template names**:

    * "Private Training Sessions at Location 1"
    * "Group Training Sessions at Location 2"

    **Avoid generic names**:

    * "Availability 1"
    * "Schedule A"
    * "Template 1"

    If naming isn't available at this stage, don't worry—the availability will still work perfectly.
  </Step>

  <Step title="Review and save">
    Before saving, verify:

    * ✅ Days selected are correct
    * ✅ Time ranges match your intended schedule
    * ✅ End times account for buffer time
    * ✅ All days have time ranges set

    Click **Save** or continue with the rest of your scheduler configuration.

    <Check>
      **Success!** You've created a weekly recurring availability template. This pattern will automatically generate available slots every week going forward.
    </Check>
  </Step>
</Steps>

## Method 2: Specific dates availability

Use specific dates for camps, seasonal coaching, or irregular practices. Desktop shows a compact table; on a phone, each date has a card showing its hours, availability, location, and resources.

<Steps>
  <Step title="Open Specific Dates">
    Open the availability template and choose **Specific Dates**. Use the filter to find dates already on the schedule.
  </Step>

  <Step title="Add or edit a date">
    Select **Add date** beside the section heading to create an entry, or select an existing date to open its editor. Enter the date and start and end times, then choose **Done**.
  </Step>

  <Step title="Update several dates together">
    Use **Select dates** to select the entries you want to change together. Check the selected dates before applying a bulk edit. Individual dates can have different hours and venues.
  </Step>

  <Step title="Review and save">
    Check the dates, hours, and locations, then choose **Update** to save the availability. Blank or incomplete dates show a warning and cannot be saved; complete or remove those entries first.
  </Step>
</Steps>

<Note>
  Specific dates do not extend automatically. Add new dates as your schedule grows. A connected scheduler can also override duration and resources for one date under **Availability → Specific-date settings**. See [Per-date venues](/scheduling/setup-locations#a-different-venue-for-each-date) and [Per-date duration](/scheduling/advanced-scheduler-settings#a-different-duration-on-one-date).
</Note>

<Frame>
  <img alt="Specific-date editor showing start and end times, location, resources, and Done; Update saves the availability" />
</Frame>

## Method 3: Using Copilot to generate availability

CoachIQ's Copilot AI can generate availability patterns based on plain language descriptions.

<Steps>
  <Step title="Access Copilot in scheduler builder">
    Look for a **Copilot** panel on the side in the Availability Builder.

    <Frame>
      <img alt="Availability builder with Copilot panel on the right side" />
    </Frame>
  </Step>

  <Step title="Describe your availability in plain language">
    Tell Copilot your schedule using natural language.

    **Example prompts that work well**:

    **Simple weekly pattern**:

    > "I'm available Monday, Wednesday, and Friday from 3 PM to 8 PM"

    **Multiple time blocks**:

    > "I coach weekday afternoons 3-8 PM and Saturday mornings 9 AM to 1 PM"

    **Specific exclusions**:

    > "Available every weekday 2-7 PM except Thursdays"

    <Tip>
      **Pro tip**: Be specific with times and days. The more detail you provide, the better Copilot can generate your availability.
    </Tip>
  </Step>

  <Step title="Review Copilot's generated availability">
    Copilot will generate an availability pattern based on your description.

    **What to verify**:

    * ✅ Days are correct
    * ✅ Times match your intent
    * ✅ AM/PM is correct (not 3 AM when you meant 3 PM)
    * ✅ Pattern type (recurring vs specific dates) is right
  </Step>

  <Step title="Adjust if needed">
    If Copilot didn't get it quite right:

    * **Edit directly**: Manually adjust days or times
    * **Regenerate**: Try rephrasing your prompt and ask Copilot again
    * **Accept and tweak**: Accept the generated availability and fine-tune manually

    <Note>
      **Copilot learning**: The more you use Copilot, the better it understands your patterns and preferences.
    </Note>
  </Step>

  <Step title="Accept and save">
    Once you're satisfied with the generated availability, click \*\*Create \*\*to save your availability
  </Step>
</Steps>

## Adding blackout days (blocking time off)

Blackout days prevent bookings on specific dates without deleting your entire availability pattern.

<Steps>
  <Step title="Access blackout day settings">
    Look for options called:

    * **Blackout Days**
    * **Unavailable Dates**
    * **Block Time Off**
    * **Exceptions**

    This is typically in the Availability section or a separate Unavailable section.
  </Step>

  <Step title="Select dates to block">
    Use the date picker to select dates you want to block out:

    **Common blackout uses**:

    * Vacation: July 15-30
    * Holidays: Thanksgiving Day, Christmas week
    * Personal days: Doctor appointments, family events
    * Facility closures: Gym maintenance days

    <Tip>
      **Add holidays now**: When first setting up, add all known holidays and vacation days for the next 6-12 months. This prevents athletes from booking during times you can't coach.
    </Tip>
  </Step>

  <Step title="Save blackout days">
    Click **Save** or **Add Blackout Days** to apply these exceptions.

    <Check>
      **Result**: Your regular availability continues on all other dates, but the blackout days will show no available slots to athletes.
    </Check>
  </Step>

  <Step title="Verify blackout days appear correctly">
    Check your calendar to ensure:

    * ✅ Blackout days show no available slots
    * ✅ Days before and after blackout still have availability
    * ✅ All intended dates are blocked

    <Warning>
      **Existing bookings**: Blackout days don't automatically cancel existing bookings. If athletes already booked during dates you're now blocking, you'll need to manually cancel those bookings.
    </Warning>
  </Step>
</Steps>

## Creating multiple availability templates

As your business grows, you may need multiple availability templates for different contexts.

<AccordionGroup>
  <Accordion title="Scenario 1: Multiple Locations">
    **Your situation**: You coach at two facilities with different schedules.

    **Solution**:

    1. Create first scheduler with "Location A Availability"
       * Downtown Gym: Monday/Wednesday 5-9 PM
    2. Create second scheduler with "Location B Availability"
       * Community Center: Tuesday/Thursday 4-8 PM, Saturday 9 AM-1 PM

    **Result**: Location-specific schedulers pull from location-specific availability, preventing double-booking across locations.
  </Accordion>

  <Accordion title="Scenario 2: Different Session Types Need Different Times">
    **Your situation**: You only offer group classes on weekends but private training during weekdays.

    **Solution**:

    1. Create "Private Training" scheduler with weekday availability
       * Monday-Friday: 3-8 PM
    2. Create "Group Bootcamp" scheduler with weekend availability
       * Saturday/Sunday: 9 AM-12 PM

    **Result**: Each session type has appropriate availability without overlap or confusion.
  </Accordion>

  <Accordion title="Scenario 3: Testing New Time Slots">
    **Your situation**: You want to test offering early morning sessions without committing long-term.

    **Solution**:

    1. Keep existing scheduler with regular hours
       * "Regular Sessions": Monday/Wednesday/Friday 3-8 PM
    2. Create new scheduler with trial hours
       * "Early Morning Sessions": Tuesday/Thursday 6-8 AM (specific dates only for next month)

    **Result**: You can test demand for early mornings and easily remove if it doesn't work out, without affecting your core schedule.
  </Accordion>
</AccordionGroup>

<Info>
  **Remember**: Each scheduler can have its own availability configuration. You create multiple templates by creating multiple schedulers with different availability settings.
</Info>

## Editing existing availability

Your schedule will change. Here's how to update availability for existing schedulers.

<Steps>
  <Step title="Navigate to your scheduler">
    1. Go to **Scheduling → Schedule → Schedulers tab**
    2. Find the scheduler you want to edit
    3. Click to open or click **Edit**
  </Step>

  <Step title="Find the Availability section">
    Scroll to the **Availability** section of the scheduler.

    You'll see your current availability configuration displayed.
  </Step>

  <Step title="Make your changes">
    **Common edits**:

    **Adding a day**:

    * Check an additional day box
    * Set time range for that new day
    * Save

    **Changing hours**:

    * Adjust start/end times for existing days
    * Save

    **Removing a day**:

    * Uncheck the day box
    * Save

    **Adding blackout dates**:

    * Select new blackout days
    * Save
  </Step>

  <Step title="Save changes">
    Click **Save** or **Update Scheduler**.

    <Check>
      **Changes applied**: Future available slots will reflect your updated availability. Existing bookings remain unchanged.
    </Check>
  </Step>

  <Step title="Check your calendar">
    Navigate to **Schedule → Calendar** and verify:

    * ✅ New availability shows correct slots
    * ✅ Changed hours reflect properly
    * ✅ Removed days no longer show availability
    * ✅ Existing bookings are still there

    <Note>
      **Changes are forward-looking only**: Editing availability affects future bookable slots but doesn't change or cancel existing bookings.
    </Note>
  </Step>
</Steps>

## Connecting availability to multiple schedulers

The real power of availability templates: one template powering multiple session types.

### The reusability workflow

<Steps>
  <Step title="Create your first scheduler with availability">
    Follow Method 1 above to create your first scheduler with your regular availability (e.g., M/W/F 3-8 PM).

    Save this scheduler.
  </Step>

  <Step title="Create your second scheduler">
    When creating a second scheduler:

    1. Navigate to Availability section
    2. Look for option to **Use Existing Availability** or **Select Availability Template**

    If this option exists, select your previously created availability.

    <Tip>
      **System behavior note**: Different versions of CoachIQ may handle this differently. Some automatically share availability across schedulers; others require explicit selection.
    </Tip>
  </Step>

  <Step title="Verify shared availability">
    After saving your second scheduler:

    1. Check calendar in Week view
    2. Both schedulers should show available slots during the same time windows
    3. Both should reflect any changes you make to the shared availability

    <Check>
      **Success!** You're now managing one availability pattern that powers multiple schedulers.
    </Check>
  </Step>
</Steps>

### When schedulers should have SEPARATE availability

Create different availability for each scheduler when:

* ✅ They're at different physical locations
* ✅ One is weekday-only, another is weekend-only
* ✅ Different session types are genuinely available at different times
* ✅ You're testing new time slots for one session type

**Don't create separate availability when**:

* ❌ Different session types are offered during the same hours (same availability, different schedulers)
* ❌ Only the price or duration differs (same availability works fine)
* ❌ You want to limit bookings (use booking limits instead, not separate availability)

## Common availability patterns by coaching type

<Tabs>
  <Tab title="Solo Personal Trainer">
    **Typical Setup**:

    * **One availability template**: "Regular Coaching Hours"
    * Days: Monday/Wednesday/Friday
    * Times: 4:00 PM - 8:00 PM
    * Buffer: 15 minutes

    **Schedulers using this availability**:

    * 30-Min Quick Session - \$50
    * 60-Min Full Training - \$90
    * Free 30-Min Assessment

    **Why it works**: All services offered during same hours, manage schedule in one place.
  </Tab>

  <Tab title="Facility Owner (Multiple Coaches)">
    **Typical Setup**:

    * **Template 1**: "Coach Mike Hours"
      * M/W/F: 3-8 PM
    * **Template 2**: "Coach Sarah Hours"
      * T/Th: 4-9 PM, Sat: 9 AM-2 PM
    * **Template 3**: "Any Coach Available"
      * Combines both schedules

    **Schedulers**:

    * "Private with Coach Mike" → Uses Template 1
    * "Private with Coach Sarah" → Uses Template 2
    * "Private with Any Available Coach" → Uses Template 3

    **Why it works**: Clear separation by coach, plus flexibility for athletes who don't care which coach.
  </Tab>

  <Tab title="Team Coach">
    **Typical Setup**:

    * **Template 1**: "Team Practice Slots"
      * Monday/Wednesday: 6:00-7:30 PM only
    * **Template 2**: "Individual Sessions"
      * Tuesday/Thursday/Saturday: Variable hours

    **Schedulers**:

    * "Rising Stars Team Practice" (no self-booking, coach manually books entire team)
    * "1-on-1 Skill Development" (self-booking enabled)

    **Why it works**: Separates team commitments from individual athlete scheduling.
  </Tab>

  <Tab title="Seasonal/Camp Coach">
    **Typical Setup**:

    * **Specific dates only**: Not recurring weekly
    * Summer Camp Dates: June 12-16, June 19-23, June 26-30
    * Times: 9:00 AM - 3:00 PM (full day camps)

    **Schedulers**:

    * "Summer Camp - Week 1"
    * "Summer Camp - Week 2"
    * "Summer Camp - Week 3"

    **Why it works**: Limited engagement, specific dates, doesn't need ongoing weekly pattern.
  </Tab>
</Tabs>

## Availability best practices summary

<CardGroup>
  <Card title="Start Simple" icon="seedling">
    One availability template, weekly recurring pattern. Add complexity only when you have a clear problem to solve.
  </Card>

  <Card title="Add Buffer Generously" icon="clock">
    15 minutes between sessions prevents burnout and gives you breathing room. Athletes never see buffer time.
  </Card>

  <Card title="Block Holidays Upfront" icon="calendar-times">
    Add blackout days for all known holidays, vacations, and time off when you first set up. Prevents problem bookings.
  </Card>

  <Card title="Think Reusability" icon="recycle">
    One availability template powering multiple schedulers = easier management and fewer conflicts.
  </Card>

  <Card title="Extend End Times" icon="clock">
    Set availability end time 15-30 minutes past when you want your last session to end (accounts for buffer time).
  </Card>

  <Card title="Use Descriptive Names" icon="tag">
    "Downtown Gym M/W/F" is better than "Availability 1" when you have multiple templates.
  </Card>

  <Card title="Review Calendar After Changes" icon="eye">
    Always check your calendar after editing availability to verify slots appear correctly.
  </Card>

  <Card title="Test First" icon="vial">
    Create a test scheduler with your availability and verify time slots generate as expected before going live.
  </Card>
</CardGroup>

## Troubleshooting availability issues

<AccordionGroup>
  <Accordion title="No available slots are showing when I test">
    **Possible causes**:

    1. Availability days/times not set
    2. Availability end date is in the past
    3. All time slots are blocked by blackout days
    4. Buffer time + session duration exceeds availability window

    **How to fix**:

    * Edit scheduler and verify availability is set
    * Check end date extends into future
    * Review blackout days for conflicts
    * Calculate: (session duration + buffer) × number of desired slots = minimum availability window needed
  </Accordion>

  <Accordion title="I see fewer available slots than expected">
    **Possible cause**: Buffer time is consuming your availability window.

    **Example problem**:

    * Availability: 3:00 PM - 5:00 PM (2 hours)
    * Session duration: 60 min
    * Buffer: 30 min
    * Expected slots: 2
    * Actual slots: 1 (only 3:00 PM works; 4:00 PM session would end at 5:00 PM but buffer would end at 5:30 PM)

    **How to fix**: Extend your availability end time to accommodate buffer after last session.
  </Accordion>

  <Accordion title="Changes to availability aren't showing on calendar">
    **Possible causes**:

    1. Changes not saved
    2. Browser cache showing old data
    3. Looking at wrong date range
    4. Changes only affect future, not past

    **How to fix**:

    * Re-save the scheduler
    * Refresh browser (hard refresh: Cmd+Shift+R or Ctrl+Shift+R)
    * Navigate to future dates to see new availability
    * Remember: existing bookings don't change, only future slots
  </Accordion>

  <Accordion title="Athletes can book times I didn't set as available">
    **Possible causes**:

    1. Multiple schedulers with different availability
    2. Another coach's availability overlapping
    3. Buffer time miscalculated
    4. Availability wider than intended

    **How to fix**:

    * Review all schedulers' availability settings
    * Check if multiple coaches have overlapping availability
    * Verify start/end times are correct (not AM/PM errors)
    * Double-check all checked day boxes match intent
  </Accordion>

  <Accordion title="I can't reuse my availability across schedulers">
    **System limitation**: Some versions of CoachIQ create availability per-scheduler rather than as reusable templates.

    **Workaround**:

    * Manually configure same availability in each scheduler
    * Be extra careful to keep them in sync when making changes
    * Consider using Copilot with same prompt for each scheduler to ensure consistency
  </Accordion>
</AccordionGroup>

## Quick reference: Time calculation formulas

When planning your availability, use these formulas:

### How many slots will I have?

**Formula**:

```
Available slots = (Availability window) ÷ (Session duration + Buffer time)
```

**Example**:

* Availability: 3:00 PM - 8:00 PM = 5 hours = 300 minutes
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 300 ÷ 75 = 4 slots

**Result**: 4 bookable time slots per day

### When should I end my availability?

**Formula**:

```
Availability end time = Desired last session start time + Session duration + Buffer time
```

**Example**:

* Last session start: 7:00 PM
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 7:00 PM + 60 min + 15 min = 8:15 PM

**Result**: Set availability to end at 8:15 PM

### How much availability do I need?

**Formula**:

```
Minimum availability window = (Desired number of slots) × (Session duration + Buffer)
```

**Example**:

* Want 5 slots per day
* Session: 60 minutes
* Buffer: 15 minutes
* Calculation: 5 × 75 = 375 minutes = 6.25 hours

**Result**: Need at least 6.25 hours of availability to offer 5 bookable slots

<Tip>
  **Pro tip**: Add 15-30 minutes to calculated minimums as safety buffer for real-world schedule flexibility.
</Tip>

## What's next

Now that your availability is set up, you're ready to create schedulers that use this availability.

<CardGroup>
  <Card title="Create Your First Scheduler" icon="sliders-h" href="/scheduling/creating-your-first-scheduler">
    Use your availability to create bookable session types
  </Card>

  <Card title="Managing Blackout Days" icon="calendar-times" href="/scheduling/setting-black-out-dates">
    Advanced guide to blocking time off and managing exceptions
  </Card>

  <Card title="Multi-Coach Availability" icon="users" href="/scheduling/managing-availability-for-multiple-coaches">
    Set up availability for teams and multiple coaches
  </Card>

  <Card title="Schedulers Dashboard" icon="th-large" href="/scheduling/what-are-schedulers">
    Advanced availability management across all schedulers
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="How Availability Works" icon="info-circle" href="/scheduling/how-availability-works">
    Understand availability concepts and why they matter
  </Card>

  <Card title="Your First Session" icon="rocket" href="/scheduling/book-your-first-session">
    Complete guide to creating your first bookable session
  </Card>

  <Card title="Advanced Settings" icon="clock" href="/scheduling/advanced-scheduler-settings">
    Optimize spacing and booking windows
  </Card>

  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/overview">
    Complete overview of the scheduling system
  </Card>

  <Card title="Calendar Basics" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your booking calendar
  </Card>

  <Card title="Scheduler Settings" icon="tools" href="/scheduling/scheduler-settings-limits-and-permissions">
    Fix common availability and scheduling problems
  </Card>
</CardGroup>

<Info>
  **Need help planning your availability strategy?** Our support team can help you design the optimal setup for your coaching business. [Contact Support](https://coachiq.com/support)
</Info>

## Start dates and minimum notice

The scheduler's start date is a calendar-date boundary, not a minimum-notice cutoff. Early times on the first date can be available when they satisfy the saved hours, duration, conflicts, and notice rules. If a configured date is missing, compare the date range and Specific-date settings with the booking preview.

## Shared availability and different session lengths

If several schedulers share one availability, a specific-date window can save when at least one linked session length fits. For example, a 90-minute window shared by a 60-minute lesson and a 180-minute camp offers lesson times but no camp times. A window that fits none of the linked sessions is rejected. Past dates do not block saving new availability; per-date custom lengths still need to fit their windows.


# Creating Your First Scheduler
Source: https://help.coachiq.io/scheduling/creating-your-first-scheduler

Complete walkthrough of creating your first scheduler with duration, capacity, and booking settings

## What you'll accomplish

By the end of this guide, you'll have a fully configured scheduler that athletes can book. This is where your availability templates become actual bookable services that generate revenue.

<Check>
  **Success criteria**: Your scheduler is created, connected to availability, configured with rules, and generating bookable time slots that athletes can see and book.
</Check>

<Info>
  **New to schedulers?** Read [What Are Schedulers?](/scheduling/what-are-schedulers) first to understand the concepts. This article focuses on the practical creation steps.
</Info>

## Before you begin

Preparation makes creation faster and reduces errors:

**Have ready**:

* Clear idea of what service you're offering
* Decided on duration (30, 45, 60 minutes, or custom)
* Decided on price (free, direct payment, or credits)
* Availability already set up (or ready to create during this process)
* 15-20 minutes of uninterrupted time

<Tip>
  **First scheduler recommendation**: Start with your most common service type. For most coaches, this is a 60-minute private session at your standard rate. Get this working first before adding complexity.
</Tip>

## The scheduler builder sections overview

Before diving in, understand what you'll configure:

**Required sections** (must complete):

1. **Basic Details** - Name, description, duration
2. **Availability** - When this scheduler can be booked
3. **Payment** - Free, paid, or credit-based
4. **Capacity** - How many athletes per session

**Optional sections** (can skip initially):

5. **Booking Rules** - Limits, permissions, cancellation policies
6. **Buffer Time** - Breaks between sessions
7. **Scheduling Windows** - Minimum notice, maximum future booking
8. **Reminders** - Automated notifications
9. **Location** - Where sessions take place
10. **Connected Coaches** - Who delivers this service

<Note>
  **Phased approach**: Complete required sections first to get a working scheduler. Return later to add optional features as needed.
</Note>

## Step 1: Navigate to scheduler creation

<Steps>
  <Step title="Access the Schedule section">
    From your CoachIQ dashboard:

    1. Click **Schedule**, then **Schedulers** in the main left navigation menu
  </Step>

  <Step title="Start creating new scheduler">
    Click the **Create** \*\*New Scheduler \*\*button

    <Frame>
      <img alt="Create button options" title="" />
    </Frame>
  </Step>
</Steps>

## Step 2: Configure basic session details

Start with the fundamentals that define what athletes are booking.

<Steps>
  <Step title="Enter scheduler name">
    **Field**: Session Name, Scheduler Name, or Title

    **What athletes see**: This name appears prominently when they're choosing what to book.

    **Good naming examples**:

    * "60-Minute Private Training"
    * "Small Group Strength Class"
    * "Free Initial Assessment"
    * "45-Minute Speed & Agility Session"

    **Include in name**:

    * ✅ Format (ex: Private, Group, Semi-Private)
    * ✅ Key differentiator (ex: Skill Level)
    * ✅ Location

    **Avoid in name**:

    * ❌ Internal codes (PT-60-A)
    * ❌ Overly generic ("Training Session")
    * ❌ Too long (save details for description)

    <Frame>
      <img alt="CoachIQ scheduler builder name input field" />
    </Frame>

    <Tip>
      **Name testing**: If you showed just the name to a stranger, would they understand what they're booking? If not, make it clearer.
    </Tip>
  </Step>

  <Step title="Add scheduler description">
    **Field**: Description, Details, or About This Session

    **Purpose**: Explain what happens in this session, who it's for, what athletes will learn/accomplish.

    **What to include**:

    * What happens during the session
    * Who this session is for (skill level, age, goals)
    * What athletes should bring or wear
    * What makes this valuable
    * Any prerequisites or requirements

    **Example description**:

    > "One-on-one personalized training focused on your specific goals. We'll work on technique, strength, conditioning, and sport-specific skills. Perfect for athletes of all levels looking to improve performance. Bring athletic shoes, water bottle, and workout clothes. Each session includes video analysis and personalized homework."

    <Note>
      **Length guideline**: 2-4 sentences is ideal. Enough to inform without overwhelming. Save very detailed information for your website or session materials.
    </Note>
  </Step>

  <Step title="Set session duration">
    **Field**: Duration, Session Length, or Time

    **Options typically**:

    * 60 minutes (standard training, most common)
    * 90 minutes (extended training)
    * 120+ minutes (one day clinics)
    * Custom (enter any duration)

    **For your first scheduler**: 60 minutes is the safe default choice for most private training.

    <Tip>
      **Duration impacts availability**: A 60-minute session in a 5-hour availability window = \~5 bookable slots (accounting for buffer). Shorter sessions = more slots per day.
    </Tip>
  </Step>

  <Step title="Review basic details">
    Before moving to next section, verify:

    * ✅ Name clearly describes the service
    * ✅ Description is compelling and informative
    * ✅ Duration matches your intended session length

    These three fields are what athletes primarily see when deciding to book.
  </Step>
</Steps>

## Step 3: Connect availability

This is where you define WHEN this scheduler can be booked.

<Steps>
  <Step title="Locate the Availability section">
    Scroll down in the scheduler builder to find:

    * **Availability**
    * **Schedule**
    * **When You're Available**
    * Or similar section heading

    <Frame>
      <img alt="CoachIQ scheduler availability section with dropdown to select availability template" />
    </Frame>
  </Step>

  <Step title="Choose availability">
    Select the drop menu and choose the corresponding availablity to attach to your scheduler

    <Tip>
      **Reusability reminder**: The availability you set here can power multiple schedulers. Think about it as your general coaching hours, not specific to this one service.
    </Tip>
  </Step>

  <Step title="Set Start and End Dates (optional)">
    You can also customize start and end dates when clients can book with you

    **Good to use if you're:**

    * Launching a new program
    * Switching to a new schedule after a certain date

    <Frame>
      <img alt="CoachIQ scheduler start and end date configuration for availability" />
    </Frame>
  </Step>

  <Step title="Add an Additional Availability (optional)">
    If you need to attach another availability to your scheduler, click **Add Additional Availability** and select one.

    **Good to use if you're:**

    * Switching to a new schedule at a later date

    <Frame>
      <img alt="CoachIQ additional availability tab for attaching a second schedule" />
    </Frame>
  </Step>

  <Step title="Adjust individual dates (optional)">
    Below the availability pickers, **Specific-date settings** lets you give one configured date its own duration or resources, and each date can carry its own venue. You will only need this for sessions that vary by date, such as a team that practices indoors for 90 minutes on Tuesdays and on the field for 150 minutes on Saturdays. Details: [A different duration on one date](/scheduling/advanced-scheduler-settings#a-different-duration-on-one-date), [Different resources on different dates](/scheduling/resources#different-resources-on-different-dates), [A different venue for each date](/scheduling/setup-locations#a-different-venue-for-each-date).
  </Step>
</Steps>

<Warning>
  **Availability is required to save.** If you click **Create** or **Update** without an availability selected, the builder shows an error and does not save, instead of creating a scheduler that can never be booked. Pick an availability template (or create one) and save again. The builder also previews what athletes will see once availability is connected, so you can confirm slots appear before you publish.
</Warning>

<Tip>
  **Preview a specific date before sharing.** Select a row in the connected specific-dates table to see that day's bookable times. **Open availability** opens the matching date in a new tab without losing unsaved scheduler work. See [Preview a specific date](/scheduling/advanced-scheduler-settings#preview-a-specific-date).
</Tip>

## Step 4: Configure payment settings

Decide how athletes will pay for this scheduler.

<Tabs>
  <Tab title="Free Sessions">
    **When to use**:

    * Trial/assessment sessions
    * Team practices
    * Makeup sessions
    * Building relationships

    **How to set up**:

    1. Open the **Payment** section
    2. Leave the toggle on **Free**

    <Check>
      **Result**: Athletes can book without any payment or credits.
    </Check>

    <Tip>
      **First scheduler tip**: If this is your very first scheduler and you're still learning, start with FREE. You can always change to paid later once you're comfortable with the system.
    </Tip>
  </Tab>

  <Tab title="Direct Payment (One-Time Purchase)">
    **When to use**:

    * Drop-in sessions
    * One-time bookings
    * New athletes who haven't purchased packages

    **How to set up**:

    <Steps>
      <Step title="Select payment type">
        In the **Payment** section, set the toggle to **Paywalled**, then under **How they pay** choose **Price**
      </Step>

      <Step title="Connect or create product">
        You need a payment product:

        * Click **Select Product**
        * Choose your session product from list

        <Frame>
          <img alt="CoachIQ product selection dropdown for direct payment scheduler" />
        </Frame>
      </Step>
    </Steps>

    **Result**: Athletes must purchase the product (pay the price) to book this session.

    <Note>
      **Payment processing required**: Direct payment only works if you've connected a payment processor (Stripe) to your CoachIQ account. Set this up in Payments → Settings first.
    </Note>
  </Tab>

  <Tab title="Credit-Based">
    **When to use**:

    * Ongoing client relationships
    * Session packages or subscriptions
    * Membership models

    **How to set up**:

    <Steps>
      <Step title="Enable credit payment">
        In the **Payment** section, set the toggle to **Paywalled**, then under **How they pay** choose **Credit**
      </Step>

      <Step title="Set credit cost">
        Enter how many credits this session costs:

        * 1 credit (most common)
        * 2 credits (premium/longer sessions)

        <Frame>
          <img alt="Credit cost input field" />
        </Frame>
      </Step>

      <Step title="Athletes must have credits">
        For athletes to book:

        * They need credits in their account
        * Credits come from products (packages or subscriptions)
        * You'll need to set up credit-issuing products separately

        <Tip>
          **Credit setup complexity**: Credit-based scheduling requires additional setup (creating products that award credits, understanding credit system). If this is your first scheduler, consider starting with free or direct payment.
        </Tip>
      </Step>
    </Steps>

    **Result**: Athletes redeem credits from their balance when booking.
  </Tab>

  <Tab title="Hybrid (Direct Payment OR Credits)">
    **When to use**:

    * Maximum flexibility
    * Accommodate different athlete preferences
    * Package holders and drop-ins both welcome

    **How to set up**:

    1. Enable BOTH payment options:
       * Connect payment product (for direct payment)
       * Enable credits with cost set
    2. Athletes choose at booking time whether to pay or use credit

    <Frame>
      <img alt="CoachIQ hybrid payment setup showing both credit and direct payment options" />
    </Frame>

    **Result**: Athletes can either pay the direct price or redeem a credit—their choice.

    <Frame>
      <img alt="Athlete booking view showing option to pay with credit or direct payment" />
    </Frame>

    <Note>
      **Most flexible option**: Hybrid is great for established businesses but may be confusing for your very first scheduler. Start simpler, add flexibility later.
    </Note>
  </Tab>
</Tabs>

## Step 5: Set capacity and participant limits

Control how many athletes can book.

**Options:**

* Max booking per day: limit on the number of bookings in a day
* Max bookings per week: limit on the number of bookings in a week
* Max athletes per session (most common): limit on the number of athletes in a session

**Common settings for max athletes per session**:

* **1 athlete** = Private 1-on-1 sessions (most common for first scheduler)
* **2 athletes** = Semi-private training
* **3-6 athletes** = Small group sessions
* **8-12 athletes** = Medium group classes
* **15-20+ athletes** = Large group classes or team training

<Tip>
  **Capacity impacts pricing**: If setting capacity >1, consider per-athlete pricing. 40 per athlete × 6 athletes = 40 \_per athlete \_×6 \_athletes \_= 240 per session (much more valuable than 1-on-1 at \$75).
</Tip>

## Step 6: Configure booking rules (optional but recommended)

These settings control how athletes can book and cancel.

<AccordionGroup>
  <Accordion title="Cancellation Policy">
    **Field**: Allow Cancellations, Cancellation Policy, or similar

    **Options**:

    * **Allow anytime** - Athletes can cancel up until session start
    * **Require 24-hour notice** - Can't cancel within 24 hours
    * **Require 48-hour notice** - Can't cancel within 48 hours
    * **No cancellations allowed** - Once booked, no cancellation

    **Credit refund settings** (if using credits):

    * **Refund credits on cancellation** - Credit returns to athlete balance
    * **No refund** - Credit is consumed even if canceled

    **Recommended for first scheduler**: "Allow cancellation with 24-hour notice, refund credits"

    **Why**: Prevents last-minute cancellations while being fair to athletes with legitimate conflicts.

    <Tip>
      **Flexibility vs firmness**: More flexible policies attract bookings but risk no-shows. Stricter policies protect your time but may discourage booking. Find your balance.
    </Tip>
  </Accordion>

  <Accordion title="Booking Limits">
    **Purpose**: Prevent athletes from over-booking

    **Options**:

    * **Max bookings per day** - Athlete can book max 1 (or 2, 3) per day
    * **Max bookings per week** - Athlete can book max 2 (or 3, 4, 5) per week
    * **No limits** - Athletes can book as many as they want

    **Recommended for first scheduler**: Start with no limits unless you have specific reason to restrict.

    **When to use limits**:

    * High-demand schedulers with limited slots
    * Preventing single athlete from monopolizing schedule
    * Encouraging distribution across athlete base

    <Frame>
      <img alt="Booking limits configuration" />
    </Frame>
  </Accordion>

  <Accordion title="Allow Multiple Bookings">
    **Setting**: Can athlete book multiple future sessions at once?

    **Options**:

    * **Yes** - Athlete can book Monday, Wednesday, Friday all at once
    * **No** - Athlete must book one session at a time

    **Recommended**: **Yes** (allow multiple bookings) for better athlete experience

    **Why**: Athletes with regular training schedules want to book their week at once, not one session at a time.
  </Accordion>

  <Accordion title="Rescheduling">
    **Settings**: Can athletes reschedule their own bookings?

    **Allow athletes to reschedule** — When on, athletes can move their booking to a different available time slot from the Athlete Portal or app without contacting you. No additional payment is required; the original credit or payment carries over to the new time.

    **Block rescheduling within cancellation window** — When on, athletes cannot reschedule once they are inside your cancellation notice window. This closes the loophole where an athlete avoids a credit forfeit by rescheduling instead of canceling. The window used is the same one set in your Cancellation Policy (e.g., if you require 24-hour notice, rescheduling is also blocked within that same 24 hours).

    **Recommended**: Enable both for paid schedulers — allowing rescheduling reduces cancellations, while blocking rescheduling inside the cancellation window prevents athletes from using it to bypass your policy.
  </Accordion>

  <Accordion title="Permissions & Access">
    **Settings**: Who can book this scheduler?

    **Options available in some systems**:

    * **All athletes** - Anyone with account can book
    * **Specific groups** - Only athletes in certain programs
    * **Invite only** - You must enable access per athlete
    * **Access codes** - Athlete needs code to book

    **Recommended for first scheduler**: **All athletes** (open access)

    **When to restrict**: VIP services, specialty programs, beta testing new offerings
  </Accordion>
</AccordionGroup>

## Step 7: Add buffer time

Buffer time creates breathing room between back-to-back sessions.

<Steps>
  <Step title="Locate buffer time settings">
    Look for:

    * **Buffer**

    <Frame>
      <img alt="CoachIQ buffer time settings for pre-session and post-session breaks" />
    </Frame>
  </Step>

  <Step title="Set buffer before session (optional)">
    **Pre-session buffer**: Time blocked before each session starts

    **Use cases**:

    * Setup time (equipment, training area)
    * Review athlete notes
    * Personal prep time

    **Typical setting**: 5-10 minutes

    **Most coaches skip this** for their first scheduler.
  </Step>

  <Step title="Set buffer after session (highly recommended)">
    **Post-session buffer**: Time blocked after each session ends

    **Use cases**:

    * Cleanup time
    * Bathroom break
    * Notes and documentation
    * Transition between athletes
    * Sessions running slightly over

    **Typical setting**: 10-15 minutes

    **Recommended for first scheduler**: **15 minutes**

    <Tip>
      **Buffer is invisible to athletes**: They only see available booking times. The buffer time happens automatically between sessions but doesn't appear on their booking screen.
    </Tip>
  </Step>

  <Step title="Understand buffer impact">
    **Without buffer** (back-to-back):

    * 3:00-4:00 PM (Session 1)
    * 4:00-5:00 PM (Session 2)
    * 5:00-6:00 PM (Session 3)

    **With 15-min buffer**:

    * 3:00-4:00 PM (Session 1)
    * 4:15-5:15 PM (Session 2)
    * 5:30-6:30 PM (Session 3)

    **Result**: Proper spacing, no burnout, accommodation for sessions running over.

    <Check>
      **Verify**: Your availability end time accounts for buffer after last session. If last session starts at 7:00 PM (60 min) + 15 min buffer = need availability until 8:15 PM.
    </Check>
  </Step>
</Steps>

## Step 8: Set scheduling windows (optional)

Control how far in advance (or how last-minute) athletes can book.

<AccordionGroup>
  <Accordion title="Minimum Booking Notice">
    **Setting**: Earliest time before session when booking is allowed

    **Options**:

    * No minimum - Can book right up to start time
    * 1 hour - Must book at least 1 hour before
    * 4 hours - Must book at least 4 hours before
    * 24 hours - Must book at least 24 hours before
    * 48 hours - Must book at least 48 hours before

    **Recommended for first scheduler**: **No minimum** OR **4 hours**

    **Why use minimum notice**:

    * Prevents last-minute bookings when you can't prepare
    * Ensures you see bookings before they happen
    * Reduces stress of surprise bookings

    **Why skip minimum notice**:

    * Maximizes booking flexibility
    * Good for urgent/emergency sessions
    * Simpler for athletes

    <Tip>
      **Start flexible, add restrictions later**: Begin with no minimum and add restrictions only if last-minute bookings become problematic.
    </Tip>
  </Accordion>

  <Accordion title="Maximum Future Booking Window">
    **Setting**: How far in the future athletes can book

    **Options**:

    * No limit - Can book months/years ahead
    * 30 days - Can only book within next month
    * 60 days - Can book up to 2 months ahead
    * 90 days - Can book up to 3 months ahead

    **Recommended for first scheduler**: **30-60 days** OR **No limit**

    **Why use maximum window**:

    * Prevents schedule from filling too far out
    * Allows flexibility to adjust pricing/availability
    * Keeps bookings manageable

    **Why skip maximum window**:

    * Accommodates athletes who plan far ahead
    * Good for seasonal businesses
    * Maximizes booking opportunities

    <Note>
      **Most coaches**: Either set no limit or 30-60 days. Very few use shorter windows unless there's specific reason.
    </Note>
  </Accordion>
</AccordionGroup>

## Step 9: Configure reminders (optional but valuable)

Set up automated notifications before sessions to reduce no-shows.

<Steps>
  <Step title="Enable reminders">
    Look for **Reminders** toward the bottom of the scheduler settings

    <Frame>
      <img alt="CoachIQ reminder settings for automated session notifications" />
    </Frame>
  </Step>

  <Step title="Set reminder timing">
    Choose when reminder is sent before session:

    * **30 minutes** - Last-minute reminder
    * **1 hour** - Short-notice reminder
    * **2 hours** - Moderate notice
    * **1 day** - Day-before reminder (most common)
    * **2 days** - Advance notice
    * **Custom** - Any timing you specify

    **Recommended for first scheduler**: **1 day before** (24 hours)

    **Why**: Gives athletes enough time to cancel or prepare, without being too early to forget again.

    <Tip>
      **Multiple reminders**: Some coaches set both 1-day and 1-hour reminders for important sessions. Start with just one for simplicity.
    </Tip>
  </Step>

  <Step title="Choose delivery method">
    How athletes receive the reminder:

    * **In-App** - Notification in CoachIQ app/portal and inbox
    * **Announcement/Email** - Sent to athlete's email and in-app announcement feed
    * **SMS** - Text message to athlete's phone (SMS rates apply)

    **Recommended for first scheduler**: **Announcement/Email**

    **Why**: Maximum reach without SMS costs, covers both app users and email checkers.
  </Step>

  <Step title="Customize reminder message (optional)">
    Some systems let you customize the reminder text:

    **Default message** works fine:

    > "Reminder: You have a session tomorrow at 3:00 PM with Coach Mike"

    **Custom message** example:

    > "Your training session is tomorrow at 3:00 PM! Please bring your workout gear, water bottle, and be ready to work. See you soon!"

    <Note>
      **Start with default**: Custom messages are nice-to-have, not critical for first scheduler. Default messages work perfectly well.
    </Note>
  </Step>
</Steps>

## Step 10: Add location (optional)

Specify where this session takes place.

<Steps>
  <Step title="Locate location section">
    Find **Location:**

    <Frame>
      <img alt="CoachIQ scheduler location settings with venue selection" />
    </Frame>
  </Step>

  <Step title="Select or create location">
    **If location exists**:

    * Select from dropdown of existing locations

    **If creating new location**:

    1. Click **Add New Location**
    2. Enter location name (ex: "Main Training Facility")
    3. Enter address (optional but helpful for athletes)
    4. Add notes (ex: "Use side entrance, check in at front desk")
    5. Save location

    <Tip>
      **Virtual sessions**: If sessions are virtual, create location called "Virtual Session" or "Online via Zoom" with video link in notes.
    </Tip>
  </Step>

  <Step title="Specify if location is required">
    Some schedulers may not need location:

    * Video analysis (you watch film together remotely)
    * Programming consultation (virtual)
    * Flexible location (meet at athlete's preferred gym)

    Toggle "No specific location" if applicable.
  </Step>
</Steps>

## Step 11: Assign coaches (if applicable)

Specify which coach(es) deliver this scheduler.

<Steps>
  <Step title="Find connected coaches section">
    Look for **Connected Coaches**

    <Frame>
      <img alt="CoachIQ connected coaches section for assigning coaches to a scheduler" />
    </Frame>
  </Step>

  <Step title="Select coach(es)">
    **Solo coach**: Select yourself

    **Multi-coach facility**:

    * Select specific coach if this scheduler is coach-specific
    * Select multiple coaches if any can deliver this session

    <Note>
      **If you're solo**: You can skip this section or select yourself. Most solo coaches leave this at default.
    </Note>
  </Step>

  <Step title="Set same-time booking permission">
    In the **Connected Coaches** section you'll find this checkbox: "Check this box to allow bookings for this session even if the connected coaches are already scheduled for other sessions at the same time."

    * **Unchecked** (default, recommended) - Prevents the coach from being double-booked across sessions
    * **Checked** - Allows the coach to be booked for this session even when already scheduled elsewhere at the same time (use for group sessions where one coach leads multiple)

    **Recommended**: Leave unchecked unless you specifically need the coach to run overlapping sessions.
  </Step>
</Steps>

## Step 12: Review and save

Final checks before activating your scheduler.

<Steps>
  <Step title="Review all configuration">
    Scroll through the entire scheduler and verify:

    **Basic Details**:

    * ✅ Name is clear and descriptive
    * ✅ Description is compelling
    * ✅ Duration is correct

    **Availability**:

    * ✅ Days and times match your schedule
    * ✅ Blackout days added for known time off
    * ✅ End time accounts for buffer after last session

    **Payment**:

    * ✅ Payment type matches intent (free/paid/credits)
    * ✅ Price is correct
    * ✅ Product connected (if direct payment)

    **Capacity**:

    * ✅ Max athletes setting matches session format
    * ✅ Group vs private is correct

    **Optional Settings**:

    * ✅ Buffer time set (15 min recommended)
    * ✅ Booking rules configured (if needed)
    * ✅ Reminders enabled (1 day before recommended)
    * ✅ Location added (if needed)
  </Step>

  <Step title="Save your scheduler">
    Click \*\*Create \*\*in the top right hand corner

    <Check>
      **Success!** Your scheduler is now created and will start generating bookable time slots.
    </Check>
  </Step>

  <Step title="Note your scheduler details">
    After saving, you'll be taken to the Schedulers list.

    Find your newly created scheduler and note:

    * Scheduler name
    * Duration (mins)
    * Cost per session (free, price, credit charge)
    * Booking link

    <Frame>
      <img alt="CoachIQ schedulers list showing name, duration, and pricing for each scheduler" />
    </Frame>
  </Step>
</Steps>

## Step 13: Test your scheduler

<Warning>
  **Critical step**: Always test your scheduler before sharing with athletes. This catches configuration errors before they cause problems.
</Warning>

<Steps>
  <Step title="Get your booking link">
    From the Schedulers list:

    1. Hover over your new scheduler
    2. Look for **Copy Link** button
    3. Copy the link

    <Frame>
      <img alt="Copy booking link button on CoachIQ schedulers list" />
    </Frame>
  </Step>

  <Step title="Open booking link as athlete would">
    Paste the link into a new browser tab (or incognito window to see unauthenicated view).

    **What you should see**:

    * Scheduler name and description
    * Price or credit cost
    * Duration clearly stated
    * Available time slots listed
    * Booking button or time selection

    <Frame>
      <img alt="Athlete-facing scheduler booking page showing available time slots and pricing" />
    </Frame>
  </Step>

  <Step title="Verify available time slots appear">
    Check that:

    * ✅ Days match your availability configuration
    * ✅ Times are correct (not AM when you meant PM)
    * ✅ Proper number of slots appear
    * ✅ Slots are spaced correctly (accounting for buffer time)
    * ✅ No inappropriate times showing

    <Warning>
      **If no slots appear**: Your availability isn't configured correctly. Go back and verify availability days/times are set, and date range extends into the future.
    </Warning>
  </Step>

  <Step title="Test booking a session (if possible)">
    If you have a test athlete account:

    1. Select an available time slot
    2. Go through the booking process
    3. Complete payment or credit redemption
    4. Verify booking confirmation appears
    5. Check that session appears on your calendar

    **If you don't have test athlete**:

    * At minimum, verify slot selection works
    * Check that booking button appears
    * Verify payment/credit information displays correctly
  </Step>

  <Step title="Check your calendar">
    Navigate to **Schedule → Calendar**:

    * ✅ Test booking appears (if you completed test)
    * ✅ Time displays correctly
    * ✅ Scheduler name shows on booking

    <Frame>
      <img alt="Calendar showing scheduler availability and test booking" />
    </Frame>

    <Check>
      **Testing complete**: Your scheduler is working correctly and ready for real athlete bookings.
    </Check>
  </Step>
</Steps>

## Troubleshooting common creation issues

<AccordionGroup>
  <Accordion title="I can't save my scheduler (save button disabled)">
    **Possible causes**:

    * Required fields not completed
    * Invalid data in fields (negative numbers, etc.)
    * System validation error

    **How to fix**:

    1. Scroll through entire form
    2. Look for red error messages or highlighted fields
    3. Most common missing items:
       * Scheduler name
       * Duration
       * Availability (none selected — the builder shows an explicit error for this and will not save until one is connected)
       * Payment configuration incomplete
       * A specific date whose time window is shorter than the duration that applies to it (the error names the date; widen the window or shorten that date's duration)
    4. Complete all required fields marked with \* or red indicators
    5. Try saving again
  </Accordion>

  <Accordion title="No available slots showing when I test">
    **Most common issue** for new schedulers!

    **Possible causes**:

    1. **Connected coach already booked elsewhere** - If the coach assigned to this scheduler has sessions booked through other schedulers at those times, slots won't appear (this is double-booking prevention working correctly)
    2. **No availability set** - Forgot to add days/times
    3. **Availability in past** - End date already passed
    4. **All dates blocked** - Blackout days covering everything
    5. **Buffer time too long** - Consuming entire availability window

    **Read the message the athlete sees**: a time that is simply outside your availability now shows a plain "no availability" message. A coach-conflict message only appears when a connected coach really is booked at that time, so if an athlete reports one, check the calendar for that coach; if they report no availability, check the availability template and date range instead.

    **How to fix**:

    * **Check for coach conflicts first**: Go to Schedule → Calendar and check if the connected coach has existing sessions during the times you expect to see availability
    * Edit scheduler → Availability section
    * Verify days are checked
    * Verify time ranges are set
    * Verify date range includes future dates
    * Check blackout days aren't blocking everything
    * Calculate: (Availability hours) ÷ (Duration + Buffer) = Expected slots
      * Example: 5 hours ÷ 1.25 hours (60 min + 15 min) = 4 slots expected

    <Tip>
      **Quick test**: Remove all buffer time temporarily. If slots appear, buffer was consuming availability. Adjust accordingly.
    </Tip>

    For detailed troubleshooting, see [How availability works](/scheduling/how-availability-works)
  </Accordion>

  <Accordion title="Wrong times showing (AM vs PM confusion)">
    **Issue**: Slots showing 3:00 AM when you meant 3:00 PM

    **Cause**: 12/24-hour time format confusion

    **How to fix**:

    * Edit scheduler → Availability
    * Check all time fields
    * Verify AM/PM selections
    * Or switch to 24-hour format (15:00 instead of 3:00 PM) if available
    * Save and re-test
  </Accordion>

  <Accordion title="Can't connect payment product">
    **Issue**: Product dropdown is empty or not connecting

    **Possible causes**:

    1. No products exist yet
    2. Product type mismatch (looking for one-time, only subscriptions exist)
    3. Payment processor not connected

    **How to fix**:

    1. Go to **Payments → Products**
    2. Verify products exist
    3. Create new product if needed:
       * Name: Match your scheduler name
       * Type: One-time purchase (for direct payment)
       * Price: Match your intended rate
    4. Return to scheduler builder
    5. Select newly created product
  </Accordion>

  <Accordion title="Athlete sees scheduler but can't book">
    **Issue**: Booking button disabled or error when athlete tries to book

    **Possible causes**:

    1. Insufficient credits (if credit-based)
    2. Payment processing error (if direct payment)
    3. Capacity full (unlikely for brand new scheduler)
    4. Booking limits reached (if configured)

    **How to debug**:

    * Test as athlete (what error message appears?)
    * Verify payment processing is set up
    * Check if test athlete has credits (if credit-based)
    * Review booking limit settings
    * Check scheduler status (Active/Published?)
  </Accordion>
</AccordionGroup>

## What to do after creating your first scheduler

<CardGroup>
  <Card title="Share with Athletes" icon="share-alt">
    Copy your booking link and share via:

    * Email to current athletes
    * Social media
    * Website embedding
    * SMS/messaging apps
  </Card>

  <Card title="Create More Schedulers" icon="copy">
    Now that you've created one, add more:

    * Different durations (30 min, 90 min)
    * Different formats (group sessions vs private sessions)
    * Different services (assessments, consultations)
  </Card>

  <Card title="Set Up Payment" icon="credit-card">
    If you started with FREE, add payment:

    * Edit your scheduler
    * Change to direct payment or credits
    * Connect products
    * Test purchase flow
  </Card>

  <Card title="Organize Schedulers" icon="folder">
    As you add more schedulers, organize them:

    * Use program groupings
    * Create logical categories
    * Improve athlete booking experience by keeping things simple and clean
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="What Are Schedulers?" icon="question-circle" href="/scheduling/what-are-schedulers">
    Understand scheduler concepts before creating
  </Card>

  <Card title="Creating Availability" icon="calendar-check" href="/scheduling/create-your-availability">
    Set up availability before creating schedulers
  </Card>

  <Card title="Calendar Overview" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    View and manage your booked sessions
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes directly into sessions
  </Card>

  <Card title="Troubleshooting" icon="tools" href="/quick-guides/athletes/sessions-not-showing">
    Fix scheduler and availability problems
  </Card>
</CardGroup>

<Info>
  **Questions about scheduler configuration?** Our support team can help you set up schedulers optimized for your coaching business. [Contact Support](https://coachiq.com/support)
</Info>


# How Credits Work on a Scheduler
Source: https://help.coachiq.io/scheduling/credits-and-schedulers

The scheduler side of the credit system: the Paywalled → Credit payment option, credit cost per booking, which credits a scheduler accepts, refunds on cancellation, what athletes see at checkout, and every edge case that comes up when athletes book with credits.

A credit-based scheduler does not sell anything. It **consumes** credits that athletes bought through a product. This page covers the scheduler half of that system: what you set on the scheduler, what you set on the product instead, and what happens in every situation where the two meet.

<Info>
  **Two halves, two pages.** Credits are *issued* by products and *spent* by schedulers. The product side (how many credits, expiration, which schedulers accept them) is in [Product Builder → Credits](/payments/product-builder#section-3-credits). Concepts and pricing strategy are in the [Credits Overview](/payments/credits/credit-system-overview).
</Info>

## Who controls what

The most common credit confusion is changing a setting in the wrong place. Use this table first.

| You want to…                                               | Set it on the       | Where                                                            |
| ---------------------------------------------------------- | ------------------- | ---------------------------------------------------------------- |
| Make a session cost credits instead of dollars             | **Scheduler**       | Payment section → **Paywalled** → **How they pay: Credit**       |
| Let athletes choose between credits and paying by card     | **Scheduler**       | Payment section → **Paywalled** → **How they pay: Either**       |
| Change how many credits one booking costs                  | **Scheduler**       | Payment section → credit cost                                    |
| Decide whether a cancellation returns the credit           | **Scheduler**       | Settings → **Refund credits used on cancelation**                |
| Stop athletes dodging a forfeit by rescheduling            | **Scheduler**       | Settings → reschedule lockout inside the notice window           |
| Point athletes to where they buy more credits              | **Scheduler**       | Payment section → **Buy more credits**                           |
| Decide how many credits an athlete receives                | **Product**         | Credits → **Number of credits**                                  |
| Decide when credits expire                                 | **Product**         | Credits → **Credit expiration**                                  |
| Decide which schedulers accept those credits               | **Product**         | Usage Limits → **Which schedulers accept these credits**         |
| Cap how many credits go to one scheduler per billing cycle | **Product**         | Usage Limits → **Limit credits per scheduler per billing cycle** |
| Give one athlete credits by hand                           | **Athlete profile** | Credits tab → add Master or product credits                      |

<Warning>
  **A scheduler cannot make itself accept a product's credits.** That link is set on the product, under Usage Limits. If athletes say "I have credits but it won't let me book," this is the first thing to check.
</Warning>

## Setting up the scheduler

<Steps>
  <Step title="Open the scheduler's Payment section">
    Go to **Schedule → Schedulers**, open the scheduler, and scroll to **Payment**.
  </Step>

  <Step title="Set the scheduler to Paywalled">
    The Payment section starts with a **Free** / **Paywalled** toggle. Choose **Paywalled**.
  </Step>

  <Step title="Under How they pay, choose Credit">
    **How they pay** offers **Price**, **Credit**, or **Either**. Pick **Credit** so families use a credit from a package they already bought. Pick **Either** if you want athletes to choose at checkout between spending a credit and paying the price; you then set both a price and a credit cost.

    <Frame>
      <img alt="Scheduler Payment section set to Paywalled with the credit option" />
    </Frame>
  </Step>

  <Step title="Set the credit cost">
    Enter how many credits one booking deducts. Almost every coach uses **1**. Use more for longer or premium sessions (a 90-minute session at 2 credits), or a fraction for short add-ons. The summary line under the section reads back what you set ("Families use 1 credit from a package they already bought"), and the cost is shown to the athlete before they confirm.
  </Step>

  <Step title="Add a Buy more credits link (recommended)">
    In **Buy more credits** (optional), paste the URL of the product that sells credits for this scheduler. When an athlete does not have enough credits, they are sent there to buy more instead of hitting a dead end.
  </Step>

  <Step title="Set the cancellation behavior">
    In the scheduler's Settings, decide whether **Refund credits used on cancelation** is on. Pair it with your cancellation notice window. Details in [Cancellation and credit refunds](#cancellation-and-credit-refunds) below.
  </Step>

  <Step title="Save, then check the product">
    Click **Create** or **Update**. Then open the product that issues the credits and confirm this scheduler is selected under **Which schedulers accept these credits**, or that the field is blank (which means all schedulers).
  </Step>
</Steps>

## What the athlete sees

* On your schedule page, credit-based sessions show their cost (for example **1 Credit**) instead of a price.
* **Credits come first.** When the athlete holds credits this scheduler accepts, checkout goes straight to credit redemption and the card field is not shown, so nobody pays by card while sitting on usable credits. The card field appears only when they have no applicable credits.
* On a scheduler set to **Either**, the athlete chooses between spending a credit and paying the price before the payment step.
* Their remaining credit count is shown during booking and again on the confirmation, and the cost is deducted the moment the booking is confirmed.
* When a booking cannot use credits, the message says why rather than a generic "Not enough credits": no credits left, credits **not valid for this scheduler** (they came from a product that does not include it), or the membership that granted them has expired.
* With no usable credits, the athlete is prompted to buy. If you added a **Buy more credits** link they go to that product; otherwise they land on your general products list.
* An athlete who comes up short can also ask you directly. CoachIQ sends you an In-App message on their behalf in the Inbox, naming the session and date they wanted and how many credits short they are (for example "…but I'm 1 credit short. Could you add credits to my account?"). Grant the credits from the athlete's **Credits** tab and they can complete the booking; see [Managing athlete credits](/payments/credits/managing-athlete-credits).
* Parents with family members added book from one shared balance and pick which child the session is for. See [Booking for multiple athletes](/scheduling/booking-for-multiple-athletes).

## Cancellation and credit refunds

Credits are deducted at booking time, so cancellation is where they come back, or don't.

| Setting                                     | Athlete cancels with notice | Athlete cancels late                          | Coach cancels                   |
| ------------------------------------------- | --------------------------- | --------------------------------------------- | ------------------------------- |
| **Refund credits used on cancelation: on**  | Credit returned to balance  | Cannot cancel in-app inside the notice window | You choose in the cancel dialog |
| **Refund credits used on cancelation: off** | Credit forfeited            | Cannot cancel in-app inside the notice window | You choose in the cancel dialog |

<Note>
  The refund setting is all or nothing per scheduler. The common "refund with notice, forfeit when late" policy comes from combining it with the **cancellation notice window**: outside the window athletes can cancel and get the credit back, inside the window they cannot cancel at all through the app. Turn on the reschedule lockout too, or athletes will reschedule out of a late slot to avoid the forfeit. Both settings are explained in [Scheduler settings, limits, and permissions](/scheduling/scheduler-settings-limits-and-permissions#credit-refund-settings).
</Note>

When you cancel a credit booking from the calendar, the confirmation dialog asks whether to refund the credit. Refund it when the cancellation is on you, and forfeit it only when you are enforcing your late policy. If a refund was skipped by mistake, add the credit back from the athlete's **Credits** tab. See [Canceling bookings](/scheduling/canceling-bookings).

## Edge cases

<AccordionGroup>
  <Accordion title="Athlete has credits but the scheduler says they have none">
    The credits came from a product whose **Which schedulers accept these credits** list does not include this scheduler. Fix it on the product, not the scheduler. If the athlete needs to book today, grant a **Master Credit** from their profile; Master Credits work on every credit-based scheduler.
  </Accordion>

  <Accordion title="Athlete has 1 credit and the session costs 2">
    The booking is blocked. Credits are not split across bookings and there is no partial payment. Either the athlete buys more, or you grant the difference as a Master Credit. Keep multi-credit sessions rare for this reason.
  </Accordion>

  <Accordion title="Credits expire after the booking is made but before the session date">
    It depends on **Sessions must occur by expiration** on the product. With it on, the session date must fall within the credit period, including when rescheduling. With it off, credits need to be valid when booked, and the session may happen later. A qualifying cancellation refund keeps the original expiration date; canceling does not extend it. See [Require sessions to happen before credits expire](/payments/product-builder#require-sessions-to-happen-before-credits-expire).
  </Accordion>

  <Accordion title="You set up a recurring booking for the athlete">
    Recurring bookings you create from the calendar do **not** deduct credits when the series is created, and skipping an occurrence does not refund one. If an athlete is on a standing weekly slot, collect payment directly and skip credits for them. Details in [Recurring bookings](/scheduling/recurring-bookings#credit-handling-with-recurring-bookings).
  </Accordion>

  <Accordion title="You manually book the athlete from the calendar">
    Manual booking follows the same credit logic as self-booking, with one extra control: a **Redeem credits** checkbox. Leave it checked to deduct the credit. Uncheck it for a makeup or comp session so the athlete is not charged twice. See [Manually booking athletes](/scheduling/manually-booking-athletes).
  </Accordion>

  <Accordion title="Same scheduler, athlete has two kinds of credits">
    Product-specific credits that are valid for this scheduler are used first. Master Credits are only spent when no eligible product credit remains. Check the athlete's Credits tab if you need to know which pool a booking drew from.
  </Accordion>

  <Accordion title="Product has a per-scheduler billing-cycle cap">
    A subscription can grant 8 credits with only 4 usable on a given scheduler per cycle. Once the athlete hits 4 on that scheduler they are blocked there, even with credits left, until the next billing cycle. The message they see is a limit message, not an out-of-credits message. Details in [Credit usage limits and restrictions](/payments/credits/credit-usage-limits-restrictions).
  </Accordion>

  <Accordion title="You switch a scheduler from Price to Credit">
    Existing bookings are untouched. New bookings need credits, so athletes who used to pay per session will suddenly be told they have none. Publish the credit product first, add it under **Buy more credits**, then switch **How they pay**. Announce the change before you do it. If some athletes should keep paying per session, use **Either** instead.
  </Accordion>

  <Accordion title="You switch a scheduler from Credit back to Price">
    Athletes keep their credits, but this scheduler no longer accepts them. Make sure another credit-based scheduler exists that their product allows, or refund the unused credits from their profile.
  </Accordion>

  <Accordion title="You archive or delete a credit-based scheduler">
    Credits tied only to that scheduler become unusable. Before archiving, edit the product's **Which schedulers accept these credits** list to include a replacement scheduler. How archiving works: [Organizing schedulers](/scheduling/organizing-schedulers#archiving-a-scheduler).
  </Accordion>

  <Accordion title="Free and credit sessions on the same schedule page">
    Fine. Payment type is per scheduler. A free trial scheduler and a 1-credit scheduler can sit side by side, and the trial scheduler will never touch a credit balance.
  </Accordion>

  <Accordion title="Athlete's subscription payment fails">
    The subscription's credits stop renewing, but credits already granted stay until they expire (or until the subscription's own expiration rule removes them). Existing bookings are not cancelled automatically. See [Recurring credit memberships](/payments/credits/recurring-credit-memberships#payment-failure-involuntary-churn).
  </Accordion>
</AccordionGroup>

## Checking an athlete's credit history

Open **People**, click the athlete, and open the **Credits** tab. The log shows every grant, deduction, refund, and expiration with the scheduler or product involved, which settles almost every "where did my credit go" question. Full walkthrough in [Managing athlete credits](/payments/credits/managing-athlete-credits).

## Related articles

<CardGroup>
  <Card title="Product Builder: Credits" icon="box" href="/payments/product-builder#section-3-credits">
    The product side: how many credits, expiration, and which schedulers accept them
  </Card>

  <Card title="Setting up payment options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Free, direct payment, credit-based, and hybrid setups end to end
  </Card>

  <Card title="Credits Overview" icon="coins" href="/payments/credits/credit-system-overview">
    Concepts, Master vs product credits, and package pricing strategy
  </Card>

  <Card title="Credit usage limits" icon="gauge" href="/payments/credits/credit-usage-limits-restrictions">
    Per-scheduler caps, multi-credit sessions, and how limits stack
  </Card>

  <Card title="Scheduler settings" icon="sliders" href="/scheduling/scheduler-settings-limits-and-permissions#credit-refund-settings">
    Cancellation windows, refund toggle, and reschedule lockout
  </Card>

  <Card title="Managing athlete credits" icon="user" href="/payments/credits/managing-athlete-credits">
    Grant, adjust, and read the credit log on a profile
  </Card>
</CardGroup>


# Editing & Rescheduling Bookings
Source: https://help.coachiq.io/scheduling/editing-rescheduling-bookings

How to modify booking details or move sessions to a different time

<Info>
  **Where to find this**: Schedule → Calendar → Click any booking
</Info>

## Editing a booking

On **Schedule** → **Calendar**, click a session. The click view shows **Duration**, **Time Slot**, **Location**, **Coaches**, resources, and participants.

**Duration**, **Location**, and **Coaches** each have **Edit**. **Time Slot** does not; to change the date or time, use **Move Session** in the header (below). You can also add a coach or a resource to this one occurrence from the click view without opening the scheduler. Footer: **Add Participants** and **Send Message to All**.

<Frame>
  <img alt="Calendar session click view with Duration, Time Slot, Location, and Coaches" />
</Frame>

## Edit duration from the calendar

<Steps>
  <Step title="Click Edit next to Duration">
    On the session click view, **Duration** shows the current length (for example **60 min**). Click **Edit**.
  </Step>

  <Step title="Edit Duration">
    That opens **Edit Duration**. The field is **Duration in minutes**.

    Helper: the end time is named, and the change does not change the session date or start time.
  </Step>

  <Step title="Save Duration or Cancel">
    Click **Save Duration**, or **Cancel**.

    <Frame>
      <img alt="Edit Duration with Duration in minutes, Cancel, and Save Duration" />
    </Frame>
  </Step>
</Steps>

***

## Move an entire session

Use **Move Session** when the whole occurrence has to change date or time: a coach is sick, the facility is closed, a practice shifts from Tuesday to Wednesday. It moves the occurrence with everything attached to it in one action, instead of rebooking each athlete.

Where to find this: **Schedule → Calendar → click the session**

### What moves with the session

* Every participant booking on that occurrence
* The assigned coach or coaches
* The attached resources

Nothing about the scheduler changes. Other dates of the same session stay where they are, and the moved occurrence keeps its duration, location, price, and payment status.

### Move the session

<Steps>
  <Step title="Open the session">
    Go to **Schedule** → **Calendar** and click the session you want to move. **Move Session** is in the header of the click view, next to the red trash icon that opens [Cancel Session](/scheduling/canceling-bookings#cancel-an-entire-session-from-the-calendar).
  </Step>

  <Step title="Click Move Session">
    The **Move Session** dialog opens with the current date and time shown.
  </Step>

  <Step title="Set New Date & Time">
    Pick the new date and start time under **New Date & Time**. The session keeps its current duration, so the end time follows.

    Moving a session does not check the new time against your availability template, so confirm the coach and any resources are actually free before you move it.
  </Step>

  <Step title="Choose how to notify participants">
    **Notify participants** is on by default, with **In-app** pre-checked. The message is prefilled with the original date and time and the new one; edit it to add a personal note (why it moved, what to bring).
  </Step>

  <Step title="Confirm">
    Click **Move Session**. The occurrence and all its bookings appear at the new time immediately; the old time is freed.

    <Check>
      Every participant receives the move announcement with the original date and time and the new one.
    </Check>
  </Step>
</Steps>

<Frame>
  <img alt="Move Session on the calendar session detail" />
</Frame>

### Moving one athlete, not the whole session

**Move Session** always moves every participant. To move a single athlete out of a group session, cancel that athlete's booking and book them into the new time (see [Canceling bookings](/scheduling/canceling-bookings) and [Manually booking athletes](/scheduling/manually-booking-athletes)). For one date of a recurring booking, use **Change** in the [Occurrences view](/scheduling/recurring-bookings#changing-one-occurrence) instead.

***

## Drag-and-drop rescheduling

For quick rescheduling directly on the calendar:

<Steps>
  <Step title="Switch to Week or Day view">
    Use the view toggles at the top of your calendar to switch to **Week** or **Day** view.

    <Frame>
      <img alt="Calendar week view showing multiple sessions" />
    </Frame>
  </Step>

  <Step title="Drag the booking">
    Click and hold the booking you want to move, then drag it to the new time slot.
  </Step>

  <Step title="Release to confirm">
    Drop the booking on the desired time. The change saves automatically.
  </Step>
</Steps>

<Warning>
  Drag-and-drop rescheduling bypasses availability checks. Make sure the new time works for both the coach and athlete before moving.
</Warning>

***

## What athletes see

When a session is booked, athletes automatically receive a confirmation email:

<Frame>
  <img alt="Session confirmation email titled 'Your Session is Coming Up' showing date, time, location, description, and a re-schedule link" />
</Frame>

When you **Move Session**, the announcement includes the original date and time and the new one by default. You can edit it to add a personal note. **Notify participants** is available, with **In-app** pre-checked.

The announcement follows this pattern:

`[session name] moved from [day, date] at [start - end] to [day, date] at [start - end].`

<Frame>
  <img alt="In-app announcement after a move, naming the original time and the new time" />
</Frame>

When you move a booking:

* **In-app announcement** — Names the original date/time and the new date/time
* **Portal update** — The updated session appears in their Athlete Portal immediately
* **Calendar sync** — Any linked calendar invites are automatically updated

<Tip>
  **Best practice**: If making a significant time change, send a personal message through the Inbox to confirm the athlete can make the new time.
</Tip>

***

## Controlling whether athletes can reschedule

You can configure athlete self-rescheduling on a per-scheduler basis in **Scheduler Settings → Booking Rules**. There are two related toggles:

**Allow athletes to reschedule** — When on, athletes can move their booking to a different available time slot from the Athlete Portal or app. No additional payment is required; the original credit or payment carries over to the new time. When off, only coaches and admins can reschedule — athletes must contact you to make changes.

**Block rescheduling within cancellation window** — When on, athletes cannot reschedule once they're inside your cancellation notice window. This prevents athletes from using reschedule as a workaround to avoid forfeiting a credit on a late cancellation. The blocking window matches your Cancellation Policy (e.g., if you require 24-hour notice, rescheduling is also blocked within that same 24 hours).

[Configure rescheduling permissions →](/scheduling/scheduler-settings-limits-and-permissions#setting-7-booking-rules-athlete-permissions)

***

## Related articles

<CardGroup>
  <Card title="Canceling Bookings" icon="xmark" href="/scheduling/canceling-bookings">
    Cancel sessions and handle credits
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes directly into sessions
  </Card>

  <Card title="Calendar Overview" icon="calendar" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your calendar
  </Card>
</CardGroup>

## Warnings when moving a whole session

An athlete with another booking at the new time produces an amber heads-up. You can still move the whole session after reviewing it. Two sessions at the same saved location do not conflict merely because they share that location.

Red warnings still block the move, including an occupied resource or another occurrence of the same session at the proposed time. Review the named conflicting session or resource and choose a different time or resource. All warnings appear together, with blockers above heads-up messages.


# Sync Bookings to Google Calendar
Source: https://help.coachiq.io/scheduling/google-calendar-sync

Automatically sync your CoachIQ bookings to Google Calendar so sessions appear on your personal calendar.

<Info>
  **Where to find this**: Schedule → Schedulers → \[Select Scheduler] → Google
</Info>

## What you'll accomplish

Connect your Google Calendar to a scheduler so all bookings automatically appear on your personal calendar. This keeps your CoachIQ schedule in sync with your everyday calendar without manual entry.

<Note>
  **Beta feature**: Google Calendar sync is currently in beta. Core functionality is stable, but some features may be refined based on feedback.
</Note>

## How the sync works

Google Calendar sync is **one-way**: CoachIQ → Google Calendar.

| Action in CoachIQ         | Result in Google Calendar |
| ------------------------- | ------------------------- |
| Athlete books session     | Event created             |
| Booking rescheduled       | Event updated             |
| Booking cancelled         | Event removed             |
| Recurring booking created | Recurring event created   |

<Warning>
  **Changes must be made in CoachIQ**. Editing or deleting events directly in Google Calendar does NOT update CoachIQ. Always manage bookings from your CoachIQ dashboard.
</Warning>

### What gets synced

Each booking creates a Google Calendar event with:

* Session date and time
* Athlete name
* Session type/scheduler name
* Duration

For group sessions, you choose how those bookings appear using the two options in the next section. By default, each booking creates its own event—so if 3 athletes book the same time slot, you'll see 3 separate events on your Google Calendar.

***

## Connecting Google Calendar

<Steps>
  <Step title="Open your scheduler settings">
    Go to **Schedule → Schedulers** and click on the scheduler you want to sync.
  </Step>

  <Step title="Navigate to the Google tab">
    In the scheduler settings sidebar, click **Google**.

    <Frame>
      <img alt="Google Calendar sync settings in scheduler builder" />
    </Frame>
  </Step>

  <Step title="Enable sync">
    Toggle **Sync to Google Calendar** to ON.
  </Step>

  <Step title="Connect your Google account">
    Click **Select Accounts** and sign in with your Google account. Grant CoachIQ permission to create and manage calendar events.

    <Tip>
      Use your primary work Google account—the one where you want to see your coaching schedule.
    </Tip>
  </Step>

  <Step title="Choose your group and guest options">
    Two optional toggles control how bookings appear. Both are **off by default**.

    | Option                                           | What it does                                                                                                                                                    |
    | ------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | **Combine group bookings into one shared event** | Group sessions show up as a single Google Calendar event instead of one event per athlete. The event updates automatically as more athletes book the same slot. |
    | **Add clients as event guests**                  | Athletes are added as guests on the event and receive a Google Calendar invite, so the session appears on their own calendar.                                   |

    <Frame>
      <img alt="Sync to Google Calendar settings showing the combine group bookings and add clients as event guests toggles" />
    </Frame>
  </Step>

  <Step title="Save your scheduler">
    Click **Update** to save your changes.

    <Check>
      **Success!** New bookings on this scheduler will now appear on your Google Calendar automatically.
    </Check>
  </Step>
</Steps>

***

## Key things to know

### Combine group bookings into one shared event

When this is on, a group session creates a single Google Calendar event rather than a separate event for each athlete. As additional athletes book the same time slot, the shared event updates automatically to reflect everyone on the roster.

With the toggle off (the default), each athlete's booking creates its own event.

### Add clients as event guests

When this is on, athletes are added as guests on the Google Calendar event and receive a calendar invite by email, so the session also lands on their own calendar.

If you turn this on alongside **Combine group bookings into one shared event**, all athletes in a group session are added as guests on the same event. Google's guest list is visible to attendees by default, so athletes in a combined group event may be able to see one another. Leave this toggle off if you'd prefer to keep group rosters private.

### Each scheduler syncs independently

You connect Google Calendar per scheduler, not account-wide. This gives you flexibility:

* Sync only specific schedulers to your calendar
* Connect different Google accounts to different schedulers
* Keep some schedulers private (not synced)

### Sync is one-way only

This is the most important concept to understand:

| Where you make changes          | What happens                    |
| ------------------------------- | ------------------------------- |
| **CoachIQ** (correct)           | Changes sync to Google Calendar |
| **Google Calendar** (incorrect) | Nothing happens in CoachIQ      |

If you delete an event from Google Calendar, the booking still exists in CoachIQ. If you move an event in Google Calendar, the booking time doesn't change in CoachIQ.

**Always manage your schedule from CoachIQ.**

### Recurring bookings sync correctly

When an athlete books a recurring session:

* CoachIQ creates a recurring event in Google Calendar
* The recurrence pattern matches (weekly, bi-weekly, etc.)
* Deleting the entire recurring schedule removes all instances from Google Calendar

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I sync to Apple Calendar or Outlook?">
    Google Calendar sync is the only direct integration currently available. However, if you use iCal feeds, you can subscribe to your CoachIQ calendar from Apple Calendar or Outlook. See [Calendar Overview](/scheduling/calendar-overview-and-navigation) for iCal feed options.
  </Accordion>

  <Accordion title="Why don't I see past bookings?">
    Sync only applies to bookings made AFTER you enable the integration. Existing bookings before you connected won't appear on Google Calendar.
  </Accordion>

  <Accordion title="Can athletes see my Google Calendar?">
    No. This sync only sends events TO your Google Calendar, and athletes cannot see your calendar or any other events on it.

    The exception is **Add clients as event guests**: when that toggle is on, each athlete receives an invite to their own session event, and that event appears on their calendar. They still can't see anything else on your calendar. In a combined group event, attendees may see the other guests on that event's guest list.
  </Accordion>

  <Accordion title="What if I have multiple coaches?">
    Each coach can connect their own Google account to schedulers they're assigned to. The sync sends events to whichever Google account is connected to that scheduler.
  </Accordion>

  <Accordion title="Will this block time on my Google Calendar for availability?">
    The sync creates events on your Google Calendar, but CoachIQ does not read your Google Calendar to determine availability. Your CoachIQ availability is set separately in your availability templates.
  </Accordion>
</AccordionGroup>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Events not appearing on Google Calendar">
    **Check these things:**

    1. Sync is toggled ON in the scheduler's Google settings
    2. You've connected a Google account (not just enabled the toggle)
    3. The booking was made AFTER you enabled sync
    4. Check the correct Google Calendar (you may have multiple)

    **Still not working?** Try disconnecting and reconnecting your Google account.
  </Accordion>

  <Accordion title="Events showing wrong information">
    If event details appear incorrect (wrong time, missing info), the booking data in CoachIQ may need updating. Edit the booking in CoachIQ and the Google Calendar event will update.
  </Accordion>

  <Accordion title="Cancelled booking still on Google Calendar">
    In rare cases, cancellation sync may be delayed. Wait a few minutes and refresh your Google Calendar. If the event persists, you can manually delete it from Google Calendar (this won't affect CoachIQ).
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Creating Your First Scheduler" icon="calendar-plus" href="/scheduling/creating-your-first-scheduler">
    Set up a scheduler before connecting Google Calendar
  </Card>

  <Card title="Calendar Overview" icon="calendar-days" href="/scheduling/calendar-overview-and-navigation">
    Navigate and manage your CoachIQ calendar
  </Card>

  <Card title="Advanced Scheduler Settings" icon="sliders" href="/scheduling/advanced-scheduler-settings">
    Configure coaches, locations, and reminders
  </Card>

  <Card title="Managing Availability" icon="clock" href="/scheduling/create-your-availability">
    Set when athletes can book sessions
  </Card>
</CardGroup>


# How Availability Works in CoachIQ
Source: https://help.coachiq.io/scheduling/how-availability-works

Understand availability templates, how they work, and why they're the foundation of your scheduling system

## What availability actually means

In CoachIQ, **availability** is the foundation of your entire scheduling system. It answers one simple question: **"When CAN you coach?"**

Not "when are you booked," not "what sessions you're offering"—just the raw time windows when you're potentially available to work with athletes.

<Info>
  **Think of it like this**: Availability is your work schedule. Schedulers are the services you offer during those work hours. Sessions are the actual bookings.
</Info>

## The availability template concept

Here's what makes CoachIQ's availability system powerful: **availability templates are reusable**.

You don't set availability separately for every session type. Instead, you create availability templates once, then pull from them across multiple schedulers.

### Real-world example

**Jake's Schedule**:

* Available Monday/Wednesday/Friday 3:00 PM - 8:00 PM
* This is ONE availability template: "Weekday Afternoons"

**Jake's Session Types**:

* 30-Minute Quick Sessions → Uses "Weekday Afternoons" availability
* 60-Minute Full Training → Uses "Weekday Afternoons" availability
* Free Assessment Sessions → Uses "Weekday Afternoons" availability

**The magic**: Jake manages his schedule in ONE place (the availability template), but it powers THREE different session types. If Jake wants to add Thursdays, he updates one template and all three schedulers automatically get Thursday availability.

<Check>
  **Key insight**: One availability template can power unlimited schedulers. This saves enormous time and prevents scheduling conflicts.
</Check>

## How availability differs from schedulers

This is the most common confusion for new users, so let's make it crystal clear:

<Tabs>
  <Tab title="Availability">
    **Purpose**: Defines WHEN you can work

    **Controls**:

    * Days of the week
    * Hours per day
    * Specific dates
    * Blackout days (time off)

    **What it DOESN'T control**:

    * Pricing
    * Session duration
    * Capacity
    * Who can book
    * What you're teaching

    **Example**: "I'm available Monday-Friday 2-8 PM"

    **Visibility**: Coaches only (athletes never see raw availability)
  </Tab>

  <Tab title="Schedulers">
    **Purpose**: Defines WHAT athletes can book

    **Controls**:

    * Session name and description
    * Duration (30, 45, 60 min)
    * Pricing or credits
    * Capacity (1-on-1 or group)
    * Booking rules and limits
    * Buffer time between sessions

    **What it DOESN'T control directly**:

    * Which days you work (pulls from availability)
    * Specific time windows (pulls from availability)

    **Example**: "60-Minute Hitting Lesson - \$75 - Max 1 athlete"

    **Visibility**: This is what athletes see and book
  </Tab>

  <Tab title="How They Connect">
    **The Relationship**:

    1. You create availability: "Monday/Wednesday/Friday 3-8 PM"
    2. You create a scheduler: "60-Min Private Training - \$75"
    3. You connect the scheduler to your availability template
    4. CoachIQ generates bookable slots: "Monday 3:00, 4:00, 5:00, 6:00, 7:00 PM..."

    **Visual Flow**:

    ```
    Availability Template
            ↓
       (pulls from)
            ↓
        Scheduler
            ↓
      (generates)
            ↓
    Bookable Time Slots
    ```

    Athletes only see the final bookable slots—they never interact with your raw availability.
  </Tab>
</Tabs>

## Why availability templates are reusable

The reusability of availability templates is what makes CoachIQ scheduling scalable. Here's why this matters:

### Scenario 1: Multiple Session Types, Same Schedule

**Your situation**: You offer 30-min, 45-min, and 60-min sessions, all during the same work hours.

**Without templates** (how other systems work):

* Set availability for 30-min sessions
* Set availability again for 45-min sessions
* Set availability again for 60-min sessions
* When you want to add Thursday, update all three separately
* High risk of conflicts and errors

**With templates** (how CoachIQ works):

* Create one "Regular Hours" template (M/W/F 3-8 PM)
* Point all three schedulers to this template
* Add Thursday once, all three schedulers get it automatically
* Zero conflicts, one source of truth

<Tip>
  **Time savings**: Most coaches save 2-3 hours per month by not duplicating availability across schedulers.
</Tip>

### Scenario 2: Different Coaching Contexts

**Your situation**: You coach at two locations with different available days.

**Solution**: Create multiple availability templates:

* "Downtown Gym" template → Tuesday/Thursday 5-9 PM
* "Community Center" template → Monday/Wednesday/Saturday 10 AM - 2 PM

Then create location-specific schedulers:

* "Downtown Private Training" → Uses "Downtown Gym" availability
* "Community Center Group Classes" → Uses "Community Center" availability

**Result**: Clear separation of locations, no overlap conflicts, easy to manage.

### Scenario 3: Different Availability by Session Type

**Your situation**: You only offer group classes on weekends, but private training during weekdays.

**Solution**: Create specialized availability templates:

* "Weekday Hours" → Monday-Friday 3-8 PM
* "Weekend Group Sessions" → Saturday/Sunday 9 AM - 1 PM

Then match schedulers appropriately:

* "Private 1-on-1 Training" → Uses "Weekday Hours"
* "Saturday Group Bootcamp" → Uses "Weekend Group Sessions"

**Result**: Different session types can have completely different availability without managing complex rules.

## Types of availability you can create

CoachIQ supports two main approaches to setting availability:

<CardGroup>
  <Card title="Weekly Recurring" icon="redo">
    **What it is**: Same pattern every week

    **Example**: "Every Monday/Wednesday/Friday from 3-8 PM"

    **Best for**:

    * Regular coaching schedules
    * Consistent work hours
    * Ongoing availability
    * Most common use case

    **Pros**:

    * Set once, applies forever
    * Predictable for athletes
    * Easy to manage
    * Matches most work schedules

    **Cons**:

    * Less flexibility
    * Need to add blackout days for exceptions
  </Card>

  <Card title="Specific Dates" icon="calendar-day">
    **What it is**: Individual dates you manually select

    **Example**: "Only July 15, 17, 22, and 29"

    **Best for**:

    * Irregular schedules
    * Seasonal coaching
    * Special clinics or camps
    * Testing new time slots

    **Pros**:

    * Complete control over exact dates
    * No unexpected availability
    * Good for limited engagements

    **Cons**:

    * Must add each date manually
    * Time-consuming for regular schedules
    * Need to continuously add future dates
  </Card>
</CardGroup>

<Note>
  **Most coaches use weekly recurring** for 80-90% of their availability, then block out specific dates with blackout days when needed (vacations, holidays, etc.).
</Note>

## Availability and blackout days

Blackout days are how you handle exceptions to your regular availability.

### How blackout days work

**Your regular availability**: Monday/Wednesday/Friday 3-8 PM (every week)

**You're taking vacation**: July 10-20

**Solution**: Add blackout days for July 10-20

**Result**: Your regular M/W/F availability continues before and after vacation, but July 10-20 is blocked out with no available slots.

<Tip>
  **Pro tip**: Add blackout days for known holidays, vacations, and time off when you first set up availability. This prevents athletes from booking sessions you can't honor.
</Tip>

### Common blackout day uses

* **Vacations**: Multi-day or multi-week blocks
* **Holidays**: Thanksgiving, Christmas, New Year's, etc.
* **Personal days**: Doctor appointments, family commitments
* **Facility closures**: Gym closed for maintenance
* **Emergency blocks**: Unexpected schedule conflicts

<Warning>
  **Important**: Blackout days don't automatically cancel existing bookings. They only prevent NEW bookings from being made during those dates. If you already have bookings during blackout dates, you'll need to cancel them manually.
</Warning>

## Multiple availability templates: When and why

Most coaches start with one availability template and add more as their business grows. Here's when to create multiple:

<AccordionGroup>
  <Accordion title="Different Locations">
    **When**: You coach at multiple facilities with different schedules

    **Example**:

    * "Main Gym" availability: M/W/F 4-9 PM
    * "Community Center" availability: T/Th 5-8 PM, Sat 9 AM - 1 PM
    * "Virtual Sessions" availability: Any day, 7-9 AM (before facility hours)

    **Why it works**: Location-specific schedulers pull from location-specific availability, preventing booking conflicts.
  </Accordion>

  <Accordion title="Different Coaching Roles">
    **When**: You have distinct coaching contexts (team vs private, youth vs adult)

    **Example**:

    * "Private Training" availability: M-F 3-6 PM
    * "Team Practice" availability: M/W 6-7:30 PM only
    * "Adult Sessions" availability: T/Th evenings after 8 PM

    **Why it works**: Different roles often have different time constraints and commitments.
  </Accordion>

  <Accordion title="Different Session Types Genuinely Need Different Times">
    **When**: Certain services are only available during specific windows

    **Example**:

    * "Regular Sessions" availability: M-F 3-8 PM
    * "Early Morning" availability: Any day 6-8 AM (premium pricing)
    * "Weekend Intensives" availability: Sat/Sun 9 AM - 5 PM (3-hour blocks)

    **Why it works**: Premium or specialized sessions may warrant separate availability to maintain exclusivity or manage capacity.
  </Accordion>

  <Accordion title="You're Testing New Time Slots">
    **When**: Experimenting with availability before committing

    **Example**:

    * "Established Hours" availability: M/W/F 3-8 PM (your regular schedule)
    * "Trial Saturday Hours" availability: Sat 9 AM - 12 PM (testing demand)

    **Why it works**: You can test new availability without disrupting your core schedule, and easily remove if it doesn't work out.
  </Accordion>
</AccordionGroup>

<Info>
  **Most common pattern**: 70% of coaches use 1-2 availability templates. 25% use 3-4. Only 5% need more than 4 templates. Start with one and add more only when you have a clear reason.
</Info>

## The scheduler-to-availability relationship

Understanding how schedulers pull from availability is key to mastering the system.

### One Scheduler → One or More Availability Templates

A single scheduler can pull from **multiple** availability templates. This is powerful for complex setups.

**Example: Traveling Coach**

You offer private training at three locations:

* Downtown Gym (M/W)
* West Side Facility (T/Th)
* North Location (F)

**Setup**:

* Create 3 availability templates (one per location)
* Create 1 scheduler: "Private 1-on-1 Training"
* Connect scheduler to all 3 availability templates

**Result**: Athletes booking "Private 1-on-1 Training" see available times across all three locations (M/W/T/Th/F), and you specify the location for each booking.

### Many Schedulers → One Availability Template

Multiple schedulers can all pull from the **same** availability template. This is the most common pattern.

**Example: Different Durations**

You offer sessions in multiple lengths during the same work hours:

* 30-Min Quick Session
* 45-Min Standard Session
* 60-Min Deep Dive Session

**Setup**:

* Create 1 availability template: "Regular Hours" (M/W/F 3-8 PM)
* Create 3 schedulers (one for each duration)
* All 3 schedulers pull from "Regular Hours" template

**Result**: Athletes can choose session length, all pulling from your same work schedule.

<Tip>
  **Pro tip**: This setup means you only manage availability in ONE place. Adding Thursday to "Regular Hours" automatically gives all three session types Thursday availability.
</Tip>

## What athletes see vs what you manage

It's important to understand the disconnect between what you configure and what athletes experience:

<Tabs>
  <Tab title="What You Configure">
    **In Availability**:

    * Monday/Wednesday/Friday
    * 3:00 PM - 8:00 PM
    * Blackout: Dec 23-31

    **In Scheduler**:

    * "60-Minute Private Training"
    * \$75 per session
    * Buffer time: 15 minutes
    * Max capacity: 1 athlete
  </Tab>

  <Tab title="What Athletes See">
    **Available Time Slots**:

    * Monday, Oct 2 at 3:00 PM
    * Monday, Oct 2 at 4:15 PM
    * Monday, Oct 2 at 5:30 PM
    * Monday, Oct 2 at 6:45 PM
    * Wednesday, Oct 4 at 3:00 PM
    * Wednesday, Oct 4 at 4:15 PM
    * (and so on...)

    **They see**:

    * Bookable time slots (not your raw availability)
    * Session name and price
    * Duration (60 minutes)
    * Booking button
    * The booking calendar opened on the month of your **first available slot**, not necessarily the current month, so a scheduler whose availability starts next season does not look empty

    **They DON'T see**:

    * Your availability template
    * Buffer time (invisible to them)
    * Blackout days (slots just don't appear)
    * Capacity settings (until slots fill up)
  </Tab>

  <Tab title="How It Connects">
    **The Transformation**:

    1. Your availability: 3-8 PM (5 hours)
    2. Session duration: 60 minutes
    3. Buffer time: 15 minutes
    4. Math: (5 hours ÷ 75 min per slot) = 4 bookable slots per day

    **Generated Slots**:

    * 3:00 PM - 4:00 PM (session) + 15 min buffer
    * 4:15 PM - 5:15 PM (session) + 15 min buffer
    * 5:30 PM - 6:30 PM (session) + 15 min buffer
    * 6:45 PM - 7:45 PM (session) + 15 min buffer

    Athletes see these 4 specific time slots, not your 5-hour availability window.
  </Tab>
</Tabs>

<Check>
  **Key understanding**: CoachIQ automatically converts your availability windows into bookable time slots based on session duration and buffer time. You don't manually create each slot.
</Check>

## Availability best practices

### Start Simple, Add Complexity Later

**Phase 1** (Week 1): One availability template, regular weekly hours

* Example: "M/W/F 3-8 PM"

**Phase 2** (Month 1-2): Add blackout days for known time off

* Add vacation days, holidays, planned absences

**Phase 3** (Month 3-6): Create second template if needed

* Only add when you have genuinely different availability needs

**Phase 4** (Month 6+): Optimize based on booking patterns

* Adjust hours based on popular times
* Add time slots if demand exceeds capacity

<Tip>
  **Resist complexity**: Many coaches create 5-6 availability templates when they only need 1-2. Start minimal and add only when you have a clear problem to solve.
</Tip>

### Use Descriptive Template Names

**Good template names**:

* "Weekday Afternoons"
* "Weekend Morning Classes"
* "Downtown Gym Schedule"
* "Virtual-Only Hours"

**Poor template names**:

* "Availability 1"
* "Schedule A"
* "Template 2"

**Why it matters**: When creating or editing schedulers, you'll need to select which availability template to use. Clear names make this easy.

### Think in Terms of Your Week

Base availability on your actual work schedule, not on when you THINK athletes want to book.

**Example mistake**: "I'll be available every day 6 AM - 10 PM because athletes might want early morning or late evening sessions."

**Problem**: You end up with availability you can't honor, leading to cancellations and frustration.

**Better approach**: Start with times you're genuinely available and willing to coach. Expand only based on actual demand.

### Buffer Time Is Part of Your Availability

When setting availability hours, remember that buffer time consumes some of that window.

**Example**:

* Availability: 3:00 PM - 5:00 PM (2 hours)
* Session duration: 60 minutes
* Buffer time: 15 minutes

**Available slots**: Only ONE slot at 3:00 PM

* 3:00-4:00 PM (session) + 15 min buffer ends at 4:15 PM
* Next slot would start at 4:15 PM but session ends at 5:15 PM (outside your availability)

**Solution**: Either extend availability to 6:00 PM or reduce buffer time.

## Availability + Copilot AI

CoachIQ's Copilot can help generate availability patterns for you.

**How it works**:

1. Tell Copilot your coaching schedule in plain language
2. Copilot generates an availability template
3. Review and adjust if needed
4. Save and use across schedulers

**Example prompts**:

* "I coach Monday through Friday afternoons, 2-8 PM"
* "I'm available weekdays 3-7 PM but want to block out Thanksgiving week"
* "Set up Saturday morning availability from 9 AM to 1 PM"

<Tip>
  **Pro tip**: Copilot is especially helpful when setting up complex availability patterns or when you're first learning the system.
</Tip>

## Quick decision guide

<Tabs>
  <Tab title="I should create ONE availability template when...">
    * ✅ I have consistent work hours across all session types
    * ✅ I'm just getting started with CoachIQ scheduling
    * ✅ I coach at one location with regular hours
    * ✅ All my sessions are available during the same time windows

    **Example**: Solo personal trainer with M/W/F 3-8 PM availability for all services
  </Tab>

  <Tab title="I should create MULTIPLE availability templates when...">
    * ✅ I coach at multiple locations with different schedules
    * ✅ Different session types are available at different times
    * ✅ I have distinct coaching roles (team practice vs training sessions) with separate schedules
    * ✅ I want to test new time slots without affecting core availability

    **Example**: Facility owner with different availability per location and different hours for group vs private sessions
  </Tab>

  <Tab title="I should use weekly recurring availability when...">
    * ✅ I have a regular, predictable schedule
    * ✅ Same days and times every week (or most weeks)
    * ✅ Ongoing coaching (not seasonal or limited engagement)
    * ✅ I want to minimize management time

    **This is 90% of coaches**
  </Tab>

  <Tab title="I should use specific dates when...">
    * ✅ Running a short-term camp or clinic
    * ✅ Testing new time slots for a limited period
    * ✅ Seasonal coaching (only certain months)
    * ✅ Irregular schedule that changes weekly

    **This is 10% of coaches**
  </Tab>
</Tabs>

## What's next

Now that you understand how availability works conceptually, you're ready to create your actual availability templates.

<CardGroup>
  <Card title="Create Your Availability" icon="calendar-plus" href="/scheduling/create-your-availability">
    Step-by-step guide to setting up availability templates with weekly patterns or specific dates
  </Card>

  <Card title="Understanding Schedulers" icon="sliders-h" href="/scheduling/creating-your-first-scheduler">
    Learn how schedulers pull from availability to create bookable sessions
  </Card>

  <Card title="Managing Blackout Days" icon="calendar-times" href="/scheduling/setting-black-out-dates">
    Block out vacations, holidays, and time off from your availability
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Can I change availability after creating schedulers?">
    **Yes!** Availability templates can be edited anytime. Changes affect future bookable slots but don't automatically cancel existing bookings.

    **Example**: If you add Thursday to your availability, future weeks will have Thursday slots available, but existing bookings remain unchanged.
  </Accordion>

  <Accordion title="What happens if I delete an availability template?">
    **Careful**: Schedulers using that template will lose their availability and stop generating bookable slots.

    **Better approach**: Edit the template rather than deleting, or reassign schedulers to a different template first.
  </Accordion>

  <Accordion title="Can one scheduler pull from multiple availability templates?">
    **Yes!** This is useful for coaches who work multiple locations or have complex schedules.

    **Example**: "Private Training" scheduler pulls from "Downtown Gym" AND "West Side Facility" availability templates.
  </Accordion>

  <Accordion title="How far in advance should I set availability?">
    **Recommendation**:

    * Use weekly recurring patterns (automatically extends forward)
    * Check and extend 1-2 months ahead as needed (configured in scheduler settings)
    * Add blackout days for known time off

    **Avoid**: Setting specific date ranges that end soon, forcing you to constantly extend availability.
  </Accordion>

  <Accordion title="Does availability affect my existing bookings?">
    **No**: Existing bookings remain on your calendar even if you change availability.

    **What changes**: Future available slots will reflect your new availability settings.

    **To cancel existing bookings**: You must do this manually from your calendar—availability changes don't auto-cancel.
  </Accordion>

  <Accordion title="Can athletes see my availability template?">
    **No**: Athletes only see the final bookable time slots generated by your scheduler.

    **What they see**: "Available: Monday 3:00 PM, Monday 4:15 PM, Wednesday 3:00 PM..."

    **What they don't see**: Your underlying availability template or settings.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/overview">
    Complete overview of the three-layer scheduling system
  </Card>

  <Card title="Multi-Coach Availability" icon="users" href="/scheduling/managing-availability-for-multiple-coaches">
    Managing availability for multiple coaches
  </Card>
</CardGroup>

<Info>
  **Need help planning your availability?** Our support team can help you design the optimal availability structure for your coaching business. [Contact Support](https://coachiq.com/support)
</Info>


# Managing Availability for Multiple Coaches
Source: https://help.coachiq.io/scheduling/managing-availability-for-multiple-coaches

Set up and manage availability for multiple coaches to prevent conflicts and optimize team scheduling

## When you need multi-coach availability

If you answered "yes" to any of these, this guide is for you:

* ✅ You employ or work with other coaches/trainers
* ✅ Athletes can book sessions with different coaches
* ✅ You run a facility with multiple trainers on staff
* ✅ You co-coach with partners or assistants
* ✅ You need to prevent double-booking across your team

Multi-coach scheduling requires strategic thinking about availability, assignments, and conflict prevention.

<Info>
  **Solo coach?** If you're the only coach, you can skip this article. Head to[ Creating Your First Scheduler](/scheduling/creating-your-first-scheduler) instead.
</Info>

## The multi-coach scheduling challenge

With multiple coaches, you face coordination challenges that solo coaches don't:

**Scheduling conflicts**:

* Coach A and Coach B both available Monday 3-5 PM
* Athlete books with Coach A at 3:00 PM
* Different athlete tries to book Coach A at 3:00 PM → Should be blocked
* But Coach B at 3:00 PM should still be available

**Facility capacity**:

* Gym has 3 training areas
* 5 coaches on staff
* Maximum 3 coaches can work simultaneously (space limitation)
* Need to track facility capacity, not just individual coach availability

**Team coordination**:

* Some coaches work specific days only
* Some coaches share availability (either can take the session)
* Some sessions require specific coaches
* Substitution rules when primary coach is unavailable

<Check>
  **Goal**: Athletes can book with the right coach at the right time, while preventing conflicts and respecting both coach availability and facility capacity.
</Check>

## Multi-coach setup approaches

Choose the approach that matches your business model:

<Tabs>
  <Tab title="Approach 1: Coach-Specific Schedulers">
    **How it works**: Each coach has their own separate schedulers

    **Example**:

    * "Private Training with Coach Mike"
    * "Private Training with Coach Sarah"
    * "Private Training with Coach David"

    **Best for**:

    * Coaches with distinct specialties or styles
    * Athletes who prefer specific coaches
    * Different pricing per coach (experience levels)
    * Clear separation of bookings

    **Pros**:

    * Simple to set up and understand
    * Clear attribution (each booking tied to specific coach)
    * Easy individual coach management
    * Natural pricing differentiation

    **Cons**:

    * Creates many schedulers (can clutter athlete booking view)
    * Less flexibility for substitution
    * Requires athletes to choose coach upfront

    <Frame>
      <img alt="Multiple schedulers each assigned to specific coach" />
    </Frame>
  </Tab>

  <Tab title="Approach 2: Shared Schedulers with Multi-Coach Assignment">
    **How it works**: One scheduler, multiple coaches assigned to it

    **Example**:

    * "Private Training Session" (any available coach)
      * Assigned coaches: Mike, Sarah, David

    **Best for**:

    * Athletes don't care which coach
    * Interchangeable coaching (standardized approach)
    * Maximizing availability across team
    * Facility-style booking

    **Pros**:

    * Cleaner athlete booking experience (fewer scheduler choices)
    * Maximum flexibility for scheduling
    * Easy substitution
    * Better utilization of coach time

    **Cons**:

    * Less coach differentiation
    * May require manual assignment after booking
    * Harder to track individual coach metrics
    * Same pricing for all coaches

    <Frame>
      <img alt="Single scheduler with multiple coach assignments" />
    </Frame>
  </Tab>

  <Tab title="Approach 3: Hybrid (Coach-Specific + Shared)">
    **How it works**: Some schedulers are coach-specific, others are shared

    **Example**:

    * "Elite Training with Coach Mike" (Mike only, premium pricing)
    * "Elite Training with Coach Sarah" (Sarah only, premium pricing)
    * "Standard Training Session" (Any available coach)
    * "Youth Development Session" (Coach David or Coach Emma)

    **Best for**:

    * Tiered coaching levels (lead coaches vs assistants)
    * Specialty services requiring specific coaches
    * Flexibility where possible, specificity where needed
    * Growing facilities transitioning approaches

    **Pros**:

    * Best of both worlds
    * Pricing flexibility
    * Coach specialization respected
    * Availability maximized

    **Cons**:

    * More complex to set up
    * Requires careful planning
    * Athletes need to understand the system
    * More schedulers to manage

    <Tip>
      **Pro tip**: Most successful multi-coach operations use this hybrid approach. Premium services with specific coaches, standard services with any available coach.
    </Tip>
  </Tab>
</Tabs>

## Setting up coach-specific availability

Each coach needs their own availability template based on when they work.

<Steps>
  <Step title="Plan your coach availability structure">
    Before configuring, map out each coach's schedule:

    **Example planning doc**:

    * **Coach Mike**: Monday/Wednesday/Friday 3-8 PM
    * **Coach Sarah**: Tuesday/Thursday 4-9 PM, Saturday 9 AM-2 PM
    * **Coach David**: Monday-Friday 5-9 PM (evening specialist)
    * **Coach Emma**: Tuesday/Thursday/Saturday 10 AM-3 PM (youth specialist)

    <Note>
      **Overlap is okay**: Multiple coaches can have overlapping availability. This is actually beneficial—it provides flexibility and prevents single points of failure.
    </Note>
  </Step>

  <Step title="Create first coach's scheduler with availability">
    For Coach Mike:

    2. Create availability: M/W/F 3-8 PM
    3. Create scheduler: "Private Training with Coach Mike"
    4. Set pricing, duration, capacity as normal
    5. In scheduler settings, assign/tag this scheduler to Coach Mike
    6. Save scheduler

    <Tip>
      **Naming convention**: Use consistent naming: "\[Session Type] with Coach \[Name]" makes it easy for athletes to understand and for you to manage.
    </Tip>
  </Step>

  <Step title="Create schedulers for remaining coaches">
    Repeat for each coach:

    **Coach Sarah's scheduler**:

    * Name: "Private Training with Coach Sarah"
    * Availability: T/Th 4-9 PM, Sat 9 AM-2 PM
    * Assign to Coach Sarah

    **Coach David's scheduler**:

    * Name: "Evening Sessions with Coach David"
    * Availability: M-F 5-9 PM
    * Assign to Coach David

    **Coach Emma's scheduler**:

    * Name: "Youth Training with Coach Emma"
    * Availability: T/Th/Sat 10 AM-3 PM
    * Assign to Coach Emma

    <Check>
      **Result**: Each coach now has their own scheduler with appropriate availability. Athletes can choose which coach to book with.
    </Check>
  </Step>

  <Step title="Test booking experience">
    View the athlete-facing booking page:

    * ✅ All coaches' schedulers appear
    * ✅ Each shows appropriate available times
    * ✅ Coach names are clear
    * ✅ Pricing is displayed
    * ✅ Athletes can distinguish between coaches
  </Step>

  <Step title="Verify calendar separation">
    Check your calendar:

    * Use **Filter by Coach** to see each coach's bookings separately
    * Verify bookings are correctly attributed to right coach
    * Confirm no double-booking within same coach
    * Test that different coaches CAN have overlapping bookings

    <Frame>
      <img alt="Calendar filtered to show specific coach's bookings" />
    </Frame>
  </Step>
</Steps>

## Setting up shared schedulers (any available coach)

For schedulers where any coach can take the session:

<Steps>
  <Step title="Create the shared scheduler">
    Create one scheduler for the session type:

    * Name: "Private Training" (no coach name)
    * Set availability combining all coaches' hours (or standard facility hours)
    * Set pricing and settings as normal

    <Frame />
  </Step>

  <Step title="Assign multiple coaches to the scheduler">
    In the scheduler settings, look for:

    * **Assigned Coaches**
    * **Connected Coaches**
    * **Available Coaches**
    * Or similar option

    Select all coaches who can deliver this session:

    * ☑️ Coach Mike
    * ☑️ Coach Sarah
    * ☑️ Coach David
    * ☑️ Coach Emma

    <Frame>
      <img alt="CoachIQ scheduler with multiple connected coaches assigned" />
    </Frame>
  </Step>

  <Step title="Configure conflict prevention">
    Two options:

    * **Prevent coach double-booking**: System blocks coach if already booked
    * **Allow overbooking**: Multiple sessions can be assigned to same coach at same time (useful for group sessions)

    <Tip>
      **Recommended setting**: "Prevent coach double-booking" ensures coaches aren't scheduled for two places simultaneously.
    </Tip>
  </Step>

  <Step title="Decide what an &#x22;All&#x22; session blocks">
    When **Connected Coaches** is left on **All**, a checkbox below the picker controls whether the session needs every coach:

    * **Check this box if this session needs every coach**: a booking on this session blocks every coach at that time, including sessions assigned to one specific coach.
    * **Uncheck this box if any one of your coaches can run this session**: the session is only blocked by other "All" sessions, so it can run alongside individual lessons.

    The label shows **(your account default)** until you change it. Accounts that only ever assign one coach default to needing every coach; multi-coach accounts default to any one coach. Two "All" sessions can never be booked on top of each other.
  </Step>

  <Step title="Test the booking and assignment flow">
    As a test athlete:

    1. Book a session from the shared scheduler
    2. Check if coach is auto-assigned
    3. Book a second session at the same time
    4. Verify first coach is blocked but others remain available

    <Check>
      **Success**: System properly manages which coaches are available for each time slot based on existing bookings.
    </Check>
  </Step>
</Steps>

## Preventing double-booking across coaches

Double-booking prevention is critical in multi-coach environments.

### What needs to be prevented

**Individual coach double-booking** ✅

* Coach Mike can't be booked for two sessions at 3:00 PM simultaneously
* System must track each coach's bookings independently

**Facility capacity limits** ✅

* If gym only has 3 training areas, max 3 concurrent sessions
* Even if 5 coaches are available, facility capacity limits total bookings

### CoachIQ's conflict prevention

<AccordionGroup>
  <Accordion title="Coach-Specific Schedulers: Natural Prevention">
    When each coach has their own scheduler, double-booking prevention happens automatically:

    **How it works**:

    * Athlete books "Private Training with Coach Mike" at 3:00 PM
    * That 3:00 PM slot on Coach Mike's scheduler becomes unavailable
    * Other athletes can't book Coach Mike at 3:00 PM
    * Coach Sarah's 3:00 PM slot remains available (different scheduler)

    **No additional configuration needed** ✅
  </Accordion>

  <Accordion title="Shared Schedulers: Requires Configuration">
    When multiple coaches share one scheduler, you need explicit conflict settings:

    **Option 1: Auto-assign first available coach**

    * System assigns whichever coach is available
    * Once assigned, that coach becomes unavailable for that time
    * Remaining coaches still available

    **Option 2: Allow overlapping bookings**

    * System permits multiple sessions with same coach simultaneously
    * Used for group sessions or team practice

    <Warning>
      **Critical**: Understand which option your system uses. If manual assignment is required, you MUST monitor new bookings and assign coaches to prevent accidental double-booking.
    </Warning>
  </Accordion>

  <Accordion title="Facility Capacity Limits">
    Some advanced systems allow setting facility-wide capacity limits:

    **Example setup**:

    * Gym has 3 training areas
    * Set capacity: Maximum 3 concurrent sessions
    * Once 3 sessions are booked for 3:00 PM (across all coaches), no more 3:00 PM slots available

    **Most systems DON'T have this feature** ⚠️

    **Workaround**: Use scheduler capacity settings

    * Instead of unlimited capacity per coach
    * Set max capacity = facility capacity
    * Limits total bookings regardless of coach
  </Accordion>
</AccordionGroup>

## Organizing schedulers for multi-coach operations

As you add coaches and session types, organization becomes critical.

### Naming conventions that scale

**Good naming patterns**:

**By Coach + Session Type**:

* "Private Training - Coach Mike"
* "Private Training - Coach Sarah"
* "Group Class - Coach David"
* "Youth Training - Coach Emma"

**By Service Level + Coach**:

* "Premium Training - Coach Mike" (\$100)
* "Standard Training - Any Coach" (\$75)
* "Intro Session - Any Coach" (\$50)

**By Specialty + Coach**:

* "Strength Training - Coach Mike"
* "Speed Development - Coach Sarah"
* "Youth Skills - Coach Emma"
* "Team Training - Coach David"

### Using program groupings

Group schedulers into logical categories for athletes:

**Example groupings**:

**"Private Training" group**:

* Private with Coach Mike
* Private with Coach Sarah
* Private with Coach David
* Private with any available coach

**"Group Sessions" group**:

* Small Group Training
* Team Practice
* Weekend Bootcamp

**"Specialized Training" group**:

* Speed & Agility (Coach Sarah)
* Strength & Conditioning (Coach Mike)
* Youth Development (Coach Emma)

<Tip>
  **Pro tip**: Well-organized program groupings dramatically improve the athlete booking experience when you have 10+ schedulers.
</Tip>

## Calendar management for multiple coaches

Effective calendar use is essential for multi-coach coordination.

### Using calendar filters

<Steps>
  <Step title="Filter by individual coach">
    **When to use**: Checking specific coach's schedule, managing their bookings

    **How**:

    1. Go to Schedule → Calendar
    2. Use **Filter by Coach** dropdown
    3. Select individual coach

    <Frame>
      <img alt="CoachIQ calendar filtered to show a single coach's schedule" />
    </Frame>

    **Result**: See only that coach's bookings, making it easy to spot conflicts or gaps.
  </Step>

  <Step title="View all coaches simultaneously">
    **When to use**: Facility-wide overview, capacity planning, conflict detection

    **How**:

    1. Go to Calendar
    2. Select "All Coaches" in filter
    3. Switch to Week or Month view for best overview

    <Frame>
      <img alt="Calendar showing all coaches' bookings" />
    </Frame>

    **Result**: Color-coded by coach, see entire operation's schedule at once.
  </Step>

  <Step title="View facility capacity">
    **When to use**: Checking if facility is at capacity for specific times

    **How**:

    1. Calendar view (all coaches)
    2. Look at specific time slot
    3. Count concurrent sessions

    **Example**:

    * Monday 3:00 PM: 3 coaches booked
    * If facility max = 3 areas, you're at capacity
    * Can't book 4th session at 3:00 PM

    <Note>
      **Manual management**: Most systems don't automatically enforce facility capacity limits, so you'll need to monitor this yourself.
    </Note>
  </Step>
</Steps>

## Troubleshooting multi-coach issues

<AccordionGroup>
  <Accordion title="Coach is double-booked at the same time">
    **Possible causes**:

    2. Coach assigned to multiple schedulers with overlapping availability
    3. System conflict prevention not working

    **How to fix**:

    * Cancel one of the bookings
    * Reassign to different coach or time
    * Review scheduler settings to enable conflict prevention
    * If using coach-specific schedulers, verify availability windows don't overlap inappropriately
  </Accordion>

  <Accordion title="Athlete can't find the coach they want">
    **Issue**: Too many scheduler options, athlete confused

    **Causes**:

    * Poor organization of schedulers
    * No program groupings
    * Unclear naming conventions

    **How to fix**:

    * Implement program groupings (Group by coach or session type)
    * Add clear descriptions to each scheduler
    * Consider adding photos of each coach to schedulers
    * Create a "Choose Your Coach" guide on your website

    <Tip>
      **Simplification opportunity**: If athletes frequently book the wrong coach, consider moving to "any available coach" model for standard sessions.
    </Tip>
  </Accordion>

  <Accordion title="Coach's availability not showing correctly">
    **Issue**: Coach is available but no slots showing

    **Causes**:

    * **Connected coach already booked elsewhere** (very common!) - If this coach is assigned to multiple schedulers and has sessions booked through one scheduler, those time slots won't appear for their other schedulers. This is CoachIQ's double-booking prevention working correctly. Athletes only see a coach-conflict message when this is the actual cause; a time that is outside the scheduler's availability shows a plain "no availability" message instead, so the message the athlete reports tells you which to check first
    * Blackout days incorrectly added
    * Availability not saved properly
    * Buffer time consuming all availability
    * Scheduler accidentally deactivated

    **How to fix**:

    * **Check for conflicts first**: Go to **Schedule** → **Calendar**, filter to that coach, and look for existing sessions from ANY scheduler during the times you expect availability
    * If you find conflicts, either reschedule those sessions or understand that the coach being unavailable is expected behavior
    * Edit coach's scheduler and verify availability settings
    * Remove inappropriate blackout days
    * Check buffer time calculations
    * Verify scheduler is active/published
    * Test booking flow to confirm slots appear

    **Debug method**: Filter calendar to only that coach and verify availability windows show properly. Look for sessions from other schedulers that might be blocking the times you expect.

    <Tip>
      **Example**: Coach Mike is connected to both "Private Training" and "Group Classes" schedulers. If he has a Group Class booked Monday 4-5pm, that slot won't appear for Private Training either—both schedulers share the same coach, so both are affected by his existing bookings.
    </Tip>

    For detailed troubleshooting, see [How availability works](/scheduling/how-availability-works)
  </Accordion>
</AccordionGroup>

## Multi-coach scheduling checklist

Before going live with multi-coach scheduling:

### Planning Phase

* Mapped out each coach's availability
* Decided on coach-specific vs shared scheduler approach
* Established naming conventions
* Determined pricing for each coach/tier
* Planned program groupings

### Setup Phase

* Created schedulers for each coach or service level
* Set appropriate availability for each
* Assigned coaches to schedulers correctly
* Configured conflict prevention settings
* Added buffer time appropriate for coach transitions

### Testing Phase

* Tested booking with each coach
* Verified coach double-booking is prevented
* Checked calendar filtering by coach
* Confirmed athlete can distinguish between coaches
* Tested rescheduling and cancellation flows

### Operational Phase

* Trained coaches on checking their schedules
* Established process for time-off requests
* Created blackout day management workflow
* Set up regular calendar review schedule
* Documented which admin manages assignments

<Check>
  **Ready to launch**: Multi-coach scheduling is configured and tested. Your team can now efficiently serve athletes without conflicts.
</Check>

## Best practices for multi-coach operations

<CardGroup>
  <Card title="Single Availability Manager" icon="user-cog">
    Designate one person to manage all coach availability and blackout days. Prevents inconsistencies and missed updates.
  </Card>

  <Card title="Weekly Schedule Review" icon="calendar-week">
    Every Monday, review the upcoming week's schedule across all coaches. Catch conflicts early.
  </Card>

  <Card title="Clear Communication Channels" icon="comments">
    Create a team communication system (Slack, group text) for schedule changes, last-minute conflicts, or substitution needs.
  </Card>

  <Card title="Standardize Buffer Times" icon="clock">
    Use consistent buffer times across all coaches (e.g., all coaches use 15 min buffer) to simplify schedule management.
  </Card>

  <Card title="Emergency Substitution Protocol" icon="exchange-alt">
    Document process for when a coach can't make a session: Who covers? How is athlete notified? Credit policy?
  </Card>

  <Card title="Coach Performance Tracking" icon="chart-line">
    Use calendar filters to review each coach's booking volume, popular times, and no-show rates. Data-driven decisions.
  </Card>

  <Card title="Consistent Athlete Experience" icon="star">
    Ensure all coaches deliver similar quality/approach if using "any coach" model. Regular training and calibration.
  </Card>

  <Card title="Capacity Monitoring" icon="warehouse">
    If facility capacity is limited, manually monitor concurrent bookings to prevent over-scheduling.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/overview">
    Complete overview of scheduling system
  </Card>

  <Card title="Creating First Scheduler" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Set up your first bookable scheduler
  </Card>

  <Card title="Calendar Overview" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Navigate and filter multi-coach calendars
  </Card>

  <Card title="Manual Booking" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes into sessions across coaches
  </Card>
</CardGroup>

<Info>
  **Need help designing your multi-coach system?** Our support team can help you set up the optimal structure for your facility or team. [Contact Support](https://coachiq.com/support)
</Info>


# How to Manually Book Athletes into Sessions
Source: https://help.coachiq.io/scheduling/manually-booking-athletes

Step-by-step guide to using the Booking Builder for direct athlete scheduling, including credit handling and booking outside normal availability

## What you'll accomplish

Learn how to book athletes directly into sessions using CoachIQ's Booking Builder—perfect for VIP clients, makeup sessions, and special scheduling situations that require your direct involvement.

<Info>
  **Where to find this**: **Schedule** → **Calendar** → **+ Book Session**. That opens **New Booking**.
</Info>

***

## When to use manual booking

Manual booking is your tool for handling scheduling situations that don't fit the standard athlete self-booking flow:

<CardGroup>
  <Card title="VIP & High-Touch Clients" icon="star">
    Private clients who prefer you handle their scheduling rather than booking themselves
  </Card>

  <Card title="Makeup Sessions" icon="redo">
    Rescheduling after cancellations, no-shows, or special circumstances requiring accommodation
  </Card>

  <Card title="Special Requests" icon="calendar-plus">
    Booking outside your normal availability for one-off exceptions or emergency sessions
  </Card>

  <Card title="Walk-Ins & Phone Calls" icon="phone">
    Athletes who contact you directly instead of using the booking page
  </Card>

  <Card title="Complimentary Sessions" icon="gift">
    Free or comp sessions for referrals, trials, or special promotions
  </Card>

  <Card title="Administrative Corrections" icon="tools">
    Fixing booking errors or handling technical issues on athlete's behalf
  </Card>
</CardGroup>

<Tip>
  **Remember**: Manual booking uses the same payment/credit logic as athlete self-booking. The only difference is who initiates the process.
</Tip>

***

## Opening the Booking Builder

There are three ways to access the manual booking interface:

<Tabs>
  <Tab title="From Calendar">
    **Best for**: Booking at a specific time you can see on calendar

    1. Go to **Schedule → Calendar**
    2. Click **+ Book Session** (top right)
    3. **New Booking** opens

    <Frame>
      <img alt="Calendar week view showing Book Session button in top right" />
    </Frame>

    This is the most common entry point for manual booking.
  </Tab>

  <Tab title="From Schedulers Page">
    1. Go to **Schedule → Schedulers**
    2. Click the **"Create"** button (top right)
    3. Select **"Manually Book an Athlete"**
    4. Booking Builder opens
  </Tab>

  <Tab title="From Client Profile">
    **Best for**: Booking a specific client

    1. Go to **People → Clients**
    2. Search for and click on the client you want to book
    3. Select the \*\*"Book" \*\*button at the top
    4. Booking Builder opens with that client pre-selected
  </Tab>
</Tabs>

***

## Step-by-step: Creating a manual booking

New Booking has these sections: **Client**, **Scheduler**, **Date & Time**, **Recurring**, and **Notes**.

<Frame>
  <img alt="CoachIQ Booking Builder interface with client, scheduler, and date selection" />
</Frame>

<Steps>
  <Step title="Select the client">
    On **Client**, the field placeholder is **Search users**. The dropdown is grouped into **Tags** and **People**.

    You can pick a person under **People**, or pick a tag under **Tags**. Clicking a tag adds a removable chip above the field. People in your group who have that tag show a checkmark. There is no expand modal and no athlete-count copy.

    <Frame>
      <img alt="New Booking Client dropdown grouped into Tags and People" />
    </Frame>

    <Frame>
      <img alt="Selected tag chip above Search users, with a checkmark on a matching person" />
    </Frame>
  </Step>

  <Step title="Choose the scheduler">
    Select which type of session you're booking.

    The dropdown shows all your active schedulers with:

    * Scheduler name
    * Duration (e.g., "60 min")
    * Pricing (e.g., "\$75.00" or "1 Credit")

    **Two important checkboxes appear after selecting a scheduler**:

    ### Allow custom date selection

    <Accordion title="What this does">
      When **checked**: You can book the athlete at ANY date/time, even outside your normal availability.

      When **unchecked**: You can only book within your published availability windows.

      **Use case**:

      * Checked → Special accommodation outside normal hours
      * Unchecked → Standard booking within your schedule
    </Accordion>

    ### Redeem credits

    <Accordion title="What this does">
      When **checked**: Booking will consume athlete's credits (if scheduler is credit-based).

      When **unchecked**: Booking won't consume credits—useful for comp sessions or when you want to manually handle credit deduction later.

      **Important**: Only appears if the selected scheduler accepts credits.

      **Default**: Usually checked (credits will be consumed as normal).
    </Accordion>

    <Warning>
      **Credit availability**: If athlete doesn't have enough credits and "Redeem credits" is checked, the booking will fail. Either uncheck the box (comp session) or add credits to athlete's account first.
    </Warning>
  </Step>

  <Step title="Select date and time">
    Choose when this session will occur.

    **What you'll see depends on the checkboxes**:

    <Tabs>
      <Tab title="Booking Within Availability">
        **When "Allow custom date selection" is unchecked**:

        * Calendar shows only available dates (dates with open slots appear clickable)
        * Select a date
        * Choose from available time slots
        * Duration options: 15 min, 30 min, 60 min, or custom

        This ensures you're booking within your normal schedule and availability rules.
      </Tab>

      <Tab title="Booking Outside Availability">
        **When "Allow custom date selection" is checked**:

        * Calendar shows ALL dates (not just available ones)
        * Select any date
        * Manually enter ANY time (not restricted to availability windows)
        * Set custom duration

        **Use case example**: Athlete needs Tuesday 2pm session, but you're normally only available Monday/Wednesday. Check the box, select Tuesday, enter 2:00 PM.

        <Warning>
          **Conflict risk**: Booking outside availability bypasses all scheduling rules. Check your calendar to ensure you're not double-booking yourself.
        </Warning>

        <Frame>
          <img alt="Custom date selection interface" />
        </Frame>
      </Tab>
    </Tabs>

    **Duration presets**:

    * Click **15**, **30**, or **60** for quick duration selection
    * Or set **custom duration** for non-standard session lengths

    <Tip>
      **Pro tip**: If booking a makeup session, match the duration to the original session they missed.
    </Tip>
  </Step>

  <Step title="Review and create booking">
    Before finalizing, review all details:

    **Booking summary shows**:

    * Athlete name
    * Scheduler name
    * Date and time
    * Duration
    * Credit consumption status (if applicable)
    * Any warnings or conflicts

    **If everything looks correct**, click **"Create"** or **"Book Session"**.

    <Note>
      **Recurring conflict warning.** When the booking is recurring and one of its occurrences overlaps another booking on the same session, CoachIQ tells you which booking it collides with and asks you to confirm or cancel. Confirm only if the double-up is intentional; on a capacity-1 session it puts two athletes in the same slot. Details in [Recurring bookings](/scheduling/recurring-bookings#creating-a-recurring-booking-pattern).
    </Note>

    <Check>
      **Success!** The booking is created instantly. Both you and the athlete receive confirmation notifications.
    </Check>
  </Step>
</Steps>

***

## What happens after booking

### Immediate actions

1. **Calendar updated**: Booking appears on your calendar immediately
2. **Athlete notification**: Athlete receives confirmation via:
   * In-app notification
   * Email (if enabled)
   * SMS (if reminder settings configured)
3. **Credit deduction**: If "Redeem credits" was checked, credits are deducted from athlete's balance
4. **Availability blocked**: That time slot is now unavailable for other bookings (unless double-booking is enabled)

### Athlete receives

The athlete gets a booking confirmation that includes:

* Session date and time
* Session type (scheduler name)
* Duration
* Location (if set on scheduler)
* Your contact information
* Cancellation policy (if applicable)
* "Add to Calendar" option

<Note>
  The notification looks identical to a self-booked session—athletes can't tell if you booked them manually vs. they booked themselves.
</Note>

***

## Using Copilot for faster booking

CoachIQ Copilot can speed up the booking process by interpreting natural language:

<Steps>
  <Step title="Access Copilot">
    In the Booking Builder, look for the **"CoachIQ Copilot"** panel on the right side.

    <Frame>
      <img alt="CoachIQ Copilot panel for natural language booking input" />
    </Frame>
  </Step>

  <Step title="Describe the booking">
    Type a natural language description:

    **Examples**:

    * "Every Tuesday at 5pm"
    * "Next Monday at 3pm"
    * "Fridays at 10am for 4 weeks"

    <Note>
      Copilot works best for recurring patterns, but can also handle single bookings.
    </Note>
  </Step>

  <Step title="Generate and review">
    Click **"Generate Availability"** and Copilot will:

    * Interpret your description
    * Auto-fill date/time fields
    * Suggest booking pattern

    Review the auto-filled fields to ensure accuracy, then proceed with booking.
  </Step>
</Steps>

<Tip>
  **Copilot tip**: Be specific with times. "5pm" is better than "evening." "Next Tuesday" is better than "soon."
</Tip>

***

## Common manual booking scenarios

<AccordionGroup>
  <Accordion title="Makeup session after athlete cancels">
    **Situation**: Athlete canceled last-minute due to illness. You want to give them a free makeup session.

    **Process**:

    1. Open Booking Builder
    2. Select athlete
    3. Choose same scheduler as original session
    4. **Uncheck "Redeem credits"** (so they're not charged twice)
    5. Select new date/time
    6. Create booking

    **Result**: Athlete gets makeup session without double credit deduction.
  </Accordion>

  <Accordion title="VIP client who wants you to schedule">
    **Situation**: High-value client prefers you schedule their weekly sessions rather than them self-booking.

    **Process**:

    1. Open Booking Builder
    2. Select VIP athlete
    3. Choose their preferred scheduler
    4. Leave "Redeem credits" **checked** (normal credit consumption)
    5. Select their preferred day/time
    6. Create booking

    **Pro tip**: For weekly standing appointments, use recurring booking instead (covered in Article #19).
  </Accordion>

  <Accordion title="Walk-in or phone booking">
    **Situation**: Athlete calls asking if you have availability today at 4pm.

    **Process**:

    1. Check calendar for conflicts at 4pm
    2. If available, open Booking Builder
    3. Search for athlete by phone number or email
    4. Select appropriate scheduler
    5. Choose today's date, 4pm time
    6. Create booking

    **Result**: Instant booking, athlete gets confirmation notification before they hang up.
  </Accordion>

  <Accordion title="Special request outside normal hours">
    **Situation**: Regular athlete needs session Tuesday 7am, but you're normally only available 9am-5pm.

    **Process**:

    1. Open Booking Builder
    2. Select athlete
    3. Choose scheduler
    4. **Check "Allow custom date selection"**
    5. Select Tuesday, manually enter 7:00 AM
    6. Verify no conflicts on calendar
    7. Create booking

    **Result**: One-time exception without changing your normal availability for all athletes.
  </Accordion>

  <Accordion title="Complimentary or free session">
    **Situation**: You want to give new athlete a free trial session, but your scheduler normally charges 1 credit.

    **Process**:

    1. Open Booking Builder
    2. Select athlete
    3. Choose the credit-based scheduler
    4. **Uncheck "Redeem credits"**
    5. Select date/time
    6. Create booking

    **Result**: Athlete gets booked but doesn't lose any credits. Session appears as normal booking on calendar.
  </Accordion>

  <Accordion title="Fixing athlete's booking error">
    **Situation**: Athlete accidentally booked wrong scheduler. You need to correct it.

    **Process**:

    1. Cancel the incorrect booking (Article #21)
    2. Open Booking Builder
    3. Select athlete
    4. Choose correct scheduler
    5. **Check "Redeem credits"** if the original booking refunded credits
    6. Book at the same or corrected time
    7. Communicate the fix to athlete

    **Result**: Athlete is now in correct session type without credit loss.
  </Accordion>
</AccordionGroup>

***

## Troubleshooting manual booking issues

<AccordionGroup>
  <Accordion title="Booking button greyed out or won't save">
    **Possible causes**:

    * Missing required field (client, scheduler, or date/time)
    * Athlete doesn't have sufficient credits (if "Redeem credits" checked)
    * Selected time conflicts with another booking (if double-booking disabled)
    * Selected scheduler is inactive

    **How to fix**:

    1. Verify all fields are completed
    2. Check athlete's credit balance (People → Client profile)
    3. Verify no calendar conflicts at selected time
    4. Confirm scheduler is Active status
    5. Try unchecking "Redeem credits" to isolate credit issue
  </Accordion>

  <Accordion title="Athlete says they didn't receive confirmation">
    **Possible causes**:

    * Athlete's notification settings disabled
    * Email in spam folder
    * Incorrect contact information in athlete profile
    * System notification delay

    **How to fix**:

    1. Verify booking appears on YOUR calendar
    2. Check athlete's profile has correct email/phone
    3. Ask athlete to check spam/junk folder
    4. Manually send them confirmation (screenshot or message)
    5. Have athlete check notification settings in their account
  </Accordion>

  <Accordion title="Credits weren't deducted when they should have been">
    **Possible causes**:

    * "Redeem credits" checkbox was unchecked
    * Athlete credit balance wasn't refreshed after booking

    **How to fix**:

    1. Check booking details to verify credit redemption setting
    2. View athlete's credit transaction history
    3. If credits weren't deducted but should have been:
       * Go to athlete's profile
       * Manually deduct appropriate credits
       * Add note explaining the manual adjustment
  </Accordion>

  <Accordion title="Can't find athlete in search">
    **Possible causes**:

    * Athlete hasn't been added to system yet
    * Typing name/email incorrectly
    * Athlete account is deactivated

    **How to fix**:

    1. Try searching by email instead of name
    2. Go to **People → Clients** and search there
    3. If athlete doesn't exist: **Add Client** to create their profile first
    4. If athlete exists but still not showing: Clear search and try again
    5. Check if athlete has "Customer" role assigned
  </Accordion>

  <Accordion title="Booked outside availability but shouldn't have">
    **Situation**: Accidentally checked "Allow custom date selection" and created booking at impossible time.

    **How to fix**:

    1. Delete the incorrect booking
    2. Create new booking WITHOUT "Allow custom date selection" checked
    3. Notify athlete of time change
    4. Double-check calendar for actual availability

    **Prevention**: Only check "Allow custom date selection" when intentionally making an exception.
  </Accordion>
</AccordionGroup>

***

## Manual booking best practices

<CardGroup>
  <Card title="Verify Before Booking" icon="check-circle">
    Always check your calendar for conflicts before manually booking, especially when using custom date selection. Double-booking yourself causes major problems.
  </Card>

  <Card title="Communicate Clearly" icon="comments">
    If manually booking for someone else, confirm the date/time with them before creating the booking. Prevents confusion and reschedules.
  </Card>

  <Card title="Document Special Cases" icon="file-alt">
    For comp sessions or exceptions, add a note in the booking details or athlete profile explaining why normal rules were bypassed.
  </Card>

  <Card title="Consistent Credit Handling" icon="coins">
    Decide on your policy: Do makeup sessions consume credits? Are trials always free? Be consistent so athletes know what to expect.
  </Card>
</CardGroup>

***

## Related articles

* [**Setting Up Your First Scheduler**](/scheduling/creating-your-first-scheduler) - Learn about scheduler configuration and settings
* [**Managing Athlete Credits**](/payments/credits/managing-athlete-credits) - Understanding credit balances, transactions, and manual adjustments
* [**Calendar Management**](/scheduling/calendar-overview-and-navigation) - Tips for avoiding conflicts and managing your schedule
* [**Cancellation & Rescheduling Policies**](/scheduling/canceling-bookings) - Setting up and enforcing cancellation rules
* [**Creating Recurring Bookings**](#) - Automate standing appointments for regular athletes

<Note>
  Need to change a booking after it's created? See [Editing & Rescheduling Bookings](/scheduling/editing-rescheduling-bookings).
</Note>


# Organizing Schedulers: Catalog, Tags & Team Visibility
Source: https://help.coachiq.io/scheduling/organizing-schedulers

Sort schedulers into catalog types, tag them for filtering, control which athletes can see each one, and archive the ones you are done with.

<Info>
  **Where to find this**: **Scheduling → Schedulers**, and the **Catalog** and **Team visibility** sections inside any scheduler
</Info>

## Why organize schedulers

Once you have more than a handful of schedulers, the list and the athlete portal both get noisy. Four tools keep them tidy:

* **Catalog type** groups schedulers by what they are
* **Tags** let you filter by anything you like
* **Team visibility** decides which athletes can see a scheduler at all
* **Archive** takes a finished scheduler out of the way without deleting its history

<Frame>
  <img alt="Schedulers page with catalog type chips, the TAGS panel, and scheduler cards" />
</Frame>

## Catalog types

Every scheduler has a **Type**, set in its **Catalog** section ("Choose how this scheduler is grouped in the catalog."):

| Type                  | Use it for                                          |
| --------------------- | --------------------------------------------------- |
| **Practices & games** | Team practices, scrimmages, match days              |
| **Camps & events**    | Multi-day camps, clinics, showcases, one-off events |
| **Lessons**           | Private and small-group instruction                 |
| **Rentals**           | Booking a court, cage, or field without a coach     |
| **Other**             | Anything that does not fit above                    |

The **Schedulers** page shows these types as filter chips across the top (**All · Practices & games · Camps & events · Lessons · Rentals · Other**) next to a **Search schedulers** box, so you can jump straight to the schedulers you are looking for. Each card also shows its type, duration, price (or credits, or Free), and the next available occurrence. Athletes see the same grouping in the portal, which makes a long offering easier to browse.

Schedulers created before types existed default to **Other**. Open each one and set its type once; it takes a few seconds per scheduler and the filters become useful immediately.

## Scheduler tags

Tags are free-form labels you attach to a scheduler. Use the **TAGS** panel on the left of the Schedulers page (**Add tag**) or the optional **Tags** field in the scheduler's Catalog section, which groups the scheduler under one or more tags in the catalog. The panel shows a count next to each tag, so "Freehold Skills 4" means four schedulers carry it.

Good tag ideas:

* Season: `Fall 2026`, `Summer camp`
* Level: `Beginner`, `Advanced`, `High school`
* Coach: `Coach Dana`, `Coach Lee`
* Location: `Downtown`, `North field`

Click a tag on the Schedulers page to filter the list to that tag. Tags are internal: they are for you and your staff, and they are separate from the [client tags](/people/tags-filters) you put on people.

<Frame>
  <img alt="Catalog type, Tags, and Team visibility sections inside the scheduler builder" />
</Frame>

## Team visibility

By default every active scheduler is visible to everyone in your athlete portal. The **Team visibility** section of the scheduler builder has one field, **Visible to**, which defaults to **Everyone in this group**. Leave it empty for everyone, or select team or roster tags to show this scheduler only to matching athletes and to parents of matching managed athletes:

* **Everyone in this group** — any athlete can see and book it
* **Team or roster tags** — only athletes carrying the selected [client tags](/people/tags-filters), and the parents of managed athletes who carry them, see it

Use this for team-only practices, a private training block for a specific squad, or make-up sessions for one group. Athletes outside the roster never see the scheduler in the portal, and the direct link will not let them book.

<Tip>
  Combine team visibility with [tag-based messaging](/inbox/using-tags-for-group-messages): tag the roster, restrict the scheduler to that tag, then message the same tag with the booking link. One tag runs the whole flow.
</Tip>

## Copying a scheduler link

Each card on the Schedulers page has a link icon (**Copy link for** the scheduler's name). Click it, then paste the link into a message, your website, or a form. Details in [Sharing schedulers](/scheduling/sharing-schedulers).

## Archiving a scheduler

When a season's clinics are over or a camp has run its course, archive the scheduler instead of deleting it or leaving it in the active list.

<Steps>
  <Step title="Open the scheduler">
    On **Scheduling → Schedulers**, open the scheduler you are finished with.
  </Step>

  <Step title="Click Archive">
    In the builder's top bar, next to the **Active** status and the **Update** button, click **Archive**.
  </Step>
</Steps>

What archiving does:

* The scheduler leaves your active Schedulers list and is removed from the athlete portal and any booking links, so nobody can book it.
* Past bookings, attendance, and payment history stay exactly as they were, on the calendar and on each athlete's profile.
* Sessions already booked for future dates are not cancelled by archiving. Cancel them first if the sessions will not run; see [Canceling bookings](/scheduling/canceling-bookings#cancel-an-entire-session-from-the-calendar).
* Availability templates, locations, resources, and coaches the scheduler used are untouched and stay available to other schedulers.

An archived scheduler can be restored later. Filter the Schedulers page away from **Active** to find archived schedulers, open one, and reactivate it; its settings come back as they were, so a returning seasonal program is a one-click relaunch rather than a rebuild.

<Warning>
  If the scheduler is credit-based, check the products that issue its credits before archiving. Credits that were only valid on this scheduler have nowhere to go until you add a replacement scheduler to the product's **Which schedulers accept these credits** list. See [Credits and schedulers](/scheduling/credits-and-schedulers).
</Warning>

Archiving is different from **Inactive**. An inactive scheduler is hidden from athletes but still sits in your active list and can be switched back on in a second; use it for a short pause. Archive is for schedulers you do not expect to use again soon. Both keep history.

## Common questions

<AccordionGroup>
  <Accordion title="Can a scheduler have more than one type?">
    No, one type per scheduler. Use tags for anything that crosses types.
  </Accordion>

  <Accordion title="Does team visibility stop staff from booking athletes manually?">
    No. Admins and coaches can book anyone into any scheduler from the calendar. Visibility only affects what athletes see in the portal.
  </Accordion>

  <Accordion title="An athlete on the roster can't see the scheduler">
    Check that the athlete carries the exact tag selected in Team visibility, and that the scheduler is **Active** and not archived. Tag names must match; "Varsity" and "varsity " with a trailing space are different tags.
  </Accordion>

  <Accordion title="Should I archive or delete a scheduler I no longer use?">
    Archive. Deleting removes the scheduler's configuration for good; archiving keeps every booking record, can be reversed, and still takes the scheduler off the portal. There is rarely a reason to delete a scheduler that has ever been booked.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="What are schedulers?" icon="calendar" href="/scheduling/what-are-schedulers">
    The building block of CoachIQ scheduling
  </Card>

  <Card title="Sharing schedulers" icon="share" href="/scheduling/sharing-schedulers">
    Links, embeds, and where to put them
  </Card>

  <Card title="Tags & filters" icon="tags" href="/people/tags-filters">
    The client tags that drive team visibility
  </Card>

  <Card title="Scheduler settings, limits & permissions" icon="lock" href="/scheduling/scheduler-settings-limits-and-permissions">
    Everything else that controls who can book
  </Card>
</CardGroup>


# Duration, Start Times, and Overlapping Sessions
Source: https://help.coachiq.io/scheduling/overlapping-slots

Set how long a session runs, how often a new one can start, and whether two bookings may share the same window.

By default, CoachIQ offers start times back-to-back based on your session duration: a 60-minute session offers 9:00, 10:00, 11:00. The **Advanced settings** section of a scheduler lets you separate three things that used to be tied together:

* **Duration** — how long one booked session runs
* **New sessions can start** — how often a start time is offered
* **Allow overlapping sessions** — whether two bookings of this session may occupy the same window

<Info>
  **Where to find this:** Scheduling → Schedulers → open a scheduler → **Advanced settings**
</Info>

## The three controls

| Control                        | What it does                                                                                                                                       | Example                                                                          |
| ------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------- |
| **Duration**                   | Length of one session. Presets **15 / 30 / 45 / 60 mins** or **Custom** (exact hours and minutes).                                                 | 60 min                                                                           |
| **New sessions can start**     | The start-time grid: how often a family can grab a start time. Usually the same as duration. Presets 15 / 30 / 45 / 60 or Custom.                  | Every 30 min offers 9:00–10:00 *or* 9:30–10:30                                   |
| **Allow overlapping sessions** | Checkbox. When **off**, a booking removes every later start time that would collide with it. When **on**, two bookings may occupy the same window. | Off: once 9:00 is booked, 9:30 disappears. On: 9:00 and 9:30 can both be booked. |

The three are independent. Setting a start cadence shorter than the duration does **not** turn overlap on; it just gives families more start times to choose from, and the first booking clears the ones that would collide.

## Common setups

<Tabs>
  <Tab title="Flexible starts, no overlap">
    **Duration 60 · New sessions can start 30 · Allow overlapping sessions off**

    Athletes see 9:00, 9:30, 10:00, 10:30. When someone books 9:30–10:30, the 9:00 and 10:00 starts drop out because they would collide; 10:30 stays. One athlete at a time, but nobody is forced onto the hour.

    Best for private lessons where you want to fill gaps without ever double-booking yourself.
  </Tab>

  <Tab title="Rolling drop-in">
    **Duration 60 · New sessions can start 15 · Allow overlapping sessions on**

    Start times at 9:00, 9:15, 9:30 and so on, each a full 60-minute session that overlaps the next. Every start time keeps its own capacity.

    Best for open gym, drop-in conditioning, or any format where athletes can enter while others are mid-session.
  </Tab>

  <Tab title="Classic back-to-back">
    **Duration 60 · New sessions can start 60 · Allow overlapping sessions off**

    The default. 9:00, 10:00, 11:00, one session per hour.
  </Tab>
</Tabs>

## Set it up

<Steps>
  <Step title="Open your scheduler">
    Go to **Scheduling → Schedulers** and open the scheduler you want to edit.
  </Step>

  <Step title="Go to Advanced settings">
    Click **Advanced settings** in the left rail of the scheduler builder.

    <Frame>
      <img alt="Advanced settings with Duration, New sessions can start, and Allow overlapping sessions" />
    </Frame>
  </Step>

  <Step title="Set Duration">
    Pick **15**, **30**, **45**, or **60 mins**, or **Custom** for an exact length.
  </Step>

  <Step title="Set New sessions can start">
    Choose how often a start time is offered. Leave it equal to the duration for back-to-back slots, or make it shorter to offer more start times.
  </Step>

  <Step title="Decide on Allow overlapping sessions">
    Leave the box **unchecked** to keep one booking per window. Check it only when athletes really can be in the space at the same time.
  </Step>

  <Step title="Save">
    Click **Update** in the top right.
  </Step>
</Steps>

## What athletes see

Athletes see each offered start time as a separate slot on the booking calendar, with how many spots are still open for each. With overlap off, start times that would collide with an existing booking simply stop appearing.

<Frame>
  <img alt="Athlete booking view showing start times listed separately with available spots" />
</Frame>

## Things to know

* **Allow overlapping sessions** only concerns bookings of *this* scheduler. Coach and resource conflicts with other schedulers are still enforced unless you turn those off separately (the connected-coaches checkbox and **Allow resource double booking**).
* Capacity is per start time. With overlap on, each start time fills independently; see [Session capacity](/scheduling/scheduler-settings-limits-and-permissions#setting-1-session-capacity).
* These settings are per scheduler, so you can offer rolling starts on drop-ins and leave lessons on the hour.
* Card and credit payments behave the same way; the payment method does not change which start times are offered.
* **Buffers** (before and after, in the same Advanced settings section) still add time around each session. If you use a short start cadence together with buffers, test the booking page to make sure the start times you expect are the ones offered.

## Related articles

<CardGroup>
  <Card title="Creating Your First Scheduler" href="/scheduling/creating-your-first-scheduler" />

  <Card title="Scheduler Settings: Limits and Permissions" href="/scheduling/scheduler-settings-limits-and-permissions" />

  <Card title="Advanced Scheduler Settings" href="/scheduling/advanced-scheduler-settings" />

  <Card title="Setting Up Payment Options" href="/scheduling/setting-up-payment-options" />
</CardGroup>


# Understanding CoachIQ Scheduling: The Complete Overview
Source: https://help.coachiq.io/scheduling/overview

Learn how CoachIQ's scheduling system works and the three building blocks that power your bookable sessions

## What scheduling does for your coaching business

CoachIQ's scheduling system transforms how you manage athlete bookings, freeing you from the back-and-forth of coordinating session times. Instead of juggling text messages, emails, and calendar conflicts, you'll have a professional booking system that works 24/7—athletes can book sessions whenever it's convenient for them, while you maintain complete control over your availability, pricing, and capacity.

**The result?** More bookings, fewer no-shows, and hours saved every week on administrative work.

<Info>
  **Where to find scheduling**: Dashboard → Schedule (in main navigation)
</Info>

## The three building blocks of scheduling

CoachIQ scheduling works like building blocks that stack together. Each layer has a specific purpose, and understanding how they connect will help you set up your scheduling system correctly the first time.

Think of it like building a house: you need a foundation (Availability), a structure (Schedulers), and then people can move in (Sessions/Bookings).

### Layer 1: Availability (Your Foundation)

**What it is**: Availability defines *when you CAN coach*—the days and times you're potentially available to work with athletes.

**Real-world example**: "I'm available Mondays, Wednesdays, and Fridays from 2:00 PM to 8:00 PM"

**Why it matters**: This is your foundation. Without availability set, no sessions can be booked.

<Tip>
  **Key insight**: Availability templates are reusable. Create one availability pattern and use it across multiple session types. For example, your "Weekday Afternoons" availability can power both your 1-on-1 sessions and group classes.
</Tip>

**What you can do with availability**:

* Create weekly recurring patterns (every Monday/Wednesday/Friday)
* Set specific date availability (just July 15th and 22nd)
* Block out time off with blackout days (vacation, holidays)
* Manage multiple availability templates for different coaching scenarios
* Use Copilot AI to generate availability patterns automatically

### Layer 2: Schedulers (Your Configuration)

**What it is**: Schedulers are your *bookable session types*. They pull from your availability and add pricing, capacity, duration, and booking rules.

**Real-world example**: "60-Minute Hitting Lesson - \$75 - Max 1 athlete - Available for next 30 days"

**Why it matters**: This is where you configure what athletes actually see and book. One availability template can power unlimited schedulers.

<Note>
  **Important distinction**: A scheduler isn't a booking—it's a *template* for bookings. Think of it like a product listing. You create the scheduler once, and it generates available time slots athletes can book.
</Note>

**What you configure in schedulers**:

* Session name and description (what athletes see)
* Duration (15, 30, 45, 60 minutes, or custom)
* Pricing (free, direct payment, or credit-based)
* Capacity (1-on-1 or group sessions)
* Booking limits (max bookings per athlete/day/week)
* Scheduling window (how far in advance athletes can book)
* Buffer time (breaks between back-to-back sessions)
* Cancellation policies (can a session be canceled, minimum notice to cancel)
* Automated reminders (in-app, sms, announcement/email)

**Common scheduler examples by session type**:

<CardGroup>
  <Card title="Personal Training" icon="dumbbell">
    * 1-on-1 Sessions (30, 45, 60 min)
  </Card>

  <Card title="Group Training" icon="users">
    Small Group Training

    Large Group Training
  </Card>

  <Card title="Specialized Programs" icon="bullseye">
    Position-Specific Clinics

    8 Week Kids Program
  </Card>
</CardGroup>

### Layer 3: Sessions & Bookings (Your Schedule)

**What it is**: Sessions are the *actual bookable time slots* or *confirmed bookings* on your calendar—the end result of your availability and scheduler configuration.

**Real-world example**: "Jake Smith - 60-Minute Hitting Lesson - Tuesday, Oct 3 at 4:00 PM"

**Why it matters**: This is what athletes see when choosing a time, and what appears on your calendar once booked.

**Session states**:

* **Upcoming**: Future sessions not yet occurred
* **Past**: Completed sessions
* **Canceled**: Sessions that were canceled by coach or athlete

<Info>
  **How sessions are created**: Sessions are automatically generated based on your scheduler settings and availability. You don't manually create each time slot—CoachIQ does this for you based on your configuration.
</Info>

## How the layers work together

Here's how the three layers connect when an athlete books a session:

<Steps>
  <Step title="You set your availability">
    "I'm available Monday-Friday, 2-8 PM" *(Layer 1: Availability)*
  </Step>

  <Step title="You create a scheduler">
    "60-Minute Hitting Lesson - \$75 - 1 athlete max" *(Layer 2: Scheduler)*

    The scheduler pulls from your availability and adds pricing/rules.
  </Step>

  <Step title="CoachIQ generates available slots">
    Athletes see bookable times: "Monday 2:00 PM, 3:00 PM, 4:00 PM..." *(Layer 3: Available Sessions)*

    These slots are automatically created based on your availability, scheduler duration, and buffer time.
  </Step>

  <Step title="Athlete books a session">
    Jake books "Monday, Oct 2 at 4:00 PM" *(Layer 3: Confirmed Booking)*

    The booking appears on your calendar (made public on your website, athlete, or via link), Jake gets a confirmation, and that time slot is no longer available to other athletes.
  </Step>
</Steps>

## Two ways sessions get booked

Understanding how bookings happen helps you decide when to use each method:

### Athlete Self-Booking (Most Common)

Athletes visit your booking page (on your website or athlete portal/in the app), see available times, and book themselves.

**When athletes can self-book**:

* They have sufficient credits (if credit-based)
* They can complete payment (if paid sessions)
* Capacity isn't full
* They meet any eligibility requirements you set

**Best for**: Regular training sessions, open enrollment classes, drop-in sessions

### Coach Manual Booking

You book the athlete directly from your dashboard using the Booking Builder.

**When you'd manually book**:

* Private clients with standing appointments
* Makeup sessions after cancellations
* Special circumstances requiring override
* Recurring booking patterns (coach-only feature)

**Best for**: VIP clients, team schedules, recurring weekly appointments

<Tip>
  **Pro tip**: You can manually book athletes into times that aren't in your normal availability—perfect for accommodating special requests or one-off sessions.
</Tip>

## Payment & credit options explained

One of the most powerful aspects of CoachIQ scheduling is flexible payment options:

<Tabs>
  <Tab title="Free Sessions">
    **When to use**: Trials, assessments, team meetings, makeup sessions

    **How it works**: Athletes book without any payment or credits required

    **Perfect for**: Getting new athletes in the door or rewarding loyal clients
  </Tab>

  <Tab title="Direct Payment">
    **When to use**: One-time purchases, event registrations, new client bookings

    **How it works**: Athletes pay at the time of booking (one-time charge)

    **Perfect for**: Drop-in sessions, workshops, first-time assessments
  </Tab>

  <Tab title="Credit-Based">
    **When to use**: Session packages, monthly subscriptions, membership models

    **How it works**: Athletes purchase credits (or receive them via subscription), then redeem credits to book sessions

    **Perfect for**: Ongoing training relationships, encouraging pre-payment, reducing no-shows
  </Tab>

  <Tab title="Hybrid Model">
    **When to use**: Maximum flexibility

    **How it works**: Athletes can choose to pay directly OR use credits

    **Perfect for**: Accommodating different athlete preferences and payment styles
  </Tab>
</Tabs>

<Info>
  **The ∞ symbol**: When you see infinity (∞) next to a scheduler or in credit displays, it means unlimited credits or a free session—no credit redemption required.
</Info>

## Beyond basic scheduling: Advanced features

Once you master the basics, CoachIQ scheduling offers powerful features for scaling your business:

### Automated Reminders

Set up automatic notifications before sessions (30 minutes, 1 hour, 1 day, 2 days) via in-app notification, announcement, or SMS to reduce no-shows.

### Multi-Coach Scheduling

Assign multiple coaches to sessions for team training, co-coaching situations, or facility management with multiple trainers.

### Recurring Bookings (Coach Only)

Book athletes into weekly or custom recurring patterns—perfect for committed clients with standing appointments.

### Copilot AI Assistance

Use AI to generate availability patterns, suggest optimal booking times, and streamline your scheduling setup.

### Program Groupings

Organize your schedulers into logical categories so athletes see "Youth Development," "Private Training," and "Group Classes" instead of a jumbled list.

### Advanced Credit Controls

Set daily/weekly usage limits, restrict credits to specific schedulers, configure expiration dates, and prevent credit abuse.

## Common scheduling scenarios

<AccordionGroup>
  <Accordion title="Solo Coach with Multiple Session Types">
    **Setup**: Create one availability template for your working hours, then create multiple schedulers pulling from that same availability—one for "30-Min Quick Sessions," another for "60-Min Full Training," and perhaps a "Free Assessment."

    **Why it works**: You only manage availability in one place, but offer athletes multiple session options at different price points and durations.
  </Accordion>

  <Accordion title="Facility Owner with Multiple Coaches">
    **Setup**: Each coach has their own availability template. Create schedulers for different training types, assigning the appropriate coaches to each. Use program groupings to organize by training category.

    **Why it works**: Athletes can book with specific coaches or any available coach, while you maintain central oversight of all bookings.
  </Accordion>

  <Accordion title="Team Coach with Regular Practice Schedule">
    **Setup**: Create a scheduler for team practice. Manually book all team members into recurring weekly slots using the Booking Builder.

    **Why it works**: You maintain attendance records, can track who's present/absent, and athletes receive automatic reminders before practice.
  </Accordion>

  <Accordion title="Hybrid Training Business (In-Person + Virtual)">
    **Setup**: Create separate schedulers for "In-Person Training" and "Virtual Sessions" with different locations and possibly different pricing.

    **Why it works**: Athletes clearly see which sessions are virtual vs. in-person, and you can manage capacity differently for each type.
  </Accordion>
</AccordionGroup>

## What scheduling integrates with

CoachIQ scheduling doesn't work in isolation—it connects with your entire coaching ecosystem:

**Website & App**: Embed schedulers on your website, allow bookings through the athlete mobile app

**Payment System**: Process payments, manage subscriptions, issue credits automatically

**Communication**: Send booking confirmations, reminders, and updates via SMS, email, and in-app notifications

**Calendar**: View all bookings in day/week/month views with filtering by athlete, coach, or session type

**Programs**: Include scheduled sessions as part of training program curriculum

**Analytics**: Track booking rates, popular session types, revenue by scheduler, and no-show patterns

## When NOT to use scheduling

While CoachIQ scheduling is powerful, it's not the right tool for every situation:

❌ **Long-term programming with content delivery** → Use Programs feature instead

❌ **Selling physical products or merchandise** → Use Products feature for e-commerce

❌ **One-time events without specific time slots** → Use Products feature for event registration

❌ **Open gym hours without appointments** → Consider membership Products instead

✅ **Use scheduling when**: Athletes need to book specific time slots, capacity is limited, or you need appointment-style management

## Getting started: Your next steps

Now that you understand how scheduling works, here's your path forward:

<CardGroup>
  <Card title="Create Your First Session" icon="rocket" href="/scheduling/book-your-first-session">
    Follow our 10-minute guide to create your first bookable session and start accepting athlete bookings today.
  </Card>

  <Card title="Set Up Your Availability" icon="calendar-check" href="/scheduling/create-your-availability">
    Learn how to create availability templates that become the foundation of your scheduling system.
  </Card>

  <Card title="Understand Schedulers" icon="sliders-h" href="/scheduling/what-are-schedulers">
    Deep dive into schedulers—what they are, when to create multiple types, and how to configure them.
  </Card>

  <Card title="Configure Payments" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Choose the right payment model for your coaching business: free, paid, credit-based, or hybrid.
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Do I need to create separate schedulers for different price points?">
    Yes. Each scheduler has one price/credit configuration. If you want to offer 30-minute sessions at $50 and 60-minute sessions at $90, you'll create two separate schedulers. However, both schedulers can pull from the same availability template—you only manage your hours in one place.
  </Accordion>

  <Accordion title="Can athletes book recurring sessions on their own?">
    No. Recurring bookings are a coach-only feature. Athletes can only book individual sessions through self-service. If you want an athlete on a recurring weekly schedule, you'll need to manually book them using the Booking Builder.
  </Accordion>

  <Accordion title="What happens if I change my availability after sessions are already booked?">
    Existing bookings are NOT automatically canceled when you change availability. However, changing availability affects future available slots. If you need to cancel existing bookings, you'll need to do that manually from your calendar.
  </Accordion>

  <Accordion title="How many schedulers can I create?">
    Unlimited. Create as many scheduler types as your business needs. Some coaches have 3-5 schedulers (different durations and session types), while facilities might have 20+ schedulers across different coaches, locations, and training programs.
  </Accordion>

  <Accordion title="Can I use scheduling without credits or payment?">
    Absolutely. You can create completely free schedulers where athletes book without any payment or credits. This is perfect for team practices, free assessments, or any scenario where you just need appointment management without monetization.
  </Accordion>

  <Accordion title="What's the difference between a scheduler and a session?">
    A **scheduler** is the template/configuration (like a product listing), while a **session** is an actual bookable time slot or confirmed booking (like a shopping cart item). You create one scheduler, and it automatically generates many bookable sessions based on your availability.
  </Accordion>
</AccordionGroup>

## Pro tips for scheduling success

<CardGroup>
  <Card title="Start Simple" icon="seedling">
    Begin with one or two schedulers and basic availability. Master the fundamentals before adding complexity like credits, multi-coach scheduling, or advanced automations.
  </Card>

  <Card title="Test as an Athlete" icon="user-check">
    Before going live, test the booking experience yourself or ask a trusted athlete to try it. You'll catch confusing wording, pricing issues, or availability gaps before they affect real bookings.
  </Card>

  <Card title="Use Buffer Time Wisely" icon="clock">
    Add 5-10 minutes of buffer time between sessions for setup, cleanup, or unexpected delays. Your athletes won't see the buffer time—they'll just see properly spaced available slots.
  </Card>

  <Card title="Organize with Programs" icon="folder">
    As you add more schedulers, group them into logical categories like "Private Training," "Group Classes," and "Assessments." This dramatically improves the athlete booking experience.
  </Card>
</CardGroup>

***

## Related articles

<CardGroup>
  <Card title="Your First Bookable Session" icon="rocket" href="/scheduling/book-your-first-session">
    10-minute guide to creating your first bookable session
  </Card>

  <Card title="How Availability Works" icon="calendar-check" href="/scheduling/how-availability-works">
    Understanding availability templates and how they power schedulers
  </Card>

  <Card title="What Are Schedulers?" icon="question-circle" href="/scheduling/what-are-schedulers">
    Deep dive into schedulers and when to create multiple types
  </Card>

  <Card title="Calendar Overview" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Master your scheduling command center
  </Card>

  <Card title="Credit System Overview" icon="coins" href="/payments/credits/credit-system-overview">
    How credits work and when to use them
  </Card>

  <Card title="Advanced Settings" icon="lightbulb" href="/scheduling/advanced-scheduler-settings">
    Configure reminders, limits, and permissions
  </Card>
</CardGroup>

<Info>
  **Need help getting started?** Our support team is here to help you set up scheduling for your specific coaching business. [Contact Support](https://coachiq.com/support)
</Info>


# Set Prices by Session Length
Source: https://help.coachiq.io/scheduling/pricing-by-session-length

Offer different prices or credit costs for 30-minute, 60-minute, and custom session lengths.

Use one scheduler to offer several session lengths, each with its own price or credit cost. Open **Scheduling → Schedulers**, then create or edit the scheduler.

## Choose the lengths you offer

In **Advanced settings → Session lengths**, select every length families can book. For example, select **30 mins** and **60 mins**.

<Frame>
  <img alt="Advanced settings with 30-minute and 60-minute session lengths selected" />
</Frame>

**New sessions can start** controls the spacing between start times. It is separate from the length of the booking: offering a 30-minute session does not automatically change a 60-minute start interval.

## Set the default payment option

Open **Payment**, choose **Paywalled**, and select how families pay:

| Option | Set up                                                           |
| ------ | ---------------------------------------------------------------- |
| Price  | Select the product families purchase to book.                    |
| Credit | Set the number of credits used from an existing package.         |
| Either | Set both. Families can pay with the selected product or credits. |

The product and credit cost above **Price by session length** are the defaults. Create the required products in **Payments → Products** before selecting them here.

## Override individual lengths

In **Price by session length**, set a product and/or credit cost for each length, matching your chosen payment option. Leave **Same as above** to use the default.

<Frame>
  <img alt="Thirty-minute session using the default one credit and sixty-minute session overriding it to two credits" />
</Frame>

In this unsaved example, 30 minutes uses the default **1 credit**, while 60 minutes uses **2 credits**. For cash pricing, you could select a product priced at USD 50 for 30 minutes and another at USD 100 for 60 minutes. These are example prices, not CoachIQ fees.

CoachIQ does not calculate the longer price from an hourly rate. Check every offered length, including those still using the default, then save the scheduler.

## Check the family booking experience

1. Open the scheduler's booking preview or shared booking page.
2. Select a length before choosing the date and time.
3. Check that the price or required credits match that length. Review any fees and the checkout total separately.
4. Change the length and choose a new time. The earlier time selection clears, availability refreshes, and the price or credit requirement updates.
5. Repeat for every length and each payment option you offer.

You can review the selection and checkout summary without completing a purchase. Only use test cards in a confirmed Stripe test environment.

## Existing bookings and rescheduling

Changing the scheduler's prices does not change what was charged for existing bookings. To move to a differently priced length, cancel under your cancellation policy and book the new length with the appropriate purchase or credits. Do not assume that rescheduling collects a price difference or issues a refund.

See [Payment options](/scheduling/setting-up-payment-options), [Credits on a scheduler](/scheduling/credits-and-schedulers), and [Cancellation policies](/scheduling/canceling-bookings).


# Scheduling Quick Start Checklist
Source: https://help.coachiq.io/scheduling/quick-setup

Pre-launch checklist to ensure your scheduling system is ready for athletes to book

Use this checklist before sharing your booking link with athletes.

<Info>
  **Estimated time**: 5-10 minutes
</Info>

***

## Platform Setup

* [ ] **Timezone** is correct in Settings → Account Settings
* [ ] **Payment processing** connected (if charging for sessions)
* [ ] **Test athlete** created to verify booking flow

***

## Scheduler Configuration

* [ ] **Session name** is clear and includes duration (e.g., "60-Min Private Training")
* [ ] **Description** explains what athletes get
* [ ] **Duration** is set correctly
* [ ] **Capacity** matches session type (1 for private, higher for groups)
* [ ] **Buffer time** set to 10-15 minutes between sessions

***

## Availability

* [ ] **Days and times** match when you want to coach
* [ ] **Extends far enough** into the future (2-4 weeks minimum)
* [ ] **Blackout days** set for known time off
* [ ] **No AM/PM mistakes** (check calendar to verify)

<Frame>
  <img alt="Calendar week view showing booked sessions" />
</Frame>

***

## Payment (If Charging)

* [ ] **Payment method** configured (free, direct payment, or credits)
* [ ] **Price/credit cost** is correct
* [ ] **Test transaction** completed successfully

<Tip>
  **First time?** Start with free sessions to learn the system, then add payment later.
</Tip>

***

## Test Booking

This is the most important step—experience what athletes will experience.

<Steps>
  <Step title="Open your booking link">
    Copy your scheduler's booking link and open it in an incognito/private browser window.
  </Step>

  <Step title="Complete a test booking">
    Select a time slot and complete the full booking process as your test athlete.
  </Step>

  <Step title="Verify everything worked">
    * Booking appears on your calendar
    * Confirmation notification received
    * Credit deducted (if applicable)
    * Time slot no longer available to others
  </Step>
</Steps>

<Warning>
  **No available times showing?** Your availability isn't configured correctly. Go to Schedule → Schedulers and verify availability settings.
</Warning>

***

## Ready to Launch

Before sharing your booking link, confirm:

**Must-haves:**

* [ ] Test booking completed successfully
* [ ] Booking appears correctly on calendar
* [ ] Notifications working
* [ ] Tested on mobile device

**Nice-to-haves:**

* [ ] Reminders configured
* [ ] Cancellation policy set
* [ ] Booking link saved and ready to share

<Check>
  **All set?** Share your booking link and start accepting bookings!
</Check>

***

## Troubleshooting

| Problem                                | Fix                                |
| -------------------------------------- | ---------------------------------- |
| No available times showing             | Add availability to scheduler      |
| Athletes can't complete booking        | Check payment/credit configuration |
| Wrong times displaying                 | Fix timezone in account settings   |
| Too few slots available                | Reduce buffer time to 10-15 min    |
| Multiple athletes in "private" session | Set max capacity to 1              |

***

## Related articles

<CardGroup>
  <Card title="Create a Scheduler" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Step-by-step scheduler creation
  </Card>

  <Card title="Set Up Availability" icon="calendar-check" href="/scheduling/create-your-availability">
    Configure your coaching hours
  </Card>

  <Card title="Credit System" icon="coins" href="/payments/credits/credit-system-overview">
    Understand credit-based booking
  </Card>
</CardGroup>


# Creating and Managing Recurring Bookings
Source: https://help.coachiq.io/scheduling/recurring-bookings

Set up recurring booking patterns for athletes who train on a regular schedule and manage individual session occurrences

<Info>
  **Quick navigation**: Schedule → Calendar → Book Session → Enable "Recurring" toggle
</Info>

## What are recurring bookings?

Recurring bookings allow you to schedule multiple sessions for an athlete automatically by defining a repeating pattern (weekly, daily, monthly). Instead of manually booking "Tuesday at 6pm" 12 separate times, you create one recurring pattern and CoachIQ generates all 12 sessions instantly.

**Real-world example**: Sarah trains with you every Tuesday at 6:00 PM and Thursday at 5:00 PM for 12 weeks. Instead of creating 24 individual bookings, you create 2 recurring patterns and you're done in 2 minutes.

<Warning>
  **Critical limitation**: Only coaches can create recurring bookings. Athletes using the booking portal can only book single sessions at a time.
</Warning>

## When to use recurring bookings

<Tabs>
  <Tab title="Perfect for">
    **Ideal scenarios for recurring bookings:**

    * **Standing appointments**: Athlete trains same day/time weekly
    * **Committed long-term clients**: Athletes with 8+ week programs
    * **Team practices**: Scheduled team training sessions
    * **VIP/Priority clients**: Premium athletes with consistent schedules
    * **Subscription-based training**: Monthly unlimited or package deals

    **Why it works**: Predictable schedules, athlete commitment, easy to plan around
  </Tab>

  <Tab title="Not recommended for">
    **When recurring bookings create problems:**

    * **Trial/new athletes**: Uncertain commitment level
    * **Unpredictable schedules**: Athletes with frequently changing availability
    * **One-off sessions**: Single assessment or consultation
    * **High no-show rates**: Athletes who frequently reschedule
    * **Short-term goals**: 2-4 week programs (manual booking faster)

    **Why avoid**: Creates unnecessary booking overhead, harder to modify, commitment pressure
  </Tab>

  <Tab title="Hybrid approach">
    **Best practice for most coaches:**

    1. **Start with manual bookings** for first 4-6 sessions
    2. **Evaluate commitment** and schedule consistency
    3. **Switch to recurring** once athlete proves reliable
    4. **Communicate clearly**: "I'll set you up on recurring schedule—more convenient for both of us!"

    **Result**: Reduced no-shows, better athlete retention, protected time slots
  </Tab>
</Tabs>

***

## Creating a recurring booking pattern

<Steps>
  <Step title="Access the Booking Builder">
    Navigate to your calendar and initiate a new booking:

    1. Go to **Schedule → Calendar**
    2. Click **Book Session** (or the **+** button)
    3. The Booking Builder modal opens

    <Note>
      **Alternative access**: You can also access Booking Builder from Schedule → Schedulers → Create → "Manually Book an Athlete" option.
    </Note>
  </Step>

  <Step title="Select client and scheduler">
    **Step 1: Choose the athlete**

    * Search by name or email
    * Filter by tags if needed
    * Select the athlete who will receive recurring sessions

    **Step 2: Choose the scheduler**

    * Select which session type to book (e.g., "60-Min Private Training")
    * Pricing and duration are determined by the scheduler you choose

    <Tip>
      **Credit-based sessions**: If using credit-based schedulers, recurring bookings do NOT automatically deduct credits. You'll handle credits separately per your configuration.
    </Tip>
  </Step>

  <Step title="Enable the Recurring toggle">
    In the **Date & Time** section, you'll see a toggle labeled **"Recurring"**.

    1. **Toggle it ON** to reveal recurring options
    2. **Toggle it OFF** to book just a single session

    **What happens when enabled**: Additional configuration options appear:

    * Repeat pattern (daily, weekly, monthly)
    * Repeat interval (every 1 week, every 2 weeks, etc.)
    * Days of the week (for weekly patterns)
    * Ending options (ongoing vs specific end date)

    <Frame>
      <img alt="Recurring toggle enabled in Booking Builder" />
    </Frame>
  </Step>

  <Step title="Configure the repeat pattern">
    **Choose your repeat frequency:**

    <Tabs>
      <Tab title="Weekly (Most Common)">
        **Use for**: Standard training schedules

        **Configuration**:

        1. Select **"Weekly"** from dropdown
        2. Choose **"Repeat every: 1 week"** (or 2 weeks, 3 weeks, etc.)
        3. **Select days**: Check Monday, Wednesday, Friday, etc.
        4. **Set time**: Choose session start time

        **Example**: "Every Tuesday and Thursday at 6:00 PM"

        <Check>
          **Most coaches use this**: 80% of recurring bookings are weekly patterns for consistent training schedules.
        </Check>
      </Tab>

      <Tab title="Daily">
        **Use for**: Intensive training camps, daily check-ins, tournament prep

        **Configuration**:

        1. Select **"Daily"** from dropdown
        2. Choose **"Repeat every: 1 day"** (or every 2 days, 3 days, etc.)
        3. **Set time**: Choose session start time

        **Example**: "Every day at 7:00 AM for 1-week training camp"

        **Use case**: Mike runs a 2-week intensive basketball camp and needs to schedule 30 athletes for daily sessions—recurring bookings save hours of manual work.
      </Tab>

      <Tab title="Monthly">
        **Use for**: Monthly check-ins, assessments, progress reviews

        **Configuration**:

        1. Select **"Monthly"** from dropdown
        2. Choose **"Repeat every: 1 month"** (or every 2 months, etc.)
        3. **Set day of month**: First Tuesday, 15th, last Friday, etc.
        4. **Set time**: Choose session start time

        **Example**: "First Monday of every month at 10:00 AM for progress assessment"

        **Use case**: Sarah schedules monthly body composition assessments with all her nutrition clients—one recurring pattern per athlete.
      </Tab>
    </Tabs>
  </Step>

  <Step title="Set the ending (ongoing vs specific date)">
    Choose how long the recurring pattern continues:

    <AccordionGroup>
      <Accordion title="Ongoing (infinite)">
        **What it means**: Bookings continue indefinitely until you manually stop them

        **When to use**:

        * Long-term committed athletes (6+ months)
        * Monthly subscription clients
        * Athletes with unlimited session packages
        * When end date is uncertain

        **How to stop later**:

        * Click any session in the recurring series
        * Delete the entire recurring pattern
        * Or skip/change individual sessions as needed

        **Example**: "Jake has an annual training package—set his sessions as ongoing, adjust as his schedule changes"

        <Warning>
          **Watch out**: Ongoing bookings can fill your calendar far into the future. Review and adjust monthly to prevent over-scheduling.
        </Warning>
      </Accordion>

      <Accordion title="Set an end date (recommended)">
        **What it means**: Recurring sessions stop automatically on the date you specify

        **When to use**:

        * Defined training programs (8-week, 12-week, etc.)
        * Season-specific training (pre-season, in-season)
        * Athletes with package deals (20-session package = \~10 weeks)
        * Trial recurring periods

        **How to set**:

        1. Select **"Set an end date"** radio button
        2. Choose end date from calendar picker
        3. System calculates total number of sessions based on pattern + end date

        **Example**: "Chris wants 12 weeks of training. I create recurring bookings from Sept 1 - Nov 24 (12 weeks), resulting in 24 sessions (Tuesday/Thursday)."

        <Tip>
          **Best practice**: Always start with a defined end date for first-time recurring bookings. You can extend later if athlete continues.
        </Tip>
      </Accordion>
    </AccordionGroup>
  </Step>

  <Step title="Use CoachIQ Copilot for quick setup (optional)">
    **Time-saving feature**: Instead of manually clicking through options, use natural language.

    **How it works**:

    1. Find the **"CoachIQ Copilot"** panel (right sidebar)
    2. Type your desired schedule in plain English
    3. Click **"Generate Availability"**
    4. Copilot automatically fills out the recurring configuration

    **Examples of what to type**:

    * "Every Tuesday at 5pm"
    * "Monday Wednesday Friday at 6:00 AM"
    * "Every other Thursday at 7pm for 12 weeks"
    * "Daily at 8am for 2 weeks"

    <Frame>
      <img alt="CoachIQ Copilot panel for generating recurring booking schedules" />
    </Frame>

    **Result**: Copilot translates your text into:

    * Repeat pattern (weekly, daily, etc.)
    * Days of week
    * Time
    * Interval

    You can then fine-tune manually if needed.

    <Check>
      **Time saved**: Copilot reduces recurring setup from 2 minutes to 15 seconds. Use it!
    </Check>
  </Step>

  <Step title="Preview occurrences before creating">
    **Before you hit "Create"**, use the **Occurrences preview calendar** to verify your pattern.

    **What you'll see** (right sidebar):

    * Calendar showing all future session dates
    * Visual confirmation of your recurring pattern
    * Dates highlighted for each occurrence

    **Why this matters**: Catch mistakes before creating dozens of bookings.

    **Common things to verify**:

    * ✅ Correct days of week selected
    * ✅ Sessions land on expected dates
    * ✅ No conflicts with known athlete vacations
    * ✅ End date is correct (if using set end date)
    * ✅ Total number of sessions makes sense

    **Example**: "I set up 'every Tuesday and Thursday for 12 weeks'—preview shows 24 total sessions, last one on Nov 21. Perfect!"

    <Tip>
      **Double-check before creating**: Once you create recurring bookings, there's no "undo" button. You'd need to delete and recreate.
    </Tip>
  </Step>

  <Step title="Click Create and confirm">
    Once everything looks correct:

    1. Click the **"Create"** button
    2. CoachIQ generates all recurring bookings instantly
    3. All sessions appear on your calendar
    4. Athlete receives notification (if notifications enabled)

    <Note>
      **Conflict warning.** If any occurrence in the series overlaps another booking on the same session, CoachIQ stops and tells you which booking it collides with before creating anything. You can confirm and proceed (a deliberate double-up for a special arrangement) or back out and adjust the pattern. On a capacity-1 session, proceeding puts two athletes in the same slot, so treat the warning as a real one unless you meant it.
    </Note>

    **What happens next**:

    * Each session appears as individual booking on calendar
    * No special "recurring" indicator visible to athletes
    * You can manage each session individually

    <Check>
      **Success!** Your athlete is now scheduled for all sessions in the recurring pattern. Calendar confirms all bookings created.
    </Check>
  </Step>
</Steps>

***

## Managing individual occurrences after creation

Once recurring bookings are created, you have full control over each individual session.

### Accessing the Occurrences calendar

**To view and manage all occurrences in a recurring series:**

<Tabs>
  <Tab title="From Calendar">
    1. Go to **Schedule → Calendar**
    2. **Find any session** from the recurring series
    3. **Click on that booking**
    4. The **Occurrences view** opens, showing:
       * Calendar with all recurring dates
       * "Change" and "Skip" buttons for each occurrence
       * Full visibility into the entire pattern

    **Use case**: Quick access when you're already viewing calendar
  </Tab>

  <Tab title="From Athlete Profile">
    1. Go to **People → Clients**
    2. Find and open the athlete's profile
    3. Navigate to **"Upcoming Bookings"** section
    4. **Click any recurring session**
    5. The **Occurrences view** opens

    **Use case**: When managing athlete-specific schedules or reviewing multiple recurring patterns for one athlete
  </Tab>
</Tabs>

<Frame>
  <img alt="Occurrences calendar with Change and Skip options" />
</Frame>

***

### Changing one occurrence

**Scenario**: Athlete requests a time change for just one session (e.g., Oct 15 needs to move from 6pm to 8pm).

<Steps>
  <Step title="Open Occurrences view">
    Click any session in the recurring series (from calendar or athlete profile).
  </Step>

  <Step title="Find the specific date">
    In the Occurrences calendar, click the date you want to change (e.g., Oct 15).
  </Step>

  <Step title="Click 'Change'">
    The **"Change"** button appears for that specific occurrence.

    **What happens**: Opens date/time picker for that one session only.
  </Step>

  <Step title="Select new date/time">
    1. Choose the new date and/or time
    2. Confirm the change
    3. **Only that one session updates**—all other recurring sessions remain unchanged

    <Check>
      **Result**: Oct 15 session moved to 8pm. Oct 22, Oct 29, etc. still at 6pm as scheduled.
    </Check>
  </Step>
</Steps>

**Important notes**:

* Changes affect ONLY that specific occurrence
* No impact on other sessions in the series
* Athlete receives notification of the time change
* Calendar reflects the updated time
* **Past dates can be changed too.** If a session actually ran at a different time than the record shows, open the past occurrence and **Change** it so attendance and billing history are accurate. Upcoming sessions are not affected.

***

### Skipping one occurrence

**Scenario**: Athlete is traveling on Oct 22 and needs to skip that session.

<Steps>
  <Step title="Open Occurrences view">
    Click any session in the recurring series.
  </Step>

  <Step title="Find the date to skip">
    In the Occurrences calendar, click Oct 22.
  </Step>

  <Step title="Click 'Skip'">
    The **"Skip"** button appears.

    **What happens**: That occurrence is removed from the recurring series.
  </Step>

  <Step title="Confirm the skip">
    System removes that booking—Oct 22 session is gone.

    **All other sessions remain**: Oct 15, Oct 29, Nov 5, etc. still scheduled as normal.

    <Check>
      **Result**: Oct 22 skipped. Recurring pattern continues for all other dates.
    </Check>
  </Step>
</Steps>

**Important notes**:

* Skipped sessions are permanently removed (not "paused")
* No credit refund triggered (recurring bookings don't involve automatic credit deductions)
* Athlete receives cancellation notification
* Cannot "un-skip" later—you'd need to manually book that date if athlete wants it back

<Note>
  **Skip works on past dates as well as future ones.** If a session in the past did not happen (snow day, athlete no-show you agreed to waive), skip that occurrence to correct the record without touching the upcoming sessions.
</Note>

***

## Making changes to the entire recurring pattern

### The limitation: No "edit all" function

<Warning>
  **Critical restriction**: CoachIQ does not support editing all future occurrences at once. You cannot change the entire pattern (e.g., move all from Tuesday 6pm → Thursday 7pm) after creation.
</Warning>

**Why this matters**: If an athlete's schedule permanently changes, you'll need to delete and recreate.

***

### Deleting the entire recurring pattern

**When to delete**:

* Athlete's schedule permanently changes
* Athlete discontinues training
* You need to recreate pattern with different settings
* Mistake made during initial setup

**How to delete all occurrences**:

<Steps>
  <Step title="Open Occurrences view">
    Click any session in the recurring series (from calendar or athlete profile).
  </Step>

  <Step title="Delete the pattern">
    Look for the **"Delete"** option within the Occurrences view.

    **What happens**: Deletes the recurring booking pattern—all remaining future sessions are removed.

    <Warning>
      **This action is permanent**: All remaining future sessions are deleted. Cannot be undone.
    </Warning>

    <Note>
      **Past occurrences are kept.** Deleting or editing a series does not remove the sessions that already happened. They stay on the calendar and on the athlete's profile, so attendance and billing records are intact.
    </Note>
  </Step>

  <Step title="Confirm deletion">
    System asks for confirmation—click **"Delete All"** to proceed.

    All recurring sessions disappear from calendar instantly.
  </Step>
</Steps>

**After deletion**:

* Past sessions from the series remain in the athlete's history
* Create a new recurring pattern if needed
* Or switch to manual booking going forward
* Or athlete stops training entirely

***

### Workaround: Recreating the pattern

**Scenario**: You need to change recurring pattern (e.g., Tuesday 6pm → Thursday 7pm for all remaining sessions).

**The process**:

<Steps>
  <Step title="Note the existing pattern">
    Before deleting, record:

    * Original pattern details (days, times)
    * How many sessions remain
    * Any already-completed sessions

    **Example**: "Chris has 18 sessions left, currently Tuesday/Thursday 6pm, wants to switch to Wednesday/Friday 7pm."
  </Step>

  <Step title="Delete existing recurring pattern">
    Follow the "Delete all" process above.

    **Result**: All 18 remaining sessions removed from calendar.
  </Step>

  <Step title="Create new recurring pattern">
    Open Booking Builder and create new recurring bookings:

    1. Select same athlete (Chris)
    2. Select same scheduler
    3. Enable Recurring toggle
    4. Configure NEW pattern (Wednesday/Friday 7pm)
    5. Set end date to capture remaining sessions (\~9 weeks)
    6. Click Create

    **Result**: New 18-session recurring pattern created with updated schedule.
  </Step>

  <Step title="Communicate with athlete">
    **Critical step**: Let athlete know their schedule changed.

    **Template message**: "Hey Chris, I've updated your recurring sessions to Wed/Fri 7pm as requested. All 18 remaining sessions are now on the new schedule. Let me know if you have any conflicts!"

    <Tip>
      **Notification best practice**: Even though system sends automatic notifications, personally confirm major schedule changes with athletes to prevent confusion.
    </Tip>
  </Step>
</Steps>

<Note>
  **Time commitment**: Deleting and recreating can take 3-5 minutes. Factor this into your process when athletes request pattern changes.
</Note>

***

## Best practices for recurring bookings

<CardGroup>
  <Card title="Always Use Preview" icon="eye">
    **Before clicking Create**, review the Occurrences preview calendar. Catch mistakes before generating dozens of bookings.

    **Check**: Days of week, times, total sessions, end date.
  </Card>

  <Card title="Start with End Dates" icon="calendar-times">
    **For first-time recurring clients**, always set a specific end date (8-12 weeks). You can extend later.

    **Why**: Prevents over-commitment and gives natural check-in points.
  </Card>

  <Card title="Communicate Schedule Changes" icon="comment">
    **When you Change or Skip** sessions, personally confirm with athlete (don't rely solely on auto-notifications).

    **Template**: "FYI, moved your Oct 15 session to 8pm. See you then!"
  </Card>

  <Card title="Review Monthly" icon="calendar-check">
    **First of each month**, review all recurring patterns. Check for:

    * Patterns ending soon (extend if needed)
    * Athlete vacations/conflicts
    * Your own availability changes

    **Result**: Proactive management prevents last-minute chaos.
  </Card>

  <Card title="Use Copilot for Speed" icon="robot">
    **Save time** by using natural language in Copilot panel: "Every Tuesday and Thursday at 6pm"

    **Result**: 15 seconds vs 2 minutes of manual clicking.
  </Card>

  <Card title="Delete vs Skip Strategy" icon="trash-alt">
    **Skip individual sessions** for one-off exceptions.

    **Delete entire pattern** when permanent schedule change needed.

    **Rule**: 3+ skips in a row = consider deleting and recreating pattern.
  </Card>
</CardGroup>

***

## Credit handling with recurring bookings

<Warning>
  **Important clarification**: Recurring bookings in CoachIQ do NOT automatically deduct credits when sessions are created. Credit handling depends on your specific scheduler configuration.
</Warning>

**What this means**:

* Creating recurring bookings doesn't immediately consume athlete credits
* Credit deduction happens per your scheduler's credit settings
* Skipping a session doesn't trigger credit refunds

**Recommendation**: If a client is only on a recurring booking then credits are not necessary. Instead just collect payment and set up there recurring schedule once.

<Note>
  **For detailed credit system information**, see [Credit System Explained](/payments/credits/credit-system-overview) and [Credit Usage Limits](/payments/credits/credit-usage-limits-restrictions).
</Note>

***

## When NOT to use recurring bookings

<Warning>
  **Recurring bookings aren't always the answer.** Sometimes manual booking is better.
</Warning>

**Use manual booking instead when**:

<Tabs>
  <Tab title="Unpredictable Schedules">
    **Athlete situation**: Shift worker, travel-heavy job, inconsistent availability

    **Problem with recurring**: Constant Changes and Skips = admin overhead

    **Better approach**: Client book sessions 2-4 weeks in advance as athlete confirms availability

    **Example**: "Maria's nursing schedule changes monthly. She book her sessions 3 weeks out once her shifts are posted."
  </Tab>

  <Tab title="Trial Period">
    **Athlete situation**: New client, trying you out for first month

    **Problem with recurring**: Over-commitment pressure, higher dropout risk

    **Better approach**: They book first 6-8 sessions, then switch to recurring if they commit

    **Example**: "Jake books 4 trial sessions. After session 3, I say 'You're doing great—want to lock in recurring Tuesdays?'"
  </Tab>

  <Tab title="Short Programs">
    **Athlete situation**: 4-week pre-season prep, 2-week intensive

    **Problem with recurring**: Setup time exceeds benefit (only 8 sessions total)

    **Better approach**: Client book all sessions in 5 minutes

    **Example**: "Chris wants 3x/week for 3 weeks (9 sessions). Manual booking = faster than recurring setup."
  </Tab>

  <Tab title="Frequent Reschedulers">
    **Athlete situation**: Chronic reschedulers, high change rate

    **Problem with recurring**: You'll spend more time managing Changes than you saved with automation

    **Better approach**: They book 2-3 sessions at a time and can adjust as needed

    **Example**: "Sam reschedules 50% of sessions.He books 2 weeks out, adjusts as needed"
  </Tab>
</Tabs>

***

## Next steps

<CardGroup>
  <Card title="Manual Booking Guide" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Learn the complete manual booking process for non-recurring sessions
  </Card>

  <Card title="Canceling Bookings" icon="times-circle" href="/scheduling/canceling-bookings">
    Understand cancellation policies and how to handle booking cancellations
  </Card>

  <Card title="Calendar Management" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    Master calendar navigation and filtering for managing all your bookings
  </Card>

  <Card title="Credit System Guide" icon="coins" href="/payments/credits/credit-system-overview">
    Deep dive into how credits work with bookings and schedulers
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Creating Schedulers" icon="sliders" href="/scheduling/creating-your-first-scheduler">
    Set up bookable session types before creating recurring bookings
  </Card>

  <Card title="Scheduler Settings" icon="cog" href="/scheduling/scheduler-settings-limits-and-permissions">
    Configure capacity, limits, and permissions for schedulers
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: How to create recurring booking patterns, manage individual occurrences, and decide when recurring bookings are the right solution vs manual booking.
</Check>

<Info>
  **Questions about recurring bookings?** Our support team can help you design the optimal scheduling strategy for your athletes. [Contact Support](https://support.coachiq.com)
</Info>


# Resources
Source: https://help.coachiq.io/scheduling/resources

Track courts, rooms, and equipment; attach them to schedulers; choose whether a booking reserves all of them or one open one; and prevent (or allow) double-booking.

## What are Resources?

Resources are physical assets your facility uses to run sessions — courts, batting cages, training rooms, or any space or equipment that can only support one session at a time. When you attach a resource to a scheduler, CoachIQ prevents that resource from being double-booked across overlapping time slots.

<Note>
  Resources are visible to admins and coaches only. Athletes do not see resource names or assignments during booking. A single scheduler can reserve more than one resource per session — see [Attach multiple resources to one scheduler](#attach-multiple-resources-to-one-scheduler).
</Note>

<Frame>
  <img alt="Setup Resources tab showing list of resources" />
</Frame>

## Creating a resource

Go to **Scheduling → Setup → Resources** and click **Add setup**. Fill in:

* **Title** (required) — e.g. "Half Court A"
* **Description** (optional) — internal notes for staff
* **Type** (optional) — e.g. "Full court", "Batting cage", "Room"
* **Location** (required) — which location this resource belongs to
* **Color** — identifies the resource on your calendar

<Frame>
  <img alt="Edit Resource modal with fields for title, description, type, location, and color" />
</Frame>

## Attaching a resource to a scheduler

Two paths, same result:

* **From Setup → Resources**: click **Attach to scheduler** on the resource card
* **From inside a scheduler**: open the **Resources** section and pick a resource under **Add a resource**

<Frame>
  <img alt="Resources panel inside scheduler settings showing attached resources" />
</Frame>

A resource can be attached to multiple schedulers at once. When a resource is exclusive to one scheduler, you'll see "Not shared with other schedulers" in the scheduler view. To remove it, click **Detach**.

You can also add a resource to a single booked session from the calendar: click the session and use the resource control in the click view. That reserves the resource for that occurrence only and does not change the scheduler. See [Calendar overview](/scheduling/calendar-overview-and-navigation#click-session-for-details).

## Attach multiple resources to one scheduler

A single scheduler can hold more than one resource at a time — useful when a session needs several spaces at once, like a team practice that reserves multiple batting cages, or when several interchangeable spaces could host the session.

In the scheduler's **Resources** section, each attached resource appears as a card with a **Detach** option under **Attached resources**. If a resource is also used by other schedulers, the card shows **Shared with X schedulers** and lists them. To attach another, pick it under **Add a resource**.

What happens when a session is booked depends on the **Reservation behavior** you choose (next section).

## Reservation behavior: Reserve all or Use first available

Once more than one resource is attached, the **Resources** section asks how a booking should pick a space:

| Reservation behavior                                            | What a booking does                                                                                                            | Use it for                                                                                      |
| --------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------------------------------------- |
| **Reserve all** — *Every attached resource is required*         | Reserves every attached resource for the time slot. A time is available only when every attached resource is open.             | Sessions that need the whole space: a team practice across Cage 1, 2, and 3                     |
| **Use first available** — *Assign one open resource at booking* | Takes one free resource from the attached list and reserves only that one. The rest of the pool stays open for other bookings. | Interchangeable spaces: two hitting lessons at 4:00 that each need *a* cage, not a specific one |

**Reserve all** is the default and matches how resources worked before this option existed. Existing schedulers with several resources attached are unchanged.

### How Use first available plays out

A facility attaches **Cage 1** and **Cage 2** to a "Hitting Lesson" scheduler set to **Use first available**:

* The first 4:00 booking takes Cage 1.
* A second 4:00 booking takes Cage 2, so both lessons can run.
* A third 4:00 request finds no open cage, so 4:00 is no longer offered.
* A "Pitching" scheduler that only uses **Turf** is unaffected either way, because it never competes for a cage.

Families do not pick a cage. Staff see which resource was reserved on the booking in the calendar click view, and the allocated resource is what conflict checks use from then on: another scheduler that needs Cage 1 loses that hour, while Cage 2 stays free until someone takes it.

<Tip>
  Pair **Use first available** with one scheduler per skill or coach rather than one scheduler per cage. You keep the booking flow families already know, and the pool sorts out which space is used.
</Tip>

## Allow resource double booking

By default an attached resource blocks a booking when it is already reserved at that time. The **Allow resource double booking** checkbox in the scheduler's **Resources** section turns that protection off for this scheduler, the same way the connected-coaches checkbox lets a coach be booked in two places at once.

* **Off** (default): a time slot is unavailable when an attached resource is already reserved by any session.
* **On**: bookings from this scheduler go through even when the resource is in use elsewhere.

Turn it on only for a resource that genuinely supports more than one session at a time (a large turf that hosts two small groups) or for a scheduler where you accept the overlap deliberately. Leave it off everywhere else, because it disables the very thing resources are for.

## Different resources on different dates

A resource attached to a scheduler applies to every date. If one date needs different equipment (the Tuesday indoor practice uses Cage 1, the Saturday field practice uses the turf mound), give that date its own resources instead of building a second scheduler:

1. Open the scheduler and go to **Availability**.
2. Under **Specific-date settings**, pick the configured date you want to change. Dates come from the specific-date availability on the connected availability template; if the list is empty, add specific dates to the template first, then refresh the scheduler.
3. Set the resources for that date. Every other date keeps the scheduler's attached resources.

Conflict checks for that date use the date's own resources, not the scheduler default, so a per-date override never blocks or frees a cage on any other date. Duration can be changed on the same screen; see [A different duration on one date](/scheduling/advanced-scheduler-settings#a-different-duration-on-one-date).

## How double-booking prevention works

Once a resource is attached to a scheduler, CoachIQ locks that resource for the duration of each booked session. If that time slot is already filled by another session using the same resource, it becomes unavailable — even if the second scheduler still has open capacity. With **Use first available**, the lock applies to the one resource that was assigned to the booking.

If two groups in your organization share a building, link them under **Settings → Shared Calendar** with the **Resources only** share mode so a cage booked in either group blocks it for the other. See [Sharing a calendar across groups](/scheduling/shared-calendar-across-groups).

## Example use cases

* **Basketball facility**: "Half Court A" and "Half Court B" attached to one group training scheduler with **Use first available**, so two groups can run side by side
* **Training room**: "Speed & Agility Room" on a conditioning scheduler prevents two coaches from booking the same room at the same time
* **Batting cage**: "Cage 1" on a hitting session scheduler ensures each session has a dedicated lane
* **Team practice**: Cage 1, Cage 2, and Cage 3 on a "Team Practice" scheduler with **Reserve all**, so the whole facility is held for the practice

## Related articles

<CardGroup>
  <Card title="Locations" icon="map-pin" href="/scheduling/setup-locations">
    The building each resource belongs to, and per-date venues
  </Card>

  <Card title="Advanced scheduler settings" icon="sliders" href="/scheduling/advanced-scheduler-settings">
    Connected coaches, locations, duration, and per-date duration
  </Card>

  <Card title="Shared calendar across groups" icon="calendar" href="/scheduling/shared-calendar-across-groups">
    Share a resource list between two groups
  </Card>

  <Card title="Calendar overview" icon="calendar-days" href="/scheduling/calendar-overview-and-navigation">
    See coach and resources on Day and Week view
  </Card>
</CardGroup>


# Save Calendar Views and Find Open Availability
Source: https://help.coachiq.io/scheduling/saved-calendar-views

Find unbooked times, filter the openings you need, and save a calendar view for yourself or your team.

Open **Scheduling → Calendar**. The chips above the calendar let you return to saved configurations without rebuilding your filters.

## Show unbooked times

1. Open **Show** and choose **Open availability only**.
2. Under **Show openings for**, select the types of openings you want to see.
3. Narrow the **Schedulers** and **Coaches** filters, choose your date range and view, and check the timezone.

<Frame>
  <img alt="Open availability filter with coach, resource, location, and other-scheduler checkboxes" />
</Frame>

| Opening type     | Shows                                                        |
| ---------------- | ------------------------------------------------------------ |
| Coaches          | Open times on schedulers with a coach.                       |
| Resources        | Unrented courts, rooms, and equipment.                       |
| Locations        | Open times at a set location.                                |
| Other schedulers | Schedulers without an attached coach, resource, or location. |

Booked sessions and rented resources stay hidden while open availability is on. An opening is an available time, not a booking or a reserved resource.

## Save your view

After changing the filters, choose **+ Save view**.

<Frame>
  <img alt="Save view dialog with a name, summary of included filters, and Share with team switch" />
</Frame>

1. Give the view a name you will recognize, such as **Open Availability**.
2. Review **This view shows**, including the opening types, calendar view, coach and scheduler filters, and timezone.
3. If you want the team to use it, turn on **Share with team**. The team can open a shared view; Admins can edit it.
4. Choose **Save view**. Use its chip above the calendar to return to it.

Use **Manage views** to review your saved views. Choose **All sessions** to return to the normal booked-session display.

## When you do not see openings

Check the selected period, schedulers, coaches, and opening types first. **No openings this month** means the schedulers in view are booked up or have no availability in that period; it does not mean the entire business has no openings.

Openings load progressively: a thin line across the top of the calendar shows progress, and the grid is usable as soon as the first results appear. Open times show a dashed outline, with the time first, the scheduler name, and what the opening is for (coach, resource, location). If the calendar still asks for a shorter range or fewer schedulers, narrow the request and retry.

For more on navigation and bookings, see [Calendar overview](/scheduling/calendar-overview-and-navigation) and [How availability works](/scheduling/how-availability-works).


# Scheduler Settings: Limits and Permissions
Source: https://help.coachiq.io/scheduling/scheduler-settings-limits-and-permissions

Configure booking limits, capacity, cancellation policies, and athlete permissions to protect your business and ensure fair access to sessions.

<Info>
  **Where to find this**: Schedule → Schedulers → \[Select Scheduler]
</Info>

## What you'll accomplish

Master the advanced configuration settings that protect your time, prevent over-booking, manage cancellations, and ensure fair athlete access to your sessions. These settings transform a basic scheduler into a business-optimized booking system.

<Check>
  **Success criteria**: Your scheduler has capacity limits that prevent overbooking, booking rules that ensure fair access, cancellation policies that protect your revenue, and buffer times that prevent burnout.
</Check>

## Before you begin

<Note>
  **Required**: You must have at least one scheduler already created. This article covers settings you configure AFTER scheduler creation. If you haven't created a scheduler yet, see [Creating Your First Scheduler](/scheduling/creating-your-first-scheduler).
</Note>

**Recommended preparation**:

* Think about your ideal booking policies
* Consider past booking problems you've experienced
* Have examples of athlete behavior you want to encourage/prevent
* Know your capacity limits and time constraints

## Why scheduler settings matter

These aren't just technical configurations—they're business protection mechanisms:

<CardGroup>
  <Card title="Revenue Protection" icon="dollar-sign">
    **Without proper settings**: Athletes book then cancel last-minute, leaving empty slots you can't fill

    **With proper settings**: 24-hour cancellation policy gives you time to rebook, protecting revenue
  </Card>

  <Card title="Burnout Prevention" icon="heart-pulse">
    **Without proper settings**: Back-to-back sessions all day with no breaks

    **With proper settings**: 10-minute buffer time between sessions for prep and recovery
  </Card>

  <Card title="Business Control" icon="shield-check">
    **Without proper settings**: Athletes book 3 months out then forget, you can't plan

    **With proper settings**: 30-day booking window keeps schedule manageable
  </Card>
</CardGroup>

**Bottom line**: These settings are the difference between a chaotic schedule that drains you and an organized system that protects your business.

***

## Setting 1: Session capacity

Control how many athletes can book the same time slot.

### What it does

**Session capacity** sets the maximum number of athletes who can book a single time slot from this scheduler. This is a scheduler-level setting that applies to ALL sessions generated from this scheduler.

**Critical limitation**: You CANNOT set different capacities for individual time slots. If you need different capacities, you must create separate schedulers.

### Configuration options

<Tabs>
  <Tab title="Private Sessions">
    **Setting**: Max 1 athlete per slot

    **When to use**:

    * 1-on-1 personal training
    * Private coaching sessions
    * Individual assessments
    * High-touch services requiring full attention

    **Example**:

    * "60-Min Private Training" scheduler
    * Capacity: 1 athlete
    * Result: Only one athlete can book 3:00 PM slot

    <Tip>
      **Pro tip**: Even if you occasionally train 2 athletes together, keep this at 1 athlete for private schedulers. Manually book the second athlete when needed rather than allowing double-booking.
    </Tip>
  </Tab>

  <Tab title="Small Group">
    **Setting**: Max 2-6 athletes per slot

    **When to use**:

    * Semi-private training
    * Small group classes
    * Partner sessions
    * Limited accountability groups

    **Example**:

    * "Small Group Strength Class" scheduler
    * Capacity: 6 athletes
    * Result: Up to 6 athletes can book the same 5:00 PM class

    **Decision framework**:

    * 2 athletes = Truly semi-private, high attention
    * 4 athletes = Small group, moderate attention
    * 6 athletes = Larger group, less individual focus

    <Note>
      **Quality consideration**: More athletes = less individual attention. Choose capacity based on service quality you can maintain, not just space available.
    </Note>
  </Tab>

  <Tab title="Large Group">
    **Setting**: Max 10-20+ athletes per slot

    **When to use**:

    * Group fitness classes
    * Team training sessions
    * Workshops and clinics
    * Community events

    **Example**:

    * "Sunday Bootcamp Class" scheduler
    * Capacity: 20 athletes
    * Result: Up to 20 athletes can book the same Sunday 9:00 AM slot

    **Facility owner considerations**:

    * Set capacity based on SAFE numbers, not just space
    * Consider equipment availability
    * Account for coach-to-athlete ratio
    * Leave buffer for walk-ins if applicable

    <Warning>
      **Safety first**: Never exceed capacity your insurance covers or facility regulations allow. Set scheduler capacity BELOW your true maximum to account for unexpected attendance.
    </Warning>
  </Tab>
</Tabs>

### Common capacity mistakes

<AccordionGroup>
  <Accordion title="Setting capacity too high for service quality">
    **Mistake**: "Small group training" with 10-athlete capacity

    **Problem**: Can't give adequate attention to 10 athletes, service quality suffers

    **Fix**:

    * True small group = 4-6 athletes max
    * If you want 10 athletes, call it "Group Class" and adjust pricing
    * Create separate "Small Group - 6 max" and "Large Group - 10 max" schedulers

    **Rule of thumb**: If you can't remember everyone's name mid-session, capacity is too high for "small group."
  </Accordion>

  <Accordion title="One capacity for multiple service types">
    **Mistake**: One "Training Session" scheduler with 6-athlete capacity used for both private and group

    **Problem**:

    * Athletes book thinking it's private
    * 5 other athletes show up
    * Confusion and disappointment

    **Fix**: Create separate schedulers:

    * "Private Training - 1 athlete max"
    * "Group Training - 6 athletes max"

    **Why this matters**: Clear expectations = happy athletes = better retention
  </Accordion>

  <Accordion title="Not accounting for no-shows">
    **Mistake**: Facility has room for 25, set capacity to 25

    **Problem**:

    * If 25 book and 5 no-show, only 20 attend (you're counting on this)
    * But one week all 25 show up, facility is over capacity

    **Fix**:

    * If facility safely holds 25, set capacity to 20-22
    * Build in buffer for unexpected full attendance
    * Never rely on no-shows to manage capacity

    <Warning>
      **Legal liability**: Over-capacity situations can violate insurance, fire codes, and regulations. Always err on the side of fewer athletes.
    </Warning>
  </Accordion>
</AccordionGroup>

### Capacity decision framework

Use this guide to set appropriate capacity:

| Service Type      | Recommended Capacity | Reasoning                             |
| ----------------- | -------------------- | ------------------------------------- |
| Private 1-on-1    | 1 athlete            | Full attention, personalized coaching |
| Semi-private      | 2 athletes           | Partnership dynamic, shared cost      |
| Small group       | 4-6 athletes         | Group energy, individual attention    |
| Large group       | 10-15 athletes       | Class format, general instruction     |
| Team training     | 15-25 athletes       | Team dynamics, multiple coaches       |
| Workshops/clinics | 20-50+ athletes      | Educational format, demo-based        |

***

## Setting 2: Booking Limits

Cap how often a scheduler can be booked, in total and per athlete.

<Info>
  **Where to find this**: Scheduler → **Advanced settings** → the **Session-wide booking limits**, **Time slot capacity**, and **Per-athlete booking limits** groups
</Info>

### What it does

**Booking limits** come in two scopes, and the Advanced settings section labels them so you can tell which is which:

* **Session-wide booking limits** cap total bookings for this session across **all** athletes combined.
* **Per-athlete booking limits** cap how many bookings **each** athlete can make for this session.

Plus **Time slot capacity**, which is how many athletes fit in one time slot.

### Session-wide booking limits

*Total bookings for this session across all athletes*

<Steps>
  <Step title="Max total bookings per day">
    Maximum times this scheduler can be booked in a single day, counting every athlete and every time slot.

    Use it when you only want to run a limited number of a session type each day, for example accepting one private session a day regardless of who books it. It is not a per-athlete cap; two different athletes count as two bookings.
  </Step>

  <Step title="Max total bookings per week">
    Maximum times this scheduler can be booked within a 7-day rolling period, counting every athlete and every time slot.
  </Step>
</Steps>

### Time slot capacity

<Steps>
  <Step title="Max athletes per time slot (most common)">
    Maximum athletes that can book one available time slot. This is the setting that makes a session private (1), small group (4–6), or large group. It is the same control described in [Setting 1: Session capacity](#setting-1-session-capacity).
  </Step>
</Steps>

### Per-athlete booking limits

*Maximum bookings each athlete can make for this session*

<Steps>
  <Step title="Max bookings per athlete per day">
    How many times one athlete can book this scheduler on a single day. Leave blank for no per-athlete cap.
  </Step>

  <Step title="Max bookings per athlete per week">
    How many times one athlete can book this scheduler in a 7-day rolling period.
  </Step>
</Steps>

Per-athlete limits exist for unlimited memberships, open gym, and rentals, where one athlete could otherwise grab every open slot. A typical setup for an unlimited membership: **Max bookings per athlete per day 1**, **Max bookings per athlete per week 5**, with no session-wide cap so the facility itself stays fully bookable.

**How the two scopes combine**: a booking has to pass both. With **Max total bookings per day 10** and **Max bookings per athlete per day 2**, the tenth booking of the day closes the scheduler for everyone, and an athlete who already has two bookings today is turned away even when only three of the ten are taken.

<Note>
  Per-athlete limits are different from **Allow athletes to book a timeslot more than once** (Setting 7). That toggle decides whether the same account can hold two spots in the *same* time slot (a parent booking two children). Per-athlete limits count an athlete's bookings *across* time slots over a day or week.
</Note>

<Tip>
  Coaches and admins booking from the calendar are not stopped by these limits, so you can always add a make-up session by hand. See [Manually booking athletes](/scheduling/manually-booking-athletes).
</Tip>

***

## Setting 3: Cancellation policies

Control when and how athletes can cancel bookings.

### What it does

**Cancellation policies** determine:

1. **CAN** athletes cancel? (Yes/no)
2. **WHEN** can they cancel? (Anytime, 24-hour notice, 48-hour notice, never)
3. **WHAT HAPPENS** to credits? (Refund or forfeit)

### Policy options explained

<Tabs>
  <Tab title="Allow Anytime Cancellation">
    **Setting**: Athletes can cancel up until session start time

    **Pros**:

    * Maximum athlete flexibility
    * Reduces no-shows (better to cancel than not show up)
    * Lower friction for new athletes hesitant to commit

    **Cons**:

    * Last-minute cancellations hard to fill
    * Revenue loss if you can't rebook
    * May enable flaky behavior

    **When to use**:

    * Free sessions or trials
    * New athlete onboarding
    * Low-demand schedulers with easy rebooking
    * Community events

    **Example**: "Free Assessment Session" - allow anytime cancellation to reduce barriers to trying you out
  </Tab>

  <Tab title="24-Hour Cancellation Notice">
    **Setting**: Athletes must cancel 24+ hours before session

    **Pros**:

    * Gives you time to rebook the slot
    * Balances athlete flexibility with business protection
    * Industry standard for personal training
    * Reduces frivolous bookings

    **Cons**:

    * Some athletes forget about 24-hour window
    * Emergency situations still happen

    **When to use**:

    * Private training (most common)
    * Small group sessions
    * Standard paid services
    * When you have waitlists or high demand

    **Example**: "60-Min Private Training" - 24-hour notice allows you to contact waitlist or offer slot to another athlete

    <Tip>
      **Best practice**: 24-hour notice is the sweet spot for most coaching businesses. It protects your revenue while being fair to athletes with legitimate schedule changes.
    </Tip>
  </Tab>

  <Tab title="48-Hour Cancellation Notice">
    **Setting**: Athletes must cancel 48+ hours (2 days) before session

    **Pros**:

    * More time to rebook
    * Stronger commitment from athletes
    * Better for weekend sessions (requires Wednesday cancellation)

    **Cons**:

    * Less flexible for athletes
    * May discourage bookings
    * Can feel strict for new athletes

    **When to use**:

    * High-demand sessions with long waitlists
    * Weekend or evening prime slots
    * Specialty services requiring prep
    * VIP/premium tier services

    **Example**: "Saturday Morning Elite Class" - 48-hour notice required because weekend slots are hardest to fill last-minute
  </Tab>

  <Tab title="No Cancellations Allowed">
    **Setting**: Once booked, athlete cannot cancel (booking is final)

    **Pros**:

    * Guarantees revenue
    * Maximum schedule protection
    * Reduces no-shows (athlete knows credit/payment is lost)

    **Cons**:

    * Very inflexible
    * May prevent bookings
    * Poor athlete experience
    * Emergency situations still require you to make exceptions

    **When to use**:

    * Special events or workshops
    * Limited capacity specialty sessions
    * Sessions requiring significant prep/materials
    * One-time intensive programs

    **Example**: "Competition Prep Workshop" - No cancellations due to catering order, materials prep, and venue commitment

    <Warning>
      **Use sparingly**: No-cancellation policies should be rare and clearly communicated. Most athletes will find this too restrictive for regular training.
    </Warning>
  </Tab>
</Tabs>

### Credit refund settings

When using credit-based schedulers, decide what happens to credits on cancellation:

<AccordionGroup>
  <Accordion title="Refund credits on cancellation (Recommended)">
    **How it works**: When athlete cancels within policy window, credit returns to their balance

    **Example**:

    * Policy: 24-hour cancellation with credit refund
    * Athlete books Friday 3pm session (costs 1 credit)
    * Thursday 2pm: Athlete cancels (more than 24 hours notice)
    * Result: 1 credit returns to athlete's balance, can rebook later

    **When to use**:

    * Standard training relationships
    * Monthly subscription credits
    * To encourage bookings without fear of wasting credits
    * When you want flexibility for loyal athletes

    **Business impact**: More bookings (athletes less afraid to try), but requires managing rebooking
  </Accordion>

  <Accordion title="No credit refund (Credits forfeited)">
    **How it works**: If athlete cancels, credit is consumed regardless (no refund)

    **Example**:

    * Policy: 24-hour cancellation, no credit refund
    * Athlete books Friday 3pm session (costs 1 credit)
    * Thursday 2pm: Athlete cancels
    * Result: 1 credit is GONE (forfeited), athlete must use another credit to rebook

    **When to use**:

    * Last-minute cancellation situations (under 24 hours)
    * To discourage flaky behavior
    * Premium or limited-capacity sessions
    * When no-shows are a significant problem

    **Business impact**: Fewer cancellations (athletes committed), but may discourage initial bookings

    <Warning>
      **Be careful**: Forfeiting credits on legitimate cancellations damages athlete relationships. Reserve this for late cancellations or chronic offenders.
    </Warning>
  </Accordion>

  <Accordion title="Hybrid approach (Best practice)">
    **Configuration**:

    * **Cancellations WITH proper notice** (24+ hours) = Credit refunded
    * **Late cancellations** (under 24 hours) = Credit forfeited
    * **No-shows** = Credit forfeited + possible penalty

    **Why this works**:

    * Fair to athletes who plan ahead
    * Protects your business from last-minute changes
    * Industry standard

    **Implementation**: Most platforms enforce this automatically based on your policy settings
  </Accordion>
</AccordionGroup>

### Cancellation policy decision framework

Choose your policy based on these factors:

| Factor              | Lenient Policy                     | Strict Policy                    |
| ------------------- | ---------------------------------- | -------------------------------- |
| **Demand**          | Low demand, easy to rebook         | High demand, waitlist common     |
| **Business stage**  | New business, building clientele   | Established, protecting capacity |
| **Service type**    | Free/trial sessions                | Premium paid sessions            |
| **Relationship**    | New athletes                       | Long-term committed athletes     |
| **Competition**     | High competition, need flexibility | Unique service, high value       |
| **No-show history** | Rare no-shows                      | Frequent no-show problems        |

**Recommended starting point**: 24-hour cancellation with credit refund, adjust based on athlete behavior

***

## Setting 4: Buffer time

Create breathing room between back-to-back sessions.

### What it does

**Buffer time** adds automatic padding before and/or after each session to prevent back-to-back scheduling. This gives you time for:

* Setup and cleanup
* Notes and documentation
* Bio breaks and hydration
* Mental reset between athletes
* Travel time (if mobile training)

**Critical insight**: Buffer time is invisible to athletes. They only see their session time. The buffer blocks booking slots adjacent to their session.

### Configuration options

<Steps>
  <Step title="Buffer BEFORE session">
    **Setting**: Minutes blocked before session start

    **Use cases**:

    * Setup time for equipment
    * Review athlete notes/goals
    * Mental preparation
    * Travel time from previous location

    **Common durations**:

    * 5 minutes = Quick review and setup
    * 10 minutes = Standard preparation
    * 15 minutes = Travel time between locations

    **Example**:

    * Session: 3:00 PM - 4:00 PM (60 min)
    * Buffer before: 10 minutes
    * Result: 2:50 PM - 3:00 PM is blocked, can't be booked
  </Step>

  <Step title="Buffer AFTER session">
    **Setting**: Minutes blocked after session end

    **Use cases**:

    * Cleanup and equipment reset
    * Session notes and athlete updates
    * Cool-down and recovery
    * Running-over buffer (sessions that might go long)

    **Common durations**:

    * 5 minutes = Minimal cleanup
    * 10 minutes = Standard reset time
    * 15 minutes = Thorough cleanup + notes

    **Example**:

    * Session: 3:00 PM - 4:00 PM (60 min)
    * Buffer after: 15 minutes
    * Result: 4:00 PM - 4:15 PM is blocked, next session can start at 4:15 PM earliest
  </Step>

  <Step title="Buffer BOTH before and after">
    **Setting**: Combine both buffers for maximum protection

    **When to use**:

    * High-intensity sessions requiring full reset
    * Mobile training (travel time both ways)
    * Complex setup/cleanup requirements
    * Maximum burnout prevention

    **Example configuration**:

    * Session: 3:00 PM - 4:00 PM (60 min)
    * Buffer before: 10 min
    * Buffer after: 10 min
    * Result: 2:50 PM - 4:10 PM blocked (80 minutes total)

    **Effective session length**: 60-min session + 20-min buffer = 80 minutes per athlete

    <Tip>
      **Pricing consideration**: If your effective time is 80 minutes, price accordingly even though athlete only sees "60-minute session"
    </Tip>
  </Step>
</Steps>

### Buffer time strategy by coaching style

<Tabs>
  <Tab title="Studio-Based Training">
    **Typical setup**: Athletes come to your facility

    **Recommended buffer**:

    * Before: 5 minutes (quick review and setup)
    * After: 10 minutes (cleanup, notes, reset)
    * Total: 15-minute buffer

    **Reasoning**: Minimal travel, controlled environment, efficient turnaround

    **Schedule example**:

    * 6:00 AM - 7:00 AM: Athlete 1 (with 5 min before, 10 min after)
    * 7:15 AM - 8:15 AM: Athlete 2 (with 5 min before, 10 min after)
    * Effective: 4 sessions in 4.5 hours
  </Tab>

  <Tab title="Mobile Training">
    **Typical setup**: You travel to athlete locations

    **Recommended buffer**:

    * Before: 15-20 minutes (travel time)
    * After: 10 minutes (pack up, notes)
    * Total: 25-30 minute buffer

    **Reasoning**: Must account for travel between locations

    **Schedule example**:

    * 6:00 AM - 7:00 AM: Athlete 1 (at Location A)
    * 7:35 AM - 8:35 AM: Athlete 2 (at Location B) - 35 min for travel + setup
    * Effective: 2 sessions in 3 hours

    <Note>
      **Pro tip**: Group athletes by geographic area to minimize buffer time. Schedule all north-side athletes Monday, south-side Tuesday, etc.
    </Note>
  </Tab>

  <Tab title="Online/Virtual Training">
    **Typical setup**: Video call sessions

    **Recommended buffer**:

    * Before: 5 minutes (tech check, review notes)
    * After: 5-10 minutes (session notes, reset)
    * Total: 10-15 minute buffer

    **Reasoning**: No travel, but need mental reset between calls

    **Schedule example**:

    * 6:00 AM - 6:45 AM: Athlete 1 (45-min virtual)
    * 7:00 AM - 7:45 AM: Athlete 2 (15-min buffer = time for notes + coffee)
    * Effective: 2 sessions in 2 hours

    **Zoom fatigue prevention**: Consider 15-minute buffers for back-to-back virtual sessions to prevent burnout
  </Tab>

  <Tab title="High-Intensity/Specialty">
    **Typical setup**: Demanding sessions requiring full recovery

    **Recommended buffer**:

    * Before: 10 minutes (mental prep, specific setup)
    * After: 20 minutes (thorough cleanup, detailed notes, recover)
    * Total: 30-minute buffer

    **When to use**:

    * Competition prep sessions
    * Assessment/evaluation sessions
    * One-on-one skill development requiring focus
    * When you need mental reset between athletes

    **Schedule example**:

    * 6:00 AM - 7:30 AM: Athlete 1 (60-min session + 30-min buffer)
    * 8:00 AM - 9:30 AM: Athlete 2
    * Effective: 2 sessions in 3.5 hours

    **Why worth it**: Quality over quantity, prevent burnout, maintain high coaching standards
  </Tab>
</Tabs>

### Common buffer time mistakes

<AccordionGroup>
  <Accordion title="No buffer time at all">
    **Mistake**: Back-to-back sessions with zero buffer

    **Problems**:

    * Constant rushing between athletes
    * No time for notes or documentation
    * Burnout and exhaustion
    * Can't handle sessions that run over
    * No time for emergencies or bio breaks

    **Fix**: Minimum 5-10 minute buffer after every session

    **Long-term impact**: Preventing burnout is worth the slight reduction in daily capacity
  </Accordion>

  <Accordion title="Buffer time too short for reality">
    **Mistake**: 5-minute buffer for mobile training requiring 15-minute drive

    **Problem**: Constantly running late, stressed, unprofessional

    **Fix**: Time yourself for one week, add 5-minute cushion to that average

    **Example**:

    * Average drive: 12 minutes
    * Buffer needed: 12 min + 5 min cushion = 17 minutes
    * Set before-session buffer to 20 minutes
  </Accordion>

  <Accordion title="Inconsistent buffer across schedulers">
    **Mistake**:

    * "Morning Sessions" = 10-min buffer
    * "Evening Sessions" = 5-min buffer
    * Causes scheduling chaos and confusion

    **Fix**: Standardize buffer time across all schedulers of same type

    * All private sessions = 10-min after buffer
    * All group classes = 15-min after buffer (more cleanup)
    * All assessments = 20-min after buffer (detailed notes)

    **Why**: Consistency = predictable schedule = less stress
  </Accordion>
</AccordionGroup>

***

## Setting 5: Scheduling windows

Control WHEN athletes can book (how far in advance).

### What it does

**Scheduling windows** set two time boundaries:

1. **Minimum notice**: Earliest athletes can book before session (prevents last-minute bookings)
2. **Maximum future booking**: Latest athletes can book in advance (controls booking horizon)

### Minimum booking notice

**Purpose**: Prevent last-minute bookings that disrupt your schedule

<Tabs>
  <Tab title="No minimum notice">
    **Setting**: Athletes can book up until session starts

    **When to use**:

    * Drop-in classes or open gym
    * Flexible schedule with real-time availability
    * Low-demand times you want to fill
    * When you WANT last-minute bookings

    **Pros**: Maximizes bookings, fills last-minute cancellations **Cons**: Difficult to plan your day, may not see booking in time

    **Example**: "Open Gym Access" - Athletes can book a time slot 10 minutes from now
  </Tab>

  <Tab title="Same-day booking (6-12 hours)">
    **Setting**: Athletes must book at least 6-12 hours before session

    **When to use**:

    * You check schedule morning and evening
    * Want some advance notice but allow same-day
    * Balancing flexibility with planning

    **Example**:

    * 12-hour notice = If athlete wants 6pm session, must book by 6am that day
    * Gives you time to see booking and prepare

    **Sweet spot**: 6-hour minimum for flexible same-day bookings
  </Tab>

  <Tab title="24-hour minimum notice">
    **Setting**: Athletes must book at least 24 hours before session

    **When to use**:

    * Standard personal training
    * You want day-ahead planning
    * Need time to review athlete info and prepare
    * Most common setting

    **Example**: Athlete wants Tuesday 5pm session, must book by Monday 5pm

    **Pros**:

    * Clear day-ahead schedule visibility
    * Time to prepare and review athlete goals
    * Professional standard

    **Cons**:

    * Can't accommodate true last-minute requests
    * May lose some spontaneous bookings

    <Tip>
      **Recommended**: 24-hour minimum is the industry standard for personal training and most coaching services.
    </Tip>
  </Tab>

  <Tab title="48-72 hour minimum notice">
    **Setting**: Athletes must book 2-3 days in advance

    **When to use**:

    * High-demand services with waitlists
    * Sessions requiring special prep or materials
    * When you need planning time
    * Specialty assessment or evaluation sessions

    **Example**: "Competition Readiness Assessment" - 72-hour minimum notice allows you to review athlete history and prepare custom evaluation

    **Pros**: Maximum planning time, serious athlete commitment **Cons**: Very restrictive, may limit bookings
  </Tab>
</Tabs>

### Maximum future booking window

**Purpose**: Prevent athletes from booking too far in advance

<AccordionGroup>
  <Accordion title="Why limit future bookings?">
    **Problems with unlimited future booking**:

    1. Athlete books 3 months out, forgets, cancels last-minute
    2. Your availability changes but slots are locked
    3. Can't adjust pricing or offerings
    4. Hard to forecast actual attendance

    **Benefits of limiting future bookings**:

    1. More accurate short-term schedule
    2. Flexibility to adjust availability
    3. Reduces forgotten bookings
    4. Athletes book closer to session = higher commitment

    **Business insight**: Bookings made 30 days out have 2x cancellation rate vs bookings made 7 days out
  </Accordion>

  <Accordion title="30-day booking window (Recommended)">
    **Setting**: Athletes can book up to 30 days in advance

    **When to use**: Most coaching businesses (default setting)

    **Pros**:

    * Enough advance booking for planners
    * Not so far that athletes forget
    * Allows monthly planning
    * Balance of flexibility and commitment

    **Example**:

    * Today: September 30
    * Athletes can book any session through October 30
    * October 31 sessions won't appear until October 1

    **Recommended for**: Private training, group classes, standard coaching services
  </Accordion>

  <Accordion title="60-90 day booking window">
    **Setting**: Athletes can book 2-3 months in advance

    **When to use**:

    * Seasonal programming (summer camps)
    * Long-term committed athletes
    * Subscription-based programs
    * When you have stable long-term schedule

    **Pros**: Long-term planning for dedicated athletes **Cons**: Higher cancellation rates, less schedule flexibility

    **Example**: "12-Week Transformation Program" - Allow 90-day booking for athletes to secure entire program schedule
  </Accordion>

  <Accordion title="Rolling weekly window">
    **Setting**: Athletes can only book the current week + next week

    **When to use**:

    * High-variability schedule
    * Short-term commitments
    * Testing new services
    * Prefer last-minute booking optimization

    **Pros**: Maximum flexibility for you, recent bookings = lower cancellations **Cons**: Frustrates planners, may lose organized athletes

    **Example**: On Monday, athletes can book through next Sunday (up to 13 days out)
  </Accordion>

  <Accordion title="Unlimited future booking">
    **Setting**: Athletes can book as far out as you have availability

    **When to use**:

    * Rare scenarios only
    * Specialty one-time events
    * When you have 100% stable schedule
    * VIP athletes with priority access

    **Pros**: Ultimate athlete flexibility **Cons**: Reduces your flexibility, high forget-rate

    <Warning>
      **Not recommended**: Unlimited booking creates more problems than it solves for most coaching businesses.
    </Warning>
  </Accordion>
</AccordionGroup>

### Scheduling windows decision guide

**For most coaches**:

* Minimum notice: 24 hours
* Maximum future: 30 days
* Result: Athletes must book 24+ hours ahead, can book up to 30 days out

**Adjust based on your reality**:

| Your Situation             | Min Notice | Max Future |
| -------------------------- | ---------- | ---------- |
| Very flexible schedule     | 6 hours    | 14 days    |
| Standard personal training | 24 hours   | 30 days    |
| High-demand specialist     | 48 hours   | 30 days    |
| Seasonal programming       | 24 hours   | 90 days    |
| Events/workshops           | 7 days     | 90 days    |

***

## Setting 6: Multiple booking per timeslot permissions

Allow or prevent clients from booking multiple sessions at once.

### What it does and who it's for

**Multiple bookings per timeslot permission** controls whether clients can book the same time slot more than once.

Allows parent accounts to book multiple children for the same timeslot if needed.

**Example scenario**:

Family uses one account to book the same Advanced Skills Training timeslot for their 8th and 9th grade children.

***

## Setting 7: Booking Rules (Athlete Permissions)

Control what athletes can and cannot do with their own bookings.

<Info>
  **Where to find this**: Scheduler → Settings → Booking Rules
</Info>

<Frame>
  <img alt="Scheduler Booking Rules showing all six permission toggles" />
</Frame>

| Toggle                                               | What it controls                                                      |
| ---------------------------------------------------- | --------------------------------------------------------------------- |
| **Allow athletes to cancel**                         | Whether athletes can cancel their own bookings from the portal or app |
| **Refund credits used on cancelation**               | Whether credits are automatically returned when an athlete cancels    |
| **Allow athletes to reschedule**                     | Whether athletes can move their booking to a different available time |
| **Block rescheduling within cancellation window**    | Prevents rescheduling once inside the cancellation notice window      |
| **Allow athletes to book a timeslot more than once** | Lets athletes (or parents) book the same time slot multiple times     |
| **Show booked athletes to other athletes**           | Displays participant names to other athletes in the same slot         |

### Allow athletes to cancel

When **on**, athletes can cancel their own bookings from the Athlete Portal or app. When **off**, only coaches and admins can cancel — athletes must contact you directly.

<Tip>
  Disable this for camps, workshops, or any non-refundable sessions where bookings should be final.
</Tip>

### Refund credits used on cancelation

When **on**, credits are automatically returned to the athlete's balance when they cancel within the allowed window. When **off**, credits are forfeited on all cancellations regardless of timing.

Pair this with your cancellation notice window (Setting 3) for the most common setup: credits refunded for cancellations with proper notice, forfeited for late cancellations.

### Allow athletes to reschedule

When **on**, athletes can move their booking to a different available time slot from the Athlete Portal or app. When **off**, only coaches and admins can reschedule — athletes must contact you to make changes.

### Block rescheduling within cancellation window

When **on**, athletes cannot reschedule once they're inside the cancellation notice window. This closes the loophole where an athlete avoids a late-cancellation credit forfeit by rescheduling instead of canceling.

**Example**: If your cancellation policy requires 24-hour notice and this toggle is on, an athlete cannot reschedule a session that starts in 6 hours — they'd need to cancel (and forfeit the credit) or keep the booking.

### Allow athletes to book a timeslot more than once

When **on**, the same athlete or parent account can book the same time slot more than once. Useful for families booking multiple children into the same session.

### Show booked athletes to other athletes

When **on**, athletes who book a group session can see the names of other participants. Useful for group classes or team sessions where social visibility is a benefit.

### Recommended configuration

| Situation              | Allow cancel | Refund credits | Allow reschedule | Block within window |
| ---------------------- | ------------ | -------------- | ---------------- | ------------------- |
| Standard paid sessions | On           | On             | On               | On                  |
| Camps / workshops      | Off          | Off            | Off              | —                   |
| Free / trial sessions  | On           | On             | On               | Off                 |
| Premium / high-demand  | On           | On             | Off              | —                   |

<Tip>
  **Revenue protection**: For any paid scheduler, enable **Block rescheduling within cancellation window**. This ensures athletes who need to change a session do so before the window closes — giving you time to fill the original slot.
</Tip>

For more on how rescheduling works from the coach side, see [Editing & Rescheduling Bookings](/scheduling/editing-rescheduling-bookings).

<Note>
  **Booking without an account.** A scheduler can also be opened to guest checkout, so a prospect can reserve an intro call or trial session with just their contact and payment details and no login. Where the toggle lives, what a guest provides, and how the booking shows up: [Guest checkout](/payments/guest-checkout).
</Note>

## Setting 8: Duration, start times, and overlapping sessions

Control how long a session runs, how often a new one can start, and whether two bookings may share a window.

<Info>
  **Where to find this**: Schedule → Schedulers → \[Select Scheduler] → **Advanced settings**
</Info>

These are three independent controls at the top of Advanced settings:

| Control                        | What it does                                                                                                                                                                            |
| ------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Duration**                   | How long one booked session runs (**15 / 30 / 45 / 60 mins** or **Custom**)                                                                                                             |
| **New sessions can start**     | How often a start time is offered. Usually the same as duration; make it shorter to offer more start times (a 60-minute lesson with 30-minute starts offers 9:00–10:00 or 9:30–10:30)   |
| **Allow overlapping sessions** | Checkbox. Off: a booking removes every later start time that would collide with it, so once 9:00 is booked, 9:30 drops out. On: two bookings of this session may occupy the same window |

Setting a short start cadence does not turn overlap on. Leave **Allow overlapping sessions** unchecked and athletes simply get more start times to choose from, with collisions removed as bookings come in.

**Example**: A 60-minute "Youth Skills" session with **New sessions can start** at 15 minutes and **Allow overlapping sessions** checked offers start times at 10:00, 10:15, 10:30, and so on — each a full 60-minute session that overlaps the next, each with its own capacity.

Full walkthrough with example setups: [Duration, start times, and overlapping sessions](/scheduling/overlapping-slots).

<Note>
  Overlapping sessions is different from **session capacity** (Setting 1). Capacity controls how many athletes share the *same* start time; overlap controls whether a *new* start time can be booked while another session from this scheduler is running.
</Note>

## Common configuration mistakes and fixes

<AccordionGroup>
  <Accordion title="Too lenient = revenue loss">
    **Problem**:

    * Anytime cancellation
    * No booking notice
    * Unlimited bookings

    **Result**:

    * 40% cancellation rate
    * Last-minute cancellations can't be filled
    * Revenue significantly impacted

    **Fix**:

    ```
    Implement minimum standards:
    - 24-hour cancellation policy (refund credits within window)
    - 24-hour minimum booking notice
    - 2-3 sessions per week limit

    Expected result:
    - Cancellation rate drops to 15-20%
    - More rebook opportunities
    - Improved revenue stability
    ```

    **Lesson**: Protecting your business isn't mean, it's professional
  </Accordion>

  <Accordion title="Too strict = athlete frustration">
    **Problem**:

    * No cancellations allowed
    * 72-hour booking notice
    * Single booking only

    **Result**:

    * Athletes afraid to book (too restrictive)
    * Bookings drop 50%
    * Negative reviews about inflexibility

    **Fix**:

    ```
    Find middle ground:
    - 24-48 hour cancellation with credit refund
    - 24-hour booking notice
    - Allow multiple bookings with weekly limits

    Expected result:
    - Booking volume recovers
    - Athlete satisfaction improves
    - Still have business protection
    ```

    **Lesson**: Balance protection with athlete-friendly policies
  </Accordion>

  <Accordion title="No buffer time strategy">
    **Problem**:

    * Zero buffer between sessions
    * Constantly running late
    * Exhausted and burned out

    **Impact**:

    * Poor athlete experience (you're always rushed)
    * Documentation suffers (no time for notes)
    * Health declines from no breaks

    **Fix**:

    ```
    Implement staged approach:
    Week 1: Add 5-min buffer after sessions
    Week 2: Increase to 10-min buffer
    Week 3: Add 5-min before buffer if needed

    Monitor: How do you feel? Less rushed?
    Adjust: Find YOUR optimal buffer time
    ```

    **Lesson**: Your well-being enables athlete results - protect it
  </Accordion>

  <Accordion title="One-size-fits-all configuration">
    **Problem**: Same settings for private training, group classes, and events

    **Why it fails**:

    * Private training needs 1 capacity, group classes need 12
    * Events need 72-hour notice, regular training needs 24-hour
    * Different services have different requirements

    **Fix**:

    ```
    Create service-specific schedulers:

    "Private Training"
    - 1 capacity, 24-hour policy, 10-min buffer

    "Group Class"
    - 12 capacity, 24-hour policy, 20-min buffer

    "Workshop Event"
    - 30 capacity, 7-day notice required, 60-min buffer
    ```

    **Lesson**: Different services need different configurations
  </Accordion>
</AccordionGroup>

***

## Troubleshooting scheduler settings

### Athletes can't book even though slots are available

**Possible causes**:

<Steps>
  <Step title="Check booking limits">
    Has session already reached max capacity?

    **How to check**:

    1. Go to your Calendar
    2. View the timeslot of concern
    3. Check to see if timeslot is full

    **Fix**: If truly full, offer different time OR increase capacity if appropriate
  </Step>

  <Step title="Check minimum notice">
    Is athlete trying to book within minimum notice window?

    **Example**:

    * Settings: 24-hour minimum notice
    * Athlete tries to book session 12 hours from now
    * System blocks booking

    **Fix**: Reduce minimum notice OR manually book athlete for this one time
  </Step>

  <Step title="Check maximum future window">
    Is athlete trying to book beyond future booking window?

    **Example**:

    * Settings: 30-day maximum
    * Athlete tries to book 45 days out
    * Sessions don't appear

    **Fix**: Increase future window OR ask athlete to book closer to date
  </Step>
</Steps>

***

### Buffer time not preventing bookings

**Problem**: Athletes booking back-to-back even though you set buffer time

**Troubleshooting**:

1. **Check buffer settings**: Go to scheduler → Settings → Buffer time
   * Is buffer actually configured? (Should see "Before: X min, After: X min")
   * Try test booking to verify buffer blocks adjacent slots
2. **Multiple schedulers issue**:
   * Scheduler A has 10-min buffer
   * Scheduler B has no buffer
   * Athletes can book Scheduler A at 3:00 PM and Scheduler B at 4:00 PM (appears back-to-back on your calendar)
   * **Fix**: Add consistent buffer to ALL schedulers
3. **Manual bookings bypass buffer**:
   * If YOU manually book athletes, system may allow override of buffer
   * **Fix**: Manually respect buffer when booking athletes yourself

## Related articles

<CardGroup>
  <Card title="Creating First Scheduler" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Basic scheduler creation before configuring settings
  </Card>

  <Card title="Payment Options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Configure free, paid, and credit-based payments
  </Card>

  <Card title="Availability Setup" icon="calendar-check" href="/scheduling/create-your-availability">
    Set availability before creating schedulers
  </Card>

  <Card title="Calendar Management" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    View and manage your booked sessions
  </Card>

  <Card title="Manually Booking Athletes" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Override limits when manually booking
  </Card>
</CardGroup>

***

<Info>
  **Need help configuring optimal settings?** Our support team can review your business model and recommend scheduler configurations. [Contact Support](https://support.coachiq.com)
</Info>


# Switching to a Seasonal Schedule
Source: https://help.coachiq.io/scheduling/seasonal-schedule-transition

Transition from one seasonal availability to another automatically, with no overlap and no manual swap required.

When your schedule changes between seasons — spring to summer, fall to winter, or any transition in between — you can set it up in advance so the switch happens automatically. Add your new seasonal availability as an additional block, set start and end dates on each, and the scheduler flips over on the date you choose with no overlap and no manual changes needed.

<Info>
  **Where to find this:** Schedule → **Schedulers** → open a scheduler → **Availability** section
</Info>

<Note>
  **Before you begin:** You'll need your incoming seasonal availability already created for each scheduler. If you haven't done that yet, create it first (see Step 1 below), then continue with the rest. If it's already set up, skip to Step 2.
</Note>

<Steps>
  <Step title="Create your new seasonal availability (if you haven't already)">
    Go to **Schedule** → **Schedulers**. In the **Availability** panel on the left side of the page, click the **+** button to create a new availability.

    <Frame>
      <img alt="The Availability editor showing Youth Skills - Summer with Monday through Thursday checked at 6:00 PM to 7:00 PM, with the CoachIQ Copilot panel and Preview calendar on the right" />
    </Frame>

    Give it a descriptive name that reflects the season and session type (for example, "Youth Skills - Summer"). Set the days and times for your new schedule, then click **Update** to save it.

    <Frame>
      <img alt="The Schedulers page showing the Availability panel with existing availabilities listed and the + button highlighted to add a new one" />
    </Frame>
  </Step>

  <Step title="Open the scheduler you want to update">
    From the **Schedulers** page, click into the first scheduler you want to transition. Navigate to its **Availability** section in the left sidebar.
  </Step>

  <Step title="Add the new seasonal availability as Additional Availability">
    Scroll to the **Additional Availability** section and click **+ Add Additional Availability**. Select your new seasonal availability from the dropdown.
  </Step>

  <Step title="Set a start date on the new availability and an end date on the current one">
    With the new availability block added, check **Set a start date** and enter the date your new season begins — for example, 06/01/2026 for a spring-to-summer switch.

    Then scroll up to your **Default Availability** block, check **Set an end date**, and enter the last day of your current season — for example, 05/31/2026.

    <Frame>
      <img alt="The Single Scheduler settings page showing Default Availability (Youth Skills - Spring) with an end date of 05/31/2026 set, and Additional Availability #1 (Youth Skills - Summer) with a start date of 06/01/2026 set" />
    </Frame>

    | Setting                              | What it controls                         |
    | ------------------------------------ | ---------------------------------------- |
    | **End Date** on current availability | Last day your current season is bookable |
    | **Start Date** on new availability   | First day your new season is bookable    |

    Set them as consecutive dates and there will be zero overlap or gap.
  </Step>

  <Step title="Preview and save">
    Check the **Preview** calendar on the right side of the page to confirm the transition looks correct — your current hours should show up through the end date and your new seasonal hours from the start date onward.

    When everything looks right, click **Update**.
  </Step>

  <Step title="Repeat for each scheduler">
    Go through each of your remaining schedulers and repeat Steps 2–5. Each scheduler manages its own availability blocks independently, so you'll need to update them one at a time.
  </Step>
</Steps>

<AccordionGroup>
  <Accordion title="What if I don't set an end date on my current availability?">
    Both availability blocks will be active at the same time and athletes will see slots from both seasons. Always set an **End Date** on your current availability to prevent overlap.
  </Accordion>

  <Accordion title="Can I adjust the dates after saving?">
    Yes. Go back into the scheduler, find either availability block, and update the **Start Date** or **End Date**. Changes apply immediately to future-available slots — existing bookings are not affected.
  </Accordion>

  <Accordion title="My new availability isn't showing in the Additional Availability dropdown">
    The availability must be created before it can be attached to a scheduler. Go to **Schedule** → **Schedulers**, click the **+** button in the Availability panel to create it, then return to the scheduler you're updating and it will appear in the dropdown.
  </Accordion>

  <Accordion title="Do I need to do this for every scheduler?">
    Yes — each scheduler manages its own availability blocks. If you have three schedulers, you'll need to set the start/end dates in each one individually.
  </Accordion>
</AccordionGroup>

<CardGroup>
  <Card title="Creating Your Availability Schedule" icon="calendar-plus" href="/scheduling/create-your-availability">
    Set up a new availability block from scratch before attaching it to a scheduler.
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Full walkthrough of scheduler settings, including the Availability section.
  </Card>

  <Card title="Setting Blackout Dates" icon="calendar-xmark" href="/scheduling/setting-black-out-dates">
    Block specific dates without changing your overall availability.
  </Card>

  <Card title="How Availability Works" icon="circle-info" href="/scheduling/how-availability-works">
    Understand how availability blocks connect to schedulers and generate bookable slots.
  </Card>
</CardGroup>


# Setting Blackout Days and Time Off
Source: https://help.coachiq.io/scheduling/setting-black-out-dates

Block specific dates for vacations, holidays, or time off and manage schedule changes

## What blackout days do

Blackout days are your way of saying "I'm normally available on Wednesdays, but not THIS Wednesday." They block specific dates from your regular availability pattern without deleting or changing your entire schedule.

Think of blackout days as temporary exceptions to your regular coaching schedule.

<Info>
  **Where to find blackout days**: Typically in **Schedule → Schedulers → Availability** **→ \[Select Availability]**
</Info>

## Why blackout days matter

Without blackout days, you'd have two terrible options when taking time off:

**Option 1: Remove your entire availability**

* Then manually reattach it after your vacation
* High risk of errors and forgotten settings
* Time-consuming and frustrating

**Option 2: Let athletes book during time off**

* Then manually cancel each booking
* Upset athletes who already scheduled
* Damaged reputation and trust

**The better way: Blackout days**

* Keep your regular availability intact
* Block specific dates you're unavailable
* Athletes simply don't see those dates as options
* Return from vacation and everything resumes automatically

<Check>
  **Result**: Your calendar stays clean, athletes can't book inappropriate times, and your regular schedule continues seamlessly after time off.
</Check>

## Blackout days vs other scheduling tools

Understanding what blackout days are (and aren't) helps you use them correctly:

<Tabs>
  <Tab title="Blackout Days">
    **What they do**:

    * Block specific dates from your availability
    * Prevent NEW bookings on those dates
    * Keep your regular schedule intact
    * Temporary exceptions to recurring patterns

    **What they DON'T do**:

    * Cancel existing bookings (you must do this manually)
    * Change your regular availability pattern
    * Notify athletes automatically

    **Best for**:

    * Vacations (multi-day blocks)
    * Holidays (single days)
    * Personal appointments
    * Facility closures
    * Any temporary unavailability
  </Tab>

  <Tab title="Editing Availability">
    **What it does**:

    * Changes your regular weekly pattern
    * Affects all future weeks permanently
    * Alters days/times you work

    **What it DOESN'T do**:

    * Block one-off dates
    * Create temporary exceptions

    **Best for**:

    * Changing work schedule permanently
    * Adding or removing regular coaching days
    * Adjusting standard hours
    * Long-term schedule changes
  </Tab>

  <Tab title="Canceling Individual Bookings">
    **What it does**:

    * Removes specific booked sessions
    * Notifies affected athletes
    * May refund credits (depending on policy)

    **What it DOESN'T do**:

    * Prevent future bookings on that date
    * Block availability for others

    **Best for**:

    * Emergency cancellations
    * One-off session removals
    * Individual athlete issues
  </Tab>
</Tabs>

<Tip>
  **Pro tip**: Blackout days are preventive (stop future bookings), while cancellations are reactive (remove existing bookings). You often need both: add blackout days to prevent new bookings, then cancel any existing bookings during that time.
</Tip>

## How to add blackout days

<Steps>
  <Step title="Navigate to your scheduler settings">
    From your dashboard:

    1. Click **Schedule** → Schedulers → **Availabilties**
    2. Find the availability you want to block dates for
    3. Click **Edit** or click on the availabilty to open it

    <Note>
      **Important**: Blackout days are set per-scheduler, not globally. If you have multiple schedulers, you may need to add blackout days to each one individually.
    </Note>
  </Step>

  <Step title="Find the blackout days section">
    Scroll through the scheduler settings to find the Specific Dates section

    * Or similar naming

    This is below the recurring availability settings.

    <Frame>
      <img alt="Blackout Dates" />
    </Frame>
  </Step>

  <Step title="Select dates to block">
    Use the date picker or calendar interface to select dates you want to block.

    **Single date selection**:

    * Click on the start date (e.g., December 25 for Christmas)
    * Enter the start time (e.g., 12:00 am)
    * Click on the same date for the end date
    * Enter the end time (e.g., 11:59 pm)

    **Multiple Date range selection**:

    * Click start date and enter the start time (e.g., July 10th 9:00 am)
    * Select the end date and enter the end time (e.g., July 20th 9:00 pm)

    **Multiple individual dates or ranges**:

    * Folllow the above instructions for the first range
    * Click \*\*Add Specific Date \*\*to add another day/range to block off
  </Step>

  <Step title="Add notes (optional but recommended)">
    **Why add notes**: When you review blackout days later, you'll know why you blocked those dates without having to remember.

    * "Family vacation - Europe"
    * "Gym closed for maintenance"
    * "Doctor appointment"
  </Step>

  <Step title="Save your blackout days">
    Click **Update** to apply these blocks.

    <Check>
      **Success!** The selected dates are now blocked from future bookings. Athletes viewing available times won't see these dates as options.
    </Check>
  </Step>

  <Step title="Verify in your calendar">
    Navigate to the specific scheduler and verify:

    * ✅ Blackout dates show no available slots
    * ✅ Days before blackout still have availability
    * ✅ Days after blackout resume normal availability
    * ✅ All intended dates are properly blocked

    <Frame>
      <img alt="Blackout Calendar View" />
    </Frame>
  </Step>
</Steps>

## What happens to existing bookings?

This is the most important thing to understand about blackout days:

<Warning>
  **Critical**: Blackout days only prevent NEW bookings. They do NOT automatically cancel existing bookings during those dates.
</Warning>

### The scenario

**Your situation**:

1. You have regular availability every Monday
2. Athlete already booked Monday, December 18 at 3:00 PM
3. You add blackout days for December 18-22 (vacation)

**What happens**:

* ✅ New bookings for Dec 18-22 are prevented (athletes can't book)
* ❌ Existing booking on Dec 18 at 3:00 PM still exists
* ⚠️ You must manually cancel the Dec 18 booking

### The workflow for time off

<Steps>
  <Step title="Add blackout days FIRST">
    Block the dates you'll be unavailable to prevent new bookings.
  </Step>

  <Step title="Check calendar for existing bookings">
    Review your calendar during the blackout period:

    * Look for any bookings already scheduled
    * Note which athletes are affected
    * Identify sessions that need canceling
  </Step>

  <Step title="Cancel existing bookings manually">
    For each booking during blackout dates:

    1. Open the booking in your calendar
    2. Before cancelling the session send a message with cancellation reason (optional but professional)
    3. Cancel each athlete within the session

    <Tip>
      **Communication tip**: Cancel existing bookings as soon as you know about your time off. The more notice athletes get, the less frustration and easier rescheduling.
    </Tip>
  </Step>

  <Step title="Communicate proactively (optional but recommended)">
    Consider sending a message to affected athletes:

    * "I'll be on vacation Dec 18-22"
    * "Your session during this time has been canceled"
    * "Credits have been refunded to your account"
    * "Let me know if you'd like to reschedule for before/after"

    This professional touch prevents confusion and maintains athlete relationships.
  </Step>
</Steps>

## Managing blackout days across multiple schedulers

If you have multiple schedulers (different session types), you'll need to decide: block all schedulers or just some?

### Scenario 1: Block ALL schedulers (most common)

**Your situation**: You're on vacation—ALL coaching is unavailable.

**Solution**: Add blackout days to every scheduler.

### Scenario 2: Block SOME schedulers

**Your situation**: You're unavailable at Location A but still coaching at Location B.

**Solution**: Add blackout days only to Location A schedulers, leave Location B schedulers active.

**Example**:

* "Downtown Gym Sessions" → Add Dec 18-22 blackout (gym closed for maintenance)
* "West Side Facility Sessions" → No blackout (still operational)

<Note>
  **Strategy tip**: If you have location-specific or context-specific schedulers, blackout days give you flexibility to block some contexts while keeping others active.
</Note>

## Common blackout day uses

<AccordionGroup>
  <Accordion title="Vacation Time">
    **Duration**: Multi-day to multi-week blocks

    **How to set**:

    * Select date range: Start date → End date
    * Add to all schedulers
    * Cancel existing bookings during vacation dates
    * Add note: "Summer vacation" or "Europe trip"

    **Example**: July 10-24 (two weeks off)

    **Pro tip**: Add vacation blackouts as soon as you book the trip, even if it's months away. This prevents problem bookings from piling up.
  </Accordion>

  <Accordion title="Holidays">
    **Duration**: Single days or long weekends

    **How to set**:

    * Select specific holiday dates
    * Consider adding day before/after if needed
    * Add to all schedulers
    * Review if any athletes booked before you added the blackout

    **Common holiday blackouts**:

    * Thanksgiving Day + Black Friday
    * Christmas Eve + Christmas Day + Day after
    * New Year's Eve + New Year's Day
    * Memorial Day, July 4th, Labor Day

    <Tip>
      **Annual planning tip**: When you first set up scheduling, add ALL major holidays for the next year. Save yourself future hassle.
    </Tip>
  </Accordion>

  <Accordion title="Facility Closures">
    **Duration**: Varies (single day to weeks)

    **How to set**:

    * Add blackout dates to location-specific schedulers only
    * If you have one location, add to all schedulers
    * Communicate closure to athletes proactively

    **Common causes**:

    * Gym maintenance or renovations
    * Building power/HVAC repairs
    * Seasonal closures
    * Lease or rental issues

    **Example**: "Community Center Sessions" scheduler blocked Aug 1-7 for facility renovation
  </Accordion>

  <Accordion title="Personal Appointments">
    **Duration**: Usually single days or partial days

    **How to set**:

    * Select specific date
    * If morning appointment affects afternoon availability, consider blocking just that day
    * Add note for your reference

    **Examples**:

    * Doctor/dentist appointments
    * Family commitments
    * Jury duty
    * Moving day

    <Note>
      **Partial day blocking**: If you have a morning appointment but can coach in afternoon, blackout days may not be the right tool. Instead, consider adjusting your availability start time for just that day using specific date availability.
    </Note>
  </Accordion>

  <Accordion title="Conference or Training Attendance">
    **Duration**: Multi-day (typically 2-5 days)

    **How to set**:

    * Block conference dates plus travel days if needed
    * Consider blocking day after for recovery/catch-up
    * Add note: "NSCA Conference" or "Certification course"

    **Example**: April 18-21 blocked for coaching certification training

    **Bonus opportunity**: Use conference attendance as content for athlete newsletter or social media ("Leveling up my coaching skills this week!").
  </Accordion>

  <Accordion title="Weather or Emergency Closures">
    **Duration**: Unexpected, usually 1-3 days

    **How to set**:

    * Add blackout as soon as closure is confirmed
    * Immediately cancel affected bookings
    * Communicate actively with athletes

    **Common causes**:

    * Severe weather (hurricanes, blizzards)
    * Power outages
    * Facility emergencies
    * Public health situations

    <Warning>
      **Emergency tip**: For unexpected closures, speed is critical. Add blackout first (prevents new bookings), then handle cancellations and communication.
    </Warning>
  </Accordion>
</AccordionGroup>

## Viewing and editing existing blackout days

You'll need to review and modify blackout days as plans change.

<Steps>
  <Step title="Access blackout day list">
    Navigate to your scheduler settings:

    1. **Schedule → Availability**
    2. Click availabilty to edit
    3. Find **Specific Dates Days** section

    You should see a list of currently active blackout dates.
  </Step>

  <Step title="Review upcoming blackout dates">
    Check for:

    * ✅ Dates still relevant
    * ✅ Any dates you can now remove (plans changed)
    * ✅ Missing dates that should be added
    * ✅ Notes/reasons for each blackout

    <Tip>
      **Quarterly review**: Every 3 months, review your blackout days. Remove old ones, add newly planned time off, verify upcoming holidays are blocked.
    </Tip>
  </Step>

  <Step title="Remove outdated blackout days">
    For past blackout dates or changed plans:

    1. Select the blackout date(s) to remove
    2. Click **Delete**, **Remove**, or uncheck the date
    3. Save changes

    <Check>
      **Result**: Those dates will now show available slots again for future weeks (if they're in your regular availability pattern).
    </Check>
  </Step>

  <Step title="Add newly planned time off">
    If you've scheduled new time off:

    1. Select the new dates to block
    2. Add notes if helpful
    3. Save changes
    4. Check calendar for any existing bookings to cancel
  </Step>
</Steps>

## Strategic blackout planning

Smart coaches don't just react to time off—they plan blackout days strategically.

### The annual blackout planning session

**When to do it**: When you first set up scheduling, and then each January

**What to do**:

1. **Add all known holidays** for the year
   * Federal holidays
   * Religious holidays you observe
   * Cultural celebrations
   * Personal important dates (birthdays, anniversaries)
2. **Block planned vacations**
   * Summer vacation
   * Winter break
   * Family trips
   * Already-booked travel
3. **Add recurring personal commitments**
   * Monthly commitments (first Friday of each month)
   * Quarterly events
   * Annual conferences
4. **Build in recovery time**
   * Day after major holidays
   * Day after returning from vacation
   * Post-peak season breaks

<Tip>
  **Time investment**: Spending 30 minutes adding blackout days for the entire year saves hours of booking management and athlete communication throughout the year.
</Tip>

### Buffer blackout days

Consider adding blackout days around major events:

**Travel day philosophy**:

* Block day before departure (packing, preparation, travel)
* Block day after return (unpacking, recovery, jet lag)

**Example**:

* Vacation: July 10-20
* Blackout dates: July 9-21 (includes buffer days)

**Why it matters**: Athletes booking 6:00 AM session on your return day = exhausted coach = poor session quality

### Seasonal considerations

Adjust your blackout strategy by season:

**Summer** (June-August):

* More vacation blackouts
* Holiday weekends (Memorial Day, July 4th, Labor Day)
* Consider blocking full weeks rather than partial

**Fall** (September-November):

* Thanksgiving week considerations
* School holiday breaks (if relevant)
* Conference season in many sports

**Winter** (December-February):

* Extended holiday blocks (Christmas/New Year's)
* Weather-related emergency availability
* Post-holiday recovery time

**Spring** (March-May):

* Spring break weeks
* Religious holidays (Easter, Passover)
* End-of-school-year commitments

## Communicating blackout days to athletes

Blackout days are internal—athletes don't see a "blocked" day, they just don't see it as available. But proactive communication still helps:

### When to communicate

**Always communicate**:

* ✅ When canceling existing bookings
* ✅ For extended absences (week+)
* ✅ During unexpected closures

**Consider communicating**:

* For holiday closures (reminder)
* For facility maintenance
* When you return from extended time off

**No need to communicate**:

* Every single blackout day
* Short personal appointments
* Single-day closures without existing bookings

### How to communicate

<Tabs>
  <Tab title="Individual Messages (Existing Bookings)">
    **When**: You need to cancel their specific booking

    **How**: Send personalized message with cancellation

    **Template**:

    > Hi \[Athlete Name],
    >
    > I wanted to let you know that I'll be out of town July 10-20 for a family vacation. Unfortunately, I need to cancel your session scheduled for July 15 at 4:00 PM.
    >
    > Your credit has been refunded to your account and you can rebook for any time after July 21.
    >
    > Sorry for the inconvenience, and thanks for understanding!
    >
    > Coach \[Your Name]
  </Tab>

  <Tab title="Group Announcements (Extended Absences)">
    **When**: Multi-week vacation or closure affecting many athletes

    **How**: Use CoachIQ's announcement feature

    **Template**:

    > 🏖️ Summer Vacation Notice 🏖️
    >
    > I'll be taking a vacation July 10-20 and won't be offering any sessions during this time.
    >
    > If you had a booking during this period, it's been canceled and your credits have been refunded.
    >
    > I'll resume normal scheduling starting July 21. Book ahead for the week of July 21-27 as spots typically fill up quickly after vacation!
    >
    > See you when I'm back!
  </Tab>
</Tabs>

## Troubleshooting blackout day issues

<AccordionGroup>
  <Accordion title="Athletes can still book during my blackout days">
    **Possible causes**:

    1. Blackout days not saved properly
    2. Blackout added to wrong scheduler
    3. Multiple schedulers exist, only some have blackout
    4. Date selection didn't include all days

    **How to fix**:

    * Re-save blackout days and verify they appear in list
    * Check all schedulers have appropriate blackouts
    * View calendar to verify no slots showing during blackout dates
    * Carefully re-select date range to ensure all days included
  </Accordion>

  <Accordion title="Blackout days disappeared or didn't apply">
    **Possible causes**:

    1. Browser didn't save properly (connection issue)
    2. Selected dates then navigated away without saving
    3. Scheduler was edited afterward and blackouts removed

    **How to fix**:

    * Always click Save/Update after adding blackouts
    * Wait for confirmation message before closing
    * Re-add the blackout dates
    * Consider taking a screenshot after adding blackouts as confirmation
  </Accordion>

  <Accordion title="I have existing bookings during blackout dates but forgot to cancel them">
    **Issue**: Blackout days added, but bookings remain

    **How to fix**:

    1. Navigate to calendar
    2. Find all bookings during blackout dates
    3. Send apology message to affected athletes explaining the oversight
    4. Offer priority rebooking or small goodwill gesture if appropriate
    5. Cancel each booking manually

    <Note>
      **Prevention**: Immediately after adding blackout days, check your calendar for existing bookings during those dates and cancel proactively.
    </Note>
  </Accordion>

  <Accordion title="Blackout days are blocking too many dates">
    **Issue**: Accidentally selected wrong date range or too many dates

    **How to fix**:

    1. Edit availabilty blackout settings
    2. Remove the problematic blackout dates
    3. Re-add with correct date range
    4. Verify in calendar that proper dates are blocked

    **Common mistake**: Selecting July 1 - August 31 when you meant July 1-7 (week vs. two months).
  </Accordion>
</AccordionGroup>

## Blackout days best practices

<CardGroup>
  <Card title="Add Holidays Upfront" icon="calendar-plus">
    When first setting up scheduling, add all major holidays for the next 12 months. One-time 30-minute investment.
  </Card>

  <Card title="Add Vacation Immediately" icon="plane">
    Book a vacation? Add blackout days the same day. Don't wait until closer to the date.
  </Card>

  <Card title="Check for Existing Bookings" icon="search">
    After adding blackout days, immediately check calendar for existing bookings to cancel.
  </Card>

  <Card title="Buffer Travel Days" icon="clock">
    Block day before departure and day after return. Prevents exhausted coaching sessions.
  </Card>

  <Card title="Add Notes" icon="sticky-note">
    Include brief notes on blackout reasons. "Summer vacation" helps you remember context later.
  </Card>

  <Card title="Quarterly Review" icon="calendar-check">
    Every 3 months, review blackout days. Remove outdated ones, add newly planned time off.
  </Card>

  <Card title="Communicate Cancellations" icon="comment">
    When canceling existing bookings due to blackouts, send personalized message explaining.
  </Card>

  <Card title="All Schedulers or None" icon="list">
    For full vacations, add blackout to ALL schedulers consistently. Prevents partial availability confusion.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="How Availability Works" icon="info-circle" href="/scheduling/how-availability-works">
    Understand availability concepts
  </Card>

  <Card title="Your First Session" icon="rocket" href="/scheduling/book-your-first-session">
    Create your first bookable session
  </Card>

  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/what-are-schedulers">
    Complete scheduling system overview
  </Card>
</CardGroup>

<Info>
  **Questions about managing your time off?** Our support team can help you set up blackout days and manage your scheduling calendar. [Contact Support](https://coachiq.com/support)
</Info>


# Setting Up Payment Options for Sessions
Source: https://help.coachiq.io/scheduling/setting-up-payment-options

Configure free, paid, or credit-based sessions in CoachIQ. Complete guide to connect Stripe, set up products, and process coaching payments.

## Set a price for each session length

Offer 30-minute and 60-minute sessions with separate prices or credit costs. Follow [Price by session length](/scheduling/pricing-by-session-length) for the current setup screens, default behavior, and booking checks.

## What you'll accomplish

By the end of this guide, you'll understand all payment options for your schedulers and know exactly how to configure each one. You'll be able to accept payments, issue credits, or offer free sessions based on your business model.

<Check>
  **Success criteria**: You have clear payment configuration on your schedulers, can process transactions, and understand when to use each payment type for maximum business flexibility.
</Check>

<Info>
  **Already created a scheduler?** You can change payment options at any time by editing your scheduler. Changes apply to future bookings only—existing bookings remain unchanged.
</Info>

## Before you begin

Understanding your options helps you choose the right payment model:

**Payment options available**:

* **Free sessions** - No payment required (trials, assessments, complimentary)
* **Direct payment** - Athletes pay per session via Stripe (one-time purchases)
* **Credit-based** - Athletes purchase credit packs, redeem credits to book
* **Hybrid models** - Combine free trials with paid ongoing sessions, or let one scheduler take either a credit or a card payment

**How the Payment section is laid out**: every scheduler's **Payment** section starts with a **Free** / **Paywalled** toggle ("Free to book, or families pay with money, a credit, or either"). Choosing **Paywalled** reveals **How they pay** with three options: **Price**, **Credit**, or **Either**. That is the whole model; the sections below walk through each choice.

**Prerequisites for paid sessions**:

* Stripe account connected to CoachIQ (for direct payments)
* Products created in CoachIQ (for credit-based and direct payment)
* Understanding of your pricing strategy
* 10-15 minutes to configure and test

<Tip>
  **Decision framework**: Use free for lead generation, direct payment for simplicity, credits for commitment and package deals. Most scaling coaches use credits for better cash flow and reduced no-shows.
</Tip>

## Understanding the three payment types

Before configuring, understand what each payment type means for your business. In the builder these map to **Free**, **Paywalled → Price**, and **Paywalled → Credit**:

<Tabs>
  <Tab title="Free Sessions">
    **What it means**: Athletes can book without any payment

    **When to use**:

    * Free trial sessions for new athletes
    * Assessment sessions to evaluate fit
    * Complimentary make-up sessions
    * Team practices (free for team members)
    * Community events or clinics

    **Revenue model**: Lead generation → Convert to paid

    **Athlete experience**:

    * Sees "Free" on booking page
    * Books instantly with no payment step
    * No payment method required

    **Coach considerations**:

    * Higher no-show risk (no financial commitment)
    * Great for building pipeline
    * Easy to convert to paid after trial
    * Still tracks attendance and engagement

    **Example use case**: "Free 30-Minute Skills Assessment" as lead magnet, then upsell to paid package.
  </Tab>

  <Tab title="Direct Payment">
    **What it means**: Athletes pay per session at time of booking via Stripe

    **When to use**:

    * Drop-in sessions (pay-as-you-go)
    * Special workshops or clinics
    * Premium one-off sessions
    * Guest training opportunities
    * Simple pricing model for solo coaches

    **Revenue model**: Immediate transaction per booking

    **Athlete experience**:

    * Sees price on booking page (\$50, \$75, \$100, etc.)
    * Completes checkout before booking confirms
    * Receives payment receipt immediately

    **Coach considerations**:

    * Instant revenue (minus processing fees)
    * Each session requires separate payment
    * Lower commitment from athletes
    * Transaction fees per booking (Stripe \~2.9% + \$0.30, plus CoachIQ's 1% + \$0.20)
    * Simpler than credit system

    **Example use case**: "\$75 60-Minute Hitting Lesson" where athletes book and pay individually without long-term commitment.
  </Tab>

  <Tab title="Credit-Based">
    **What it means**: Athletes purchase credit packages, then redeem credits to book sessions

    **When to use**:

    * Package deals (10-session bundles)
    * Membership models with recurring credits
    * Multi-session commitments
    * Facility access models
    * Any scenario where you want prepayment

    **Revenue model**: Upfront payment for credits → Athletes redeem over time

    **Athlete experience**:

    * Purchases credits first (separate transaction)
    * Sees "1 Credit" or "2 Credits" on booking page
    * Books by redeeming credits (no additional payment)
    * Can track remaining credit balance
    * Credits may expire based on your settings

    **Coach considerations**:

    * Better cash flow (payment upfront)
    * Lower no-show rates (sunk cost psychology)
    * Can offer discounts on larger packages
    * Requires credit management
    * More complex than direct payment
    * Transaction fees only on credit purchase (not per booking)

    **Example use case**: "10-Session Package - \$650 (10 Credits)" where athletes prepay, then book by redeeming 1 credit per session over time.
  </Tab>
</Tabs>

## Decision framework: Choosing your payment type

Use this framework to decide which payment model fits your business:

### Choose **FREE** sessions if:

* ✅ You're building a new coaching business and need to attract athletes
* ✅ You want to offer risk-free trials before commitment
* ✅ You're running community events or team practices
* ✅ You plan to convert free users to paid packages after experiencing your coaching
* ❌ BUT: Higher no-show rates and no immediate revenue

### Choose **DIRECT PAYMENT** if:

* ✅ You want simplicity (no credit management)
* ✅ You offer drop-in sessions or workshops
* ✅ Athletes prefer flexibility over commitment
* ✅ You're comfortable with per-transaction revenue model
* ❌ BUT: Transaction fees on every booking and less predictable revenue

### Choose **CREDIT-BASED** if:

* ✅ You want better cash flow (payment upfront)
* ✅ You offer package deals or memberships
* ✅ You want to reduce no-shows (prepayment commitment)
* ✅ You can manage credit issuance, expiration, and tracking
* ✅ You want to offer subscriptions with recurring credit delivery
* ❌ BUT: More complex setup and requires product creation

### Choose **HYBRID MODEL** if:

* ✅ You want the best of all worlds
* ✅ You offer free trials that convert to credit packages
* ✅ You have different services at different price points
* ✅ You're willing to manage multiple schedulers

<Note>
  **Most common pattern**: Start with FREE trial session scheduler + CREDIT-BASED ongoing training scheduler. New athletes try free, then purchase credit package to continue.
</Note>

## Option 1: Setting up FREE sessions

Free sessions require no special configuration—leave the scheduler on **Free**.

<Steps>
  <Step title="Create or edit your scheduler">
    Navigate to **Schedule → Schedulers** and create a new scheduler or edit an existing one.
  </Step>

  <Step title="Open the Payment section">
    Click **Payment** in the scheduler builder's left rail.
  </Step>

  <Step title="Leave the toggle on Free">
    The section opens on a **Free** / **Paywalled** toggle. Keep **Free** selected. No price, product, or credit fields appear.

    <Frame>
      <img alt="Free session payment setting" />
    </Frame>
  </Step>

  <Step title="Save your scheduler">
    Click **Create** or **Update**.

    <Check>
      **Configuration complete**: Athletes can now book this session without any payment. The booking page will show "Free" where price normally appears.
    </Check>
  </Step>

  <Step title="Test the free booking experience">
    Get your scheduler booking link and open it:

    1. Verify "Free" displays clearly
    2. Complete a test booking
    3. Confirm no payment step appears
    4. Check that booking appears on your calendar

    <Tip>
      **Marketing tip**: Even though it's free, write a compelling description. Athletes still need to know what they're getting and why it's valuable.
    </Tip>
  </Step>
</Steps>

### When to upgrade free sessions to paid

Once athletes experience your coaching through free sessions:

**Conversion triggers**:

* After 1-2 free trial sessions, present package options
* Use email or in-person conversation to explain ongoing pricing
* Create urgency with limited-time package discounts
* Share success stories from other athletes

**Setup for conversion**:

1. Create credit-based scheduler for ongoing training
2. Create product for credit packages (e.g., "10-Session Package")
3. Share booking link for paid scheduler after free session
4. Consider automation to send package offer after free session completion

## Option 2: Setting up DIRECT PAYMENT sessions

Direct payment requires connecting a Product that processes payment via Stripe.

### Prerequisites for direct payment

<Warning>
  **Critical**: You must have Stripe connected to CoachIQ before you can accept direct payments. If you haven't connected Stripe, you'll need to do that first.
</Warning>

Before starting:

1. **Stripe account connected**: Settings → Stripe Portal → Connect Stripe
2. **Bank account connected to Stripe**: For receiving payouts
3. **Product created**: You'll create this during setup (or use existing)

### Creating a direct payment session

<Steps>
  <Step title="Navigate to your scheduler payment section">
    In the scheduler builder, click **Payment** in the left rail.
  </Step>

  <Step title="Switch to Paywalled, then choose Price">
    Set the toggle to **Paywalled**. Under **How they pay**, choose **Price**.

    This tells CoachIQ that athletes pay at the time of booking rather than using credits.

    <Frame>
      <img alt="Paywalled scheduler with Price selected" />
    </Frame>
  </Step>

  <Step title="Connect to a Product (or create new)">
    You'll now need to connect this scheduler to a Product that defines the price.

    **Select existing product**

    1. Click dropdown to see existing products
    2. Select the product with correct pricing
    3. Scheduler now uses that product's price

    <Note>
      **Product vs Scheduler names**: These can be different. Product is internal (payment processing), Scheduler name is what athletes see when booking.
    </Note>
  </Step>

  <Step title="Save scheduler with connected product">
    After connecting or creating the product, save your scheduler.

    The scheduler is now configured to:

    1. Show price to athletes on booking page
    2. Redirect to Stripe checkout when athlete books
    3. Complete booking only after successful payment
    4. Issue receipt automatically
  </Step>

  <Step title="Test the payment flow">
    **Critical testing step** - always test before sharing with athletes:

    1. Get your scheduler booking link
    2. Open in incognito/private browser
    3. Select a time slot
    4. Verify price displays correctly
    5. Complete Stripe checkout using test card:
       * Card: 4242 4242 4242 4242
       * Expiry: Any future date
       * CVC: Any 3 digits
    6. Confirm booking completes
    7. Check booking appears on calendar
    8. Verify you received payment notification

    <Warning>
      **Don't skip testing**: Payment errors discovered by athletes damage credibility. Always test the complete payment flow before going live.
    </Warning>
  </Step>
</Steps>

### Managing direct payment sessions

**After going live**:

* Athletes see price before selecting time
* Stripe processes payment securely
* You receive payout on Stripe's schedule (typically 2 business days)
* Athletes receive email receipt automatically
* Refunds processed through Stripe dashboard

**Transaction fees**:

* Stripe: 2.9% + \$0.30 per transaction
* CoachIQ: 1% + \$0.20 per transaction, on top of Stripe's
* On a \$75 session: \~\$3.43 total fee (you receive \$71.57)
* Decide if you absorb fees or add them to price

## Option 3: Setting up CREDIT-BASED sessions

Credit-based sessions are the most powerful but require understanding CoachIQ's credit system.

<Info>
  **Prerequisites**: Read the [Credits Overview](/payments/credits/credit-system-overview) first to understand credit concepts and types (Master Credits vs Scheduler-Specific Credits) before implementing.
</Info>

Credit-based scheduling is a **two-step setup** that links together: create credit-issuing products on the Payment side (**Payments → Products**), then configure schedulers to accept those credits on the Schedule side (**Schedule → Schedulers**). Both halves are covered below. For every setting on each side and what happens when they interact, see [Product Builder → Credits](/payments/product-builder#section-3-credits) and [How credits work on a scheduler](/scheduling/credits-and-schedulers).

<Warning>
  **Critical linkage**: Products and schedulers must be linked! Configure **"Redeemable Schedulers"** in the product to specify which sessions accept those credits. If not linked, athletes can buy credits but can't use them.
</Warning>

### How credits work in CoachIQ

Before configuring, understand the credit flow:

Coach creates Product (Credit Package) ↓ Athlete purchases Product (10 Credits for \$650) ↓ Credits added to athlete's account ↓ Athlete books session using Scheduler ↓ System deducts credits (1 Credit per booking) ↓ Athlete can continue booking until credits depleted

**Key concepts**:

* **Credits** = Virtual currency athletes redeem to book
* **Products** = What athletes purchase to get credits
* **Schedulers** = Require X credits to book (typically 1 credit)
* **Credit balance** = How many credits athlete has remaining

### Creating credit-based products

Before connecting schedulers to credits, you need products that issue credits.

<Steps>
  <Step title="Navigate to Products">
    Go to **Payments → Products** in the main navigation.
  </Step>

  <Step title="Create new product">
    Click \*\*+ Create \*\*button.
  </Step>

  <Step title="Configure product basics">
    Fill out the product information:

    **Product name**:

    * Descriptive of what athlete gets
    * Example: "10-Session Training Package"

    **Product type**:

    * Select **Add Credits once Purchased.**
    * This tells CoachIQ to add credits upon purchase

    **Price**:

    * Total package price (e.g., \$650 for 10 credits)
    * Consider bulk discounts (10 sessions = 650, not 750 if individual price is \$75)

    <Tip>
      **Package pricing strategy**: Offer 10-15% discount on larger packages to incentivize commitment. Example: Singles at 75, package of 10 for 650 (\$65/session effective rate).
    </Tip>
  </Step>

  <Step title="Configure credit settings">
    In the credit configuration section:

    **Number of credits issued**:

    * How many credits athlete receives upon purchase
    * Example: 10 credits for 10-session package

    **Credit expiration** (optional but recommended):

    * Set expiration period (30 days, 60 days, 90 days, 6 months, 1 year)
    * Creates urgency and prevents indefinite credit holding
    * Example: "Credits expire 90 days after purchase"

    **Credit usage restrictions** (optional):

    * Limit daily bookings (prevent athlete from booking all sessions at once)
    * Limit weekly bookings
    * Specific schedulers credits can be used for

    <Note>
      **Expiration best practice**: 90 days is standard for most coaches. Too short feels pressuring, too long reduces urgency. Communicate expiration clearly at purchase.
    </Note>

    <Frame>
      <img alt="CoachIQ product credit settings with credits issued on purchase" />
    </Frame>
  </Step>

  <Step title="Save the product">
    Click **Create One Time** or **Create Subscription**.

    Your credit-issuing product is now ready to be connected to schedulers.
  </Step>
</Steps>

### Connecting scheduler to credits

Now configure your scheduler to accept credits as payment:

<Steps>
  <Step title="Edit your scheduler">
    Go to **Schedule → Schedulers** and edit the scheduler you want to make credit-based.
  </Step>

  <Step title="Select credit-based payment">
    In the **Payment** section:

    1. Set the toggle to **Paywalled**
    2. Under **How they pay**, choose **Credit** ("credit from a package they already bought")

    <Frame>
      <img alt="Paywalled scheduler with Credit selected" />
    </Frame>
  </Step>

  <Step title="Set credit cost">
    Specify how many credits this session costs:

    **Credit cost**:

    * Most coaches use **1 credit** per session
    * Advanced: Use 2 credits for longer/premium sessions

    <Note>
      **Standard is 1 credit**: Unless you have good reason, keep it simple with 1 credit = 1 session. Athletes understand this easily.
    </Note>
  </Step>

  <Step title="Link to credit-issuing product (optional but recommended)">
    Under **Buy more credits** (optional), paste the URL of the product that issues compatible credits. If an athlete doesn't have enough credits, they are sent there to buy more.
  </Step>

  <Step title="Save scheduler">
    Click **Create** or **Update**.

    <Check>
      **Configuration complete**: Your scheduler now requires credits instead of direct payment. Athletes must have credits in their account to book.
    </Check>
  </Step>
</Steps>

### Testing the credit-based flow

Complete end-to-end testing before going live. The first four steps are the core flow; the rest apply only if you use that feature.

<Steps>
  <Step title="Create test athlete account">
    Set up a dummy athlete by creating an account through your athlete portal:

    * **Name**: Test Athlete
    * **Email**: A second personal email (different from your admin email)
    * **Tag**: "TEST" for easy filtering
  </Step>

  <Step title="Get credits onto the test athlete">
    **Option A: Complete purchase flow** (comprehensive test)

    1. Get the product purchase link from the Products page (admin)
    2. Open it in an incognito window and log in as the test athlete
    3. Complete purchase using Stripe test card (4242 4242 4242 4242)
    4. Verify credits added to account and the email receipt mentions credit quantity

    **Option B: Manual credit grant** (faster)

    1. Open Test Athlete's profile in **People → Clients**
    2. Navigate to the **Credits** tab → **Master Credits** tab
    3. Enter `10` in **Credit Balance** and save

    <Tip>
      **Stripe test mode**: Use test credit cards to avoid real charges. Test card: `4242 4242 4242 4242`
    </Tip>
  </Step>

  <Step title="Verify credit display in athlete view">
    Log in as Test Athlete and open **Settings → Billing** in the athlete portal.

    **Verify athlete sees**:

    * ✅ "Available Credits" section with the correct balance (10 credits)
    * ✅ Product name listed (e.g., "10-Credit Package")
    * ✅ "Redeemable Sessions" list (if scheduler-specific credits), with usage notation (0/∞ or numeric)
    * ✅ Credit Renewals date (if subscription)
    * ✅ Credit Expirations tracking (if expiration set)

    **Red flag**: If the athlete can't see credits or the product name, a configuration issue exists.
  </Step>

  <Step title="Book session using credits">
    1. Navigate to scheduler booking page
    2. Verify it shows credit amount instead of dollar amount ("Use 1 Credit", or your configured amount)
    3. If hybrid: verify both credit and payment options are visible
    4. Select time slot and choose **Use Credit**
    5. Confirm booking flow doesn't request payment
    6. Verify credit deducted from balance after booking (10 → 9)
    7. Check booking appears on calendar and the confirmation notification (email/SMS) went out

    <Tip>
      **What athletes see**: Booking page shows "1 Credit" or "2 Credits" where price normally displays. After booking, their credit balance updates (10 credits → 9 credits).
    </Tip>
  </Step>

  <Step title="Verify credit balance tracking">
    Check the athlete's profile:

    1. Go to **People → Clients**
    2. Find test athlete
    3. View **Credits** tab or section
    4. Confirm balance shows correctly (purchased - redeemed)
    5. Verify transaction history logs the booking redemption
  </Step>

  <Step title="Test insufficient credits">
    Deplete Test Athlete's credits to 0, then attempt to book one more credit-only session.

    * **Verify** the system prevents the booking with a "Not enough credits" message
    * **(Optional) Verify** a link to purchase more credits appears (if a **Buy more credits** link is set)
    * If hybrid scheduler: **verify** the athlete can still book via direct payment
  </Step>

  <Step title="Test scheduler-specific restrictions (if configured)">
    With a product whose credits are restricted to "Rising Stars Class" only:

    1. Attempt to book "Rising Stars Class" → **should work**
    2. Attempt to book "Elite Class" → **should fail**, with clear messaging that the athlete lacks sufficient credits
    3. In Billing settings, confirm "Redeemable Sessions" lists the correct schedulers

    **What this tests**: Scheduler restrictions and the credit priority system (scheduler-specific used first)
  </Step>

  <Step title="Test credit refund on cancellation (if enabled)">
    1. Book a session (balance = 9), then cancel it within the allowed cancellation window
    2. **Verify** the credit is refunded immediately (balance = 10) and logged as refunded for that session
    3. Book again, wait until past the cancellation deadline, and attempt to cancel
    4. **Verify** the system prevents cancellation OR does not refund the credit (per your policy)
  </Step>

  <Step title="Test subscription renewal (if using subscriptions)">
    **Active subscription**: use all of this month's credits, then trigger renewal (wait for the date or trigger it in the Stripe dashboard). **Verify** fresh credits arrive, unused credits expire or carry over per your settings, and the "Credit Renewals" date advances.

    **Cancelled subscription**: cancel the test subscription in Stripe. **Verify** the athlete can no longer book with subscription credits and "Redeemable Sessions" no longer shows them as active.
  </Step>

  <Step title="Test unlimited credits display (if configured)">
    1. In Billing settings, **verify** "Credit Balance: ∞" and "Redeemable Sessions: \[Schedulers] (0/∞)"
    2. Book 1-2 sessions → balance still shows ∞, usage shows "2/∞"
    3. Trigger next month's billing → usage resets to 0/∞
  </Step>
</Steps>

<Check>
  **All tests passed?** Your credit system is production-ready. Document any issues and retest after fixes before launching to real athletes.
</Check>

### Troubleshooting credit setup

<AccordionGroup>
  <Accordion title="Athlete purchased credits but they didn't appear">
    **Possible causes:**

    1. Payment didn't complete (declined card, Stripe error)
    2. Product not configured with "Add credits once purchased" enabled
    3. Credit granting system error

    **How to fix:**

    1. Check payment transaction status: Payments → Products
    2. Verify product configuration: Product → Credits section → "Add credits once purchased" toggled ON
    3. Check credit amount field is set (not blank)
    4. Manually grant credits to athlete if payment succeeded: People → Athlete → Credits tab
    5. If system error: Contact CoachIQ support with customer and order info
  </Accordion>

  <Accordion title="Athlete has credits but can't use them to book">
    **Possible causes:**

    1. Scheduler not configured to accept credits (payment-only)
    2. Scheduler-specific credits don't match this scheduler (wrong product/scheduler linkage)
    3. Athlete has 0 credits (all used)
    4. Product's "Redeemable Schedulers" doesn't include this scheduler

    **How to fix:**

    1. Verify scheduler has credit payment enabled: Scheduler → Payment → **Paywalled** → **How they pay: Credit**
    2. Check athlete's credit balance: Should show in their profile Credits tab
    3. Verify product configuration: Product Builder → Usage Limits → "Redeemable Schedulers" includes this scheduler
    4. Check credit type: If scheduler-specific, athlete needs credits from correct product
    5. Test booking yourself to replicate issue
  </Accordion>

  <Accordion title="Credit balance showing incorrect number">
    **Possible causes:**

    1. Recent booking/cancellation still processing
    2. Manual credit adjustment not saved properly
    3. Multiple packages purchased close together (timing)
    4. Subscription renewal timing issue

    **How to fix:**

    1. Review athlete's credit transaction history: Credits tab → Credit Logs
    2. Check for pending bookings that haven't deducted yet
    3. Look for recent cancellations that should have refunded credits
    4. If system error confirmed: Manually adjust balance with note
    5. Document issue and report to CoachIQ support if recurring
  </Accordion>

  <Accordion title="Hybrid scheduler not showing both payment options">
    **Possible causes:**

    1. Scheduler set to "Credit-Only" instead of "Hybrid"
    2. Athlete viewing has 0 credits (only payment option shows)
    3. Credit payment not enabled on scheduler
    4. Browser cache issue

    **How to fix:**

    1. Verify scheduler payment settings: Should show BOTH credit amount AND direct payment amount
    2. Test as athlete with credits: Both options should appear
    3. Test as athlete with 0 credits: Only payment option should appear
    4. Clear browser cache and retry
    5. Check scheduler "Pricing Model" dropdown is set to correct option
  </Accordion>

  <Accordion title="Subscription credits not renewing automatically">
    **Possible causes:**

    1. Subscription inactive in Stripe (payment failed, cancelled)
    2. Product configuration error
    3. "Add credits once purchased" not enabled for recurring
    4. Stripe webhook issues

    **How to fix:**

    1. Check subscription status in Stripe dashboard: Should be "Active"
    2. Verify product is subscription type (not one-time)
    3. Check Product Builder → Credits → "Add credits once purchased" is ON
    4. Test: Manually trigger renewal in Stripe → Verify credits issued
    5. Check webhook connectivity: Payments → Settings → Webhooks
    6. If webhooks failing: Contact CoachIQ support
  </Accordion>

  <Accordion title="Unlimited credits (∞) not displaying correctly">
    **Possible causes:**

    1. Product "Unlimited credits" checkbox not enabled
    2. Display formatting issue
    3. Browser rendering problem

    **How to fix:**

    1. Verify product configuration: Product Builder → Credits → "Unlimited credits" checkbox ON
    2. Check athlete's view in Billing settings: Should show ∞ symbol
    3. Verify per-scheduler display: "0/∞" notation under Redeemable Sessions
    4. Test with different browser if rendering issue suspected
    5. Educate athlete: ∞ means unlimited THIS PERIOD, not forever
  </Accordion>
</AccordionGroup>

## Option 4: Hybrid payment models

<Note>
  **One scheduler, credit or card.** The simplest hybrid is a single scheduler set to **Paywalled → How they pay: Either**. You set both a price and a credit cost; athletes with usable credits are taken straight to credit redemption, and athletes without credits choose to pay the price. The patterns below combine *separate* schedulers instead.
</Note>

Advanced coaches use multiple schedulers with different payment types for strategic business design.

### Common hybrid patterns

#### Pattern 1: Free Trial → Credit Package

**Setup**:

* Scheduler A: "Free 30-Min Assessment" (free)
* Scheduler B: "Ongoing Training" (1 credit per session)
* Product: "10-Session Package - \$650" (issues 10 credits)

**Flow**:

1. New athlete books free assessment
2. After assessment, coach presents package offer
3. Athlete purchases 10-session package
4. Athlete books ongoing sessions using credits

**Why it works**: Risk-free trial converts to committed package purchase with upfront cash flow.

#### Pattern 2: Drop-In + Membership

**Setup**:

* Scheduler A: "Drop-In Session" (\$85 direct payment)
* Scheduler B: "Member Session" (1 credit per session)
* Product: "Monthly Membership - \$300" (issues 5 credits/month)

**Flow**:

1. Casual athletes use drop-in (\$85 each)
2. Regular athletes see value in membership (\$60/session effective rate)
3. Members prepay, then book using credits

**Why it works**: Higher drop-in price incentivizes membership, while drop-in catches occasional athletes.

#### Pattern 3: Tiered Service Pricing

**Setup**:

* Scheduler A: "Group Training" (1 credit)
* Scheduler B: "Private Training" (2 credits)
* Product: "20-Credit Package - \$1,200" (issues 20 credits)

**Flow**:

1. Athletes purchase credit package
2. Athletes choose scheduler based on session
3. Private sessions cost more credits

**Why it works**: Flexible credit use across service tiers with single payment.

### Setting up hybrid models

<Steps>
  <Step title="Map your customer journey">
    Before creating schedulers, design the athlete flow:

    **Questions to answer**:

    * How do athletes discover you? (free trial, referral, drop-in)
    * What's your conversion path? (trial → package, drop-in → membership)
    * How do you upsell? (small package → large package)
    * What prices incentivize each path?
  </Step>

  <Step title="Create schedulers for each tier">
    Set up separate schedulers:

    1. Entry-level scheduler (free or low-priced direct payment)
    2. Mid-tier scheduler (credit-based main offering)
    3. Premium scheduler (credit-based or higher direct price)

    Each scheduler has:

    * Distinct name explaining the difference
    * Appropriate payment configuration
    * Clear description of what athlete gets
  </Step>

  <Step title="Create products for each tier">
    Build product offerings that match business goals:

    * Small package (5-10 sessions) for new athletes
    * Standard package (10-20 sessions) for regulars
    * Large package (30+ sessions) for committed athletes
    * Monthly subscription (recurring credit delivery)

    Price with strategic incentives (bulk discounts, membership perks).
  </Step>

  <Step title="Create conversion workflows">
    Plan how athletes move between tiers:

    * Automate email after free trial with package offer
    * Train coaches on presenting packages in-person
    * Website clearly shows "Start with free trial"
    * Booking confirmations link to upgrade options
  </Step>

  <Step title="Test all paths">
    Walk through each possible athlete journey:

    * Free trial → Check email → Purchase package → Book with credits
    * Drop-in purchase → Compare pricing → Choose membership
    * Standard member → Run low on credits → Upsell to larger package
  </Step>
</Steps>

## Booking without an account (guest checkout)

A paid or free scheduler can also be opened to guest checkout, so a prospect from an ad or your website can reserve an intro call or trial session with just their contact and payment details and no login. Where the toggle is, what a guest provides, and how the booking appears without a client record: [Guest checkout](/payments/guest-checkout).

## Troubleshooting common payment issues

<AccordionGroup>
  <Accordion title="Athlete says they don't see payment option">
    **Symptoms**: Athlete can't find where to pay or buy credits

    **Common causes**:

    1. Product page not shared with athlete
    2. Athlete looking in wrong place
    3. Product visibility settings

    **Fixes**:

    1. **For direct payment**: Payment happens during booking (athletes see price and checkout before confirming)
    2. **For credit-based**: Athletes must purchase credits FIRST before booking:
       * Share direct product link or to your website or athlete portal
       * Or share general "Buy Credits" page link
       * Or add "Purchase Credits" button to website
    3. Verify product isn't set to "Private" or "Invite only"
    4. Test the flow yourself to ensure it's clear
  </Accordion>

  <Accordion title="Want to change payment type after going live">
    **Symptoms**: Have credit-based scheduler, want to switch to direct payment (or vice versa)

    **Impact**: Changing payment type affects future bookings only. Existing bookings stay unchanged.

    **Process**:

    1. Edit scheduler → Change payment configuration
    2. Disconnect old product if applicable
    3. Connect new product with new payment type
    4. Save scheduler
    5. **Critical**: Communicate change to athletes
    6. Existing bookings remain valid with old payment method

    **Better approach**: Instead of changing existing scheduler, create NEW scheduler with different payment type. This prevents confusion and lets you run both simultaneously during transition.
  </Accordion>
</AccordionGroup>

## Best practices for payment configuration

<CardGroup>
  <Card title="Clear Pricing Communication" icon="comment-dollar">
    Always explain pricing before athlete books. Include price in scheduler name, description, and any promotional materials. Surprise costs destroy trust.
  </Card>

  <Card title="Test Every Change" icon="vial">
    After any payment configuration change, complete a test booking yourself. Only use Stripe test cards in a confirmed Stripe test environment. For a live account, review the checkout summary without submitting a payment.
  </Card>

  <Card title="Strategic Pricing Psychology" icon="brain">
    Price packages to incentivize commitment: 750 for 10 singles vs 650 for 10-pack (13% discount). Make the package obviously better value.
  </Card>

  <Card title="Monitor Payment Metrics" icon="chart-line">
    Track: total revenue, average package size, conversion rate from free to paid, credit redemption rate, payment failures. Optimize based on data.
  </Card>

  <Card title="Simple Refund Policy" icon="undo">
    Publish clear refund policy. Typical: 24-hour cancellation for refund, credits non-refundable but transferable. Fair policies reduce disputes.
  </Card>

  <Card title="Credit Expiration Strategy" icon="clock">
    90-day expiration balances urgency with fairness. Too short feels predatory, too long reduces motivation. Always disclose expiration at purchase.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="First Bookable Session" icon="rocket" href="/scheduling/book-your-first-session">
    Complete guide to your first scheduler setup
  </Card>

  <Card title="What Are Schedulers?" icon="question-circle" href="/scheduling/what-are-schedulers">
    Understand schedulers vs sessions vs bookings
  </Card>

  <Card title="Stripe Setup Guide" icon="stripe" href="/payments/connecting-stripe">
    Connect Stripe to accept payments in CoachIQ
  </Card>

  <Card title="Manually Booking Athletes" icon="user-plus" href="/scheduling/manually-booking-athletes">
    Book athletes into sessions with payment handling
  </Card>

  <Card title="Credits Overview" icon="ticket" href="/payments/credits/credit-system-overview">
    Credit concepts, types, and business benefits (prerequisite for Option 3)
  </Card>

  <Card title="Credits on a Scheduler" icon="coins" href="/scheduling/credits-and-schedulers">
    Scheduler-side credit settings and every edge case
  </Card>

  <Card title="Cancellation Policies" icon="times-circle" href="/scheduling/canceling-bookings">
    Credit refund rules and cancellation policy configuration
  </Card>
</CardGroup>

<Info>
  **Need help choosing the right payment model?** Our support team can review your business model and recommend the optimal payment configuration. [Contact Support](https://support.coachiq.com)
</Info>


# Coaches
Source: https://help.coachiq.io/scheduling/setup-coaches

Connect coaches to your schedulers, give each their own availability, and see at a glance who covers what.

<Info>
  **Where to find this**: **Scheduling → Setup → Coaches**
</Info>

## What the Coaches tab does

The **Coaches** tab is the scheduling view of your staff. It lists every coach who is connected to at least one scheduler, shows their weekly availability, and tells you which schedulers each one covers (**USED BY n SCHEDULERS**).

The first card is always **All Coaches**. It represents "any available coach" and carries its own availability; schedulers set to all coaches draw from it. Each named coach follows, with their email and their own weekly hours.

Adding someone to your team happens in **People → Staff** (see [Managing Staff](/people/managing-staff)). This tab is where you decide *when* they take bookings and *which* sessions they can be booked for.

<Frame>
  <img alt="Scheduling › Setup › Coaches" />
</Frame>

## Connecting a coach

<Steps>
  <Step title="Add them as staff first">
    In **People → Staff → Add Staff**, create the coach with the **Coach** (or **Admin**) role. They need a staff role to appear here.
  </Step>

  <Step title="Connect them">
    In **Scheduling → Setup → Coaches**, click **Connect coaches** and select the person. They now appear as a card.
  </Step>

  <Step title="Set their availability">
    Give each coach their own weekly availability. This is separate from the scheduler's availability template: an athlete can only book a slot that is open on **both**. Details in [Managing availability for multiple coaches](/scheduling/managing-availability-for-multiple-coaches).
  </Step>

  <Step title="Put them on schedulers">
    Open a scheduler, go to its **Coaches** section, and pick the coaches who can run it under **Select Coaches**. Choose specific coaches, or **All** for open sessions any staff member can take.
  </Step>
</Steps>

To put a coach on a single booked session rather than the whole scheduler, click the session on **Schedule → Calendar** and add the coach from the click view. That assigns them to that occurrence only. **Connect coaches** on this tab can also attach one or more coaches to one or more sessions in one step, so the coach on a practice can differ session to session.

## How coach conflicts work

A coach can be in one place at a time. When a coach is booked on any session, that time is blocked for every other scheduler they are attached to. This is what stops a 4 pm private lesson and a 4 pm group clinic landing on the same person.

If you want two sessions to run simultaneously, attach different coaches to each, or use **all coaches** on neither.

## Choosing a coach at booking

When a scheduler has more than one coach, the athlete picks a coach as part of booking, or you pick for them when [booking manually](/scheduling/manually-booking-athletes). The available slots update to that coach's availability.

## What a coach sees

Coaches log in to the same admin app and see the calendar filtered to their sessions. Admins control which pages a coach can open from **People → Staff**. See [Managing Staff](/people/managing-staff).

## Common questions

<AccordionGroup>
  <Accordion title="A coach isn't showing on this tab">
    They have not been connected to a scheduler yet. Use **Connect coaches**, or open a scheduler's **Coaches** section and add them there.
  </Accordion>

  <Accordion title="Can a coach set their own availability?">
    Yes, if they can access Scheduling → Setup. Otherwise an admin sets it. Either way it lives on the coach's card.
  </Accordion>

  <Accordion title="I'm a solo coach. Do I need this tab?">
    No. Leave schedulers on **all coaches** and your personal availability is the scheduler's availability template.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Managing availability for multiple coaches" icon="users" href="/scheduling/managing-availability-for-multiple-coaches">
    The full multi-coach availability model with examples
  </Card>

  <Card title="Managing Staff" icon="users-gear" href="/people/managing-staff">
    Add coaches and control what they can access
  </Card>

  <Card title="Locations" icon="map-pin" href="/scheduling/setup-locations">
    Where sessions happen
  </Card>

  <Card title="Scheduler defaults" icon="sliders" href="/scheduling/setup-defaults">
    Settings every new scheduler starts with
  </Card>
</CardGroup>


# Scheduler Defaults
Source: https://help.coachiq.io/scheduling/setup-defaults

Set the timing, booking window, booking rules, and limits that every new scheduler starts with, so you configure them once instead of on each session.

<Info>
  **Where to find this**: **Scheduling → Setup → Defaults**
</Info>

## What defaults do

Every scheduler carries the same set of timing and booking rules. The **Defaults** tab ("Defaults for every new scheduler") is where you set the starting values, so each new scheduler you create is already right for how you run your business. **Create scheduler** preloads these settings, and you can still override any of them on an individual scheduler under its **Advanced settings**. Click **Save defaults** to apply your changes.

<Note>
  Defaults apply to schedulers you create **after** you change them. Existing schedulers keep their own values.
</Note>

<Frame>
  <img alt="Scheduling › Setup › Defaults: Timing, Scheduling window, Booking rules, Limits" />
</Frame>

## The four groups

### Timing

| Setting                     | What it does                                                                                                      |
| --------------------------- | ----------------------------------------------------------------------------------------------------------------- |
| **Duration**                | Session length: **15 min**, **30 min**, **45 min**, **60 min**, or **Custom** with a **Duration (minutes)** field |
| **Buffer before (minutes)** | Minutes blocked before each session, for setup or travel                                                          |
| **Buffer after (minutes)**  | Minutes blocked after each session, for notes or cleanup                                                          |

Buffers reduce how many slots fit in a day. A 60-minute lesson with a 15-minute buffer after it uses 75 minutes of availability.

### Scheduling window

| Setting                         | What it does                                                                                                                            |
| ------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------- |
| **Minimum notice (hours)**      | How close to the start time an athlete can still book. 24 means nothing can be booked less than a day ahead                             |
| **Book up to (days ahead)**     | How far into the future athletes can see and book slots                                                                                 |
| **Cancellation notice (hours)** | How long before a session an athlete can still cancel themselves. Inside this window, cancel and reschedule are blocked for the athlete |

### Booking rules

| Setting                                 | What it does                                                                                                     |
| --------------------------------------- | ---------------------------------------------------------------------------------------------------------------- |
| **Allow athletes to cancel**            | Athletes can cancel their own bookings (outside the cancellation notice window)                                  |
| **Refund credits on cancellation**      | When a credit-paid booking is canceled in time, the credit goes back to the athlete                              |
| **Allow athletes to reschedule**        | Athletes can move their booking to another open slot                                                             |
| **Show booked slots to other athletes** | Other athletes can see that a slot is taken (and, on group sessions, who is in it). Turn off for private lessons |

### Limits

| Setting                       | What it does                                                                                    |
| ----------------------------- | ----------------------------------------------------------------------------------------------- |
| **Max bookings per week**     | Cap on how many sessions one athlete can book per week on this scheduler. **0** means unlimited |
| **Max athletes per timeslot** | Capacity of each slot. 1 for private lessons, higher for groups                                 |

## Recommended starting points

| Business             | Duration | Min notice | Cancel notice | Per timeslot |
| -------------------- | -------- | ---------- | ------------- | ------------ |
| Private lessons      | 60 min   | 12 h       | 24 h          | 1            |
| Small-group training | 60 min   | 4 h        | 12 h          | 4 to 8       |
| Open gym or drop-in  | 90 min   | 1 h        | 2 h           | 20 or more   |
| Camps and clinics    | Custom   | 48 h       | 72 h          | roster size  |

These are a place to begin. Tighten the cancellation notice if late cancels are hurting revenue; loosen minimum notice if athletes complain they cannot book same-day.

## Overriding on one scheduler

Open the scheduler and expand **Advanced settings**. The same fields appear, pre-filled with your defaults. Change what you need for that session only. Full detail in [Advanced scheduler settings](/scheduling/advanced-scheduler-settings) and [Scheduler settings, limits, and permissions](/scheduling/scheduler-settings-limits-and-permissions).

## Common questions

<AccordionGroup>
  <Accordion title="I changed a default. Why didn't my existing schedulers change?">
    Defaults are copied into a scheduler when it is created. Edit the existing scheduler's Advanced settings to update it.
  </Accordion>

  <Accordion title="What happens when an athlete cancels inside the cancellation window?">
    The athlete cannot cancel from the portal. You can still cancel for them from the calendar, and decide whether to refund the credit. See [Canceling bookings](/scheduling/canceling-bookings).
  </Accordion>

  <Accordion title="Does 'book up to N days ahead' hide my whole calendar?">
    It hides slots beyond that horizon from athletes only. You can still see and book any date from the admin calendar.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Advanced scheduler settings" icon="gear" href="/scheduling/advanced-scheduler-settings">
    Every per-scheduler override explained
  </Card>

  <Card title="Credit-based scheduling" icon="coins" href="/scheduling/setting-up-payment-options#option-3-setting-up-credit-based-sessions">
    How refund-on-cancel interacts with credits
  </Card>

  <Card title="Locations" icon="map-pin" href="/scheduling/setup-locations">
    Where sessions happen
  </Card>

  <Card title="Coaches" icon="user-tie" href="/scheduling/setup-coaches">
    Who takes bookings, and when
  </Card>
</CardGroup>


# Locations
Source: https://help.coachiq.io/scheduling/setup-locations

Save the places you coach, including Google Meet and Zoom links, attach them to schedulers, give individual dates their own venue, and let athletes see exactly where to show up.

<Info>
  **Where to find this**: **Scheduling → Setup → Locations**
</Info>

## What locations are

A location is a saved place: the field, gym, cage, or park where a session happens, or a **Google Meet** or **Zoom** link for sessions run over video. Save it once, attach it to any scheduler, and every booking confirmation, reminder, and calendar entry carries the right address without you retyping it.

Locations also anchor [Resources](/scheduling/resources). A court or cage belongs to a location, so athletes and coaches always know which building "Cage 2" is in.

<Frame>
  <img alt="Scheduling › Setup › Locations showing a location card with its resources" />
</Frame>

## Adding a location

<Steps>
  <Step title="Open Setup → Locations">
    Go to **Scheduling → Setup** and click the **Locations** tab, then **Add setup**.
  </Step>

  <Step title="Enter the address">
    Give the location a short **title** athletes will recognise ("Main Gym", "Field 3 at Riverside Park") and fill in the street address. The title shows on bookings; the address powers map links.
  </Step>

  <Step title="Set hours">
    Each location carries its own hours per weekday (for example Mon–Thu 9:00 AM – 1:00 PM and 5:00 PM – 9:00 PM). They show on the card alongside the location's schedulers; the actual bookable windows come from your [availability templates](/scheduling/how-availability-works).
  </Step>

  <Step title="Save">
    The location appears as a card showing its address, hours, and **USED BY n SCHEDULERS**.
  </Step>
</Steps>

## Virtual locations (Google Meet and Zoom)

A session that happens on a video call gets a location too. Instead of a street address, save the meeting link:

<Steps>
  <Step title="Add a location with a meeting link">
    In **Scheduling → Setup → Locations**, add a location and enter your **Google Meet** or **Zoom** link in place of the address. Give it a title athletes will recognise ("Remote film review", "Online strength check-in").
  </Step>

  <Step title="Save">
    CoachIQ recognises the provider and labels the location as Google Meet or Zoom. A link that is not a valid Google Meet or Zoom meeting link is blocked when you save, so an athlete can never be sent to a dead link.
  </Step>

  <Step title="Attach it to the scheduler">
    Pick it under the scheduler's **Location** section like any other location. Physical locations stay available alongside it.
  </Step>
</Steps>

Athletes and parents see the provider label, joining instructions, and a join action on the booking in the athlete portal, on your website, and in the native app. Use one reusable meeting link per scheduler; if you generate a fresh link for a call, update the location before the session starts.

## Attaching a location to a scheduler

Open the scheduler from **Scheduling → Schedulers**, go to the **Location** section, and use **Select Location** to pick a saved location. **Add Location** lets you type a new address there; it is saved to Setup → Locations automatically so you can reuse it.

The location you pick here is the scheduler's **default** venue. Every date uses it unless you give that date its own location (next section).

## A different venue for each date

A team that practices Tuesdays at one field and Thursdays at another does not need two schedulers. Each date in the scheduler's availability can carry its own location:

* Every date starts on the scheduler's default location, shown as the session default until you change it.
* Open the specific date in the availability template the scheduler uses and pick a different saved location for that date only. Other dates are not affected.
* Clear the override and the date falls back to the scheduler's default again.
* Changing the scheduler's default location updates every date that has not been given its own venue.

Set the venue on each date at the time you add it, so the schedule athletes see is correct from the start. If you later move the whole team to a new field, change the default on the scheduler rather than each date.

<Tip>
  A scheduler can still be split by venue if you want to compare sites in [Calendar analytics](/scheduling/calendar-analytics), but it is no longer required. One scheduler with per-date venues keeps one roster, one set of reminders, and one automation to maintain.
</Tip>

## What athletes see

The location title and address for the specific date appear:

* On the session card in the athlete portal before booking
* On the athlete's schedule and in the booking confirmation and reminder messages
* On the calendar event if the athlete adds it to their phone

For a virtual location, the join action and joining instructions appear in the same places instead of an address.

When a date has its own venue, athletes see that venue, not the scheduler default, in each of these places.

## Editing and removing

Click a location card to edit the title, address, or hours. Changes apply to every scheduler and date that uses it, including sessions already booked.

You cannot delete a location while schedulers use it. The **USED BY** list on the card tells you which ones to move first.

## Common questions

<AccordionGroup>
  <Accordion title="I coach at the athlete's home or a different park each time">
    If the venues are known in advance, save each one and give each date its own location as described above. If the exact spot is confirmed by message, create a location called "Travel session" with your base address, explain in the scheduler description that the exact spot is confirmed by message, and use the booking **Notes** field to record the address per booking.
  </Accordion>

  <Accordion title="Can I run sessions over Zoom or Google Meet?">
    Yes. Save the meeting link as a location and attach it to the scheduler; see [Virtual locations](#virtual-locations-google-meet-and-zoom). Other video services are not recognised as providers; for those, use a location titled "Online" and put the link in the scheduler description.
  </Accordion>

  <Accordion title="Do locations affect what time slots are shown?">
    No. Availability comes from your templates, and conflicts come from coaches and resources. A location is a label and address, not a calendar.
  </Accordion>

  <Accordion title="Can two schedulers at different locations overlap?">
    Yes, unless they share a coach or a resource. That is the point of resources: attach "Court A" to both and CoachIQ prevents the double-booking. See [Resources](/scheduling/resources).
  </Accordion>

  <Accordion title="Does a per-date venue change the resources for that date?">
    Not on its own. Resources and duration can also be set per date, from the scheduler's **Availability → Specific-date settings**. See [Resources](/scheduling/resources#different-resources-on-different-dates) and [Advanced scheduler settings](/scheduling/advanced-scheduler-settings#a-different-duration-on-one-date).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Resources" icon="location-dot" href="/scheduling/resources">
    Courts, cages, and rooms that belong to a location
  </Card>

  <Card title="Coaches" icon="user-tie" href="/scheduling/setup-coaches">
    Who takes bookings, and when
  </Card>

  <Card title="Scheduler defaults" icon="sliders" href="/scheduling/setup-defaults">
    The settings every new scheduler starts with
  </Card>

  <Card title="Creating your first scheduler" icon="calendar-plus" href="/scheduling/creating-your-first-scheduler">
    Put a location on a bookable session
  </Card>
</CardGroup>


# Share a Calendar Across Two Groups
Source: https://help.coachiq.io/scheduling/shared-calendar-across-groups

Link two groups in the same organization so a booking in one blocks the same time slot in the other, preventing double-booked spaces

<Info>
  **Where to find this**: **Settings** → **Shared Calendar** (organization owner access)
</Info>

If you run more than one group under the same organization out of the same facility — for example a baseball program and a softball program sharing one building — a booking in one group won't automatically stop the same time slot from being booked in the other. Shared Calendar links two groups' calendars so they share busy time.

## How it works

Once two groups are linked, busy time is shared in both directions. Unlinking restores independent calendars for both groups.

When you link groups, choose how much busy time to share:

* **All busy time** — every booking in the linked group blocks the same time range on your calendar (and vice versa).
* **Resources only** — both groups share one resource list. Add each court, cage, field, or room once, and a booking in either group blocks that resource for the other. Busy time that has no resource attached stays private, and athlete names from the other group are never shown.

Shared Calendar does not merge staff lists or give you a single combined schedule screen. It only shares busy time between the two groups.

## Linking two groups

<Steps>
  <Step title="Open Shared Calendar settings">
    As an organization owner, go to **Settings** → **Shared Calendar**.
  </Step>

  <Step title="Link the groups">
    Select the other group in your organization you want to share busy time with, then confirm the link.
  </Step>

  <Step title="Unlink if needed">
    Return to the same settings page at any time to unlink the two groups and restore independent calendars.
  </Step>
</Steps>

## Related articles

<CardGroup>
  <Card title="Settings: Complete Guide" icon="gear" href="/settings/index">
    Overview of all settings sections
  </Card>

  <Card title="Managing Availability for Multiple Coaches" icon="calendar-clock" href="/scheduling/managing-availability-for-multiple-coaches">
    How CoachIQ prevents double-booking within a single group
  </Card>
</CardGroup>


# Sharing Schedulers on the Athlete App
Source: https://help.coachiq.io/scheduling/sharing-schedulers

Quick guide to making your schedulers visible and bookable in the athlete app with smart organization strategies.

<Info>
  **Quick navigation**: Dashboard → Athlete Portal → Edit → Schedule
</Info>

## What you'll accomplish

Get your schedulers live in the athlete app so athletes can browse and book sessions. This is the final step after creating your schedulers—making them accessible to athletes.

## Copy a scheduler link

Where to find this: **Schedule → Schedulers**

On each scheduler card, click the chain/link icon in the top-right corner. The tooltip reads **Copy scheduler link**. Paste the link into Inbox, SMS, email, or social posts so athletes can open that scheduler directly.

<Check>
  **Success**: Schedulers appear in athlete app, organized clearly, ready for booking.
</Check>

## The 3-step process

<Steps>
  <Step title="Navigate to Athlete Portal Builder">
    Dashboard → \*\*Athlete Portal \*\*→ Edit → Schedule tab

    Toggle the **Active** switch ON to enable scheduling in the athlete portal.

    <img alt="CoachIQ athlete portal schedule page with Active toggle enabled" />
  </Step>

  <Step title="Add your schedulers">
    1. Click **+ Add Section** (create categories like "Private Training" or "Group Classes")
    2. Click **+ Add Schedule** within a section
    3. Select schedulers from the modal popup
    4. Click **Add Selected**

       <img alt="Modal to select and add schedulers to the CoachIQ athlete portal" />

    <Note>
      **Only see schedulers you've already created.** If a scheduler isn't in the list, create it first in Schedule → Schedulers.
    </Note>
  </Step>

  <Step title="Preview and publish">
    Click the **Preview** button to see the athlete view.

    Verify:

    * Sections appear in the right order
    * Scheduler names are clear
    * Credit costs display correctly

    Once everything is set click **Update Page.**

    Changes are live immediately.

    <img alt="Live preview of scheduler booking page in the CoachIQ athlete portal" />

    <Check>
      **Done!** Athletes can now see and book your schedulers.
    </Check>
  </Step>
</Steps>

## Organization best practices

**Create sections by:**

* **Service type**: "Private Training" | "Group Classes" | "Assessments"
* **Skill level**: "Beginner" | "Intermediate" | "Advanced"
* **Program**: "Rising Stars" | "Elite Training" | "Competition Prep"
* **Location**: "Main Gym" | "North Studio" | "Virtual Sessions"

**Order strategically:**

1. Most popular schedulers at the top
2. Free/trial sessions first (lower barrier to entry)
3. Premium services last (after athlete is engaged)

**Keep it simple:**

* 3-5 sections maximum (less overwhelming)
* 2-5 schedulers per section (easy scanning)
* Short section names (2-3 words)

<Tip>
  **Pro tip**: Think like an athlete—organize by what they're looking for, not by your internal structure. Athletes search by "what I want to do," not "how you categorize it."
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Scheduler created but not appearing in app?">
    **Two-step requirement:**

    1. Create scheduler (Schedule → Schedulers) ✅
    2. Add to athlete portal (Athlete Portal → Schedule) ← Don't forget this step!

    Creating a scheduler doesn't automatically make it visible to athletes.
  </Accordion>

  <Accordion title="Can I customize how schedulers appear?">
    Yes! Click on any scheduler in the app builder to edit:

    * Display title (different from scheduler name)
    * Description for athletes
    * Order within section
  </Accordion>

  <Accordion title="Do all athletes see the same schedulers?">
    Yes, currently all athletes see the same scheduler list. To restrict access:

    * Use scheduler settings (capacity, prerequisites)
    * Create member-tier-specific schedulers
    * Use different booking links for different groups
  </Accordion>

  <Accordion title="How do I remove a scheduler from the app?">
    Athlete Portal → Schedule → Click dots menu (⋮) on scheduler → Delete

    **Note**: This only removes it from athlete view—the scheduler still exists in your system.
  </Accordion>
</AccordionGroup>

## Quick troubleshooting

**Athletes can't book even though scheduler is in app:**

* Check scheduler is **Active** (Schedule → Schedulers → Edit scheduler)
* Verify availability is configured
* Confirm athlete has required credits/payment method
* Check if capacity is full

**Changes not appearing:**

* Hard refresh browser (Ctrl+Shift+R or Cmd+Shift+R)
* Check in incognito mode
* Verify you clicked outside fields to save changes

**Credit amounts wrong:**

* Credits are set in scheduler settings, not app builder
* Go to Schedule → Schedulers → Edit scheduler → Payment section

***

## Related articles

<CardGroup>
  <Card title="Full App Builder Guide" icon="mobile-screen" href="/athlete-portal/app-builder-navigation-and-interface">
    Complete guide to customizing athlete app schedule display
  </Card>

  <Card title="Creating Schedulers" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Create schedulers before adding them to app
  </Card>

  <Card title="Scheduler Settings" icon="cog" href="/scheduling/scheduler-settings-limits-and-permissions">
    Configure capacity, limits, and permissions
  </Card>
</CardGroup>

***

<Info>
  **Need detailed customization help?** See the [complete Athlete Portal scheduling guide](/athlete-portal/schedule) for advanced organization strategies, troubleshooting, and best practices.
</Info>


# Understanding Booking Types in CoachIQ
Source: https://help.coachiq.io/scheduling/understanding-booking-types

Learn the three ways athletes get booked into sessions and when to use each booking method for your coaching business

## What you'll learn

CoachIQ offers three distinct ways to create bookings, each designed for different coaching scenarios. Understanding when to use each method helps you manage your schedule efficiently and provide the best experience for your athletes.

<CardGroup>
  <Card title="Athlete Self-Booking" icon="mobile-alt">
    Athletes book themselves 24/7 through your portal, app, or website
  </Card>

  <Card title="Manual Booking" icon="user-plus">
    You book athletes directly for special situations or VIP clients
  </Card>

  <Card title="Recurring Bookings" icon="repeat">
    You create standing weekly appointments (coach-only feature)
  </Card>
</CardGroup>

<Info>
  **Quick decision**: Most bookings (80%+) should be athlete self-booking. Use manual/recurring booking for specific situations described below.
</Info>

***

## The three booking methods

### 1. Athlete self-booking

**What it is**: Athletes browse your available schedulers, select a time that works for them, and book themselves instantly—no back-and-forth coordination required.

**How it works**:

* Athletes visit your booking page (portal, app, or embedded on your website)
* They see your schedulers with available time slots
* They select a date/time and complete booking
* You both receive automatic confirmation

**Who can use it**: Any athlete who has:

* Sufficient credits (if credit-based scheduler)
* Payment method (if paid scheduler)
* Access to your portal/app (if not public booking)

**When to use it**:

* Regular training sessions
* Drop-in classes
* Open enrollment programs
* Any session where athletes choose their own times
* When you want to reduce administrative work

**Best for**: Starter and scaling coaches managing their calendar efficiently

<Tip>
  **Time-saver**: Athlete self-booking runs on autopilot. Once your schedulers are set up, bookings happen 24/7 without any effort from you.
</Tip>

***

### 2. Manual booking (coach-initiated)

**What it is**: You book athletes directly from your admin dashboard using the Booking Builder—bypassing the athlete's self-booking process.

**How it works**:

* You open the Booking Builder from your dashboard
* Select the athlete, scheduler, and time
* Confirm the booking
* Athlete receives automatic notification

**Who can use it**: Only coaches/admins (athletes cannot manually book themselves)

**Special capability**: You can book **outside your normal availability** by enabling "custom date selection"—perfect for one-off accommodations.

**When to use it**:

* VIP clients who prefer you to schedule for them
* Makeup sessions after cancellations
* Special accommodations outside normal availability
* Last-minute emergency bookings
* Athletes who need scheduling assistance
* Complimentary or comp sessions

**Best for**: Scaling coaches and facility owners managing high-touch relationships

<Note>
  Manual booking consumes credits or processes payment the same way athlete self-booking does—the only difference is who initiates the booking.
</Note>

***

### 3. Recurring bookings (coach-initiated)

**What it is**: You create multiple bookings at once in a recurring pattern (weekly, bi-weekly, monthly, custom)—perfect for committed athletes with standing appointments.

**How it works**:

* You use the Booking Builder's "Recurring" section
* Define the pattern (e.g., "Every Tuesday at 5pm")
* Set duration or end date
* System creates individual bookings for each occurrence

**Who can use it**: **Only coaches**—athletes cannot book recurring sessions themselves

**Important distinctions**:

* Shows as **individual sessions** on calendar (not grouped visually)
* Each session **consumes credits separately** (if credit-based)
* You can **edit individual occurrences** without affecting the whole series

**When to use it**:

* Committed athletes with weekly standing appointments
* Team practices or regular group sessions
* Private clients who train on consistent schedule
* Subscription members with fixed time slots
* Athletes who've prepaid for multiple sessions

**Best for**: Scaling coaches and facility owners with committed long-term athletes

<Warning>
  **Credit consideration**: If booking 10 weekly sessions, athlete needs 10 credits available. Each booking consumes credits individually.
</Warning>

***

## Quick comparison

<Tabs>
  <Tab title="Who Can Use">
    | Feature               | Athlete Self-Booking | Manual Booking | Recurring Booking |
    | --------------------- | -------------------- | -------------- | ----------------- |
    | Athletes can initiate | ✅ Yes                | ❌ No           | ❌ No              |
    | Coaches can initiate  | ✅ Yes\*              | ✅ Yes          | ✅ Yes             |
    | Admin only            | ❌ No                 | ❌ No           | ❌ No              |

    \*Coaches can manually self-book using Booking Builder
  </Tab>

  <Tab title="Key Capabilities">
    | Feature                   | Athlete Self-Booking | Manual Booking         | Recurring Booking            |
    | ------------------------- | -------------------- | ---------------------- | ---------------------------- |
    | Books within availability | ✅ Yes                | ✅ Yes (default)        | ✅ Yes                        |
    | Can override availability | ❌ No                 | ✅ Yes (with checkbox)  | ✅ Yes (with checkbox)        |
    | Creates multiple at once  | ❌ No                 | ❌ No                   | ✅ Yes                        |
    | Credit consumption        | Per booking          | Per booking (optional) | ❌ No                         |
    | Shows on calendar         | Individual session   | Individual session     | Multiple individual sessions |
  </Tab>

  <Tab title="Best Use Cases">
    | Scenario                  | Best Method                  |
    | ------------------------- | ---------------------------- |
    | Regular training sessions | Athlete Self-Booking         |
    | Drop-in group classes     | Athlete Self-Booking         |
    | VIP client management     | Manual Booking               |
    | Makeup session            | Manual Booking               |
    | Emergency accommodation   | Manual Booking (custom date) |
    | Weekly private training   | Recurring Booking            |
    | Team practice schedule    | Recurring Booking            |
    | Subscription fixed slots  | Recurring Booking            |
  </Tab>
</Tabs>

***

## Choosing the right method

Use this quick decision guide:

Does athlete need to book themselves at their convenience?

├─ YES → Athlete Self-Booking \
└─ NO → Continue

Is this a one-time special situation?

├─ YES → Manual Booking \
└─ NO → Continue

Is this a regular weekly/recurring commitment?

├─ YES → Recurring Booking \
└─ NO → Manual Booking (or reconsider athlete self-booking)

<Tip>
  **General principle**: Default to athlete self-booking for scalability. Use manual/recurring booking only when there's a specific reason that requires coach initiation.
</Tip>

***

## Common questions

<AccordionGroup>
  <Accordion title="Can athletes create recurring bookings themselves?">
    **No**—recurring bookings are a coach-only feature. Athletes must book each session individually (or you create the recurring pattern for them).

    **Why**: This prevents athletes from monopolizing time slots and ensures coaches maintain control over recurring commitments.

    **Workaround**: If an athlete wants to book multiple weeks at once, you can create the recurring booking for them.
  </Accordion>

  <Accordion title="Do different booking methods handle credits differently?">
    **Yes**—only athlete bookings and manual bookings consume credits (if scheduler is credit-based) or process payment (if scheduler requires payment) identically.

    Recurring bookings do not have the ability to redeem credits.
  </Accordion>

  <Accordion title="Can I manually book into times that aren't in my availability?">
    **Yes**—when using manual booking, you can enable "Allow custom date selection outside of a session's availability" to override your normal schedule.

    **Use case**: Athlete needs a session Tuesday at 2pm, but you're normally only available Mondays/Wednesdays. You can manually book this exception.

    **Athlete self-booking**: Cannot override availability—they can only book from your published available slots.
  </Accordion>

  <Accordion title="What if I want athletes to have standing weekly appointments?">
    **Best approach**: Create recurring bookings for them using the Booking Builder. (no credits needed, just a payment plan)

    **Alternative**: Some coaches have athletes self-book the first session, then coach creates recurring pattern for subsequent weeks.

    **Why not athlete recurring**: Prevents athletes from locking up prime time slots for extended periods without coach approval.
  </Accordion>

  <Accordion title="Can I convert athlete self-bookings to recurring?">
    **Not automatically**—if an athlete self-books once and wants to continue weekly, you need to create a new recurring booking pattern starting from the next occurrence.

    The original self-booked session remains separate; new recurring sessions are independent bookings.
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Creating Schedulers" icon="sliders-h" href="/scheduling/creating-your-first-scheduler">
    Set up bookable sessions before athletes can book
  </Card>

  <Card title="Calendar Overview" icon="calendar-alt" href="/scheduling/calendar-overview-and-navigation">
    View and manage all your bookings
  </Card>
</CardGroup>

***

<Check>
  **You now understand**: The three booking methods and when to use each one. Ready to implement the booking strategy that fits your coaching business!
</Check>


# What Are Schedulers? (And Why You Need Them)
Source: https://help.coachiq.io/scheduling/what-are-schedulers

Learn what schedulers are, how they differ from sessions, and when to create multiple scheduler types

## What a scheduler actually is

A **scheduler** is your bookable service configuration—a template that defines what athletes can book, at what price, with what rules.

Think of a scheduler like a product listing in a store:

* **The product listing** = The scheduler (what's for sale, price, description)
* **Individual items on the shelf** = Available time slots (when it can be purchased)
* **Items in shopping carts** = Bookings (actual purchases)

<Info>
  **Simple definition**: A scheduler is a session type that athletes can book. It defines the "what" (service details) while availability defines the "when" (time windows).
</Info>

## Scheduling terminology in CoachIQ

The biggest source of confusion in CoachIQ scheduling is understanding these three related but different concepts:

<Tabs>
  <Tab title="Scheduler">
    **What it is**: The configuration/template for a bookable service

    **What it defines**:

    * Session name and description
    * Duration (30, 45, 60 minutes)
    * Price or credit cost
    * Capacity (1-on-1 or group)
    * Booking rules and limits
    * Which availability it uses

    **Analogy**: A product listing on Amazon

    **Example**: "60-Minute Private Training - \$75 - Max 1 athlete"

    **How many exist**: You create 1-20+ schedulers depending on your business

    **Visibility**: Athletes see scheduler name, description, price when deciding what to book
  </Tab>

  <Tab title="Session">
    **What it is**: An available time slot OR a confirmed booking

    **What it includes**:

    * Specific date and time
    * Duration (inherited from scheduler)
    * Which scheduler it came from
    * Participant(s) if booked

    **Analogy**: A specific showing time at a movie theater

    **Example**: "Monday, Oct 2 at 4:00 PM - 60-Minute Private Training"

    **How many exist**: Hundreds or thousands, automatically generated by CoachIQ

    **Visibility**: Athletes see available sessions as time slots they can click to book

    <Note>
      **Confusing part**: "Session" refers to BOTH available time slots (before booking) AND confirmed bookings (after booking). Context determines which meaning.
    </Note>
  </Tab>

  <Tab title="Booking">
    **What it is**: A confirmed reservation by an athlete for a specific session

    **What it includes**:

    * Athlete name
    * Specific date/time
    * Which scheduler/session type
    * Payment or credit transaction
    * Status (upcoming, past, canceled)

    **Analogy**: A confirmed movie ticket with your name on it

    **Example**: "Jake Smith - Monday, Oct 2 at 4:00 PM - 60-Minute Private Training"

    **How many exist**: Depends on how many athletes book

    **Visibility**: Appears on your calendar and athlete's schedule

    <Check>
      **Key insight**: Booking is a session that has an athlete assigned to it. Before booking, it's an available session. After booking, it's a confirmed booking.
    </Check>
  </Tab>
</Tabs>

## How they work together: The complete flow

<Steps>
  <Step title="You create a scheduler">
    Configure: "60-Minute Private Training"

    * Duration: 60 minutes
    * Price: \$75
    * Capacity: 1 athlete
    * Connected to your M/W/F 3-8 PM availability

    This is the **template** for a bookable service.
  </Step>

  <Step title="CoachIQ generates sessions">
    Based on your scheduler + availability, CoachIQ automatically creates bookable time slots:

    **Generated sessions**:

    * Monday, Oct 2 at 3:00 PM
    * Monday, Oct 2 at 4:00 PM
    * Monday, Oct 2 at 5:00 PM
    * Wednesday, Oct 4 at 3:00 PM
    * Wednesday, Oct 4 at 4:00 PM
    * (continues for all M/W/F slots)

    These are **available sessions** (not yet booked).

    <Tip>
      **You don't manually create these**: CoachIQ does this math automatically. Your 5-hour availability window + 60-min duration + 15-min buffer = specific number of slots per day.
    </Tip>
  </Step>

  <Step title="Athlete views available sessions">
    When athlete visits your booking page, they see:

    * "60-Minute Private Training - \$75"
    * Available times: Oct 2 at 3:00 PM, 4:00 PM, 5:00 PM...
    * Click a time to book

    <Frame>
      <img alt="Athlete view of a CoachIQ scheduler showing available time slots to book" />
    </Frame>
  </Step>

  <Step title="Athlete books a session">
    Jake selects Monday, Oct 2 at 4:00 PM and completes booking.

    This creates a **booking** (confirmed reservation):

    * Jake Smith
    * Monday, Oct 2 at 4:00 PM
    * 60-Minute Private Training
    * Paid \$75
    * Status: Upcoming
  </Step>

  <Step title="That time slot becomes unavailable">
    After Jake's booking:

    * Oct 2 at 4:00 PM is no longer available to other athletes
    * Oct 2 at 3:00 PM and 5:00 PM remain available
    * Your calendar shows Jake's confirmed booking

    <Check>
      **Complete cycle**: Scheduler (template) → Available Sessions (time slots) → Booking (confirmed reservation)
    </Check>
  </Step>
</Steps>

## Visual comparison: Scheduler vs Session vs Booking

| **Aspect**     | **Scheduler**                           | **Session**                                        | **Booking**                 |
| -------------- | --------------------------------------- | -------------------------------------------------- | --------------------------- |
| **What it is** | Template/configuration                  | Time slot (before or after booking)                | Confirmed reservation       |
| **How many**   | 1-20+ per business                      | Hundreds/thousands                                 | As many as athletes book    |
| **Created by** | You (coach)                             | CoachIQ (automatically)                            | Athlete or coach            |
| **Visibility** | Athletes see when choosing what to book | Athletes see as available times                    | Only booked athlete sees    |
| **Example**    | "60-Min Private Training"               | "Monday 4:00 PM"                                   | "Jake - Monday 4:00 PM"     |
| **Contains**   | Rules, pricing, duration                | Date/time, from which scheduler                    | Athlete name, payment info  |
| **You manage** | Configuration, settings                 | Indirectly via availability and scheduler settings | Cancellations, rescheduling |

<Note>
  **The relationship**: One scheduler generates many sessions. Some sessions become bookings when athletes book them.
</Note>

## Why you need schedulers (not just one "training session")

New coaches often ask: "Why do I need multiple schedulers? Can't I just have one 'Training Session' that athletes book?"

Here's why schedulers matter:

### Reason 1: Different durations need different schedulers

**The problem**: You offer 30-minute, 45-minute, and 60-minute sessions, all at different prices.

**Why one scheduler won't work**:

* A scheduler has ONE duration setting
* Athletes booking "30 minutes" vs "60 minutes" need different options

**Solution**: Create three schedulers:

* "30-Minute Quick Session - \$50"
* "45-Minute Standard Session - \$70"
* "60-Minute Deep Dive - \$90"

**Result**: Athletes choose their preferred duration, you charge appropriately.

### Reason 2: Different pricing requires different schedulers

**The problem**: You charge 75 for private sessions & 40 for group sessions.

**Why one scheduler won't work**:

* A scheduler has ONE price
* Different session types have different value

**Solution**: Create separate schedulers:

* "Private 1-on-1 Session - \$75"
* "Small Group Session - \$40 per person"

**Result**: Correct pricing, clear differentiation.

### Reason 3: Different capacities need different schedulers

**The problem**: Private sessions allow 1 athlete, group sessions allow 6 athletes.

**Why one scheduler won't work**:

* A scheduler has ONE capacity setting
* Can't have both "max 1" and "max 6" in same scheduler

**Solution**: Different schedulers per format:

* "Private Training - 1 athlete max"
* "Small Group Training - 6 athletes max"

**Result**: Proper capacity management, no overbooking.

### Reason 4: Different services have different rules

**The problem**: Free assessments have no cancellation restrictions, paid sessions require 24-hour notice.

**Why one scheduler won't work**:

* A scheduler has ONE set of booking rules
* Different services warrant different policies

**Solution**: Service-specific schedulers:

* "Free Assessment - No cancellation restrictions"
* "Paid Session - 24hr cancellation required"

**Result**: Appropriate policies per service type.

<Check>
  **Bottom line**: Schedulers give you the flexibility to offer diverse services with different configurations. One scheduler = one set of rules. Multiple services = multiple schedulers.
</Check>

## When NOT to create separate schedulers

Don't create multiple schedulers when:

❌ **Same service, different athletes**

* Bad: "Session for Jake", "Session for Sarah"
* Better: One "Private Training" scheduler that all athletes book

❌ **Same everything except date**

* Bad: "October Sessions", "November Sessions"
* Better: One scheduler with ongoing availability

❌ **Minor description variations**

* Bad: "Hitting Practice", "Batting Practice" (same service, different words)
* Better: One "Hitting/Batting Practice" scheduler

❌ **You just want organization**

* Bad: Creating 10 schedulers to categorize types
* Better: Use program groupings for organization

❌ **Different athletes should pay different amounts**

* Bad: "Premium Athlete Session", "Standard Athlete Session"
* Better: One scheduler with custom pricing at booking time OR use access codes

<Warning>
  **Scheduler bloat**: Creating too many schedulers confuses athletes and makes your system harder to manage. Only create a new scheduler when there's a functional difference in duration, price, capacity, or rules.
</Warning>

## Scheduler naming best practices

The name athletes see matters. Good naming helps athletes understand what they're booking instantly.

### Formula for effective scheduler names

**Pattern 1: Duration + Service + Price**

* "60-Min Private Training - \$75"
* "30-Min Quick Session - \$45"
* "90-Min Intensive Training - \$120"

**Pattern 2: Service + Details + Price**

* "Small Group Strength Class (Max 8) - \$30"
* "1-on-1 Speed Development - \$85"
* "Team Practice Session - Contact for pricing"

**Pattern 3: Service + Coach + Price**

* "Private Training with Coach Mike - \$90"
* "Youth Development with Coach Emma - \$60"
* "Speed Training with Coach Sarah - \$80"

**Pattern 4: Service + Age/Level + Price**

* "Youth Skills (Ages 8-12) - \$50"
* "Advanced Training (High School+) - \$85"
* "Beginner Strength Class - \$25"

### What to include in scheduler names

**Always include**:

* ✅ Clear service type (what they're getting)
* ✅ Price or "Free" (no surprises)
* ✅ Duration (if not obvious from context)

**Consider including**:

* Coach name (if coach-specific)
* Age range or skill level (if service is targeted)
* Group size or capacity (if relevant to value)
* Location (if you have multiple facilities)

**Avoid**:

* ❌ Internal codes ("PT-60-A")
* ❌ Vague terms ("Session 1")
* ❌ Overly long descriptions (save for description field)
* ❌ All caps or excessive punctuation

<Tip>
  **Test your names**: Show your scheduler names to someone unfamiliar with your business. Can they understand what each scheduler is within 3 seconds? If not, simplify.
</Tip>

## Common scheduler mistakes

<Warning>
  **Avoid these common pitfalls:**
</Warning>

<AccordionGroup>
  <Accordion title="Creating too many schedulers">
    **Mistake**: 20+ schedulers with minor variations

    **Problem**: Athletes overwhelmed by choices, can't decide what to book

    **Example of excess**:

    * "Monday Morning Session"
    * "Tuesday Morning Session"
    * "Wednesday Morning Session"
    * (Separate scheduler per day)

    **Better approach**: One "Morning Training Session" with availability covering all morning days

    **Rule of thumb**: If the only difference is WHEN (not what/price/rules), don't create separate schedulers.
  </Accordion>

  <Accordion title="Creating too few schedulers">
    **Mistake**: One "Training Session" for everything

    **Problem**: Can't differentiate pricing, capacity, or duration

    **Example of inadequate**:

    * Only "Training Session" but you offer 30-min, 60-min, private, and group

    **Better approach**: At minimum:

    * "30-Min Private - \$50"
    * "60-Min Private - \$85"
    * "Group Class - \$30"

    **Rule of thumb**: If services have different prices, durations, or capacities, they need separate schedulers.
  </Accordion>

  <Accordion title="Poor naming conventions">
    **Mistake**: "Session A", "PT-1", "Training 60"

    **Problem**: Athletes don't understand what they're booking

    **Why it happens**: Using internal shorthand instead of customer-facing language

    **Better approach**:

    * "60-Minute Private Training"
    * "Small Group Strength Class"
    * "Free Assessment Session"

    **Rule of thumb**: If athlete's grandparent couldn't understand the name, it's too unclear.
  </Accordion>

  <Accordion title="Not organizing schedulers">
    **Mistake**: 10+ schedulers in random order with no categorization

    **Problem**: Athletes scroll through unorganized list, analysis paralysis

    **Better approach**: Use program groupings:

    * "Private Training" group (3 schedulers)
    * "Group Classes" group (4 schedulers)
    * "Specialty Services" group (2 schedulers)

    **Rule of thumb**: Once you have 5+ schedulers, implement program groupings.
  </Accordion>

  <Accordion title="Inconsistent scheduler configuration">
    **Mistake**: Same service type but different settings across schedulers

    **Example**:

    * "Private Training - Coach Mike" has 15-min buffer
    * "Private Training - Coach Sarah" has 30-min buffer
    * Causes scheduling conflicts and confusion

    **Better approach**: Standardize settings across similar schedulers

    * All private sessions: 15-min buffer
    * All group classes: 20-min buffer
    * All assessments: 30-min buffer

    **Rule of thumb**: Create configuration standards and document them.
  </Accordion>
</AccordionGroup>

## How schedulers connect to other CoachIQ features

Schedulers don't exist in isolation—they integrate with the broader platform:

<CardGroup>
  <Card title="Availability" icon="calendar-check">
    **Connection**: Schedulers pull from availability templates

    **Relationship**: One availability template can power multiple schedulers

    **Example**: "Weekday Availability" powers both "30-Min Session" and "60-Min Session" schedulers
  </Card>

  <Card title="Products & Payment" icon="credit-card">
    **Connection**: Schedulers link to payment products or credit packages

    **Relationship**: Scheduler specifies which product athletes must purchase or how many credits to redeem

    **Example**: "Private Training" scheduler charges 1 credit OR \$75 direct payment
  </Card>

  <Card title="Calendar" icon="calendar-alt">
    **Connection**: Booked sessions from schedulers appear on calendar

    **Relationship**: Each booking shows which scheduler it came from

    **Example**: Calendar displays "Jake - 60-Min Private Training - 3:00 PM" (scheduler name visible)
  </Card>

  <Card title="Credits" icon="coins">
    **Connection**: Schedulers specify credit cost per booking

    **Relationship**: Scheduler determines how many credits are deducted when athlete books

    **Example**: "Premium Session" costs 2 credits, "Standard Session" costs 1 credit
  </Card>

  <Card title="Website Builder" icon="desktop">
    **Connection**: Embed specific schedulers on your website

    **Relationship**: Choose which schedulers appear on which website pages

    **Example**: Homepage shows "Free Assessment", Services page shows all paid schedulers
  </Card>

  <Card title="Athlete Portal/App" icon="mobile-alt">
    **Connection**: Athletes view and book schedulers through portal

    **Relationship**: Schedulers appear as bookable options in athlete's app

    **Example**: Athlete opens app, sees all schedulers they're eligible to book
  </Card>

  <Card title="Reminders" icon="bell">
    **Connection**: Configure automated reminders per scheduler

    **Relationship**: Each scheduler has its own reminder settings

    **Example**: "Premium Sessions" get 24-hour reminder, "Group Classes" get 1-hour reminder
  </Card>

  <Card title="Programs" icon="folder-open">
    **Connection**: Group schedulers into logical categories

    **Relationship**: Program groupings organize multiple schedulers for easier athlete navigation

    **Example**: "Private Training" program contains 3 related schedulers
  </Card>
</CardGroup>

## What's next

Now that you understand what schedulers are and when to create them, you're ready to build your first scheduler:

<CardGroup>
  <Card title="Create Your First Scheduler" icon="plus-circle" href="/scheduling/creating-your-first-scheduler">
    Complete step-by-step guide to building your first bookable scheduler
  </Card>

  <Card title="Payment Options" icon="credit-card" href="/scheduling/setting-up-payment-options">
    Configure free, paid, or credit-based scheduling
  </Card>

  <Card title="Scheduler Settings" icon="cog" href="/scheduling/scheduler-settings-limits-and-permissions">
    Configure limits, permissions, and booking rules
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Scheduling Overview" icon="book-open" href="/scheduling/overview">
    Complete overview of the three-layer system
  </Card>

  <Card title="How Availability Works" icon="calendar-check" href="/scheduling/create-your-availability">
    Understand the foundation layer
  </Card>

  <Card title="Your First Session" icon="rocket" href="/scheduling/book-your-first-session">
    10-minute guide to first bookable session
  </Card>

  <Card title="Credit System" icon="coins" href="/payments/credits/credit-system-overview">
    How credits work with schedulers
  </Card>
</CardGroup>

<Info>
  **Questions about planning your scheduler structure?** Our support team can help you design the optimal setup for your coaching services. [Contact Support](https://coachiq.com/support)
</Info>


# Manage Your CoachIQ Billing
Source: https://help.coachiq.io/settings/billing

Manage the card on file for your CoachIQ subscription, download invoices, and recover access after a failed payment.

<Info>
  **Where to find this**: **Settings → Payments**, which holds **Billing** (what you pay CoachIQ) and **Stripe** (the account that processes your clients’ payments).
</Info>

## Billing

Manage the payment method on file for your CoachIQ subscription, view invoices, and download receipts.

<Frame>
  <img alt="CoachIQ billing page showing card on file, invoices, and billing history" />
</Frame>

### Update your card on file

<Steps>
  <Step title="Open Billing">
    Open **Settings → Payments → Billing** in the organization whose CoachIQ plan you want to manage. An accepted Admin can update billing; this is not restricted to the owner.
  </Step>

  <Step title="Add a new card">
    Under **Payment Method**, click **+ Add a card** (or **+ Add another card** when a card is already saved). Enter the required card details and click **Add Card**. Leave this screen open until the save succeeds.
  </Step>

  <Step title="Set as default">
    Click **Set as Default** next to the new card. After setting the new card as default, remove the old card if needed. You cannot remove the only saved card. If a save, default change, or removal fails, read the displayed error and retry. Saving a card does not by itself pay an overdue invoice.
  </Step>
</Steps>

<Frame>
  <img alt="Empty Add Card form for the CoachIQ subscription" />
</Frame>

### Check your replacement card

1. Confirm the new card appears in **Payment Method**.
2. Set it as the default and confirm that the default indicator moves to it.
3. Remove the old card only after the replacement is saved and selected.
4. If an invoice is overdue, complete the payment retry as well. A saved card and a paid invoice are separate results.

### View and download invoices

Below your cards, **Billing History** lists every past invoice with its billing date, status, amount, and the card it was charged to. Click any invoice to view or download it as a PDF for your records.

The **Subscriptions** block shows your active CoachIQ plan and any add-ons, such as a Personalized App, with the card each one bills to.

<Warning>
  To change or cancel your plan, click **Contact us** next to **Need an upgrade?** in the Subscriptions block. A team member will handle it with you.
</Warning>

## Restore access after a failed payment

When your organization's CoachIQ membership payment fails, staff may see a billing screen instead of the admin platform, including during an existing session.

| Your situation                                    | Next step                                                                                                |
| ------------------------------------------------- | -------------------------------------------------------------------------------------------------------- |
| You can open Settings and want to replace a card  | Use **Billing → Payment Method**.                                                                        |
| A failed-payment screen blocks the admin platform | An Admin must complete the payment retry there.                                                          |
| You are a Coach                                   | Ask an organization Admin to resolve membership billing.                                                 |
| A parent cannot pay for training                  | Check that client's purchase and your connected Stripe account; this is separate from your CoachIQ plan. |

* **Admins:** use the billing screen to retry payment with a saved card or add a new card and complete payment. Access returns after payment succeeds. Adding a card alone does not restore access.
* **Coaches:** ask an organization Admin to resolve billing. The screen explains that an Admin needs to act.
* **No active membership:** Admins see **Choose a plan**; Coaches are asked to have an Admin activate the membership.

**Contact support** and **Log out** remain available. If you already paid, are billed through a parent business or franchise, or the membership shown does not match your arrangement, contact support to verify the correct billing account before buying another plan.

This concerns your business's CoachIQ subscription. It is separate from a parent's failed payment for your coaching services.

## Your connected Stripe account

Use **Settings → Stripe** to view connected-account identity, payment and payout health, and which Stripe products are also configured in CoachIQ. Product management stays in **Payments → Products**. The former Products/Invoices tabs on Stripe settings have been replaced by the focused integration view.

See [Connect and manage Stripe](/payments/connecting-stripe) and [accepted payment methods](/settings/payment-methods).

## Common questions

<AccordionGroup>
  <Accordion title="What if my subscription payment fails?">
    Use the billing screen to complete the failed payment. Access can be restricted until payment succeeds; saving a replacement card alone does not clear the overdue payment.
  </Accordion>

  <Accordion title="Can I pay by bank account instead of card?">
    Not currently. CoachIQ subscriptions support credit and debit cards only.
  </Accordion>

  <Accordion title="Where do I manage the Stripe connection?">
    Open **Settings → Stripe**, or choose Stripe in **Settings → Connections**. An Admin can connect the account if it is not connected.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Setting Up Payments" icon="credit-card" href="/payments/connecting-stripe">
    Connect Stripe and start accepting payments
  </Card>

  <Card title="Stripe Dashboard" icon="chart-line" href="/payments/stripe-dashboard">
    What to check in Stripe itself
  </Card>
</CardGroup>


# Change your organization and group name
Source: https://help.coachiq.io/settings/change-organization-group-name

Update your business name and group name in CoachIQ Settings, and understand how name changes affect your platform URLs.

Update your organization's display name and active group name from the Settings area. Both names appear across your platform and affect the URLs tied to your account.

<Info>
  **Where to find this:** **Settings** (bottom-left of your dashboard) → **Organization**
</Info>

<Steps>
  <Step title="Open Organization settings">
    Click **Settings** in the bottom-left corner of your dashboard, then select **Organization** from the settings menu.

    You'll see two editable sections: **Organization Details** at the top and **Active Group** below it.
  </Step>

  <Step title="Update your organization name">
    Under **Organization Details**, click the **Name** field and type your new organization name.

    The field directly below it shows your `admin.coachiq.io/` URL slug, which updates to match your organization name.

    <Frame>
      <img alt="Organization Details and Active Group sections in CoachIQ Settings" />
    </Frame>
  </Step>

  <Step title="Update your group name">
    Scroll down to the **Active Group** section. Click the **Name** field and enter your new group name.

    The field below shows your group's URL path (`admin.coachiq.io/[GroupName]/`), which reflects the updated name.

    You can also update the **ReplyTo Email** field here -- this is the email address replies go to when you send messages from CoachIQ.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes** at the bottom of the page to apply both updates.
  </Step>
</Steps>

<Warning>
  Changing your organization or group name updates the associated URLs across your platform, including the public URL for your Athlete Portal. If you've shared any links with athletes or embedded them on your website, those links will break and will need to be updated.
</Warning>

<AccordionGroup>
  <Accordion title="What's the difference between Organization Details and Active Group?">
    **Organization Details** represents your top-level CoachIQ account, including your business name and global settings like currency and logo.

    **Active Group** is the specific group you're currently managing within your organization. You can belong to multiple groups, and each has its own name and URL slug. The Active Group section shows the one you're currently operating in.
  </Accordion>

  <Accordion title="Will my athletes lose access if I change the name?">
    Athlete accounts and data are not affected by a name change. However, any direct URLs you've shared (for booking, the athlete portal, etc.) that include your old group slug will no longer work. Update any shared links after making a name change.
  </Accordion>

  <Accordion title="Can I change my URL slug independently from my name?">
    No. The URL slug is generated from your organization or group name and updates automatically when you change it. If you need a specific slug, set your name to match it.
  </Accordion>
</AccordionGroup>

<CardGroup>
  <Card title="Settings: Complete Guide" href="/settings/index">
    Overview of all settings sections, including billing, notifications, and API keys.
  </Card>

  <Card title="Upload Your Logo" href="/settings/general#organization">
    Add your business logo alongside your organization name.
  </Card>
</CardGroup>


# Communication Settings: Notifications, SMS Number & Inbox
Source: https://help.coachiq.io/settings/communication

Choose which email and push alerts you receive, set up your dedicated business texting number with 10DLC registration, and control what shows in your Inbox.

<Info>
  **Where to find this**: **Settings → Communication**, which holds **Notifications**, **SMS Number**, and **Inbox Settings**.
</Info>

## Notifications

Control which alerts you receive via email and push notifications.

### Pause staff emails for your group

As an admin, open **Settings → Notifications** in the group you want to manage and turn **Staff email notifications** off. The **Paused for all staff** status confirms that delivery is paused. Turn the setting back on to resume. Changes save automatically.

The pause applies to every admin and coach in the selected group, including staff added later. It does not change another group's settings.

Personal **Email** and **Push** preferences remain saved and editable while emails are paused. Resuming staff emails uses those saved preferences. Push preferences are preserved, and customer receipts and invitations remain deliverable, including when a staff member is the buyer or inviter.

Use the personal controls below to change only your own notifications.

<Frame>
  <img alt="Staff email notifications paused for the selected testing group while personal preferences remain saved" />
</Frame>

### Notification categories

| Category          | Triggers                                      |
| ----------------- | --------------------------------------------- |
| **Bookings**      | When a user makes or cancels a booking        |
| **Inbox**         | When your group receives a new message        |
| **Payments**      | When a user makes a purchase                  |
| **Subscriptions** | When a user cancels a membership (email only) |
| **People**        | When a new user joins your group              |
| **Forms**         | When a new form is submitted                  |

### Notification channels

Each category can be toggled independently for:

* **Email** — Sent to your account email address
* **Push** — Mobile notifications (if you have the CoachIQ app installed)

<Steps>
  <Step title="Navigate to Notifications">
    Go to **Settings → Notifications**.
  </Step>

  <Step title="Toggle your preferences">
    Check or uncheck the boxes under **EMAIL** and **PUSH** for each notification type.
  </Step>
</Steps>

<Tip>
  We recommend keeping **Payments** and **People** notifications on so you're always aware of new revenue and new athletes joining your platform.
</Tip>

***

## Messaging credits

Open **Settings → Communication → Credits** to check your messaging balance, buy credits, manage auto-refill, and review usage. Outbound SMS and coach-written emails share this balance. Email copies of announcements and automation **Send an Email** actions use **0.1 credit per address** at the default rate; automatic notifications such as receipts and booking confirmations remain free.

These credits are separate from the session credits athletes use for bookings. See [How messaging credits work](/inbox/sms-credits) for costs and delivery troubleshooting.

***

## SMS Number

Set up your dedicated business phone number for texting athletes through CoachIQ. Texts you send are paid for with SMS credits; see [How SMS credits work](/inbox/sms-credits).

### 10DLC Compliance

CoachIQ uses Twilio for SMS messaging. To send text messages, you'll need to complete 10DLC (10-digit long code) registration, which is required by mobile carriers to reduce spam.

<Steps>
  <Step title="Navigate to SMS Number">
    Go to **Settings → SMS Number**.
  </Step>

  <Step title="Select your business type">
    Choose whether you're registering as a **Sole Proprietor** or a **Business**.
  </Step>

  <Step title="Enter your preferred area codes">
    Add your primary area code and optionally a secondary area code. CoachIQ will try to assign you a number matching these codes.
  </Step>

  <Step title="Begin registration">
    Click **Begin** to start the 10DLC compliance process.
  </Step>
</Steps>

<Info>
  The 10DLC registration process typically takes 1-7 business days to complete. Once approved, you'll be able to send SMS messages to your athletes directly from the CoachIQ Inbox.
</Info>

<Note>
  **Policy pages are handled for you.** Carriers check a public Privacy Policy and Terms page as part of 10DLC review. CoachIQ auto-generates both on your athlete portal (`/privacy-policy` and `/terms-of-condition` under your portal address), keeps them public, and includes the SMS clauses carriers require. Nothing to write or upload; see [Setting up SMS messaging](/inbox/sms-messages#setting-up-sms-messaging) for what reviewers look at.
</Note>

### After your number is assigned

The page shows your **SMS Number** and lets you set a **Call Forwarding Number**, so calls to your business texting number ring through to a phone you choose. Texts cost SMS credits — see [SMS Credits](/inbox/sms-credits).

***

## Inbox Settings

**Inbox Preferences** has one toggle today: **Show booking reminders in inbox**. It is **off by default**, which keeps the Inbox to conversations athletes started or you started; the reminders are still delivered to athletes, they just do not appear as threads in your Inbox or in the athlete's conversation with you. Turn it on to see the automated session reminders as threads in the **Automated** folder. See [Automated reminders](/inbox/inbox-overview#automated-reminders) in the Inbox overview.

***

## Common questions

<AccordionGroup>
  <Accordion title="How long does SMS setup take?">
    The 10DLC compliance registration typically takes 1-7 business days. You'll receive a notification once your number is ready to use.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="SMS Messaging" icon="comment-sms" href="/inbox/sms-messages">
    Send text messages to athletes
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Folders, channels, and how messages flow
  </Card>
</CardGroup>


# Connect CoachIQ to ChatGPT
Source: https://help.coachiq.io/settings/connect-chatgpt

Connect ChatGPT to your coaching business, confirm its access, and create a Project with business context and practical workflows.

Connect ChatGPT to CoachIQ, confirm it works, then use one setup prompt to create a personal Project around your business and the way you work.

<Tip>
  **Already connected?** [Confirm the connection](#2-confirm-the-connection), then [paste the Project setup prompt](#3-set-up-your-personal-project). You can skip the initial connection steps.
</Tip>

<Note>
  Start on **ChatGPT in a desktop web browser**. The connection is added through ChatGPT's app/plugin setup, followed by CoachIQ authorization. The setup prompt later in this guide helps build your business context; it does not replace those account setup steps.
</Note>

## Before you begin

Have your CoachIQ staff login ready and choose the group this connection should use. ChatGPT's current developer-mode documentation lists Plus, Pro, Business, Enterprise, and Education web accounts. Managed workspaces may also require administrator access or approval. Check your account's available controls before purchasing or changing a plan. [ChatGPT developer mode](https://developers.openai.com/api/docs/guides/developer-mode).

CoachIQ's MCP server address is:

```text theme={"theme":"github-dark"}
https://mcp.coachiq.io/mcp
```

Use **OAuth** for sign-in. You do not need to paste a CoachIQ API key into ChatGPT.

## 1. Connect CoachIQ

Open ChatGPT **Settings → Security and login** and turn on **Developer mode**. Then open [ChatGPT Plugins](https://chatgpt.com/plugins), use the **+** control, and add a connection with these details:

| Field                        | Enter                                                         |
| ---------------------------- | ------------------------------------------------------------- |
| Name                         | CoachIQ                                                       |
| MCP server URL               | `https://mcp.coachiq.io/mcp`                                  |
| Authentication               | OAuth                                                         |
| OAuth registration, if asked | Automatic/dynamic registration; no custom client ID or secret |

Complete the connection details. If it appears in your personal plugins but is not installed, open it and use its install control. OpenAI's current walkthrough shows installing the personal plugin and using it in a new **Work** chat. [Official connection walkthrough](https://developers.openai.com/plugins/quickstart).

### Choose your group and access

Sign in through the CoachIQ page that opens. Confirm the organization, group, and role before approving access.

A CoachIQ connection covers **one group**. To work with another group, use a separately named connection authorized for that group. Project names do not change the group a connector can reach.

If you want supported changes, select **I allow this assistant to make supported changes in this group** on the CoachIQ approval screen. Leaving it unchecked grants read-only access. Read the final access summary and button before continuing.

<Info>
  Verify the access actually granted in the next step. A connected badge does not prove write access, and approval does not make every CoachIQ feature available through ChatGPT. Read-only access is enough for the business-brief setup below.
</Info>

## 2. Confirm the connection

Start a new chat and select CoachIQ. The current developer-mode route uses the composer **+ → Developer mode** app selection. In **ChatGPT Work**, you can invoke an installed plugin with **@CoachIQ**. Use the controls available in your account; if CoachIQ is missing, return to its installation and workspace settings. [Using developer-mode apps](https://developers.openai.com/api/docs/guides/developer-mode).

Ask ChatGPT to check the connection:

> “Check my CoachIQ connection with a small live read. Confirm my business, group, and whether you can read only or make supported changes. Don’t change anything.”

Once it confirms the correct business and a successful live read, continue below. If it cannot access CoachIQ, use the troubleshooting steps at the end of this guide.

## 3. Set up your personal Project

Once CoachIQ is connected, **copy and paste this prompt into the connected chat**. It will help ChatGPT learn your business through MCP, consult [help.coachiq.io](https://help.coachiq.io), and prepare a Project tailored to how you work.

```text theme={"theme":"github-dark"}
I'm a CoachIQ customer. Help me set up a private Project that understands my business and how I work.

First, use my connected CoachIQ MCP for a small live read. Confirm my business, group, and available access. If it isn't connected, guide me through the appropriate guide at https://help.coachiq.io/getting-started/use-coachiq-with-ai before continuing.

Read https://help.coachiq.io/llms.txt to find the relevant CoachIQ guides, then read those pages to understand how the features work. Use the available MCP tools to learn about my services, coaches, locations, scheduling, and products. Keep this focused; don't pull my entire client list or message history. Tell me if you can't access a source.

Ask up to three questions about my goals and working preferences. Then prepare a concise Business Brief, five useful requests tailored to me, and ready-to-paste Project Instructions.

The instructions should use the Help Center for feature guidance and the MCP for current business facts and supported actions. Stay within the connected group, ask before making changes or sending messages, and verify results. Keep private client details out of saved context. Only read data during this setup.

Suggest a Project name and help me save the brief and instructions. If you can save them directly, do so; otherwise give me the finished content and exact steps. Finish by checking that a new Project chat can use both the saved context and the live CoachIQ connection.
```

Answer its questions, then follow its directions to save your Project. It prepares the content for you; you may need to create the Project and paste or upload that content yourself.

### Save your Project

1. Create a private ChatGPT Project using the suggested name.
2. Paste the generated instructions into the Project's instructions and add the Business Brief to **Sources**.
3. Open a new chat inside the Project and select CoachIQ.

[More about ChatGPT Projects](https://learn.chatgpt.com/docs/projects).

In that new chat, ask it to summarize your priorities from the saved brief and check your CoachIQ connection. You're ready when it can use both your saved context and live business information.

If CoachIQ is unavailable in your Project's current chat mode, use a supported connected chat until you can verify live access in the Project.

### Start using it

Try one of the five requests in your Business Brief, or ask: **“What can you help me with in CoachIQ this week, based on my goals?”**

Use the same Project for ongoing work. The Help Center explains features; the MCP provides current business information and supported actions. Review proposed changes before approving them, and update your brief when your goals change.

<Tip>
  Keep each request focused on one outcome. Your assistant's usage limits are separate from CoachIQ, and actions such as SMS can use [messaging credits](/inbox/sms-credits).
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="I cannot find Developer mode or add a custom connection">
    Check that you are using ChatGPT on the web, in the correct account and workspace. Review its current eligibility and workspace controls. A workspace administrator may need to allow or configure the connection. The official instructions above are the reference for menus that differ from your account.
  </Accordion>

  <Accordion title="The prompt says CoachIQ is not available">
    Finish adding and installing the connection, then select it in the current chat. If you are using Work, try invoking the installed CoachIQ plugin with @. The prompt cannot substitute for sign-in or tool selection.
  </Accordion>

  <Accordion title="I approved changes, but ChatGPT still says read-only">
    Ask it to inspect the live connection's access rather than assume permissions from the approval screen. Reauthorize and check the changes option. If an older connection has no write choice, remove and add it again. If verification still fails, contact CoachIQ Support with the platform, group, redacted access screenshot, and the verification result. Continue with reads and drafts while it is investigated.
  </Accordion>

  <Accordion title="A browser error appears at the MCP URL">
    Enter the full address in the MCP connection form, not as an ordinary webpage or a link for ChatGPT to browse. CoachIQ uses the authorization flow to grant access; opening the address directly is not a connection test.
  </Accordion>

  <Accordion title="I see the wrong business or group">
    Stop before approving a change. Use a connection authorized for the intended group and verify it again. Keep separate business briefs for separate groups.
  </Accordion>

  <Accordion title="My new Project chat cannot access CoachIQ">
    Check the selected app/plugin and chat mode in that new conversation. Project files can provide context even when live tools are unavailable; ask the assistant to distinguish the two. Check saved context and live access in the new chat before relying on live operations from the Project.
  </Accordion>

  <Accordion title="The assistant proposed a change, but CoachIQ did not update">
    A proposal is not a completed write. Check whether you approved the tool action and whether it returned success. If the outcome is unclear, inspect the original record before retrying to avoid duplicate work.
  </Accordion>
</AccordionGroup>

To stop using the connection, disconnect or remove CoachIQ from ChatGPT's app/plugin management. Previously saved files and conversations need to be managed separately.

## Related guides

* [Use CoachIQ with AI](/getting-started/use-coachiq-with-ai)

* [Manage your connections](/settings/connections)

* [Connect CoachIQ to Claude](/settings/connect-claude)

* [Messaging credits](/inbox/sms-credits)


# Connect CoachIQ to Claude
Source: https://help.coachiq.io/settings/connect-claude

Connect your coaching business, verify access, and build a Claude Project with business context and useful everyday workflows.

Connect Claude to CoachIQ, confirm it works, then use one setup prompt to create a personal Project around your business and the way you work.

<Tip>
  **Already connected?** [Confirm the connection](#2-confirm-the-connection), then [paste the Project setup prompt](#3-set-up-your-personal-project). You can skip the initial connection steps.
</Tip>

<Note>
  Start in Claude on the web. This guide uses Claude's hosted **custom connector**. Claude Code uses a different setup. A prompt alone does not install the connector or approve access to your CoachIQ account.
</Note>

## Before you begin

Have your CoachIQ staff login ready and decide which group you want Claude to work with. Use your own account so its permissions apply.

Claude currently supports remote custom connectors on Free, Pro, Max, Team, and Enterprise. Free accounts are limited to one custom connector. In Team and Enterprise, an owner must first add the connector for the organization; each person then connects their own account. Plan limits and workspace settings can affect what you see. [Claude's connector requirements](https://support.claude.com/en/articles/11175166-get-started-with-custom-connectors-using-remote-mcp).

Use this connection address:

```text theme={"theme":"github-dark"}
https://mcp.coachiq.io/mcp
```

You do not need a CoachIQ API key or a local server.

## 1. Connect CoachIQ

<Steps>
  <Step title="Open Claude's connector settings">
    In Claude, go to **Customize → Connectors**. Use the **+** menu and choose **Add custom connector**.
  </Step>

  <Step title="Enter the connection details">
    Name it **CoachIQ** and paste the server address above. If asked for transport, use **HTTP / Streamable HTTP**. Use automatic OAuth registration; leave a custom client ID and secret blank unless CoachIQ Support specifically provides them. Add the connector, then choose **Connect** to sign in.
  </Step>
</Steps>

On Team or Enterprise, the owner starts in **Organization settings → Connectors → Add → Custom → Web**. After they add it, members find it in their own connector list and connect. [Claude's setup instructions](https://support.claude.com/en/articles/11176164-use-connectors-to-extend-claude-s-capabilities).

### Choose your group and access

The connection opens CoachIQ's sign-in and approval flow. Sign in normally, then check the organization, group, and role shown on the approval page.

**One connection covers one CoachIQ group.** If you work in several groups, add a separately named connection for each and authorize the correct group. Naming a Claude Project after another group does not switch the connection.

Choose the access you want:

| Choice                                                                   | What it allows                                                                                                       |
| ------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------------- |
| Leave the changes checkbox unchecked                                     | Read information and use it for questions, summaries, and drafts in the chat.                                        |
| Check **I allow this assistant to make supported changes in this group** | Allow supported changes within the connected group's permissions. You still review and approve the work you request. |

Read the access summary and the final button before connecting. For supported changes, the approval button should reflect that choice. If it still says **Connect with read-only access**, you are approving reads only.

Supported changes have limits. The connector is not permission to do everything available in the admin app. For example, automation drafts remain off for you to review in CoachIQ, and the assistant cannot use this connection to charge or refund a client. Ask it to check its current tools before planning a task.

## 2. Confirm the connection

In a new Claude chat, open **+ → Connectors** and enable CoachIQ. A connector can be authenticated but switched off in the current conversation.

Ask Claude to check the connection:

> “Check my CoachIQ connection with a small live read. Confirm my business, group, and whether you can read only or make supported changes. Don’t change anything.”

Once it confirms the correct business and a successful live read, continue below. If it cannot access CoachIQ, use the troubleshooting steps at the end of this guide.

## 3. Set up your personal Project

Once CoachIQ is connected, **copy and paste this prompt into the connected chat**. It will help Claude learn your business through MCP, consult [help.coachiq.io](https://help.coachiq.io), and prepare a Project tailored to how you work.

```text theme={"theme":"github-dark"}
I'm a CoachIQ customer. Help me set up a private Project that understands my business and how I work.

First, use my connected CoachIQ MCP for a small live read. Confirm my business, group, and available access. If it isn't connected, guide me through the appropriate guide at https://help.coachiq.io/getting-started/use-coachiq-with-ai before continuing.

Read https://help.coachiq.io/llms.txt to find the relevant CoachIQ guides, then read those pages to understand how the features work. Use the available MCP tools to learn about my services, coaches, locations, scheduling, and products. Keep this focused; don't pull my entire client list or message history. Tell me if you can't access a source.

Ask up to three questions about my goals and working preferences. Then prepare a concise Business Brief, five useful requests tailored to me, and ready-to-paste Project Instructions.

The instructions should use the Help Center for feature guidance and the MCP for current business facts and supported actions. Stay within the connected group, ask before making changes or sending messages, and verify results. Keep private client details out of saved context. Only read data during this setup.

Suggest a Project name and help me save the brief and instructions. If you can save them directly, do so; otherwise give me the finished content and exact steps. Finish by checking that a new Project chat can use both the saved context and the live CoachIQ connection.
```

Answer its questions, then follow its directions to save your Project. It prepares the content for you; you may need to create the Project and paste or upload that content yourself.

### Save your Project

1. Open **Projects → + New Project** and create a private Project using the suggested name.
2. Paste the generated instructions into **Set project instructions** and add the Business Brief to **project knowledge**.
3. Open a new chat inside the Project and enable CoachIQ under **+ → Connectors**.

[More about Claude Projects](https://support.claude.com/en/articles/9519177-how-can-i-create-and-manage-projects).

In that new chat, ask it to summarize your priorities from the saved brief and check your CoachIQ connection. You're ready when it can use both your saved context and live business information.

### Start using it

Try one of the five requests in your Business Brief, or ask: **“What can you help me with in CoachIQ this week, based on my goals?”**

Use the same Project for ongoing work. The Help Center explains features; the MCP provides current business information and supported actions. Review proposed changes before approving them, and update your brief when your goals change.

<Tip>
  Keep each request focused on one outcome. Your assistant's usage limits are separate from CoachIQ, and actions such as SMS can use [messaging credits](/inbox/sms-credits).
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="I pasted the prompt, but Claude did not connect">
    Add the connector through **Customize → Connectors** first, complete CoachIQ authorization, and enable it in the chat. Pasting terminal commands or configuration JSON into a Claude chat does not install it.
  </Accordion>

  <Accordion title="CoachIQ is connected, but this chat cannot see it">
    Check **+ → Connectors** in this conversation. Turn CoachIQ on, then ask it to check the connection again. Repeat this check in a new Project chat.
  </Accordion>

  <Accordion title="Claude can read, but cannot make changes">
    Reconnect and review the CoachIQ access choice. If the approval page offers the changes checkbox, select it when you want supported writes. If an older connector offers no write choice, remove that connector and add it again, then authorize the new connection. Rerun verification. If it still reports read-only, send Support the access summary and a screenshot with sign-in details and the browser URL hidden; do not send tokens or passwords.
  </Accordion>

  <Accordion title="I cannot find Add custom connector">
    In a managed Claude workspace, ask its owner to add CoachIQ. Check your account's current connector limits and whether you are in the intended workspace. Start in the web app using the current connector instructions linked above.
  </Accordion>

  <Accordion title="Claude is looking at the wrong group">
    Stop before making changes. Use the correctly named connection for that group, or add a separate connection and authorize it. Verify the group before continuing and keep its Project brief separate.
  </Accordion>

  <Accordion title="A new Project chat forgot what we discussed">
    Check that the Business Brief was added to project knowledge and the instructions were saved. Important context should not live only in an earlier conversation. Then enable CoachIQ in the new chat and ask it to check the connection again.
  </Accordion>

  <Accordion title="A change failed or the result is unclear">
    Ask Claude to check the actual record before retrying. A written plan is not proof that CoachIQ changed. For an unsupported action, use the corresponding admin page or contact Support with the requested task and error.
  </Accordion>
</AccordionGroup>

To stop future connector access from Claude, disconnect or remove CoachIQ in **Customize → Connectors**. Removing a connector does not remove previously saved Project files or chat content. Manage those separately if needed.

## Related guides

* [Use CoachIQ with AI](/getting-started/use-coachiq-with-ai)

* [Manage your connections](/settings/connections)

* [Connect CoachIQ to ChatGPT](/settings/connect-chatgpt)

* [Messaging credits](/inbox/sms-credits)


# Manage Your Connections
Source: https://help.coachiq.io/settings/connections

Manage Stripe and Google Calendar, and find the separate setup guides for ChatGPT and Claude.

Open **Settings → General → Connections**. Connected services appear first, and search helps you find an app.

## Use CoachIQ with ChatGPT or Claude

Connect your preferred assistant to CoachIQ, verify its access, and create a Project with your business context and useful workflows. Choose your guide for the full setup and copyable prompts.

<CardGroup>
  <Card title="Connect to ChatGPT" icon="plug" href="/settings/connect-chatgpt">
    Connect CoachIQ, confirm live access, and prepare a ChatGPT Project for your business.
  </Card>

  <Card title="Connect to Claude" icon="plug" href="/settings/connect-claude">
    Add the CoachIQ connector and build a Claude Project with your business brief and instructions.
  </Card>
</CardGroup>

**Start the AI connection in ChatGPT or Claude.** You do not need a ChatGPT or Claude card in CoachIQ’s Connections directory. Use the guide for your assistant, then sign in to CoachIQ when its authorization page opens.

## Available connections

<Frame>
  <img alt="Live CoachIQ Connections settings with Stripe and Google Calendar Connect buttons" />
</Frame>

| Connection      | What you can do                                                                                       |
| --------------- | ----------------------------------------------------------------------------------------------------- |
| Stripe          | See payment and payout status. Choose **Manage** to open your existing Stripe integration settings.   |
| Google Calendar | See linked accounts and add another Google account. Use the Google permissions link to remove access. |

Opening ChatGPT is not confirmation that an assistant has connected to CoachIQ. Follow the connection and authorization flow in the client you use. Review the requested access before approving it.

## If your directory looks different

Follow the availability and access details shown in your account. A service card or an **Open** button alone does not confirm an active connection. Finish the service’s sign-in and approval flow, then check its status. For ChatGPT and Claude, confirm a small live CoachIQ read using the prompt in the relevant guide above.

## Manage or remove access

* For Stripe, use [Stripe settings](/payments/connecting-stripe). Only an Admin can connect or disconnect it.
* For Google Calendar, manage linked accounts from its panel. Removal takes place through your Google account permissions, not a CoachIQ disconnect button. See [Google Calendar sync](/scheduling/google-calendar-sync).
* For assistant connections, review the permissions in the client and the CoachIQ authorization screen. Read-only access does not permit changes. Supported writes require explicit write access; the connection does not grant unrestricted access to every feature.

If an older assistant connection remains read-only after reconnecting, remove and re-add the connector, then review the supported-write option on the authorization screen. Clients that support token renewal can maintain the connection without hourly sign-in; older connections may need one reconnect.


# Data Settings: Shared Calendar, Logs & Imports
Source: https://help.coachiq.io/settings/data

Link group calendars so bookings share busy time, review 30 days of account activity, and bulk-import people or bookings from a CSV.

<Info>
  **Where to find this**: **Settings → Data**, which holds **Shared Calendar**, **Logs**, **Import People**, and **Import Bookings**.
</Info>

## Shared Calendar

If your organization runs more than one group out of the same facility, organization owners can link two groups' calendars so a booking in one blocks that same time slot in the other — no more double-booked cages or rooms.

Choose what kind of busy time crosses between calendars: **all busy time**, or **resources only**, which gives both groups one shared resource list: add each court, cage, field, or room once, and a booking in either group blocks that resource for the other. Busy time without a resource stays private.

<Note>
  Only an organization owner can update this setting.
</Note>

For the full walkthrough, see [Share a Calendar Across Two Groups](/scheduling/shared-calendar-across-groups).

***

## Logs

Monitor all activity across your CoachIQ account for the last 30 days.

### What's tracked

Logs capture actions across your platform, including:

* User logins and profile changes
* Admin actions (settings changes, automation edits)
* Booking activity
* SMS and notification events
* Membership changes

### Log details

Each log entry shows:

| Column                  | Description                                  |
| ----------------------- | -------------------------------------------- |
| **Action**              | What happened                                |
| **Category**            | Type of activity (Users, Admin, Phone, etc.) |
| **IP**                  | IP address of the user                       |
| **Time**                | When it occurred                             |
| **OS, Device, Browser** | Technical details                            |

### Filtering logs

Use the tabs at the top to filter by role: **All**, **Admin**, **Coach**, **Parent**, or **Athlete**.

<Note>
  Logs are retained for **30 days**. If you need records beyond this period for compliance purposes, export them regularly.
</Note>

***

## Import People

Bulk upload athletes and clients using a CSV file.

<Steps>
  <Step title="Navigate to Import People">
    Go to **Settings → Import People**.
  </Step>

  <Step title="Download the template">
    Click **Download our formatted CSV** to get the correct file format with required columns.
  </Step>

  <Step title="Fill in your data">
    Open the CSV in Excel or Google Sheets and add your people's information following the template format.
  </Step>

  <Step title="Upload your file">
    Drag and drop your completed CSV file into the upload area, or click to browse.
  </Step>
</Steps>

<Tip>
  Click **Need help?** in the top-right corner of the Import People page for additional guidance on formatting your CSV file.
</Tip>

***

## Import Bookings

Migrate existing appointments from another platform using a CSV file.

<Steps>
  <Step title="Navigate to Import Bookings">
    Go to **Settings → Import Bookings**.
  </Step>

  <Step title="Download the template">
    Click **Download our formatted CSV** to get the correct file format.
  </Step>

  <Step title="Format your dates correctly">
    <Warning>
      **Important**: Don't use timezone abbreviations (PST, EST, etc.) in your dates. The system will use the timezone of your target scheduler.
    </Warning>
  </Step>

  <Step title="Upload your file">
    Drag and drop your completed CSV file, then click **Import X New Bookings** to process.
  </Step>
</Steps>

## Related articles

<CardGroup>
  <Card title="Adding & Editing Clients" icon="user-plus" href="/people/adding-editing-clients">
    One at a time, or by import
  </Card>

  <Card title="Share a Calendar Across Two Groups" icon="calendar-days" href="/scheduling/shared-calendar-across-groups">
    The full shared-calendar setup
  </Card>
</CardGroup>


# Developer Settings: API Keys & Webhooks
Source: https://help.coachiq.io/settings/developer

Find your Org ID and Group ID, create API keys for Zapier and other integrations, and set up webhooks that push CoachIQ events to external URLs.

<Info>
  **Where to find this**: **Settings → Developer**, which holds **Api Keys** and **Webhooks**.
</Info>

## API Keys

Connect CoachIQ to external tools like Zapier to automate your workflows.

### Available identifiers

| Field        | Description                         |
| ------------ | ----------------------------------- |
| **Org ID**   | Your unique organization identifier |
| **Group ID** | Your unique group identifier        |
| **API Keys** | Generated keys for authentication   |

<Steps>
  <Step title="Navigate to API Keys">
    Go to **Settings → Api Keys**.
  </Step>

  <Step title="Copy your IDs">
    Click **Copy** next to your Org ID or Group ID to copy them to your clipboard.
  </Step>

  <Step title="Create an API key">
    Click **+ New API Key** in the top-right corner to generate a new key for integrations.
  </Step>
</Steps>

<Tip>
  Use API keys to connect CoachIQ with Zapier. This enables automations like adding new CoachIQ users to your email list or syncing bookings with Google Sheets. Step-by-step: [Zapier Integration](/tools/automations/zapier-integration).
</Tip>

***

## Webhooks

Set up real-time data triggers for advanced automations and custom integrations.

### What webhooks do

Webhooks send data to external URLs whenever specific events happen in CoachIQ. This is useful for connecting to custom applications or services not available through standard integrations.

### Creating a webhook

<Steps>
  <Step title="Navigate to Webhooks">
    Go to **Settings → Webhooks**.
  </Step>

  <Step title="Click New Webhook">
    Click **+ New Webhook** in the top-right corner.
  </Step>

  <Step title="Configure your webhook">
    Fill in the following:

    | Field            | Description                                   |
    | ---------------- | --------------------------------------------- |
    | **Webhook Name** | A descriptive name for this webhook           |
    | **Method**       | HTTP method (typically POST)                  |
    | **URL**          | The endpoint URL that will receive the data   |
    | **Headers**      | Optional headers (Content-Type is pre-filled) |
    | **Triggers**     | Events that fire this webhook                 |
  </Step>

  <Step title="Add triggers">
    Click **+ Add Trigger** and select which events should send data. Options include: New User, and more.
  </Step>

  <Step title="Create the webhook">
    Click **+ Create** to save and activate your webhook.
  </Step>
</Steps>

<Note>
  Webhooks are an advanced feature typically used by developers or when connecting to custom systems. If you're looking for simpler automations, check out the [Automations](/tools/automations/what-are-automations) feature instead.
</Note>

***

## Common questions

<AccordionGroup>
  <Accordion title="What's the difference between Org ID and Group ID?">
    Your **Org ID** identifies your overall CoachIQ organization. Your **Group ID** identifies a specific group within that organization. Most integrations need the Group ID.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Zapier Integration" icon="bolt" href="/tools/automations/zapier-integration">
    Connect CoachIQ to 5,000+ apps
  </Card>

  <Card title="Zapier troubleshooting" icon="bug" href="/tools/automations/zapier-troubleshooting">
    Every Zapier error message explained
  </Card>

  <Card title="Automations" icon="wand-magic-sparkles" href="/tools/automations/what-are-automations">
    Create automated workflows without webhooks
  </Card>
</CardGroup>


# General Settings: Account, Organization, Groups & Blocklist
Source: https://help.coachiq.io/settings/general

Update your personal profile, set your business name, logo, currency and domain, switch between the groups you belong to, and block access by email.

<Info>
  **Where to find this**: Click **Settings** in the bottom-left corner of your dashboard. The **General** section is the first group in the Settings menu: **Account**, **Organization**, **Groups**, **Blocklist**, and **Connections**.
</Info>

## Account

Your personal profile information that appears across all CoachIQ groups you belong to.

### What you can update

| Field             | Description                                       |
| ----------------- | ------------------------------------------------- |
| **Profile Photo** | Your avatar shown in messages and the dashboard   |
| **First Name**    | Your first name                                   |
| **Last Name**     | Your last name                                    |
| **Email**         | Your login email and where notifications are sent |
| **Phone Number**  | Your contact number (with country code)           |

<Steps>
  <Step title="Navigate to Account">
    Go to **Settings → Account**.
  </Step>

  <Step title="Update your information">
    Click on any field to edit it. To change your photo, click **Upload photo** above your current avatar.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes** to apply your updates.
  </Step>
</Steps>

<Tip>
  Use a professional headshot for your profile photo—it builds trust with athletes and appears in your Inbox conversations.
</Tip>

***

## Organization

Configure your business identity and branding across the platform.

### Organization settings

| Field           | Description                                                                     |
| --------------- | ------------------------------------------------------------------------------- |
| **Logo**        | Your business logo (appears on your website and athlete portal)                 |
| **Currency**    | Default currency for all products and payments — USD, AUD, CAD, EUR, GBP or NZD |
| **Name**        | Your organization's display name                                                |
| **Domain**      | Your CoachIQ subdomain (e.g., `admin.coachiq.io/yourname/`)                     |
| **Welcome URL** | Where new users are directed after joining                                      |

### Active Group settings

| Field             | Description                                                                                                                                             |
| ----------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name**          | The name of your currently active group                                                                                                                 |
| **URL Slug**      | The URL path for this group                                                                                                                             |
| **ReplyTo Email** | The email address replies go to when you send messages. Leave it blank and replies go to your admin account's email, so athlete replies still reach you |

<Steps>
  <Step title="Navigate to Organization">
    Go to **Settings → Organization**.
  </Step>

  <Step title="Upload your logo">
    Click **Upload logo** to add your business logo. Use a square image for best results.
  </Step>

  <Step title="Configure your settings">
    Fill in your organization name, select your currency, and customize your domain if needed.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes** at the bottom of the page.
  </Step>
</Steps>

<Warning>
  Changing your currency after you've created products may cause display inconsistencies. Set your currency before building your product catalog.
</Warning>

Renaming your organization or group changes your URLs. See [Change your organization and group name](/settings/change-organization-group-name) before you do it.

***

## Groups

View all the CoachIQ accounts you're connected to, whether as an admin (staff) or as an athlete (user).

### Understanding groups

Groups show every CoachIQ account where you have access. You might be:

* **Admin** on accounts you manage (your own coaching business or businesses where you're staff)
* **User** on accounts where you're an athlete or client

This is helpful if you coach for multiple organizations or if you're also training as an athlete with another coach.

### Switching between groups

Click on any group in the list to switch to that account. The group you are managing now is marked **Current group**.

<Note>
  The Groups list shows both "Staff Groups" (where you're an Admin) and "Athlete Groups" (where you're a User). This lets you quickly switch between coaching and training modes. You can also switch from the organization dropdown in the top-left corner of your dashboard.
</Note>

***

## Blocklist

Block a person from accessing your group by email address, and choose whether the block applies to **this group** only or **organization-wide**. Each entry shows who was blocked, when, and by which admin, with an **Unblock** action.

For the full walkthrough, including what a blocked athlete sees, read [Block or remove an athlete](/people/block-and-remove-athletes).

***

## Connections

Manage Stripe and Google Calendar, open the ChatGPT connection guidance, and see which integrations are still upcoming. See [Manage your connections](/settings/connections).

## Common questions

<AccordionGroup>
  <Accordion title="How do I change my password?">
    Password changes are handled through your email provider or authentication method. If you signed up with email, use the "Forgot Password" link on the login page.
  </Accordion>

  <Accordion title="Can I have multiple organizations?">
    Yes! You can be an Admin on multiple CoachIQ organizations. Switch between them using the **Groups** section in Settings, or use the organization dropdown in the top-left corner of your dashboard.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Settings overview" icon="gear" href="/settings/index">
    Every Settings section at a glance
  </Card>

  <Card title="Managing Your Team" icon="users" href="/people/managing-staff">
    Add coaches and staff to your organization
  </Card>
</CardGroup>


# Settings Overview
Source: https://help.coachiq.io/settings/index

Everything you can configure from the CoachIQ Settings area — your account, organization, integrations, notifications, billing, and data tools — and where each one lives.

<Info>
  **Where to find this**: Click **Settings** in the bottom-left corner of your dashboard.
</Info>

The Settings area is the central hub for configuring your CoachIQ account. It's organized into five groups, and this help center follows the same five.

## Settings at a glance

<CardGroup>
  <Card title="General" icon="user-gear" href="/settings/general">
    **Account · Organization · Groups · Blocklist · Connections** — your profile, business name, logo, currency, domain, switching groups, blocking by email
  </Card>

  <Card title="Developer" icon="code" href="/settings/developer">
    **Api Keys · Webhooks** — Org ID, Group ID, keys for Zapier, event webhooks
  </Card>

  <Card title="Communication" icon="bell" href="/settings/communication">
    **Notifications · SMS Number · Inbox Settings** — email and push alerts, your business texting number, booking reminders in the Inbox
  </Card>

  <Card title="Billing" icon="credit-card" href="/settings/billing">
    **Billing · Stripe · Payment Methods** — your CoachIQ plan, connected-account health, and accepted checkout methods
  </Card>

  <Card title="Data" icon="database" href="/settings/data">
    **Shared Calendar · Logs · Import People · Import Bookings** — link group calendars, audit activity, bulk-import from CSV
  </Card>

  <Card title="Change organization & group name" icon="pen" href="/settings/change-organization-group-name">
    Rename safely — and know which URLs change
  </Card>
</CardGroup>

## Connections and payment methods

* [Manage connections](/settings/connections)
* [Choose accepted payment methods](/settings/payment-methods)

## Related articles

<CardGroup>
  <Card title="Setting Up Payments" icon="credit-card" href="/payments/connecting-stripe">
    Connect Stripe and start accepting payments
  </Card>

  <Card title="Managing Your Team" icon="users" href="/people/managing-staff">
    Add coaches and staff to your organization
  </Card>
</CardGroup>


# Choose Your Accepted Payment Methods
Source: https://help.coachiq.io/settings/payment-methods

Manage the payment methods available to your clients, separately from the card used to pay your own CoachIQ subscription.

Organization Admins can open **Settings → Payment Methods**. This setting is available to regular Admin accounts, not just CoachIQ staff.

<Frame>
  <img alt="Checkout payment methods showing available, requires-action, and unavailable states" />
</Frame>

## Read the status before changing a method

| What you see    | What it means                                                                                     |
| --------------- | ------------------------------------------------------------------------------------------------- |
| Available       | Stripe supports the method for this account. Check the switch to see whether you have enabled it. |
| Requires action | Read **How to enable** and complete the displayed setup before relying on the method.             |
| Unavailable     | The account cannot currently use the method; its switch is disabled.                              |

For example, **Link** is available but switched off in the screenshot. Card is required and cannot be switched off. Your account's available methods can differ from this example.

If you see **Connect Stripe to configure payment methods**, connect your account through [Stripe settings](/payments/connecting-stripe) first.

## Change an available method

1. Open Payment Methods in the correct organization.
2. Enable or disable an available optional method, such as Link.
3. Reopen the page to confirm your choice remains saved.

Required card payments and methods that are unavailable for your setup cannot be disabled or enabled arbitrarily. The available controls reflect your payment configuration.

This page controls what clients can use at checkout. It does not change the card that pays your business's CoachIQ subscription. To replace that card, use [Billing](/settings/billing#update-your-card-on-file).


# Automation Playbook
Source: https://help.coachiq.io/tools/automations/automation-playbook

11 ready-to-use automations for leads, onboarding, retention, credits, and events

<Info>
  **Where to find this**: Tools → Automations
</Info>

These are the automations CoachIQ coaches use most. Find your goal, copy the setup, customize the message—you'll be up and running in minutes.

<Note>
  Several of these use **Scheduled Automations**, which run on a schedule (daily, weekly, monthly, or once on a specific date) instead of reacting to an event. If you're new to those, check out [Scheduled Automations](/tools/automations/scheduled-automations) for a deeper explanation. Every trigger, condition, and action named below is listed in the [Triggers & Actions Reference](/tools/automations/triggers-actions-reference).
</Note>

**Before you enable any recipe**: build it with **Enabled** off, point it at a test account or a "Test" tag you've only given yourself, click **Test Run**, check **Execution Logs**, and then switch it on. Message and SMS actions really send, even from a Test Run. Each recipe below also lists its **manual prerequisites**—the tags, products, forms, or sessions you need to have created first.

**Dynamic fields**: the templates use tokens like `{{field.user.firstName}}`. Type `@` in a message field to insert one from a list, or copy them exactly as shown, braces included.

***

## Converting Leads & Trials

Turn website visitors into trial bookers, and trial bookers into paying members.

<AccordionGroup>
  <Accordion title="Website Lead → Trial Booking">
    **What it does**: When someone fills out your trial request [form](/tools/forms/overview), automatically send them an email with a link to [book their free session](/scheduling/creating-your-first-scheduler).

    | Trigger        | Condition          | Action        |
    | -------------- | ------------------ | ------------- |
    | Form Submitted | Is a specific form | Send an Email |

    **Manual prerequisites**: a published trial request or contact form, and the booking link for your trial session.

    **Setup**:

    1. **Trigger**: Form Submitted
    2. **Condition**: Is a specific form → Select your trial request or contact form
    3. **Action**: Send an Email
       * **Target User**: User from trigger
       * **Subject**: `Your trial session at [Your Business Name]`

    **Message template**:

    ```
    Thanks for your interest, {{field.user.firstName}}! Click below to book your FREE trial session:

    [paste your trial session's booking link]

    See you soon,
    [Your Name]
    ```

    <Tip>
      **Pro tip**: Add a second action, **Add a Tag to a User** → "Trial Lead", so you can follow up if they don't book. Send an Email has no attachment picker; if you'd rather attach the session than paste a link, use **Send an In-App Message** with **Attach Session** instead.
    </Tip>
  </Accordion>

  <Accordion title="Welcome First-Time Trial Bookers">
    **What it does**: When someone books their very first session (a trial), send them a personal welcome message to get them excited.

    | Trigger         | Conditions                                | Action                 |
    | --------------- | ----------------------------------------- | ---------------------- |
    | Booking Created | User's first booking ever = Yes           | Send an In-App Message |
    |                 | Is for a specific session = Trial Session |                        |

    **Manual prerequisites**: your trial session/scheduler.

    **Setup**:

    1. **Trigger**: Booking Created
    2. **Conditions** (one **And** group):
       * User's first booking ever → Yes
       * Is for a specific session → Select your trial session
    3. **Action**: Send an In-App Message
       * **Target User**: User from trigger

    **Message template**:

    ```
    Welcome, {{field.user.firstName}}! Excited for your trial session at {{field.booking.session.title}}. See you soon! 🎉
    ```

    <Tip>
      **Pro tip**: Keep this message short and warm. Save the detailed instructions for after they attend.
    </Tip>
  </Accordion>

  <Accordion title="Convert Trial Users Who Haven't Joined">
    **What it does**: Every week, check for people who attended a trial but haven't booked again in 7+ days—then send them a nudge to come back.

    | Trigger                | Conditions                  | Action                 |
    | ---------------------- | --------------------------- | ---------------------- |
    | Scheduled Check        | Has tag "Trial Attendee"    | Send an In-App Message |
    | Weekly, Monday 9:00 AM | Days since last booking > 7 |                        |

    **Manual prerequisites**: a "Trial Attendee" tag, and a way to apply it (see the tip below). Your main session, to attach.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Weekly, Monday, 9:00 AM, in your timezone
    2. **Conditions** (one **And** group):
       * Has a specific tag → "Trial Attendee"
       * Days since last booking is → Greater than 7
    3. **Action**: Send an In-App Message
       * **Target User**: User from trigger
       * **Attach Session**: Select your main session

    **Message template**:

    ```
    Miss training with us, {{field.user.firstName}}? Come back this week—here's your schedule:

    [Session link will be automatically included]
    ```

    <Tip>
      **Pro tip**: Automate the tag too. A second automation with the **Booking Ended** trigger, condition **Is for a specific session → your trial session**, and action **Add a Tag to a User → "Trial Attendee"** tags everyone the moment their trial finishes.
    </Tip>
  </Accordion>
</AccordionGroup>

<Frame>
  <img alt="CoachIQ automation templates for converting leads and trials" />
</Frame>

***

## Welcoming New Members

Make every new member feel like they made the right decision.

<AccordionGroup>
  <Accordion title="New Member Welcome">
    **What it does**: When someone [purchases a subscription](/payments/product-overview), automatically send a welcome email with [booking instructions](/scheduling/overview) and [tag](/people/tags-filters) them as an active member.

    | Trigger       | Condition               | Actions                    |
    | ------------- | ----------------------- | -------------------------- |
    | Purchase Made | Is a subscription = Yes | 1. Send an Email           |
    |               |                         | 2. Add tag "Active Member" |

    **Manual prerequisites**: an "Active Member" tag (or create it from the action), and the booking link for your intro or main session.

    **Setup**:

    1. **Trigger**: Purchase Made
    2. **Condition**: Is a subscription → Yes
    3. **Action 1**: Send an Email
       * **Target User**: User from trigger
       * **Subject**: `Welcome to the team, {{field.user.firstName}}!`
    4. **Action 2**: Add a Tag to a User
       * **Target User**: User from trigger
       * **Tag**: "Active Member"

    **Message template**:

    ```
    You're officially part of the [Your Business Name] family! Here's how to book your first session:

    [paste your session's booking link]

    Welcome aboard,
    [Your Name]
    ```

    <Tip>
      **Pro tip**: This is the automation from [Build Your First Automation](/tools/automations/build-your-first-automation). If you already set that up, you're covered!
    </Tip>
  </Accordion>
</AccordionGroup>

<Frame>
  <img alt="CoachIQ new member welcome automation setup" />
</Frame>

***

## Keeping Members Active

Catch disengaged members before they cancel and keep your credit users booking sessions.

<AccordionGroup>
  <Accordion title="Weekly Inactive Member Check">
    **What it does**: Every week, find members who haven't trained in 14+ days and send them a friendly nudge to book a session.

    | Trigger                | Conditions                    | Action                 |
    | ---------------------- | ----------------------------- | ---------------------- |
    | Scheduled Check        | Days since last booking > 14  | Send an In-App Message |
    | Weekly, Sunday 6:00 PM | Has active subscription = Yes |                        |

    **Manual prerequisites**: your primary session, to attach. Fully automatic once enabled.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Weekly, Sunday, 6:00 PM, in your timezone
    2. **Conditions** (one **And** group):
       * Days since last booking is → Greater than 14
       * Has active subscription → Yes
    3. **Action**: Send an In-App Message
       * **Target User**: User from trigger
       * **Attach Session**: Select your primary session

    **Message template**:

    ```
    We miss you! It's been {{field.user.booking.days_since_last}} days since your last session. Come back this week?

    [Session link will be automatically included]
    ```

    <Tip>
      **Pro tip**: Sunday evening is a great time for this—people are planning their week ahead.
    </Tip>
  </Accordion>

  <Accordion title="Weekly Credit Expiration Reminder">
    **What it does**: Every week, find members whose credits expire in less than 7 days and remind them to book before they lose them.

    | Trigger                | Condition                      | Action                 |
    | ---------------------- | ------------------------------ | ---------------------- |
    | Scheduled Check        | Days until credits expire \< 7 | Send an In-App Message |
    | Weekly, Monday 9:00 AM |                                |                        |

    **Manual prerequisites**: any session, to attach. Fully automatic once enabled.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Weekly, Monday, 9:00 AM, in your timezone
    2. **Condition**: Days until credits expire is → Less than 7
    3. **Action**: Send an In-App Message
       * **Target User**: User from trigger
       * **Attach Session**: Select any session

    **Message template**:

    ```
    You have {{field.user.credits.count}} credits expiring in {{field.user.credits.expire_days}} days! Book your sessions now:

    [Session link will be automatically included]
    ```

    <Tip>
      **Pro tip**: The dynamic fields `{{field.user.credits.count}}` and `{{field.user.credits.expire_days}}` make this message urgent and personal without any manual work.
    </Tip>
  </Accordion>

  <Accordion title="3-Month Member Milestone">
    **What it does**: On the 1st of each month, find members who have been subscribed for at least 90 days and haven't been congratulated yet, send them a celebration message, and tag them so they never get it twice.

    | Trigger                | Conditions                            | Actions                         |
    | ---------------------- | ------------------------------------- | ------------------------------- |
    | Scheduled Check        | Has active subscription = Yes         | 1. Send an In-App Message       |
    | Monthly, 1st, 10:00 AM | Subscription active for X days ≥ 90   | 2. Add tag "3-Month Celebrated" |
    |                        | Doesn't have tag "3-Month Celebrated" |                                 |

    **Manual prerequisites**: a "3-Month Celebrated" tag (or create it from the action). Nothing to pre-seed—the automation finds milestone members on its own.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Monthly, day 1, 10:00 AM, in your timezone
    2. **Conditions** (one **And** group):
       * Has active subscription → Yes
       * Subscription active for X days → 90
       * Doesn't have a specific tag → "3-Month Celebrated"
    3. **Action 1**: Send an In-App Message
       * **Target User**: User from trigger
    4. **Action 2**: Add a Tag to a User
       * **Target User**: User from trigger
       * **Tag**: "3-Month Celebrated"

    **Message template**:

    ```
    {{field.user.firstName}}, you've been training with us for 3 months! 🎉 How's your experience going? Hit reply and let me know!
    ```

    <Note>
      **Why the tag**: the tag is what makes this one-and-done. Anyone who already has it is filtered out on the next run, so the message goes out once per member regardless of the trigger's send mode. Because it runs monthly, members are congratulated on the first run after they pass 90 days—up to a few weeks after the exact anniversary.
    </Note>
  </Accordion>
</AccordionGroup>

<Frame>
  <img alt="CoachIQ automation templates for member retention and engagement" />
</Frame>

***

## Camps & Events

Streamline registration confirmations and pre-event communication.

<AccordionGroup>
  <Accordion title="Camp Registration Confirmation">
    **What it does**: When someone purchases a camp, automatically send a confirmation email and tag them for future camp communications.

    | Trigger       | Condition                       | Actions                    |
    | ------------- | ------------------------------- | -------------------------- |
    | Purchase Made | Is a specific product = \[Camp] | 1. Send an Email           |
    |               |                                 | 2. Add tag "Camp Attendee" |

    **Manual prerequisites**: the camp product, and a "Camp Attendee" tag (or create it from the action).

    **Setup**:

    1. **Trigger**: Purchase Made
    2. **Condition**: Is a specific product → Select your camp product
    3. **Action 1**: Send an Email
       * **Target User**: User from trigger
       * **Subject**: `You're registered for camp!`
    4. **Action 2**: Add a Tag to a User
       * **Target User**: User from trigger
       * **Tag**: "Camp Attendee"

    **Message template**:

    ```
    Can't wait to see {{field.user.firstName}} at camp! Check-in is at 9 AM on Day 1.

    Questions? Just reply to this email.

    See you there!
    [Your Name]
    ```

    <Tip>
      **Pro tip**: Create a separate tag for each camp (e.g., "Summer Camp 2026") so you can send targeted updates.
    </Tip>
  </Accordion>

  <Accordion title="Camp Week Prep Reminder">
    **What it does**: One week before camp starts, send registered families a prep email with packing list and schedule.

    | Trigger                                     | Condition               | Action        |
    | ------------------------------------------- | ----------------------- | ------------- |
    | Scheduled Check                             | Has tag "Camp Attendee" | Send an Email |
    | Specific Date, 7 days before camp, 10:00 AM |                         |               |

    **Manual prerequisites**: the "Camp Attendee" tag applied to every camper (the Camp Registration Confirmation recipe above does this for you), and the link to your camp info form.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Specific Date → the date 7 days before camp, 10:00 AM, in your timezone
    2. **Condition**: Has a specific tag → "Camp Attendee"
    3. **Action**: Send an Email
       * **Target User**: User from trigger
       * **Subject**: `Camp starts in 7 days! Here's what to bring 🎒`

    **Message template**:

    ```
    Getting ready for camp! Here's your packing list and schedule:

    [paste the link to your camp info form]

    See you soon!
    [Your Name]
    ```

    <Note>
      **How to use this**: a Specific Date schedule runs once and then stops, so there's no tag to remove afterward. Running several camps? Use one tag per camp (e.g., "Summer Camp 2026") and one prep automation per camp date. To attach the form rather than paste a link, use **Send an In-App Message** with **Attach Form**.
    </Note>
  </Accordion>
</AccordionGroup>

<Frame>
  <img alt="CoachIQ automation templates for camps and event registration" />
</Frame>

***

## Weekly Operations

Automate your recurring announcements and stay on top of your schedule.

<AccordionGroup>
  <Accordion title="Weekly Schedule Release">
    **What it does**: Every Monday morning, announce that the weekly schedule is live and prompt members to book their sessions.

    | Trigger                | Condition                     | Action               |
    | ---------------------- | ----------------------------- | -------------------- |
    | Scheduled Check        | Has active subscription = Yes | Send an Announcement |
    | Weekly, Monday 8:00 AM |                               |                      |

    **Manual prerequisites**: your primary training session, to attach. Because this should go out every week, set the trigger's send mode to send on every run (see [How Scheduled Automations Run](/tools/automations/scheduled-automations#how-scheduled-automations-run)).

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Weekly, Monday, 8:00 AM, in your timezone
    2. **Condition**: Has active subscription → Yes
    3. **Action**: Send an [Announcement](/inbox/announcements)
       * **Target User**: User from trigger
       * **Title**: `This Week's Schedule is LIVE! 🗓️`
       * **Attach Session**: Select your primary training session

    **Message template**:

    ```
    Hey team! This week's sessions are ready to book. Grab your spots now!

    [Session link will be automatically included]
    ```

    <Tip>
      **Pro tip**: Targeting **User from trigger** sends the announcement to each subscriber the schedule found. If you'd rather post one announcement to a tag such as "Active Members", set **Target User** to specific tags instead—and then you don't need the subscription condition at all.
    </Tip>
  </Accordion>

  <Accordion title="Daily Trial Alert for Coaches">
    **What it does**: Every morning, get a notification about any trial sessions happening today so you're prepared to convert.

    | Trigger         | Conditions                               | Action                 |
    | --------------- | ---------------------------------------- | ---------------------- |
    | Scheduled Check | Has upcoming booking = Has booking today | Send an In-App Message |
    | Daily, 7:00 AM  | Has tag "Trial User"                     |                        |

    **Manual prerequisites**: a "Trial User" tag applied to trial athletes, and your own coach profile as the recipient. Set the trigger's send mode to send on every run, or you'll only hear about each athlete's first trial day.

    **Setup**:

    1. **Trigger**: Scheduled Check
       * **Schedule**: Daily, 7:00 AM, in your timezone
    2. **Conditions** (one **And** group):
       * Has upcoming booking → Has booking today
       * Has a specific tag → "Trial User"
    3. **Action**: Send an In-App Message
       * **Target User**: Change → select yourself (the coach)

    **Message template**:

    ```
    📋 Trial today: {{field.user.firstName}} {{field.user.lastName}} has a trial session.
    ```

    <Note>
      **This one's different**: Most automations message your members. This one messages YOU—it's a daily briefing so you never forget about a trial. You'll get one message per matching athlete. Use **Test Run** with a tagged test athlete first to confirm the athlete's name fills in when the message is sent to you rather than to them.
    </Note>
  </Accordion>
</AccordionGroup>

<Frame>
  <img alt="CoachIQ automation templates for weekly operations and announcements" />
</Frame>

***

## What's Next?

<CardGroup>
  <Card title="Scheduled Automations" icon="calendar" href="/tools/automations/scheduled-automations">
    Learn how scheduled automations work—the trigger behind credit reminders, inactive member checks, and weekly operations.
  </Card>

  <Card title="Triggers & Actions Reference" icon="list" href="/tools/automations/triggers-actions-reference">
    See every trigger, condition, data source, action, and dynamic field available in CoachIQ automations.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Builder Reference" icon="wrench" href="/tools/automations/builder-reference">
    What each section of the builder does, including Test Run and Execution Logs
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Create the forms that trigger lead-capture automations
  </Card>

  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Set up memberships, credit packs, and camps that trigger purchase automations
  </Card>

  <Card title="Scheduling Overview" icon="calendar" href="/scheduling/overview">
    Manage sessions referenced in booking automations
  </Card>

  <Card title="Announcements" icon="inbox" href="/inbox/announcements">
    Learn about the announcement action used in weekly operations automations
  </Card>

  <Card title="Tags and Filters" icon="users" href="/people/tags-filters">
    Organize members with tags used throughout these playbook automations
  </Card>

  <Card title="Responses and Automations" icon="file-lines" href="/tools/forms/responses-and-automations">
    See how form responses connect to automation triggers
  </Card>
</CardGroup>


# Automation Templates
Source: https://help.coachiq.io/tools/automations/automation-templates

Start from a ready-made automation for conversion, retention, or operations, then adjust the message and conditions to fit your business.

<Info>
  **Where to find this**: **Tools → Automations → Templates**
</Info>

## Why start from a template

A template is a complete automation: trigger, conditions, and actions already wired, with a message written for the situation. Pick one, swap in your product and your wording, turn it on. It is the fastest way to get value from automations without learning the builder first.

<Frame>
  <img alt="The Automation Templates modal with category tabs and Use Template buttons" />
</Frame>

<Note>
  Names and descriptions were checked against the live app on 2026-09-02; the library grows over time, so you may see more.
</Note>

## The library

Click **Templates** on the Automations page. The **Automation Templates** modal ("Choose from pre-built templates to quickly set up common automations") groups templates into three categories, with **All Templates** showing everything. There are 13 today.

### Conversion

Turn leads and trials into paying members.

| Template                         | What it does                                                   |
| -------------------------------- | -------------------------------------------------------------- |
| **Trial to Paid Member Journey** | Welcome trial users and guide them through their first booking |
| **Website Lead → Trial Booking** | Convert website form submissions into trial bookings           |
| **New Member Welcome**           | Welcome new subscribers with onboarding information            |

### Retention

Keep current members engaged and paying.

| Template                                              | What it does                                        |
| ----------------------------------------------------- | --------------------------------------------------- |
| **Trial Users Who Haven't Converted**                 | Re-engage trial attendees who haven't booked again  |
| **Weekly Credit Expiration Reminder**                 | Alert users when their credits are about to expire  |
| **Monthly Subscription Check-In (3-Month Milestone)** | Celebrate the 3-month milestone and gather feedback |
| **Weekly Inactive Member Check**                      | Re-engage members who haven't booked in 2+ weeks    |

### Operations

Run the week without remembering to send things.

| Template                                       | What it does                                                                                         |
| ---------------------------------------------- | ---------------------------------------------------------------------------------------------------- |
| **Weekly Schedule Release Message**            | Notify active members when the new weekly schedule is available                                      |
| **Camp Registration Confirmation**             | Send camp details and the waiver after registration                                                  |
| **Camp Week Prep Reminder**                    | Send the packing list 7 days before camp starts                                                      |
| **Grant Product Purchase from Trigger**        | Automatically grant the purchased product to the user (useful for access codes or manual processing) |
| **Add Credits on Subscription Renewal**        | Grant credits from the purchased subscription product when the subscription renews                   |
| **Daily Trial Bookings Summary (Coach Alert)** | Notify the coach of trial sessions scheduled for today                                               |

## Using a template

<Steps>
  <Step title="Open the library">
    Go to **Tools → Automations** and click **Templates**. Use the category tabs to narrow the list.
  </Step>

  <Step title="Click Use Template">
    The template opens in the automation builder as a new, **inactive** automation. Nothing runs yet.
  </Step>

  <Step title="Point it at your products and people">
    Check the **Triggers** and **Conditions** sections. A conversion template may reference "a trial product" or "a membership"; select yours. See [Builder reference](/tools/automations/builder-reference) for what each section does.
  </Step>

  <Step title="Rewrite the message in your voice">
    Open each action under **Actions**. Keep the dynamic fields (the `@` CoachIQ fields such as the athlete's first name) and change the rest. For SMS, watch the counter: past 160 characters the text still sends, but as two billed segments.
  </Step>

  <Step title="Test Run">
    Click **Test Run** to send the automation to yourself and confirm the message reads well and the fields fill in.
  </Step>

  <Step title="Turn it on">
    In **Settings**, switch **Enabled** on and click **Update**. The automation now appears under **Active** on the Automations page.
  </Step>
</Steps>

<Tip>
  The [Automation playbook](/tools/automations/automation-playbook) walks through the thinking behind each of these templates, with example messages you can borrow.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Can I edit a template after I've turned it on?">
    Yes. It is a normal automation once created. Open it from the Automations list, change anything, and click **Update**.
  </Accordion>

  <Accordion title="Will using a template again create a duplicate?">
    Yes, each **Use Template** creates a new automation. Archive the extras from the Automations list, or disable them from the automation's **Settings** section.
  </Accordion>

  <Accordion title="Do templates send anything when I click Use Template?">
    No. Every template starts inactive. Nothing goes out until you enable it, and scheduled templates only run at their next scheduled time after that.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Builder reference" icon="wrench" href="/tools/automations/builder-reference">
    Every section of the automation builder explained
  </Card>

  <Card title="Automation playbook" icon="book" href="/tools/automations/automation-playbook">
    Strategy and example messages for each scenario
  </Card>

  <Card title="Build your first automation" icon="play" href="/tools/automations/build-your-first-automation">
    Start from scratch instead
  </Card>

  <Card title="Scheduled automations" icon="clock" href="/tools/automations/scheduled-automations">
    How the weekly and monthly templates run
  </Card>
</CardGroup>


# Build Your First Automation
Source: https://help.coachiq.io/tools/automations/build-your-first-automation

Create a welcome email that sends automatically when someone joins—in under 5 minutes

<Info>
  **Where to find this**: Tools → Automations → Create Automation
</Info>

By the end of this guide, every new member will automatically receive a welcome email with instructions to [book their first session](/scheduling/overview). You'll also [tag](/people/tags-filters) them as an "Active Member" so you can easily find them later.

No templates, no shortcuts—we're building from scratch so you understand how it works.

## What You're Building

| Trigger       | Condition         | Actions                                 |
| ------------- | ----------------- | --------------------------------------- |
| Purchase Made | Is a subscription | 1. Send welcome email with booking link |
|               |                   | 2. Add "Active Member" tag              |

***

## Step-by-Step Instructions

<Steps>
  <Step title="Open the Automation Builder">
    Go to **Tools → Automations** and click **Create Automation**.

    The builder is one long page with a section for each part of the automation—**Details**, **Triggers**, **Data Sources**, **Conditions**, **Actions**, **Logs**, and **Settings**—and a side menu that jumps between them. Nothing is saved until you click **Create** in the header. If a new automation opens with anything already filled in, replace or remove it as you follow the steps below.

    <Frame>
      <img alt="The automation builder: side menu, Details, Triggers and Data Sources sections" />
    </Frame>
  </Step>

  <Step title="Name It">
    In **Details**, enter a label like **New Member Welcome**. This is the name you'll see in the Automations list and in Execution Logs, so make it specific.
  </Step>

  <Step title="Choose Your Trigger">
    In **Triggers**, choose **Purchase Made**.

    This trigger fires whenever someone buys any [product](/payments/product-overview)—memberships, credit packs, camps, or one-time sessions. The buyer becomes the **user** that every later section refers to.

    <Frame>
      <img alt="CoachIQ automation trigger selection menu showing available triggers" />
    </Frame>
  </Step>

  <Step title="Add a Condition">
    We only want this automation to run for new members, not every purchase. Let's add a filter.

    In **Conditions**, click **Add Condition** to create your first rule group, then choose **Is a subscription** in the **Field** dropdown.

    Now this automation will only fire when someone purchases a subscription product—not one-time buys like camps or drop-in sessions.

    <Frame>
      <img alt="Adding the subscription condition" />
    </Frame>

    <Tip>
      Conditions are optional, but they help you target the right people. Rules sit inside **And**/**Or** groups, so you can add several and choose whether all of them or any one of them must be true. Skip **Data Sources** for now—this automation doesn't need extra information.
    </Tip>
  </Step>

  <Step title="Add Your First Action — Send Email">
    In **Actions**, click **Add Action** and select **Send an Email**.

    Fill in the fields:

    | Field           | What to Enter                                    |
    | --------------- | ------------------------------------------------ |
    | **Target User** | User from trigger (the default)                  |
    | **Subject**     | `Welcome to the team, {{field.user.firstName}}!` |
    | **Message**     | See template below                               |

    Here's a welcome email you can copy and paste. Replace the bracketed line with the booking link for your main training session:

    ```
    Hey {{field.user.firstName}},

    You're officially part of the team! 🎉

    Here's how to get started: book your first session here: [paste your session's booking link]
    If you have any questions, just reply to this email—I'm here to help.

    See you soon,
    [Your Name]
    ```

    <Note>
      **Dynamic fields** like `{{field.user.firstName}}` automatically insert each member's actual name. Type `@` in the subject or message to insert one from a list instead of typing it. Your email stays personal without extra work.
    </Note>

    <Frame>
      <img alt="Configuring the send email action" />
    </Frame>
  </Step>

  <Step title="Add a Second Action — Add Tag">
    Let's also tag new members so you can target them with future automations.

    Click **Add Action** and select **Add a Tag to a User**.

    | Field           | What to Enter                                |
    | --------------- | -------------------------------------------- |
    | **Target User** | User from trigger                            |
    | **Tag**         | Select "Active Member" (or create a new tag) |

    Now every new subscriber automatically gets tagged, making it easy to send announcements or check engagement later.

    <Frame>
      <img alt="Adding a tag to the user" />
    </Frame>
  </Step>

  <Step title="Create, Test, Then Enable">
    Click **Create** in the header to save the automation. It is saved with **Enabled** off, so nothing runs yet.

    Work through the [test checklist](#test-before-you-enable) below, then open **Settings** and switch **Enabled** on.

    <Check>
      **That's it!** Your automation is now live. The next person who purchases a subscription will automatically receive your welcome email and get tagged as an Active Member.
    </Check>
  </Step>
</Steps>

<Note>
  Some screenshots on this page show an earlier layout of the builder with a blank canvas and a **Select Trigger** button. The steps above describe the current builder; the concepts are the same.
</Note>

***

## Test Before You Enable

Message, SMS, booking, credit, and purchase actions have real effects the moment they run, so check your work before switching an automation on:

1. **Build with Enabled off.** A new automation starts disabled; leave it that way while you edit.
2. **Use a test account.** Make sure the email will land somewhere you can read it—your own test profile, not a real member.
3. **Click Test Run** in the header and read the filled-in email. Test Run really sends, so it will email whoever it targets.
4. **Check Execution Logs** to see which conditions passed and what each action returned.
5. **Then switch Enabled on** in **Settings**, deliberately, once you're happy.

***

## Verify It's Working

A few ways to confirm your automation is running:

* **Check Execution Logs**: Open the automation and scroll to **Logs** for a record of every run, who it was for, and what each action did
* **Make a test purchase**: Use a test account to subscribe and see if the email arrives
* **Wait for your next signup**: You'll see it appear in the logs

***

## What You Just Learned

You now understand the building blocks of every automation:

* **Triggers** start automations when something happens (a purchase, booking, [form submission](/tools/forms/overview), or a schedule)
* **Conditions** filter who it applies to (only subscriptions, only first-time buyers)
* **Actions** are what CoachIQ does automatically (send [messages](/inbox/inbox-overview), add tags, manage credits)
* **Data Sources** (optional) fetch extra information, like a credit balance, for conditions and messages to use

Every automation in CoachIQ—no matter how complex—uses this same pattern.

***

## What's Next?

<CardGroup>
  <Card title="Automation Playbook" icon="book" href="/tools/automations/automation-playbook">
    Browse ready-to-use automations for trial conversions, member retention, credit reminders, and more.
  </Card>

  <Card title="Scheduled Automations" icon="calendar" href="/tools/automations/scheduled-automations">
    Learn how to run automations on a schedule—like weekly check-ins for inactive members or credit expiration alerts.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Builder Reference" icon="wrench" href="/tools/automations/builder-reference">
    What each section of the builder does, including Test Run and Execution Logs
  </Card>

  <Card title="Triggers & Actions Reference" icon="list" href="/tools/automations/triggers-actions-reference">
    Every trigger, condition, data source, action, and dynamic field
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Build forms that trigger automations on submission
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Set up the sessions your automations will reference
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Where automated emails and in-app messages are delivered
  </Card>

  <Card title="Tags and Filters" icon="users" href="/people/tags-filters">
    Organize members with tags that automations can add or remove
  </Card>
</CardGroup>


# Automation Builder Reference
Source: https://help.coachiq.io/tools/automations/builder-reference

What each section of the automation builder does: Details, Triggers, Data Sources, Conditions, Actions, Execution Logs, Settings, and Test Run.

<Info>
  **Where to find this**: **Tools → Automations**, then click any automation or **Create Automation**
</Info>

## The builder, top to bottom

The builder is one long page with a section for each part of the automation, and a side menu (**Details · Triggers · Data Sources · Conditions · Actions · Logs · Settings**) that jumps to each. The header holds **Test Run** and **Update** (labelled **Create** for a new automation). Nothing you change is saved until you click Update.

<Frame>
  <img alt="The automation builder: side menu, Details, Triggers and Data Sources sections" />
</Frame>

<Note>
  Section names and labels were checked against the live app on 2026-09-02. For the full list of triggers, actions, and dynamic fields see the [Triggers and actions reference](/tools/automations/triggers-actions-reference).
</Note>

### Details

The automation's **label**. This is what you see in the Automations list and in Execution Logs, so make it specific: "Trial → membership nudge, day 3" rather than "Follow-up".

### Triggers

The event that starts the automation, such as **Purchase Made**, **Booking Created**, **Form Submitted**, or a schedule. One trigger per automation. When the event fires, the person it happened to becomes the **user** every later section can reference.

### Data Sources

Extra information fetched **before** the conditions run. Use a data source when your condition or message needs something the trigger alone does not carry: the athlete's current credit balance, their active subscription, their upcoming bookings. Add the source here and its fields become available in Conditions and Actions.

### Conditions

Filters that decide whether the automation continues. Each rule compares a field to a value: **Product Label · Equal To · "Summer Camp"**, **Interval · Equal To · month**, and so on.

Click **Add Condition** to create the first group and rule, then **Add Rule** for another rule. Rules sit inside groups, and you choose how a group combines them:

* **And** — every rule in the group must be true
* **Or** — any one rule is enough

**Add And/Or** creates a nested group, so you can express things like "(bought a membership **or** a credit pack) **and** has no future booking". If there are no conditions, the automation runs for every trigger event.

### Actions

What happens when the conditions pass. Click **Add Action** for each step. The two most used:

| Action                   | Fields                                                                                                                                                                                               |
| ------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Send an Announcement** | **Target User** (defaults to *User from trigger*; click **Change** to pick someone else), **From** (*Default*, or **Set** to choose which admin it appears to come from), **Title**, and **Message** |
| **Send an SMS Message**  | **Target User**, **From**, and **Message**, with a live counter such as **180 / 160** so you can see when a text splits into a second segment. The hint reads "Keep it under 160 characters for SMS" |

**Target User** has three choices on the messaging and tag actions: **User from trigger** (the person the event happened to), **trigger user and their guardians**, or a specific person you pick after clicking **Change**. Choose the guardians option when the triggering athlete may be a managed child with no email or login of their own: a welcome announcement, team tag, or practice reminder then reaches the parent as well, instead of landing on a profile nobody checks. A parent who triggers the automation is a single target; the option never adds children.

The **180 / 160** counter is a cost hint, not a limit. Texts longer than 160 characters still send; they go out as more than one segment and each segment is billed from your SMS credits (see [How SMS credits work](/inbox/sms-credits)).

Inside any message field, type `#` to insert a **field option** from the trigger or a data source, or `@` to insert a **CoachIQ field** such as the athlete's first name, the session title, or the booking time (the field hint says exactly that: "Use # for field options, and @ for CoachIQ fields"). Fields fill in per person when the automation runs.

Actions run in order. Put the message you most want delivered first.

### Execution Logs

A record of every time the automation ran: when it fired, for whom, which conditions passed, and what each action returned. Click **Check for events** to refresh. This is the first place to look when someone says they did not get a message.

### Settings

The **Enabled** toggle. Off means the automation is saved but never runs. There is no separate delete button; the section says "Disable above to delete this automation", so switch Enabled off first and the delete option appears. Deleting is permanent, so if you may want it back, leave it disabled or archive it from the Automations list instead (see below).

## Archiving an automation

Archiving is the middle ground between disabling and deleting. Use it for automations you are done with (last season's registration flow, a one-off campaign) so the **Tools → Automations** list shows only what is live.

* **Where**: from the automations list at **Tools → Automations**, not from inside the builder. Archive the automation from its row.
* **What happens**: the automation stops running and leaves the active list. Its Execution Logs and configuration are kept.
* **Getting it back**: switch the list to show archived automations, open the one you want, and restore it. It returns to the active list with its history intact; check the **Enabled** toggle before relying on it again.

<Note>
  Archive rather than delete when there is any chance you will run the same flow next season. A deleted automation and its logs are gone; an archived one is a click away.
</Note>

### Test Run

**Test Run** in the header runs the automation once against a sample, so you can read the filled-in message before real athletes do. Use it after every edit to a message or condition.

## A note on the older screenshots

Some pages in this section show an earlier version of the builder with a blank canvas and a **Select Trigger** button. The sections above are the current layout; the concepts are the same.

## Common questions

<AccordionGroup>
  <Accordion title="My automation ran but nobody got the message">
    Open **Execution Logs**. If the run shows conditions failing, the person did not match. If an action shows an error, check the target user has a phone (for SMS) or a portal login (for announcements).
  </Accordion>

  <Accordion title="Can one automation have two triggers?">
    No. Create a second automation with the other trigger. Templates make that quick: see [Automation templates](/tools/automations/automation-templates).
  </Accordion>

  <Accordion title="What is the difference between # and @ fields?">
    `#` fields come from the event that fired or a data source you added (the product bought, the form answers). `@` fields are CoachIQ's standard fields about the person and your business (first name, session title, your group name).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Triggers and actions reference" icon="list" href="/tools/automations/triggers-actions-reference">
    Every trigger, action, and dynamic field
  </Card>

  <Card title="Automation templates" icon="layer-group" href="/tools/automations/automation-templates">
    Prebuilt automations to start from
  </Card>

  <Card title="Scheduled automations" icon="clock" href="/tools/automations/scheduled-automations">
    Automations that run on a timer instead of an event
  </Card>

  <Card title="Build your first automation" icon="play" href="/tools/automations/build-your-first-automation">
    A guided first build
  </Card>
</CardGroup>


# Scheduled Automations
Source: https://help.coachiq.io/tools/automations/scheduled-automations

Run automations on a schedule to catch expiring credits, inactive members, and more

Most automations react to something happening—a purchase, a booking, a [form](/tools/forms/overview) submission. Scheduled automations are different. They run on a schedule and **proactively find people** who match your criteria.

Think of it this way:

* **Event-based**: The doorbell rings, you answer it
* **Scheduled**: You check the mailbox every morning

This is how you build credit expiration reminders, inactive member outreach, weekly [announcements](/inbox/announcements), and milestone celebrations.

***

## When to Use Scheduled Automations

| Use Scheduled When...                              | Example                     |
| -------------------------------------------------- | --------------------------- |
| You need to check for a condition over time        | Credits expiring in 7 days  |
| You want to catch people who *didn't* do something | Haven't booked in 2 weeks   |
| You want recurring announcements                   | Weekly schedule release     |
| You need to celebrate milestones                   | 3-month member check-in     |
| You need a one-time send on a known date           | Camp prep email, 7 days out |

<Tip>
  **Rule of thumb**: If you're checking *status* rather than reacting to an *event*, use a scheduled automation.
</Tip>

***

## Setting Your Schedule

Choose the **Scheduled Check** trigger. You have four timing options:

| Schedule          | What You Set                                          | Best For              | Example                                          |
| ----------------- | ----------------------------------------------------- | --------------------- | ------------------------------------------------ |
| **Daily**         | Time                                                  | Time-sensitive checks | Credit expiration reminders, daily trial alerts  |
| **Weekly**        | Day of week + time                                    | Weekly operations     | Inactive member outreach, schedule announcements |
| **Monthly**       | Day of month (1–31, or the last day) + time           | Monthly milestones    | Subscription anniversaries, monthly check-ins    |
| **Specific Date** | One date + time. Runs once on that date, then is done | One-off sends         | Prep email a week before camp                    |

Time is entered as a time of day. Every scheduled trigger also has its own **timezone** setting, so "Monday at 9:00 AM" means 9:00 AM in the timezone you pick on the trigger—not necessarily your account's timezone. Check it when you set up automations for a location in another time zone.

<Note>
  A **Specific Date** automation runs once. After that date passes it stays in your list but never fires again, so disable it or reuse it with a new date.
</Note>

***

## Conditions: Targeting the Right People

Scheduled automations require at least one condition. This prevents the automation from running for every single user in your system.

<Warning>
  **Required**: You must set at least one condition on scheduled automations. The builder won't let you save a Scheduled Check without one.
</Warning>

### Available Conditions

| Condition                                      | What It Checks                                              |
| ---------------------------------------------- | ----------------------------------------------------------- |
| **Has a specific [tag](/people/tags-filters)** | User has this tag                                           |
| **Doesn't have a specific tag**                | User doesn't have this tag                                  |
| **Has active subscription**                    | User is currently subscribed                                |
| **Does not have an active subscription**       | User has no active subscription                             |
| **Subscription active for X days**             | User has been subscribed for at least X days                |
| **Has available credits**                      | User has at least 1 credit                                  |
| **Days since last booking is > X**             | User hasn't booked in X+ days                               |
| **Days until credits expire \< X**             | User's credits expire within X days                         |
| **Credit count is X**                          | User's credits are less than / greater than / equal to X    |
| **Has upcoming booking**                       | User has a booking today / this week / no upcoming bookings |

You can also filter on the standard user fields (email, phone, first name, last name), and on anything a [data source](/tools/automations/triggers-actions-reference#data-sources) fetches.

### Combining Conditions

Rules live inside **And**/**Or** groups. In an **And** group every rule must be true; in an **Or** group any one rule is enough. Click **Add And/Or** to nest a group inside another, which lets you mix the two.

**Example**: Find members who are at risk of churning (one **And** group)

* Has active subscription = Yes
* Days since last booking > 14
* Doesn't have tag "On Vacation"

**Example**: Nudge anyone on a paid plan who has gone quiet (nested groups)

* **And**
  * Days since last booking > 14
  * **Or**
    * Has active subscription = Yes
    * Has available credits = Yes

***

## How Scheduled Automations Run

Here's what happens when your scheduled automation fires:

1. **CoachIQ finds all users** matching your conditions (up to 1,000 per run)
2. **Executes your actions** once for each user found
3. **Logs the results** in **Execution Logs** so you can see who was contacted

**Once or every time?** Each scheduled trigger has a send mode. The default sends to a matching person **only the first time** that condition state is seen—so someone who still has 3 credits expiring next week doesn't get the same reminder two runs in a row. If their situation changes (they book, use credits, then match again) they can be messaged again. Switch the mode to send on **every run** when you want a repeat every time someone matches, such as a weekly "schedule is live" announcement. **Test Run** ignores this setting and always sends.

<Info>
  **Example in action**: Every Monday at 9am, find everyone whose credits expire in less than 7 days → Send each of them a personalized reminder with their credit count and expiration date.
</Info>

***

## Dynamic Fields for Scheduled Automations

Scheduled automations can personalize messages with each person's credit and booking status. In the message field, type `@` to insert a CoachIQ field or `#` to insert a field option from a data source; the builder inserts the token in the exact `{{field...}}` syntax shown below.

<Frame>
  <img alt="CoachIQ scheduled automation condition and dynamic field options" />
</Frame>

### Credit Fields

| Field                                  | What It Inserts               |
| -------------------------------------- | ----------------------------- |
| `{{field.user.credits.count}}`         | Total available credits       |
| `{{field.user.credits.expire_days}}`   | Days until credits expire     |
| `{{field.user.credits.has_available}}` | Whether they have any credits |

**Example message**:

```
You have {{field.user.credits.count}} credits expiring in {{field.user.credits.expire_days}} days! 
Book now before you lose them.
```

### Booking Fields

| Field                                    | What It Inserts                       |
| ---------------------------------------- | ------------------------------------- |
| `{{field.user.booking.days_since_last}}` | Days since last booking               |
| `{{field.user.booking.upcoming}}`        | Whether they have an upcoming booking |

**Example message**:

```
We miss you! It's been {{field.user.booking.days_since_last}} days since your last session. 
Come back this week?
```

<Note>
  Standard fields like `{{field.user.firstName}}`, `{{field.user.lastName}}`, and `{{field.user.email}}` work in all automations, not just scheduled ones. For the date of someone's next or last booking, or an exact credit balance in a specific bank, add a **User bookings** or **User credits** [data source](/tools/automations/triggers-actions-reference#data-sources) and insert its output with `#`.
</Note>

***

## Testing Safely

Scheduled automations reach everyone who matches, so test before you enable:

1. Leave **Enabled** off in **Settings** while you build.
2. Add a condition like **Has a specific tag → "Test"** and tag only yourself (or a test account).
3. Click **Test Run** and read the filled-in message. Test Run sends real messages to whoever matches, so keep that test tag in place.
4. Check **Execution Logs** to confirm who matched and what each action returned.
5. Remove the test condition, then switch **Enabled** on.

***

## Common Scheduled Automations

These are the most popular scheduled automations coaches use. Full setup instructions are in the [Automation Playbook](/tools/automations/automation-playbook).

| Automation                                                                                  | Schedule             | What It Does                                           |
| ------------------------------------------------------------------------------------------- | -------------------- | ------------------------------------------------------ |
| [Credit Expiration Reminder](/tools/automations/automation-playbook#keeping-members-active) | Weekly, Monday 9am   | Alerts members whose credits expire within 7 days      |
| [Inactive Member Check](/tools/automations/automation-playbook#keeping-members-active)      | Weekly, Sunday 6pm   | Re-engages members who haven't booked in 14+ days      |
| [Weekly Schedule Release](/tools/automations/automation-playbook#weekly-operations)         | Weekly, Monday 8am   | Announces that the week's schedule is open for booking |
| [3-Month Milestone](/tools/automations/automation-playbook#keeping-members-active)          | Monthly, 1st at 10am | Celebrates members hitting their 3-month anniversary   |
| [Daily Trial Alert](/tools/automations/automation-playbook#weekly-operations)               | Daily, 7am           | Notifies you about trial sessions happening today      |

***

## Tips for Scheduled Automations

<Tip>
  **Pick smart timing**. Send messages when people are likely to see them—not at 3am. Sunday evening works great for "plan your week" messages. Monday morning works for schedule announcements.
</Tip>

<Tip>
  **Use tags to control frequency**. For milestone messages, add a tag like "3-Month Celebrated" as the last action and exclude anyone who has it. Then the message can never go out twice, whichever send mode you pick.
</Tip>

<Tip>
  **Start weekly, go daily only if needed**. Weekly checks work for most use cases. Daily checks are best for time-sensitive things like credit expirations or trial session alerts.
</Tip>

***

## What's Next?

<CardGroup>
  <Card title="Automation Playbook" icon="book" href="/tools/automations/automation-playbook">
    Ready-to-copy scheduled automations for credits, retention, announcements, and more.
  </Card>

  <Card title="Triggers & Actions Reference" icon="list" href="/tools/automations/triggers-actions-reference">
    Complete list of all triggers, conditions, data sources, actions, and dynamic fields.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Builder Reference" icon="wrench" href="/tools/automations/builder-reference">
    What each section of the automation builder does, including Test Run and Execution Logs
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Where automated in-app messages and emails are delivered to members
  </Card>

  <Card title="Announcements" icon="inbox" href="/inbox/announcements">
    Send broadcast messages to groups of members via scheduled automations
  </Card>

  <Card title="Tags and Filters" icon="users" href="/people/tags-filters">
    Use tags to control which members scheduled automations target
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    Manage the member profiles that scheduled automations check against
  </Card>
</CardGroup>


# Triggers & Actions Reference
Source: https://help.coachiq.io/tools/automations/triggers-actions-reference

Complete list of all automation triggers, conditions, data sources, actions, and dynamic fields

<Info>
  **Where to find this**: Tools → Automations
</Info>

This is your complete reference for building automations in CoachIQ. Use it to look up available options when you're in the automation builder.

<Note>
  **New to automations?** Start with [Build Your First Automation](/tools/automations/build-your-first-automation) for a hands-on walkthrough, and see the [Builder Reference](/tools/automations/builder-reference) for what each section of the builder does.
</Note>

An automation has up to four parts. The builder shows them as sections on one page:

| Part             | What It Does                                                                                                             |
| ---------------- | ------------------------------------------------------------------------------------------------------------------------ |
| **Trigger**      | The event (or schedule) that starts the automation. One per automation.                                                  |
| **Data Sources** | Optional. Extra information fetched before the conditions run, such as the person's credit balance or upcoming bookings. |
| **Conditions**   | Optional filters. Each rule compares a field to a value; rules sit in **And**/**Or** groups that can be nested.          |
| **Actions**      | What happens, in order, when the conditions pass.                                                                        |

***

## All Triggers

Triggers determine **when** your automation runs. There are 12. Each trigger has different condition fields available to filter who it applies to, and every trigger also exposes the **user fields** (ID, email, phone, first name, last name) of the person the event happened to.

<AccordionGroup>
  <Accordion title="New User">
    Fires when a new user is added to your account.

    | Condition               | Type       | Description                       |
    | ----------------------- | ---------- | --------------------------------- |
    | Email contains          | Text input | Filter by email domain or keyword |
    | Has phone number        | Boolean    | User has a phone number on file   |
    | Is missing phone number | Boolean    | User doesn't have a phone number  |
  </Accordion>

  <Accordion title="Purchase Made">
    Fires when someone purchases any [product](/payments/product-overview).

    | Condition                        | Type         | Description                                        |
    | -------------------------------- | ------------ | -------------------------------------------------- |
    | Is a specific product            | Dropdown     | Only this product triggers the automation          |
    | Is any product from list         | Multi-select | Any of the selected products                       |
    | Is a subscription                | Boolean      | Product type is subscription                       |
    | Is a one-time purchase           | Boolean      | Product type is one-time                           |
    | Is an access code                | Boolean      | Product type is access code                        |
    | User has a specific tag          | Dropdown     | User must have this tag                            |
    | User doesn't have a specific tag | Dropdown     | User must not have this tag                        |
    | User's first purchase ever       | Boolean      | This is the user's first purchase                  |
    | Product fields                   | Various      | Product ID, label, type, and other product details |
    | Order fields                     | Various      | Details of the order that was placed               |
  </Accordion>

  <Accordion title="Booking Created">
    Fires when someone [books a session](/scheduling/overview).

    | Condition                        | Type     | Description                                                   |
    | -------------------------------- | -------- | ------------------------------------------------------------- |
    | Is for a specific session        | Dropdown | Only bookings for this session/scheduler                      |
    | User has a specific tag          | Dropdown | User must have this tag                                       |
    | User doesn't have a specific tag | Dropdown | User must not have this tag                                   |
    | User's first booking ever        | Boolean  | This is the user's first booking                              |
    | Booking fields                   | Various  | Occurrence, start, end, and recurrence details of the booking |
  </Accordion>

  <Accordion title="Booking Started">
    Fires at the scheduled start time of a booking.

    | Condition                        | Type     | Description                 |
    | -------------------------------- | -------- | --------------------------- |
    | Is for a specific session        | Dropdown | Only this session/scheduler |
    | User has a specific tag          | Dropdown | User must have this tag     |
    | User doesn't have a specific tag | Dropdown | User must not have this tag |
    | Session fields                   | Various  | Session ID and title        |

    <Note>
      This trigger executes at the booking's scheduled start time, not when someone checks in.
    </Note>
  </Accordion>

  <Accordion title="Booking Ended">
    Fires when a booked session ends.

    | Condition                        | Type     | Description                 |
    | -------------------------------- | -------- | --------------------------- |
    | Is for a specific session        | Dropdown | Only this session/scheduler |
    | User has a specific tag          | Dropdown | User must have this tag     |
    | User doesn't have a specific tag | Dropdown | User must not have this tag |
    | Session fields                   | Various  | Session ID and title        |

    <Note>
      This trigger fires at the booking's scheduled end time. It is the trigger to use for "after the session" follow-ups, such as tagging someone who has finished a trial.
    </Note>
  </Accordion>

  <Accordion title="Booking Cancelled">
    Fires when someone cancels a booking.

    | Condition                        | Type     | Description                                                                                                    |
    | -------------------------------- | -------- | -------------------------------------------------------------------------------------------------------------- |
    | Was for a specific session       | Dropdown | Only cancellations for this session                                                                            |
    | User has a specific tag          | Dropdown | User must have this tag                                                                                        |
    | User doesn't have a specific tag | Dropdown | User must not have this tag                                                                                    |
    | Cancellation fields              | Various  | Details of the cancelled booking: the session's title, and the date and start time of the cancelled occurrence |

    <Note>
      The cancelled session's title and the occurrence date and time are available as field options in every action on this trigger. Type `#` in a message field and pick them from the list so the token is inserted in the exact form the trigger provides; a cancellation notice such as "Your \[session] on \[date] was cancelled" then fills in per booking.
    </Note>
  </Accordion>

  <Accordion title="Form Submitted">
    Fires when someone submits a [form](/tools/forms/overview).

    | Condition                        | Type     | Description                                                                                                                                                                                                      |
    | -------------------------------- | -------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | Is a specific form               | Dropdown | Only submissions from this form                                                                                                                                                                                  |
    | User has a specific tag          | Dropdown | User must have this tag                                                                                                                                                                                          |
    | User doesn't have a specific tag | Dropdown | User must not have this tag                                                                                                                                                                                      |
    | Form fields                      | Various  | Form ID and label                                                                                                                                                                                                |
    | Answer fields                    | Various  | One field per question on the selected form (layout-only blocks such as headings and media are excluded). Checkbox, terms, and waiver questions default to **Contains**; other questions default to **Equal to** |

    <Tip>
      Answer fields do two jobs. In **Conditions** they let you branch on what someone answered ("How did you hear about us?" **Equal to** "Instagram" → add the tag "Instagram Lead"). In **Actions** the same answers are available as field options: type `#` in a message field and pick the question to drop that person's answer into the email or text. See [Form answers in messages](#form-answers-in-messages).
    </Tip>
  </Accordion>

  <Accordion title="User Tag Added">
    Fires when a [tag](/people/tags-filters) is added to a user.

    | Condition    | Type     | Description                                   |
    | ------------ | -------- | --------------------------------------------- |
    | Tag added is | Dropdown | Only fires for this specific tag              |
    | Tag fields   | Various  | Tag ID, label, parent tag, and who applied it |
  </Accordion>

  <Accordion title="User Tag Removed">
    Fires when a tag is removed from a user.

    | Condition      | Type     | Description                                   |
    | -------------- | -------- | --------------------------------------------- |
    | Tag removed is | Dropdown | Only fires for this specific tag              |
    | Tag fields     | Various  | Tag ID, label, parent tag, and who removed it |
  </Accordion>

  <Accordion title="Subscription Cancelled">
    Fires when someone cancels their [subscription](/payments/product-overview).

    | Condition                        | Type     | Description                    |
    | -------------------------------- | -------- | ------------------------------ |
    | Was for a specific product       | Dropdown | Only this subscription product |
    | User has a specific tag          | Dropdown | User must have this tag        |
    | User doesn't have a specific tag | Dropdown | User must not have this tag    |
    | Product fields                   | Various  | Product ID and label           |
  </Accordion>

  <Accordion title="Scheduled Check">
    Runs on a schedule and finds all users matching your conditions. See [Scheduled Automations](/tools/automations/scheduled-automations) for details.

    **Schedule Options**:

    | Schedule      | What You Set                                             |
    | ------------- | -------------------------------------------------------- |
    | Daily         | Time                                                     |
    | Weekly        | Day of week + time                                       |
    | Monthly       | Day of month (1–31, or the last day of the month) + time |
    | Specific Date | A single date + time. Runs once, on that date            |

    Every schedule also has a **timezone**, set on the trigger itself, and a send mode that controls whether a matching person is messaged only the first time they match or on every run. See [How Scheduled Automations Run](/tools/automations/scheduled-automations#how-scheduled-automations-run).

    **Available Conditions** (minimum 1 required):

    | Condition                            | Type     | Description                               |
    | ------------------------------------ | -------- | ----------------------------------------- |
    | Has a specific tag                   | Dropdown | User has this tag                         |
    | Doesn't have a specific tag          | Dropdown | User doesn't have this tag                |
    | Has active subscription              | Boolean  | User is currently subscribed              |
    | Does not have an active subscription | Boolean  | User has no active subscription           |
    | Subscription active for X days       | Number   | Subscribed for at least X days            |
    | Has available credits                | Boolean  | User has at least 1 credit                |
    | Days since last booking is > X       | Number   | User hasn't booked in X+ days             |
    | Days until credits expire \< X       | Number   | Credits expire within X days              |
    | Credit count is X                    | Number   | Less than, greater than, or equal to X    |
    | Has upcoming booking                 | Dropdown | Today, this week, or no upcoming bookings |

    <Warning>
      At least one condition is required for scheduled automations.
    </Warning>
  </Accordion>

  <Accordion title="Incoming Webhook">
    Fires when an external system sends a request to this automation's webhook URL. Use it to start an automation from another tool (a website form builder, a CRM, a payment platform).

    Once the automation has been created, the builder displays the webhook URL to send to. Treat that URL as a secret.

    | Condition     | Type      | Description                                                                                                   |
    | ------------- | --------- | ------------------------------------------------------------------------------------------------------------- |
    | Payload field | Text path | Any field in the incoming payload, written as a path such as `field.payload.type` or `field.payload.order.id` |

    The payload's fields are also available as dynamic fields in your actions, for example `{{payload.userId}}`.
  </Accordion>
</AccordionGroup>

***

## Conditions

Conditions decide whether the automation continues for a given event. Each **rule** has three parts: a **field** (from the trigger, the user, or a data source), an **operator**, and a **value**. Some curated rules, such as **Is a subscription** or **User's first booking ever**, fix the operator and value for you.

### Operators

| Operator         | Meaning                                        |
| ---------------- | ---------------------------------------------- |
| Equal to         | Field exactly matches the value                |
| Not equal to     | Field does not match the value                 |
| Contains         | Field includes the value (text)                |
| Does not contain | Field does not include the value               |
| Greater than     | Field is larger than the value (numbers, days) |
| Less than        | Field is smaller than the value                |
| Starts with      | Text begins with the value                     |
| Ends with        | Text ends with the value                       |
| In list          | Field matches any item in a list               |
| Not in list      | Field matches none of the items                |
| Is empty         | Field has no value                             |
| Is not empty     | Field has a value                              |

The builder narrows the operator menu to what makes sense for the field: numbers get equality, greater/less than, and empty checks; dropdowns get equality, contains, and empty checks.

### And / Or groups

Rules live inside groups. Each group is either:

* **And** — every rule in the group must be true
* **Or** — any one rule in the group is enough

Click **Add Condition** to create the first group, **Add Rule** to add a rule to the current group, and **Add And/Or** to nest a new group inside it. Nesting lets you express things like "(bought a membership **or** a credit pack) **and** has no future booking".

If an automation has no conditions at all, it runs for every trigger event. Scheduled Check is the exception: it requires at least one condition.

***

## Data Sources

Data sources fetch extra information **before** the conditions run, so you can filter on it and use it in messages. Add one when the trigger alone doesn't carry what you need. There are six. Unless you pick a specific person, each one looks up the user from the trigger.

<AccordionGroup>
  <Accordion title="Available slots">
    Finds open slots on a session.

    | Input        | Required | Options                                                                       |
    | ------------ | -------- | ----------------------------------------------------------------------------- |
    | Session      | Yes      | The session/scheduler to search                                               |
    | Search range | No       | Next 24 Hours, Next 3 Days, Next 7 Days (default), Next 14 Days, Next 30 Days |

    **Outputs**: the list of slots, the slot count, and the first available slot.
  </Accordion>

  <Accordion title="User bookings">
    Fetches a person's bookings.

    | Input       | Required | Options                                        |
    | ----------- | -------- | ---------------------------------------------- |
    | Target user | No       | User from trigger (default) or a specific user |
    | Status      | No       | Upcoming, past, or all                         |
    | Limit       | No       | 1–100                                          |

    **Outputs**: the list of bookings, the count, the next booking, and the last booking.
  </Accordion>

  <Accordion title="User credits">
    Fetches a person's credit balance in one credit bank.

    | Input       | Required | Options                                        |
    | ----------- | -------- | ---------------------------------------------- |
    | Credit bank | Yes      | Master Credits or a specific product's bank    |
    | Target user | No       | User from trigger (default) or a specific user |

    **Outputs**: the balance, the credit bank ID, and the credit bank label.
  </Accordion>

  <Accordion title="User purchases">
    Fetches a person's purchases.

    | Input       | Required | Options                                        |
    | ----------- | -------- | ---------------------------------------------- |
    | Target user | No       | User from trigger (default) or a specific user |
    | Status      | No       | Active, expired, or all                        |
    | Type        | No       | Subscription, one-time, or all                 |

    **Outputs**: the list of purchases, the count, active subscriptions, one-time purchases, whether they have an active subscription, and whether they own a given product.
  </Accordion>

  <Accordion title="User tags">
    Fetches a person's tags.

    | Input       | Required | Options                                        |
    | ----------- | -------- | ---------------------------------------------- |
    | Target user | No       | User from trigger (default) or a specific user |

    **Outputs**: the list of tags, the count, the tag IDs, and the tag labels.
  </Accordion>

  <Accordion title="Form responses">
    Fetches responses to a form.

    | Input       | Required | Options                                                |
    | ----------- | -------- | ------------------------------------------------------ |
    | Form        | Yes      | The form to read                                       |
    | Target user | No       | User from trigger, a specific user, or all respondents |
    | Limit       | No       | 1–50                                                   |

    **Outputs**: the list of responses, the count, and the latest response (its answer, question, form, and date).
  </Accordion>
</AccordionGroup>

<Tip>
  Data source outputs appear as **field options** in Conditions and in any message field. In a message, type `#` to pick one from the list rather than typing it by hand.
</Tip>

***

## All Actions

Actions determine **what happens** when your automation runs. There are 17. You can add multiple actions to a single automation; they run in order.

Most actions have a **Target User**. It defaults to **User from trigger**; click **Change** to pick a specific person instead. The messaging and tag actions also offer **trigger user and their guardians**, which runs the action once for the athlete and once for each linked parent in your group. (A parent who triggers an automation is always a single target; the expansion never adds children.)

<AccordionGroup>
  <Accordion title="Send an Email">
    Sends an email to a user.

    | Field       | Type          | Description                                                             |
    | ----------- | ------------- | ----------------------------------------------------------------------- |
    | Target User | Auto/Dropdown | User from trigger, trigger user and their guardians, or a specific user |
    | Subject     | Text          | Supports dynamic fields                                                 |
    | Message     | Rich text     | Supports dynamic fields and formatting                                  |
    | CC / BCC    | Text          | Optional additional recipients                                          |

    <Note>
      Each email uses 0.1 credit per address, including CC and BCC. If your balance can't cover it, the action fails with "Not enough credits to send this email", nothing is sent, and the automation log shows the failure. See [How credits work](/inbox/sms-credits).
    </Note>

    <Note>
      Send an Email has no attachment picker. To send someone a booking, product, or form link by email, paste the link into the message. The in-app, SMS, and announcement actions below can attach a session, product, or form directly.
    </Note>
  </Accordion>

  <Accordion title="Send an SMS Message">
    Sends a text message to a user's phone.

    | Field          | Type          | Description                                                                                                                                            |
    | -------------- | ------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ |
    | Target User    | Auto/Dropdown | User from trigger, trigger user and their guardians, or a specific user                                                                                |
    | From           | Dropdown      | Default, or **Set** to choose which admin it appears to come from                                                                                      |
    | Message        | Text          | Supports dynamic fields. Not capped at 160 characters: a live counter (for example **180 / 160**) shows when the text will split into a second segment |
    | Attach Product | Dropdown      | Optional - adds short purchase link                                                                                                                    |
    | Attach Session | Dropdown      | Optional - adds short booking link                                                                                                                     |
    | Attach Form    | Dropdown      | Optional - adds short form link                                                                                                                        |

    <Note>
      SMS attachments are text links only—no images or files. Longer messages are allowed; they are sent as multiple segments and each segment is billed from your SMS credits, so keep the message under 160 characters when you want it to cost one credit per recipient. Emojis shrink a segment to about 70 characters. See [How SMS credits work](/inbox/sms-credits).
    </Note>
  </Accordion>

  <Accordion title="Send an In-App Message">
    Sends a message to the user's [inbox](/inbox/inbox-overview) within CoachIQ.

    | Field          | Type          | Description                                                             |
    | -------------- | ------------- | ----------------------------------------------------------------------- |
    | Target User    | Auto/Dropdown | User from trigger, trigger user and their guardians, or a specific user |
    | From           | Dropdown      | Default, or **Set** to choose which admin it appears to come from       |
    | Message        | Text          | Supports dynamic fields                                                 |
    | Attach Product | Dropdown      | Optional - adds purchase link                                           |
    | Attach Session | Dropdown      | Optional - adds booking link                                            |
    | Attach Form    | Dropdown      | Optional - adds form link                                               |
  </Accordion>

  <Accordion title="Send an Announcement">
    Posts an [announcement](/inbox/announcements) to one person or a group of users.

    | Field          | Type      | Description                                                                                                |
    | -------------- | --------- | ---------------------------------------------------------------------------------------------------------- |
    | Target User    | Dropdown  | User from trigger (default), trigger user and their guardians, all users, specific tags, or specific roles |
    | From           | Dropdown  | Default, or **Set** to choose which admin it appears to come from                                          |
    | Title          | Text      | Announcement headline                                                                                      |
    | Message        | Rich text | Supports dynamic fields                                                                                    |
    | Attach Product | Dropdown  | Optional - adds purchase link                                                                              |
    | Attach Session | Dropdown  | Optional - adds booking link                                                                               |
    | Attach Form    | Dropdown  | Optional - adds form link                                                                                  |

    <Tip>
      Use announcements for broadcast messages (like weekly schedules) instead of individual messages.
    </Tip>
  </Accordion>

  <Accordion title="Add a Tag to a User">
    Adds a tag to the user for organization and targeting.

    | Field       | Type          | Description                                                             |
    | ----------- | ------------- | ----------------------------------------------------------------------- |
    | Target User | Auto/Dropdown | User from trigger, trigger user and their guardians, or a specific user |
    | Tag         | Dropdown      | Tag to add (select existing or create new)                              |
  </Accordion>

  <Accordion title="Remove a Tag from a User">
    Removes a tag from the user.

    | Field       | Type          | Description                                                             |
    | ----------- | ------------- | ----------------------------------------------------------------------- |
    | Target User | Auto/Dropdown | User from trigger, trigger user and their guardians, or a specific user |
    | Tag         | Dropdown      | Tag to remove                                                           |
  </Accordion>

  <Accordion title="Update Custom Field">
    Sets the value of a custom profile field on the user.

    | Field        | Type          | Description                               |
    | ------------ | ------------- | ----------------------------------------- |
    | Target User  | Auto/Dropdown | User from trigger or select specific user |
    | Custom Field | Dropdown      | Which custom field to update              |
    | Value        | Text          | The new value. Supports dynamic fields    |

    <Tip>
      Useful for stamping a date ("Trial completed on…") or a status ("Onboarding: done") onto the profile so you can filter on it later.
    </Tip>
  </Accordion>

  <Accordion title="Add Credits to a User">
    Adds session credits to the user's account.

    | Field              | Type          | Description                                                     |
    | ------------------ | ------------- | --------------------------------------------------------------- |
    | Target User        | Auto/Dropdown | User from trigger or select specific user                       |
    | Number of credits  | Number        | How many credits to add (minimum 1)                             |
    | Credit Bank Target | Radio         | Master Credits (works for any session) or Specific Product Bank |
    | Product            | Dropdown      | Which product's bank, when Specific Product Bank is selected    |

    <Note>
      If you select a specific product bank and the user doesn't own that product, credits are added to Master Credits instead.
    </Note>
  </Accordion>

  <Accordion title="Redeem Credits from a User">
    Removes session credits from the user's account.

    | Field              | Type          | Description                                                  |
    | ------------------ | ------------- | ------------------------------------------------------------ |
    | Target User        | Auto/Dropdown | User from trigger or select specific user                    |
    | Number of credits  | Number        | How many credits to redeem (minimum 1)                       |
    | Credit Bank Target | Radio         | Master Credits or Specific Product Bank                      |
    | Product            | Dropdown      | Which product's bank, when Specific Product Bank is selected |
  </Accordion>

  <Accordion title="Add a Product Purchase to a User">
    Grants a user a product without payment.

    | Field       | Type          | Description                               |
    | ----------- | ------------- | ----------------------------------------- |
    | Target User | Auto/Dropdown | User from trigger or select specific user |
    | Product     | Dropdown      | Product to grant                          |
  </Accordion>

  <Accordion title="Remove Product Purchase from a User">
    Removes a product from a user's account.

    | Field       | Type          | Description                               |
    | ----------- | ------------- | ----------------------------------------- |
    | Target User | Auto/Dropdown | User from trigger or select specific user |
    | Product     | Dropdown      | Product to remove                         |
  </Accordion>

  <Accordion title="Grant Program Access to a User">
    Gives a user access to a program.

    | Field           | Type          | Description                                               |
    | --------------- | ------------- | --------------------------------------------------------- |
    | Target User     | Auto/Dropdown | User from trigger or select specific user                 |
    | Program         | Dropdown      | Program to grant access to                                |
    | Access duration | Dropdown      | Permanent, until a specific date, or for a number of days |
  </Accordion>

  <Accordion title="Revoke Program Access from a User">
    Removes a user's access to a program.

    | Field             | Type          | Description                               |
    | ----------------- | ------------- | ----------------------------------------- |
    | Target User       | Auto/Dropdown | User from trigger or select specific user |
    | Program           | Dropdown      | Program to revoke                         |
    | Send notification | Boolean       | Whether to notify the user                |
  </Accordion>

  <Accordion title="Add Booking to User">
    Books a user into a [session](/scheduling/creating-your-first-scheduler). This is a staff-managed booking: it works even when the session is not self-bookable, but it still respects the scheduler's booking window, athlete limits, slot capacity, and coach conflicts.

    | Field                    | Type                 | Description                                                                                                                                                                                           |
    | ------------------------ | -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | Target User              | Auto/Dropdown        | User from trigger or select specific user                                                                                                                                                             |
    | Session                  | Dropdown             | Session/scheduler to book                                                                                                                                                                             |
    | Booking time             | Radio                | **Next available** slot, a **specific** slot, a **recurring** series, or **All future session times**                                                                                                 |
    | Specific slot            | Date, time, duration | When Booking time is Specific                                                                                                                                                                         |
    | Recurring                | Various              | Interval (daily, weekly, monthly) and how often; weekdays for weekly; how the series ends (never, after a number of occurrences, or on an end date); optional per-occurrence time or location changes |
    | All future session times | None                 | Books the person into every upcoming occurrence already on the selected session's calendar, in one action                                                                                             |
    | Redemption               | Radio + number       | Use the session's credit settings, or redeem a specific number of credits                                                                                                                             |

    <Tip>
      **All future session times** is built for teams. Pair it with a **Purchase Made** trigger on the team registration product and a new player is on the whole season's practice schedule the moment the family pays, with no per-practice booking. It books the dates that exist when the automation runs, so add the season's practices to the scheduler first.
    </Tip>
  </Accordion>

  <Accordion title="Remove Booking from User">
    Cancels a user's booking.

    | Field          | Type          | Description                                                                                 |
    | -------------- | ------------- | ------------------------------------------------------------------------------------------- |
    | Target User    | Auto/Dropdown | User from trigger or select specific user                                                   |
    | Booking source | Radio         | The booking from the trigger, the user's booking on a chosen session, or a specific booking |
    | Refund credits | Boolean       | Whether to refund credits used                                                              |
  </Accordion>

  <Accordion title="Wait/Delay">
    Pauses the automation before continuing to the next action.

    | Field      | Type          | Description                      |
    | ---------- | ------------- | -------------------------------- |
    | Wait type  | Radio         | A duration, or until a date/time |
    | Duration   | Number + Unit | Minutes, hours, days, or weeks   |
    | Wait until | Date/time     | When Wait type is a date         |

    **Continuation Conditions** (optional):

    | Condition                           | Description                                              |
    | ----------------------------------- | -------------------------------------------------------- |
    | Has booked a session                | Continue only if user booked since automation started    |
    | Hasn't booked a session             | Continue only if user hasn't booked                      |
    | Has made a purchase                 | Continue only if user purchased since automation started |
    | Hasn't made a purchase              | Continue only if user hasn't purchased                   |
    | Still has a specific tag            | Continue only if user still has this tag                 |
    | No longer has a specific tag        | Continue only if user no longer has this tag             |
    | User hasn't replied to last message | Continue only if no reply received                       |

    <Note>
      If a continuation condition isn't met, the automation stops for that user.
    </Note>
  </Accordion>

  <Accordion title="Send to External Webhook">
    Sends data to an external URL for integrations.

    | Field       | Type            | Description                                   |
    | ----------- | --------------- | --------------------------------------------- |
    | Webhook URL | Text            | Use an HTTPS URL you control or have verified |
    | Method      | Dropdown        | GET, POST (default), PUT, PATCH, or DELETE    |
    | Headers     | Key-value pairs | Optional custom headers                       |
    | Body        | JSON editor     | Must be valid JSON. Supports dynamic fields   |

    <Note>
      The webhook payload automatically includes full trigger context (user data, event details, etc.).
    </Note>
  </Accordion>
</AccordionGroup>

***

## Dynamic Fields

Dynamic fields let you personalize messages with real data from your automations. In any message field, type `#` to insert a **field option** from the trigger or a data source, or `@` to insert a **CoachIQ field** such as the athlete's first name. The builder inserts the token in the exact syntax shown below.

<Note>
  If you copy and paste a field instead of inserting it, include the double curly braces `{{` and `}}` exactly as shown.
</Note>

### User Fields

Available in **all automations**, for the person the event happened to:

| Field                      | What It Inserts      | Example Output                              |
| -------------------------- | -------------------- | ------------------------------------------- |
| `{{field.user.email}}`     | User's email address | [john@example.com](mailto:john@example.com) |
| `{{field.user.firstName}}` | User's first name    | John                                        |
| `{{field.user.lastName}}`  | User's last name     | Smith                                       |
| `{{field.user.phone}}`     | User's phone number  | (555) 123-4567                              |

### Trigger Fields

Each trigger adds the fields of the thing that happened. Insert them with `#` to see the exact list for your trigger:

| Trigger                               | Fields available                                                                                           |
| ------------------------------------- | ---------------------------------------------------------------------------------------------------------- |
| Purchase Made, Subscription Cancelled | Product (ID, label, type) and order details                                                                |
| Booking Created                       | Session title, occurrence, start, end, and recurrence details                                              |
| Booking Started, Booking Ended        | Session ID and title                                                                                       |
| Booking Cancelled                     | The cancelled booking's details                                                                            |
| Form Submitted                        | Form ID and label, plus one field per question (see [Form answers in messages](#form-answers-in-messages)) |
| User Tag Added, User Tag Removed      | Tag ID, label, parent tag, and who applied it                                                              |
| Incoming Webhook                      | Any field from the payload, for example `{{payload.userId}}`                                               |

### Form answers in messages

On a **Form Submitted** automation, each question on the selected form is a field option. Type `#` in any message field (email, SMS, in-app, announcement, or a webhook body) and choose the question; the builder inserts a token that fills in with that person's answer when the automation runs. Layout-only blocks (headings, media, plain text) have no answer and are not offered.

Insert these with `#` rather than typing them: the token names the specific question on the specific form, so it is not a fixed string you can copy from one automation to another. If you change or delete a question on the form, re-insert the field in your messages.

Example, on a "Free evaluation request" form with a "Preferred position" question:

```
Hi {{field.user.firstName}}, thanks for requesting an evaluation.
We'll set you up at [Preferred position] and be in touch within a day.
```

Replace `[Preferred position]` by inserting the question with `#`; the coach who submitted "Goalkeeper" gets "at Goalkeeper". Pair it with an **Answer fields** condition to branch, so a "Goalkeeper" answer sends one message and "Striker" another.

<Note>
  For a person's most recent answers outside a Form Submitted trigger (for example in a Scheduled Check), add the **Form responses** data source instead.
</Note>

### Booking Fields

Available in **booking-related and Scheduled Check automations**:

| Field                                    | What It Inserts                   | Example Output           |
| ---------------------------------------- | --------------------------------- | ------------------------ |
| `{{field.booking.session.title}}`        | Name of the booked session        | Morning Training Session |
| `{{field.user.booking.days_since_last}}` | Days since user's last booking    | 7                        |
| `{{field.user.booking.upcoming}}`        | Whether user has upcoming booking | true or false            |

<Tip>
  Use `{{field.booking.session.title}}` in booking confirmations to remind users which session they registered for.
</Tip>

### Credit Fields

Available in **automations that check credit status**:

| Field                                  | What It Inserts                  | Example Output |
| -------------------------------------- | -------------------------------- | -------------- |
| `{{field.user.credits.has_available}}` | Whether user has any credits     | true or false  |
| `{{field.user.credits.expire_days}}`   | Days until credits expire        | 14             |
| `{{field.user.credits.count}}`         | Total number of credits user has | 5              |

<Warning>
  Credit fields are primarily available in **Scheduled Check** automations. Using them in other automation types may return empty values. For an exact balance in any automation, add a **User credits** data source instead.
</Warning>

### Data Source Fields

Each [data source](#data-sources) you add contributes its outputs as field options. Insert them with `#`. The most useful ones:

| Data source     | Outputs                                                        |
| --------------- | -------------------------------------------------------------- |
| Available slots | Slot list, count, first available slot                         |
| User bookings   | Booking list, count, next booking, last booking                |
| User credits    | Balance, credit bank label                                     |
| User purchases  | Purchase list, count, whether they have an active subscription |
| User tags       | Tag labels, tag IDs, count                                     |
| Form responses  | Latest response and its answer, question, and date             |

### Example Usage

Here's how to use dynamic fields in a message:

```
Hi {{field.user.firstName}},

You have {{field.user.credits.count}} credits remaining. 
They expire in {{field.user.credits.expire_days}} days.

Book your next session soon!
```

**This would send:**

```
Hi John,

You have 5 credits remaining.
They expire in 14 days.

Book your next session soon!
```

***

## Quick Links

<CardGroup>
  <Card title="Build Your First Automation" icon="play" href="/tools/automations/build-your-first-automation">
    Step-by-step beginner guide
  </Card>

  <Card title="Automation Playbook" icon="book" href="/tools/automations/automation-playbook">
    Ready-to-copy recipes
  </Card>

  <Card title="Scheduled Automations" icon="calendar" href="/tools/automations/scheduled-automations">
    Time-based automation guide
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Builder Reference" icon="wrench" href="/tools/automations/builder-reference">
    What each section of the automation builder does
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Build forms that power the Form Submitted trigger
  </Card>

  <Card title="Responses and Automations" icon="file-lines" href="/tools/forms/responses-and-automations">
    See how form responses connect to automation triggers
  </Card>

  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Set up products that power purchase and subscription triggers
  </Card>

  <Card title="Attach Products" icon="credit-card" href="/payments/attach-products">
    Attach products to messages sent by automations
  </Card>

  <Card title="Scheduling Overview" icon="calendar" href="/scheduling/overview">
    Manage sessions referenced by booking triggers and actions
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Set up schedulers used in Add Booking to User actions
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Where automated in-app messages are delivered
  </Card>

  <Card title="Announcements" icon="inbox" href="/inbox/announcements">
    Learn about the announcement action for broadcast messages
  </Card>

  <Card title="Tags and Filters" icon="users" href="/people/tags-filters">
    Manage the tags used in trigger conditions and tag actions
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    Manage member profiles that automations interact with
  </Card>
</CardGroup>


# What Are Automations?
Source: https://help.coachiq.io/tools/automations/what-are-automations

Let CoachIQ handle repetitive tasks automatically so you can focus on coaching

<Info>
  **Where to find this**: Tools → Automations
</Info>

You're busy coaching—not sitting at a computer sending emails. But the follow-ups pile up: welcome messages for new members, reminders about expiring credits, check-ins with people who haven't trained in a while. Things slip through the cracks.

Automations handle these tasks for you, automatically, in the background.

## How Automations Work

Every automation follows a simple formula:

<Card title="When THIS happens → Do THAT" icon="arrow-right">
  A member signs up, so CoachIQ sends them a welcome email. A booking gets cancelled, so CoachIQ follows up. You set it up once, and it runs every time the event happens, for as long as it's enabled.
</Card>

Each automation has three core parts, plus an optional fourth:

| Part             | What It Does                                                 | Example                                                                        |
| ---------------- | ------------------------------------------------------------ | ------------------------------------------------------------------------------ |
| **Trigger**      | The event that starts it                                     | Someone purchases a [membership](/payments/product-overview)                   |
| **Conditions**   | Optional filters to target the right people                  | Only if it's their first purchase                                              |
| **Actions**      | What happens automatically                                   | Send a welcome email + add a "New Member" [tag](/people/tags-filters)          |
| **Data Sources** | Optional extra information fetched before the conditions run | Their current credit balance, so the message can say "you have 3 credits left" |

## What This Looks Like in Practice

Here are automations CoachIQ coaches use every day:

| When this happens...                 | CoachIQ automatically...                        |
| ------------------------------------ | ----------------------------------------------- |
| Someone buys a membership            | Sends a welcome email with booking instructions |
| A member hasn't trained in 2 weeks   | Sends a "we miss you" message                   |
| Credits are expiring in 7 days       | Sends a reminder to book sessions               |
| Someone submits a trial request form | Sends them a link to book their free session    |
| A new member's first session ends    | Sends a follow-up asking how it went            |

## What Can Start an Automation?

Automations can trigger when:

* A new user is added to your account
* Someone makes a [purchase](/payments/product-overview) or starts a subscription
* Someone [books a session](/scheduling/overview), a booking starts, a booking ends, or a booking is cancelled
* A [form](/tools/forms/overview) gets submitted
* A [tag](/people/tags-filters) is added to or removed from someone
* A subscription is cancelled
* On a schedule—daily, weekly, monthly, or once on a specific date
* An outside tool sends data to the automation's webhook URL

## What Can Automations Do?

Once triggered, automations can:

* Send emails, SMS messages, [in-app messages](/inbox/inbox-overview), or [announcements](/inbox/announcements)
* Add or remove [tags](/people/tags-filters) from members
* Update a custom profile field
* Add or redeem credits
* Add or remove a product purchase
* Grant or revoke program access
* Book or remove someone from a session
* Wait for a set time before continuing
* Send data to external tools via webhooks

<Tip>
  **Best uses for automations:**

  * Messages you send over and over (welcome emails, booking confirmations)
  * Follow-ups you forget to send (trial conversions, re-engaging inactive members)
  * Time-sensitive alerts (credit expirations, camp prep reminders)
</Tip>

<Warning>
  Automations do real things to real people: a message action sends the message, a booking action books the seat, a credit action changes the balance. Build with **Enabled** off, check the result with **Test Run** and **Execution Logs**, and only then switch it on. See [Build Your First Automation](/tools/automations/build-your-first-automation#test-before-you-enable) for the checklist.
</Warning>

## Disabling, archiving, or deleting automations

You have three ways to take an automation out of service, from gentlest to most permanent:

| Option      | Where                                                       | What happens                                                                                    |
| ----------- | ----------------------------------------------------------- | ----------------------------------------------------------------------------------------------- |
| **Disable** | Open the automation → **Settings** → switch **Enabled** off | It keeps every trigger, condition, and message and simply never runs. Turn it back on any time. |
| **Archive** | The archive icon on its row in the Automations list         | It leaves your working list and moves to the **Archived** tab, so the list stays short.         |
| **Delete**  | Open the automation → **Settings**, after disabling it      | Permanent. The automation and its execution history are gone.                                   |

<Note>
  Not sure? Disable it. You lose nothing, and you can archive or delete it later if it stays unused.
</Note>

## What's Next?

Ready to build your first automation? It takes about 5 minutes.

<CardGroup>
  <Card title="Start from a template" icon="layer-group" href="/tools/automations/automation-templates">
    Pick a ready-made automation for conversion, retention, or operations and make it yours.
  </Card>

  <Card title="Build Your First Automation" icon="play" href="/tools/automations/build-your-first-automation">
    Step-by-step guide to creating a welcome email that sends automatically when someone purchases a membership.
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Builder Reference" icon="wrench" href="/tools/automations/builder-reference">
    What each section of the automation builder does
  </Card>

  <Card title="Triggers & Actions Reference" icon="list" href="/tools/automations/triggers-actions-reference">
    Every trigger, condition, data source, action, and dynamic field
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Create forms that can trigger automations when submitted
  </Card>

  <Card title="Scheduling Overview" icon="calendar" href="/scheduling/overview">
    Manage sessions and bookings that trigger automations
  </Card>

  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Set up products whose purchases can kick off automated workflows
  </Card>

  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Where automated messages land for your members
  </Card>
</CardGroup>


# Integrate CoachIQ with Zapier
Source: https://help.coachiq.io/tools/automations/zapier-integration

Connect CoachIQ to thousands of apps — push new athletes, bookings, purchases, and form submissions to Google Sheets, Airtable, your CRM, and more.

Connect CoachIQ to the tools you already use. Zapier lets you send data out of CoachIQ automatically whenever something happens — a new athlete signs up, a session is booked, a form is submitted — without any code.

<Info>
  **Where to find this:** **Settings** → **Developer** → **API Keys**
</Info>

## One-time setup

<Steps>
  <Step title="Add CoachIQ to your Zapier account">
    The CoachIQ Zapier app is private and won't appear if you search Zapier's app directory. You must accept the invite link first.

    Open the link below while signed in to Zapier, then click **Accept Invite & Build a Zap**:

    [Accept the CoachIQ Zapier invite →](https://zapier.com/developer/public-invite/208528/e1b120aaaf4d5eb365a91028eb3bcfc2/)

    CoachIQ is now available when you search for an app inside any Zap. You only do this once per Zapier account.
  </Step>

  <Step title="Get your Group ID and API Key from CoachIQ">
    In CoachIQ, go to **Settings** → **Developer** → **API Keys**.

    **Group ID:** Click the **Copy** button next to your Group ID and save it somewhere handy.

    <Warning>
      The API Keys page shows **two** copy buttons — **Org ID** and **Group ID**. Zapier requires the **Group ID**. Copying the Org ID by mistake will cause an "Unauthorized" error when connecting.
    </Warning>

    **API Key:** Click **+ New API Key**, then click **Copy** on the key's row.

    <Info>
      Your API Key is **128 characters long**. You can re-copy it at any time from its row on the API Keys page, so it is not lost if you navigate away. You can have up to 10 keys per group; delete an old one if you hit the limit. Treat each key like a password and paste it only into the Zapier connection dialog.
    </Info>
  </Step>

  <Step title="Connect CoachIQ in Zapier">
    In Zapier, start a new Zap and add **CoachIQ** as the trigger or action app. When Zapier asks you to connect an account, a small window opens with two fields:

    | Field        | What to paste                                     |
    | ------------ | ------------------------------------------------- |
    | **API Key**  | The 128-character key you just copied             |
    | **Group ID** | The Group ID from Settings → Developer → API Keys |

    Click **Yes, Continue**. Zapier saves this as a reusable CoachIQ connection — you won't need to enter these again for future Zaps.
  </Step>

  <Step title="Test the connection">
    Zapier automatically runs an authorization check. A green check means you're connected. If you see **Unauthorized**, re-copy both values from CoachIQ and try again — the most common cause is accidentally pasting the Org ID instead of the Group ID.
  </Step>
</Steps>

***

<Warning>
  **Zapier may show a CoachIQ step as successful even when it failed.** CoachIQ returns "OK" at the network level and reports problems in an `error` field inside the response. If a Zap "worked" but nothing happened, open the step's Data Out and look for `error`. Every message is listed in [Zapier troubleshooting](/tools/automations/zapier-troubleshooting).
</Warning>

***

## Available triggers

CoachIQ triggers fire in real time using webhooks. **The Zap must be turned ON to receive events** — events don't queue up while a Zap is off, and they don't backfill past activity. The **Test trigger** button in Zapier pulls a sample record for building purposes only; real automation starts when you publish and turn the Zap on.

| Trigger          | When it fires                                              | Key fields available                                          |
| ---------------- | ---------------------------------------------------------- | ------------------------------------------------------------- |
| **New User**     | A new athlete creates an account or is added to your group | email, phone, first name, last name                           |
| **New Form**     | A form is submitted                                        | form name, each field's question and response, submitter info |
| **New Purchase** | A product or subscription is purchased                     | product name, price, order amount, how it was bought          |
| **New Booking**  | A session is booked                                        | session title, date, start/end time, time zone, notes         |

**Two things to know about trigger data:**

* **Guest submissions and anonymous purchases:** for **New Form** and **New Purchase**, the submitter or buyer may not be a logged-in user. In those cases, user fields (email, phone, name) come through empty. Build your Zap to handle this — don't assume user data is always present.
* **Money values are text, not numbers:** purchase amounts come through as strings like `"49.99"`. If a later step needs to do math, add a Zapier **Formatter** step to convert them.

***

## Available actions

Use these to create records or send messages inside CoachIQ from an external trigger.

| Action                     | What it does                                     | Required                 | Notes                                                                                                                                                                                                      |
| -------------------------- | ------------------------------------------------ | ------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Create User**            | Adds a new athlete to your group                 | Email (valid format)     | If that email already exists, returns the existing athlete — no duplicate is created. A genuinely **new** user receives a set-your-password email from CoachIQ immediately; there is no way to suppress it |
| **Send an In-App Message** | Sends an in-app message to one athlete           | Message + email or phone | Max 15,000 characters. Optional: `From Email` — must be an admin's email in your group                                                                                                                     |
| **Send an SMS Message**    | Texts one athlete                                | Message + email or phone | Max 600 characters; aim for 160 for single-segment delivery                                                                                                                                                |
| **Send an Announcement**   | Posts an announcement to one athlete or everyone | Message                  | Message up to 15,000 characters, heading up to 5,000. Set **Send to everyone → yes** to broadcast to the whole group                                                                                       |

**A note on the "From Email" field:** this sets who the message appears to be from in the athlete's inbox. It must be the email address of an admin in your group. If you leave it blank, CoachIQ sends from your most-recently-created admin automatically.

<Warning>
  **Zapier's Test button sends for real.** Testing Send an In-App Message, Send an SMS Message, or Send an Announcement delivers an actual message, and testing Create User creates an actual athlete (and emails them). Test with your own email or phone number, and never test an Announcement with **Send to everyone** set to yes against a real group.
</Warning>

***

## Common use cases

| Goal                                | Trigger                                | Action                                            |
| ----------------------------------- | -------------------------------------- | ------------------------------------------------- |
| Log new athletes in a spreadsheet   | New User                               | Google Sheets: Create Row                         |
| Sync bookings to Airtable           | New Booking                            | Airtable: Create Record                           |
| Add buyers to an email list         | New Purchase                           | Mailchimp: Add/Update Subscriber                  |
| Alert yourself when a form comes in | New Form                               | CoachIQ: Send an SMS Message (to your own number) |
| Add external leads into CoachIQ     | Typeform / Google Form: New Submission | CoachIQ: Create User                              |

***

## Worked examples

### New athlete → send a welcome in-app message

1. **Trigger:** CoachIQ → **New User**. Connect your account, click **Test trigger** to pull a sample.
2. **Action:** CoachIQ → **Send an In-App Message**.
   * **Email:** map the **Email** field from the New User trigger.
   * **Message:** `Welcome! Reply here any time you have a question.`
   * **From Email** (optional): your admin email address.
3. Click **Test** — you should see `In-App message sent!` in the response.
4. Click **Publish**, then toggle the Zap **On**.

### New form submission → text yourself

1. **Trigger:** CoachIQ → **New Form**. Test it to pull a recent submission.
2. **Action:** CoachIQ → **Send an SMS Message**.
   * **Phone:** type your own phone number directly — this alert goes to you, not the submitter.
   * **Message:** `New intake form just came in.` (keep it under 160 characters).
3. Test, confirm `SMS sent!`, then turn the Zap **On**.

> Because forms can be submitted by guests with no email on file, send this alert to your own number rather than mapping the submitter's contact info.

### External lead form → add athlete to CoachIQ

1. **Trigger:** your other app (e.g. **Google Sheets → New Spreadsheet Row** or **Typeform → New Submission**). Test it.
2. **Action:** CoachIQ → **Create User**.
   * **Email** (required): map the lead's email from your trigger.
   * **First Name / Last Name / Phone:** map them if you have them (all optional).
3. Test — you'll see the athlete's record returned. If that email is already in your group, CoachIQ returns the existing athlete instead of creating a duplicate. That's expected behavior. If the email is new, that person gets a set-your-password email right away, so test with an address you control.
4. Turn the Zap **On**.

***

<AccordionGroup>
  <Accordion title="CoachIQ doesn't appear when I search Zapier">
    The CoachIQ integration is private and won't show up in Zapier's public app directory. Open the [private invite link](https://zapier.com/developer/public-invite/208528/e1b120aaaf4d5eb365a91028eb3bcfc2/), accept it, and CoachIQ will be available when building Zaps.
  </Accordion>

  <Accordion title="Connection test fails with 'Unauthorized'">
    This almost always means the wrong value was pasted into one of the fields. The most common cause: copying the **Org ID** instead of the **Group ID** from the API Keys page — they sit next to each other with similar-looking copy buttons.

    Re-open **Settings** → **Developer** → **API Keys**, copy the **Group ID** specifically, then reconnect in Zapier.
  </Accordion>

  <Accordion title="My API Key looks too short or the connection won't save">
    A real CoachIQ API Key is 128 characters. If Zapier rejects it for being too short, you likely pasted a partial key. Re-copy the full key using the **Copy** button on the key's row under **Settings → Developer → API Keys**. You only need a new key if the old one was deleted.
  </Accordion>

  <Accordion title="My Zap isn't firing">
    Check these in order:

    1. **Is the Zap turned ON?** CoachIQ triggers only deliver events to Zaps that are actively on. A Zap in draft or toggled off won't receive anything.
    2. **Did the event happen after you turned it on?** Triggers fire on new events going forward — they don't backfill past activity.
    3. **Did the right event occur?** A New Form Zap only fires on form submissions, New Booking only on bookings, etc.
    4. **Check Zapier's Zap History.** Open the Zap and look at its run history to see if it received the event and whether a later step errored.
  </Accordion>

  <Accordion title="'A user is already connected to your group with that email'">
    This is not a failure. When you use **Create User** and that email already exists in your group, CoachIQ returns the existing athlete's record instead of creating a duplicate. Your later steps still have a user to work with — just let it pass through.
  </Accordion>

  <Accordion title="SMS message is being rejected for length">
    SMS messages are capped at **600 characters**. If you're hitting that limit, shorten the message. For the most reliable delivery, keep texts to **160 characters or fewer** — that's a single text segment. If you need to send more text, use **Send an In-App Message** or **Send an Announcement** instead (both allow up to 15,000 characters).
  </Accordion>

  <Accordion title="Can I use one API Key for multiple Zaps?">
    Yes — one API Key can authenticate any number of Zaps. If you want the ability to revoke access to a specific Zap without affecting others, create a separate key for each integration.
  </Accordion>

  <Accordion title="I manage more than one CoachIQ group">
    Each Zapier connection is tied to one Group ID and API Key pair. To work with multiple groups, add a separate CoachIQ connection in Zapier for each one, using that group's own Group ID and key. Name them clearly (e.g. "CoachIQ — East Location") so you can pick the right one per Zap.
  </Accordion>
</AccordionGroup>

<CardGroup>
  <Card title="What are automations?" icon="bolt" href="/tools/automations/what-are-automations">
    Build automated workflows entirely inside CoachIQ
  </Card>

  <Card title="Triggers and actions reference" icon="list" href="/tools/automations/triggers-actions-reference">
    Full reference for every CoachIQ automation trigger and action
  </Card>

  <Card title="Zapier troubleshooting" icon="bug" href="/tools/automations/zapier-troubleshooting">
    Every error message and what to do about it
  </Card>

  <Card title="API Keys" icon="key" href="/settings/developer#api-keys">
    Find your Group ID and generate API keys
  </Card>

  <Card title="Webhooks" icon="webhook" href="/settings/developer#creating-a-webhook">
    Advanced integrations using custom webhook endpoints
  </Card>
</CardGroup>


# Zapier Troubleshooting & Error Reference
Source: https://help.coachiq.io/tools/automations/zapier-troubleshooting

Every error message CoachIQ can return to a Zap, what it means, and how to fix it, plus the questions we get most about Zaps that don't fire.

If a Zap is misbehaving, start here. The first half is the exact error text CoachIQ sends back and what to do about each one; the second half answers the common questions. Setup itself is covered in [Zapier integration](/tools/automations/zapier-integration).

<Warning>
  **Zapier can show a step as successful when CoachIQ reported a problem.** With one exception, CoachIQ's Zapier endpoints reply "OK" at the network level and put the real outcome in an `error` field in the response body. When in doubt, open the step's **Data Out** in Zap History and look for `error`. The exception is the initial connection test, which fails outright with **Unauthorized** if your credentials are wrong.
</Warning>

## Error catalog

| Error message                                                | What it means                                                                                        | How to fix it                                                                                                                 |
| ------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------- |
| `Unauthorized`                                               | Your API Key and Group ID could not be authorised. This is the one that fails the connection itself. | Re-copy both from **Settings → Developer → API Keys**. The usual cause is pasting the **Org ID** instead of the **Group ID**. |
| `Unauthorized request...`                                    | The request was not authorised.                                                                      | Same as above: verify both values and reconnect the account in Zapier.                                                        |
| `Send the group_id with your request.`                       | The Group ID was missing.                                                                            | Reconnect your CoachIQ account in Zapier and make sure **Group ID** is filled in.                                             |
| `Event type not found`                                       | A trigger tried to subscribe to an event CoachIQ does not recognise.                                 | Remove and re-add the CoachIQ trigger. If it persists, contact support.                                                       |
| `Webhook trigger already exists`                             | This Zap's trigger was already subscribed.                                                           | Harmless. Common after editing and re-saving a Zap. The trigger still works.                                                  |
| `A valid email must be passed with your request.`            | **Create User** got a missing or invalid email.                                                      | Check the field mapped into **Email** actually holds an address.                                                              |
| `A user is already connected to your group with that email.` | **Create User**: that email is already in your group.                                                | Not a failure. CoachIQ returns the existing user instead of a duplicate.                                                      |
| `Phone not added, invalid`                                   | **Create User** made the user but the phone was not a valid format.                                  | The user exists without a phone. Fix the number and re-run if you need it saved.                                              |
| `Phone not added, user exists with phone number already.`    | **Create User** made the user but that phone belongs to someone else.                                | The user exists without a phone. Use a different number if needed.                                                            |
| `A message must exist`                                       | A messaging action had no text.                                                                      | Fill in **Message**. If you mapped a field that came through empty, add fallback text.                                        |
| `The message can have a max length of 600`                   | An **SMS** was over 600 characters.                                                                  | Shorten to 600 or fewer. Aim for 160.                                                                                         |
| `The message can have a max length of 15000`                 | An **In-App** or **Announcement** message was over 15,000 characters.                                | Shorten it.                                                                                                                   |
| `The heading can have a max length of 5000`                  | An **Announcement** heading was over 5,000 characters.                                               | Shorten the heading.                                                                                                          |
| `No user exists with this email`                             | No one in your group has that email.                                                                 | Confirm the email, or add a **Create User** step first.                                                                       |
| `No user exists with this phone`                             | No one in your group has that phone.                                                                 | Confirm the phone. For Announcements, identifying by phone needs **Use phone → yes**.                                         |
| `This user is not connected to this group`                   | The person exists in CoachIQ but is not in your group.                                               | Add them (for example with **Create User**) before messaging.                                                                 |
| `An admin profile must exist in the group connected.`        | A messaging action needs an admin to send from and found none.                                       | Make sure your group has at least one admin, then re-run.                                                                     |
| `Request was unsuccessful`                                   | A generic failure.                                                                                   | Re-run. If it keeps failing, check your inputs, then contact support with the step's Data In and Data Out.                    |
| `There was a problem with your submission...`                | A generic submission problem.                                                                        | Re-check the mapped fields and re-run.                                                                                        |

**Hard failure or warning?** If the response has an `error` and no result fields, the step failed. If it has an `error` plus a result (such as a created user record), the main thing worked and the error is a side note. The two `Phone not added...` messages and `A user is already connected...` are warnings; the rest are hard failures.

## FAQ

### My Zap didn't fire

Check in this order:

1. **Is the Zap turned on?** CoachIQ triggers only receive events while the Zap is on. The **Test** button pulls a past sample even when it is off, but that is for building only.
2. **Did the event happen after you turned it on?** Triggers fire on new events, not history.
3. **Did the right event happen?** A New Form Zap only fires on form submissions, New Purchase only on purchases.
4. **Check Zap History** in Zapier for whether the event arrived and whether a later step errored.
5. **Look for `error` in the step output.** CoachIQ reports problems inside the response, not as a failed request.

Retries, delivery timing, and request signing are not documented. If a Zap depends on them, treat them as unverified and ask support rather than assuming.

### "Create User" said the user already exists

Expected, and not a failure. CoachIQ returned the existing user so your later steps still have someone to work with. To branch on it, add a Zapier Filter on the presence of that `error`.

### My SMS keeps getting rejected for length

The Zapier **Send an SMS Message** action is capped at 600 characters. Keep to 160 or fewer for a single segment; longer texts within the cap are sent as multiple segments and billed per segment from your [SMS credits](/inbox/sms-credits). For long text, use **Send an In-App Message** or **Send an Announcement** instead (up to 15,000 characters).

This cap is specific to the Zapier action. The **Send an SMS Message** action inside CoachIQ's own [automation builder](/tools/automations/triggers-actions-reference#all-actions) has no 160-character cap; its counter only shows where the text splits into a second segment.

### How do I send to everyone?

Use **Send an Announcement** with **Send to everyone → yes**. In-App and SMS always go to one person.

The yes/no fields are literal text. **Send to everyone** and **Use phone** expect `yes` or `no`, and anything other than `no` (or `false`) is treated as yes. Type `no` when you mean no.

### I manage more than one CoachIQ group

Each Zapier connection is one Group ID plus one API Key. Add a separate CoachIQ connection per group, name them clearly, and pick the right one in each Zap.

### What data comes through a trigger?

| Trigger          | You get                                                                                                                                 | Watch out for                                                                    |
| ---------------- | --------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------- |
| **New User**     | `id`, `email`, `phone`, `firstName`, `lastName`                                                                                         | —                                                                                |
| **New Form**     | the `form` (label and each field's question, type, required flag, and answer) and the `user`                                            | the user can be empty for a guest submission                                     |
| **New Purchase** | the `product` (label plus `price`, or an `accessCode` flag), the `order` (`via` Form / Booking / Product, and `amount`), and the `user` | the user can be empty for an anonymous purchase; amounts are text like `"49.99"` |
| **New Booking**  | the `booking` (session title, `day`/`month`/`year`, `start`/`end`, `tz`, `notes`, `recurring`) and the `user`                           | —                                                                                |

Money comes through as text. Add a Zapier **Formatter** step before doing math.

## Related articles

<CardGroup>
  <Card title="Zapier integration" icon="bolt" href="/tools/automations/zapier-integration">
    Connect CoachIQ and build your first Zap
  </Card>

  <Card title="Developer settings" icon="code" href="/settings/developer">
    Where your Group ID and API keys live
  </Card>
</CardGroup>


# Creating & Customizing Forms
Source: https://help.coachiq.io/tools/forms/creating-forms

Build professional intake forms, registrations, and waivers using templates or from scratch — complete field type reference included.

This guide covers everything you need to build forms in CoachIQ — from quick template setups to fully custom builds.

<Info>
  **Where to find Forms**: Tools → Forms → **+ Create Form**
</Info>

## Start with a template or blank form

When you create a new form, you choose your starting point:

<Frame>
  <img alt="Form Templates" />
</Frame>

| Option                     | Best for                                                                      |
| -------------------------- | ----------------------------------------------------------------------------- |
| **Website Form**           | Lead capture on your site — simple contact info + "how did you hear about us" |
| **Player Onboarding Form** | New athlete intake — contact info, goals, experience, parent details          |
| **Camp Form**              | Event registration — attendee info, emergency contacts, t-shirt sizes         |
| **Onboarding Waiver**      | Liability agreements — terms display + agreement checkbox                     |
| **Athlete Testimony**      | Collecting reviews — feedback questions + permission to share                 |
| **Blank Form**             | Custom builds — start with nothing and add exactly what you need              |

<Tip>
  **Start with a template, then customize.** It's faster than building from scratch, and you can add, remove, or edit any field.
</Tip>

## The form builder interface

Once inside the builder, you'll see three areas:

| Area             | Purpose                                      |
| ---------------- | -------------------------------------------- |
| **Left sidebar** | Your added fields in order — drag to reorder |
| **Center panel** | Field picker with 5 categories               |
| **Right panel**  | Live preview of your form                    |

<Frame>
  <img alt="Form Builder Example" />
</Frame>

**Top bar options:**

* **Settings** — Button colors, multiple response toggle
* **Connections** — Add products, schedulers, or require login
* **Responses** — View submissions (after publishing)
* **Share** — Get your form link
* **Update Form** — Save and publish changes

## Field types reference

Fields are organized into 5 categories. Click a category icon in the center panel to see available fields.

### Contact Info fields

Pre-built fields designed for athlete and parent data. When you require login/signup (in Connections), these fields sync to the athlete's profile in [People](/people/overview).

| Field              | What it captures                                                |
| ------------------ | --------------------------------------------------------------- |
| Athlete First Name | Athlete's first name                                            |
| Athlete Last Name  | Athlete's last name                                             |
| Athlete Email      | Athlete's email address                                         |
| Athlete Phone      | Athlete's phone number                                          |
| Athlete Age        | Athlete's age                                                   |
| Parent First Name  | Parent/guardian first name                                      |
| Parent Last Name   | Parent/guardian last name                                       |
| Custom Field       | Maps to one of your org's People custom fields (you pick which) |

<Note>
  **Profile sync only works when Login/Signup is required.** Without it, Contact Info fields capture data but don't automatically connect to People profiles.
</Note>

#### Custom Field — map to your People custom fields

The **Custom Field** option (at the bottom of the **Contact Info** category) lets a form write to your organization's **People custom fields** — the same custom fields on an athlete's profile in [People](/people/overview), like "Started Training" or "Child Name".

1. In the form builder, open the **Contact Info** category and select **Custom Field**.
2. In the **Custom Field** dropdown, choose which custom field to map to (e.g., "Child Name").
3. Toggle **Required?** if the answer is mandatory.

With **Login/Signup required**, the athlete's answer writes straight to that custom field on their People profile — so an onboarding form can fully populate a new athlete's custom fields, the same way the waiver field connects to the Waivers tab.

### General fields

Content elements that add structure and context to your form — not questions.

| Field                | What it does                                                                  |
| -------------------- | ----------------------------------------------------------------------------- |
| Media                | Embed an image or video                                                       |
| Heading              | Add a section title (display only; it is not the label of the field below it) |
| Plain Text           | Add instructions or descriptions                                              |
| Upload File          | Let respondents attach files (PDFs, images, etc.)                             |
| Description of Terms | Display legal text (for waivers)                                              |

### Choices fields

Pre-built selection questions.

| Field    | What it does                      |
| -------- | --------------------------------- |
| Checkbox | Multiple selections allowed       |
| Yes / No | Binary choice (two radio buttons) |

### Custom fields

Build your own questions with these input types:

| Field         | Best for                                                                            | Example                                               |
| ------------- | ----------------------------------------------------------------------------------- | ----------------------------------------------------- |
| Text          | Short answers                                                                       | "What position do you play?"                          |
| Phone         | Phone number input; accepts numbers typed with dashes or spaces, and validates them | Secondary contact number                              |
| Text Area     | Long answers                                                                        | "What are your training goals?"                       |
| Checkbox      | Multiple selections                                                                 | "Which days work for you?" (Mon, Tue, Wed...)         |
| Select Box    | Single selection (dropdown)                                                         | "Experience level" (Beginner, Intermediate, Advanced) |
| Radio Buttons | Single selection (all visible)                                                      | "I am the..." (Parent, Athlete)                       |
| Country       | Country selection                                                                   | Pre-populated country dropdown                        |

### Templates category

This shows the same template options from form creation — useful if you started blank and want to reference a template's structure.

***

## Build a form step-by-step

<Steps>
  <Step title="Create a new form">
    Go to **Tools → Forms** and click **+ Create Form**. Choose a template or start blank. Give your form a name.
  </Step>

  <Step title="Add fields">
    Click a category in the center panel, then click a field to add it. The field appears in your left sidebar and right preview.

    For custom fields, you'll see a modal to configure:

    * Field type (Text, Select Box, etc.)
    * Label (the question text)
    * Default value (optional)

    <Warning>
      **The Label is what appears in responses.** The field's **Label** is the column title in Responses and exports and the name automations see. A **Heading** placed above a field is display-only and is not connected to it. If you put the question in a Heading and example text such as "EX: John" in the Label, your responses show "EX: John" as the question. Put the question in the Label and use the default value for example text.
    </Warning>
  </Step>

  <Step title="Reorder fields">
    Drag fields in the left sidebar to change their order. The preview updates automatically.
  </Step>

  <Step title="Set required fields">
    Click a field to select it, then mark it as required. Required fields show an asterisk (\*) and must be completed to submit.
  </Step>

  <Step title="Add headings and instructions">
    Use **Heading** fields to create sections (e.g., "Athlete Information", "Parent/Guardian Details"). Use **Plain Text** to add instructions or context. Neither is a question: headings and plain text never appear in responses, and they do not label the field beneath them.
  </Step>

  <Step title="Preview your form">
    Click the preview button to see exactly what respondents will see. Test the flow before publishing.
  </Step>

  <Step title="Save and publish">
    Click **Update Form** to save. Your form is now live and ready to share.
  </Step>
</Steps>

## Customize form design

Match your form to your brand using the **Settings** menu:

| Setting           | What it controls                      |
| ----------------- | ------------------------------------- |
| Button Color      | Background color of the submit button |
| Button Text Color | Text color on the submit button       |

<Tip>
  **Use your brand colors.** If your CoachIQ website uses a specific color scheme, match your form buttons for a consistent experience.
</Tip>

<Frame>
  <img alt="Forms Example" />
</Frame>

## Form settings

Access these in the **Settings** dropdown:

### Multiple responses

* **ON** — Same person can submit the form multiple times
* **OFF** — One submission per person (requires login)

Use cases:

* **ON**: Feedback forms, session check-ins
* **OFF**: Registration forms, waivers (one per athlete)

## Duplicate a form

1. Open **Tools → Forms** and find the original form.
2. Hover over its row to reveal the actions on the right. Choose **Duplicate form**, the overlapping-squares icon.
3. Open the copy, update its name for the new camp or season, and review its questions and connections before sharing.

<Frame>
  <img alt="Form row with the duplicate icon followed by public-link, edit, and archive actions" />
</Frame>

Duplication copies the current questions, choices, and settings. The copy starts with **zero responses**; submissions stay with the original form. Review the copied questions and connections before sharing it for a new season or camp.

Editing questions does not erase historical answers. Removed questions and choices remain readable in past submissions, while questions added later are blank on those earlier submissions. See [Managing response history](/tools/forms/responses-and-automations#manage-response-history).

## Archiving and restoring a form

When a form has run its course (last season's registration, a closed camp), archive it instead of deleting it. Archiving keeps every past submission and takes the form out of circulation.

<Steps>
  <Step title="Archive it">
    Go to **Tools → Forms**, hover over the form's row, and click the **archive** icon on the right (next to the share and edit icons).
  </Step>

  <Step title="Find it later">
    Switch the **Show** filter at the top of the list from **Active** to **Archived**. Archived forms can be opened, viewed, and edited from there.
  </Step>

  <Step title="Restore it">
    Open the archived form and restore it. It moves back to the **Active** list and its links and embeds work again.
  </Step>
</Steps>

What archiving does:

* Stops the form from accepting submissions on any live page or link, so an old form cannot keep quietly collecting responses
* Keeps the form, its settings, and all of its responses
* Is reversible at any time

Full details, including what happens to shared links, are in [Sharing forms → Archiving a form](/tools/forms/sharing-forms#archiving-a-form). Deleting a form is permanent and removes its responses; export first if you must delete (see [Responses & Automations](/tools/forms/responses-and-automations#exporting-responses)).

## How connections add pages

When you add Products, Schedulers, or Login/Signup via the **Connections** menu, each becomes a separate page in the form flow:

```
Page 1: Form fields (your questions)
     ↓
Page 2: Login/Signup (if enabled)
     ↓
Page 3: Product payment (if added)
     ↓
Page 4: Scheduler booking (if added)
     ↓
Complete
```

<Note>
  This is the only way to create multi-page forms. There's no manual page break option — the pages come from connections you add.
</Note>

<Tip>
  With Login/Signup enabled, anyone who enters an email that already has an account is asked to sign in mid-form. That is expected. See [What Returning Visitors See](/tools/forms/returning-visitor-sign-in) for exactly what they see and what to tell them.
</Tip>

<Note>
  The phone field on the Login/Signup page defaults to **+1** with a country selector, so a US number typed without a country code is saved correctly. Numbers typed with dashes are accepted.
</Note>

## Form building tips

<AccordionGroup>
  <Accordion title="Keep forms short">
    Every additional field reduces completion rates. Ask only what you need. You can always collect more info later.
  </Accordion>

  <Accordion title="Lead with easy questions">
    Start with simple fields (name, email) before asking longer questions (goals, experience). This builds momentum.
  </Accordion>

  <Accordion title="Use headings to organize">
    For longer forms, break content into clear sections: "Athlete Info", "Parent Info", "Training Preferences". Makes scanning easier.
  </Accordion>

  <Accordion title="Preview before sharing">
    Always preview your form. Check that required fields are marked, questions make sense, and the flow feels natural.
  </Accordion>

  <Accordion title="Match your website branding">
    Consistent colors build trust. If athletes click a form link from your site, it should feel like the same experience.
  </Accordion>
</AccordionGroup>

## What you can't do (yet)

* **Duplicate forms** — Each form must be built individually
* **Conditional logic** — Can't show/hide fields based on answers
* **Manual page breaks** — Multi-page only comes from connections
* **Save partial responses** — Respondents must complete in one session

## Next steps

<CardGroup>
  <Card title="Collect Payments & Bookings" icon="credit-card" href="/tools/forms/payments-and-bookings">
    Add products and schedulers to your forms
  </Card>

  <Card title="Share Your Forms" icon="share" href="/tools/forms/sharing-forms">
    Get your link, embed on your website, and configure completion actions
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Understand the products you can connect to forms for payment collection
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Build a scheduler to embed in your form flow for session bookings
  </Card>

  <Card title="What Are Automations?" icon="bolt" href="/tools/automations/what-are-automations">
    Trigger automated actions when forms are submitted
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    See how form submissions connect to athlete profiles when login is required
  </Card>
</CardGroup>


# What Are Forms?
Source: https://help.coachiq.io/tools/forms/overview

Collect athlete info, registrations, waivers, and payments — all in one place that connects to your entire CoachIQ system.

Forms are how you collect information from athletes and parents — without the back-and-forth texting, manual data entry, or scattered Google Docs.

<Info>
  **Where to find Forms**: Tools → Forms in the main navigation
</Info>

## What forms do

A CoachIQ form replaces the messy process of gathering athlete info via text, email, or paper. You create a form once, share the link, and responses flow directly into your system.

Common uses:

* **Lead capture** — "I'm interested in training" inquiries from your website
* **New athlete intake** — Contact info, goals, experience level, parent details
* **Camp/event registration** — Sign up + payment in one step
* **Waivers** — Liability agreements before the first session
* **Feedback** — Post-program surveys or testimonials

<Frame>
  <img alt="Forms Example" />
</Frame>

## How forms connect to CoachIQ

Forms aren't just data collection — they plug into your entire business system.

<CardGroup>
  <Card title="People" icon="users" href="/people/overview">
    When you require login/signup, form responses automatically appear on the athlete's profile and their data syncs to your People list. Returning visitors are asked to [sign in mid-form](/tools/forms/returning-visitor-sign-in).
  </Card>

  <Card title="Products" icon="credit-card" href="/payments/product-overview">
    Add a product to your form to collect payment during submission — perfect for camp fees, registration deposits, or trial session charges.
  </Card>

  <Card title="Schedulers" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Embed a scheduler so athletes can book their first session right after completing your intake form.
  </Card>

  <Card title="Automations" icon="bolt" href="/tools/automations/what-are-automations">
    Trigger automated actions when a form is submitted — send a welcome message, add a tag, or assign credits.
  </Card>
</CardGroup>

<Note>
  **How connections work**: When you add Products, Schedulers, or Login/Signup to a form, each becomes a separate page in the submission flow. The athlete completes the form fields first, then proceeds through each connected page.
</Note>

## Why use CoachIQ forms vs. external tools

You might be used to Google Forms, Typeform, or JotForm. Here's why CoachIQ forms work better for your coaching business:

| External Tools                       | CoachIQ Forms                      |
| ------------------------------------ | ---------------------------------- |
| Data lives in a separate system      | Data connects to athlete profiles  |
| Manual copy/paste to track responses | Responses appear in one dashboard  |
| Can't collect payments               | Add products for registration fees |
| Can't book sessions                  | Embed schedulers directly          |
| Generic branding                     | Matches your CoachIQ website       |
| No automation triggers               | Triggers automations on submission |

<Tip>
  **The real advantage**: Everything stays in one system. When an athlete submits a form, you don't need to manually add them anywhere — their info, payment, and booking are already connected.
</Tip>

## What you can build with forms

### Lead capture form

Embed on your website to capture interested families. Typical fields: "I am the" (Parent/Athlete), name, email, phone, "How did you hear about us?"

### New athlete onboarding

Collect everything before the first session: contact info, athlete age, experience level, goals, parent details, and a waiver agreement.

### Camp registration with payment

Combine info collection with payment: athlete details, t-shirt size, emergency contact, plus a product for the camp fee.

### Waiver/liability form

Display your terms and require agreement before training begins. When login is required, the signed waiver attaches to their profile.

### Testimonial collection

Request feedback and permission to share on your website. Great for building social proof.

## What forms can't do

Understanding limitations helps you build the right workflows:

* **No conditional logic** — You can't show/hide questions based on previous answers
* **No partial saves** — Athletes must complete the form in one session
* **No form duplication** — Each form is built individually
* **No branching inside the form** — a form cannot change its own questions based on an answer. Automations can, though: the **Form Submitted** trigger exposes each question as an **Answer field**, so "if they selected Instagram, add the Instagram Lead tag" is built in [Automations](/tools/forms/responses-and-automations#automations-triggered-by-forms)
* **No completion analytics** — You see total responses, not drop-off rates

## Quick glossary

| Term                    | Meaning                                                                                    |
| ----------------------- | ------------------------------------------------------------------------------------------ |
| **Field**               | A single question or element on your form                                                  |
| **Contact Info fields** | Pre-built fields (name, email, phone) that sync to athlete profiles when login is required |
| **Custom fields**       | Questions you create from scratch (text, dropdown, checkbox, etc.)                         |
| **Connections**         | Products, Schedulers, or Login/Signup added to your form flow                              |
| **Response**            | A single completed form submission                                                         |

## Next steps

<CardGroup>
  <Card title="Create Your First Form" icon="rocket" href="/tools/forms/creating-forms">
    Build and publish a form in under 5 minutes
  </Card>

  <Card title="Collect Payments & Bookings" icon="credit-card" href="/tools/forms/payments-and-bookings">
    Add products and schedulers to your forms
  </Card>
</CardGroup>

## Team registration

If Teams is enabled for your organization, a team can connect an existing registration form. Families register the participating athlete, and the completed submission can add that athlete to the team. See [team registration](/people/teams/registration-and-messaging).

## Related articles

<CardGroup>
  <Card title="What Are Automations?" icon="bolt" href="/tools/automations/what-are-automations">
    Learn how automated workflows trigger when forms are submitted
  </Card>

  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Understand the products you can attach to forms for payment collection
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Build a scheduler to embed in your form flow for session bookings
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    See how form submissions connect to athlete profiles
  </Card>
</CardGroup>


# Collecting Payments & Bookings
Source: https://help.coachiq.io/tools/forms/payments-and-bookings

Add products and schedulers to your forms so athletes can register, pay, and book — all in one seamless flow.

Forms become powerful when you connect them to payments and scheduling. Instead of collecting info, then sending a payment link, then asking them to book — do it all in one step.

<Info>
  **Where to find connections**: Open any form in the builder → click **Connections** in the top bar
</Info>

## How connections work

When you add a Product, Scheduler, or Login/Signup to a form, each becomes a separate page in the submission flow:

```
Form Fields → Login/Signup → Payment → Booking → Complete
```

The athlete fills out your questions first, then proceeds through each connected page before finishing.

<Note>
  You control which connections to add. A simple lead form might have none. A camp registration might have all three.
</Note>

## Require a form when someone buys a product

To start registration from a product purchase, open **Payments → Products**, edit the product, and choose **Advanced → Add a form**. Select your form and save.

The buyer completes registration, reviews their details, and then purchases. A returning parent or athlete with completed registration on file for that product skips the form on a repeat purchase. The product's recipient setting still controls whether the purchase and credits go to the buyer or a selected managed athlete.

See [Attach a registration form to a product](/payments/product-builder#attach-a-registration-form-to-a-product). Use the steps below when you want to start from the form instead.

## Adding a product (collect payment)

Use this when you want to collect a fee during form submission — registration fees, deposits, camp payments, or trial session charges.

<Steps>
  <Step title="Open your form">
    Go to **Tools → Forms** and click on the form you want to edit.
  </Step>

  <Step title="Click Connections">
    In the top bar, click **Connections** to open the connections menu.
  </Step>

  <Step title="Select a product">
    Choose the product you want to attach. This must be a product you've already created in [Payments → Products](/payments/product-overview).

    The product name, price, and description will display to the athlete during checkout.
  </Step>

  <Step title="Save your form">
    Click **Update Form** to save. The payment page is now part of your form flow.
  </Step>
</Steps>

<Frame>
  <img alt="Connected Products Forms" />
</Frame>

### What the athlete sees

After completing your form fields:

1. They're taken to a payment page
2. They see the product name, description, and price
3. They enter payment details
4. After payment, they continue to the next step (or completion)

<Tip>
  **Create a dedicated product for each form use case.** Instead of a generic "Registration Fee", create "Summer Camp 2025 Registration" — clearer for athletes and easier for you to track.
</Tip>

<Frame>
  <img alt="Form Payment Athlete View" />
</Frame>

## Adding a scheduler (book a session)

Use this when you want athletes to book a session as part of the form flow — common for evaluation bookings, trial sessions, or onboarding.

<Steps>
  <Step title="Open your form">
    Go to **Tools → Forms** and click on the form you want to edit.
  </Step>

  <Step title="Click Connections">
    In the top bar, click **Connections** to open the connections menu.
  </Step>

  <Step title="Select a scheduler">
    Choose the scheduler you want to embed. This must be a scheduler you've already created in [Schedule → Schedulers](/scheduling/creating-your-first-scheduler).
  </Step>

  <Step title="Save your form">
    Click **Update Form** to save. The booking calendar is now part of your form flow.
  </Step>
</Steps>

### What the athlete sees

After completing previous steps:

1. They see an embedded calendar with your available times
2. They select a date and time
3. After booking, they continue to completion

## Requiring login/signup

Use this when you want form submissions tied to athlete profiles in your [People list](/people/overview).

<Steps>
  <Step title="Open Connections">
    In your form builder, click **Connections** in the top bar.
  </Step>

  <Step title="Enable Login/Signup">
    Toggle on the login/signup requirement.
  </Step>

  <Step title="Save your form">
    Click **Update Form** to save.
  </Step>
</Steps>

### What this enables

| With Login/Signup OFF                   | With Login/Signup ON                   |
| --------------------------------------- | -------------------------------------- |
| Anyone can submit anonymously           | Athlete must create account or log in  |
| Data captured but not linked            | Data syncs to their People profile     |
| Can't see submission on athlete profile | Form appears in their activity history |
| No identity verification                | You know exactly who submitted         |

<Note>
  **For waivers, always require login.** You want the signed waiver attached to a specific athlete's profile — not floating anonymously in your responses.
</Note>

## Common connection combinations

### Lead capture form

**Connections:** None

Just collect info. No payment, no booking, no account required. Keep the barrier low for first contact.

### Trial session registration

**Connections:** Login/Signup + Product (trial fee) + Scheduler

Athlete creates account → pays trial fee → books their session. You get a qualified lead with payment commitment and a booking on your calendar.

### Camp registration

**Connections:** Login/Signup + Product (camp fee)

Athlete creates account → pays camp fee. No scheduling needed since camp dates are fixed. Their registration is tied to their profile.

### New athlete onboarding

**Connections:** Login/Signup + Scheduler

Athlete creates account → books first evaluation. No payment at this stage — you'll charge after the eval or via a separate product.

### Waiver collection

**Connections:** Login/Signup only

Athlete creates account → completes waiver. The signed waiver attaches to their profile. No payment or booking needed.

## Viewing connected transactions and bookings

### Payments

When an athlete pays via a form:

* Transaction appears in **Payments → Transactions**
* Shows the product, amount, athlete, and timestamp
* Links to the form submission

### Bookings

When an athlete books via a form:

* Session appears on your **Calendar**
* Shows in the athlete's booking history
* Links to the form submission

### Form responses

All submissions (with or without connections) appear in your form's **Responses** tab.

## Tips for connected forms

<AccordionGroup>
  <Accordion title="Create products before building the form">
    You can only connect existing products. Build your registration fee or camp product first in [Payments → Products](/payments/product-overview), then add it to your form.
  </Accordion>

  <Accordion title="Create schedulers before building the form">
    Same logic — you can only connect existing schedulers. Set up your availability and scheduler first.
  </Accordion>

  <Accordion title="Test the full flow yourself">
    Before sharing, submit your own form. Go through every page — fields, login, payment (use test mode if available), and booking. Experience what your athletes will experience.
  </Accordion>

  <Accordion title="Keep form fields minimal when adding connections">
    Each connection adds a page. If your form already has 15 fields plus payment plus booking, that's a lot of steps. Consider what's truly essential.
  </Accordion>

  <Accordion title="Use login for any form you want tracked">
    Anonymous submissions work, but you lose the profile connection. For anything beyond casual lead capture, require login.
  </Accordion>
</AccordionGroup>

## What you can't do

* **Make payment optional** — If a product is connected, payment is required to submit
* **Add multiple products** — One product per form
* **Add multiple schedulers** — One scheduler per form
* **Skip connection pages** — Athletes must complete each connected step in order

## Next steps

<CardGroup>
  <Card title="Share Your Forms" icon="share" href="/tools/forms/sharing-forms">
    Get your link, embed on your website, and configure what happens after submission
  </Card>

  <Card title="Responses & Automations" icon="bolt" href="/tools/forms/responses-and-automations">
    View submissions, export data, and trigger automated actions
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Learn about the products you can connect to forms for payment
  </Card>

  <Card title="Product Builder" icon="credit-card" href="/payments/product-builder">
    Create a product to attach to your registration or camp form
  </Card>

  <Card title="Creating Your First Scheduler" icon="calendar" href="/scheduling/creating-your-first-scheduler">
    Set up a scheduler to embed in your form booking flow
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    See how login/signup connects form data to athlete profiles
  </Card>
</CardGroup>

## When required booking answers become a response

For a session booking that requires registration, answers are held during payment review. A declined or abandoned payment does not create a submitted response. After a successful payment, the confirmed booking and its registration response are saved. For a booking covered by credits or a membership, registration completes when the booking is confirmed.

If a payment is declined, correct the payment method and retry the same checkout. Review whether payment or booking completed before starting over.


# Responses & Automations
Source: https://help.coachiq.io/tools/forms/responses-and-automations

View form submissions, export data, and trigger automated actions when athletes complete your forms.

After athletes submit your forms, you need to see that data and act on it. This guide covers viewing responses, exporting data, and connecting forms to automations.

<Info>
  **Where to find responses**: Open any form in the builder → click **Responses** in the top bar
</Info>

## Viewing form responses

Every submission is captured in your form's Responses tab.

<Steps>
  <Step title="Open your form">
    Go to **Tools → Forms** and click on the form you want to review.
  </Step>

  <Step title="Click Responses">
    In the top bar, click **Responses** to see all submissions.
  </Step>

  <Step title="Browse submissions">
    You'll see a list of all responses with submission date and respondent info (if login was required).
  </Step>

  <Step title="View individual responses">
    Use the **View response** icon beside the submission date to open its recorded answers.
  </Step>
</Steps>

### What you see per response

| Data              | Description                                           |
| ----------------- | ----------------------------------------------------- |
| Submission date   | When the form was completed                           |
| Respondent        | Name/email if login was required, anonymous otherwise |
| All field answers | Every question and the athlete's response             |
| Connected actions | Payment made, session booked (if applicable)          |

<Frame>
  <img alt="Form Response Example" />
</Frame>

<Frame>
  <img alt="Individual test submission showing the saved booking-intake answer" />
</Frame>

Use **7 Days**, **30 Days**, **90 Days**, or **All** to choose the period. If an older response seems missing, choose **All** and use **Refresh responses** before changing the form. Check the timezone beside the date filters when comparing a submission with a booking.

## Manage response history

Removing a question or choice from a form keeps its past answers readable in Responses. A newly added question is blank on submissions collected before it existed. Duplicating the form copies its current setup and starts with zero responses; archiving and restoring the original preserves its submissions.

To remove a single submission, open Responses, select the submission's delete action, and confirm only after checking the record. Cancelling leaves it unchanged. Deleting one submission does not remove other submissions, purchases, bookings, or signed waivers. Export a copy first if you need to retain the response.

## Exporting responses

Export your form data to CSV for analysis, reporting, or backup.

<Steps>
  <Step title="Open Responses">
    Navigate to your form's **Responses** tab.
  </Step>

  <Step title="Click Export">
    Click the export button to download all responses as a CSV file.
  </Step>

  <Step title="Open in spreadsheet">
    Open the CSV in Excel, Google Sheets, or your preferred tool.
  </Step>
</Steps>

<Tip>
  **Export regularly for important forms.** Camp registrations, waivers, and lead lists are worth backing up outside CoachIQ.
</Tip>

## Email notifications for new submissions

When the **Forms** notification is on under **Settings → Communication → Notifications**, every submission sends you a **Form Submitted** email. The email lists the submitter's answers inline, question by question, so you can read a camp registration or jersey order and reply from your own inbox without opening CoachIQ to find it. A link into the form's Responses is still included for the full record.

* Turn the email on or off per channel (**Email** / **Push**) in [Communication settings](/settings/communication#notifications).
* Answers are shown under each field's **Label**, so name your fields clearly when you build the form (see [Creating forms](/tools/forms/creating-forms#build-a-form-step-by-step)).
* File uploads appear as links rather than attachments.

## How responses connect to People

When you require Login/Signup on a form, submissions link to athlete profiles.

| Login/Signup OFF                      | Login/Signup ON                                      |
| ------------------------------------- | ---------------------------------------------------- |
| Response stored in form only          | Response stored in form AND linked to profile        |
| No profile connection                 | Appears in athlete's activity on their People record |
| Can't see who submitted (anonymous)   | Know exactly which athlete submitted                 |
| Contact Info fields capture data only | Contact Info fields sync to profile                  |

### Viewing form activity on a profile

When login is required:

1. Go to [**People → Clients**](/people/overview)
2. Click on an athlete
3. View their activity — form submissions appear in their history

<Frame>
  <img alt="Client Form Activity" />
</Frame>

This is useful for:

* Confirming a specific athlete signed a waiver
* Seeing all forms an athlete has completed
* Tracking engagement over time

## Automations triggered by forms

Forms can trigger [automations](/tools/automations/what-are-automations) when submitted — sending messages, adding tags, or assigning credits automatically.

### What you can do

| Trigger             | What happens                                                                               |
| ------------------- | ------------------------------------------------------------------------------------------ |
| Form submitted      | Automation runs when any submission comes in                                               |
| Branch on an answer | Add a condition on an **Answer field** so the automation only continues for a given answer |
| Send message        | Auto-send email, SMS, or in-app message to the respondent, with their answers merged in    |
| Add tag             | Automatically tag the athlete (e.g., "Lead", "Camp 2025", "Waiver Signed")                 |
| Remove tag          | Remove a tag (e.g., remove "Needs Waiver" after waiver submitted)                          |
| Add credits         | Assign session credits to the athlete                                                      |

### Using the answers

Once you pick the form on a **Form Submitted** trigger, every question on it appears as an **Answer field**:

* **In Conditions**, compare an answer to a value. "How did you hear about us?" **Equal to** "Instagram" → add the tag "Instagram Lead". Checkbox, terms, and waiver questions default to **Contains**.
* **In Actions**, type `#` in any message field and choose the question to insert that person's answer into the email or text.

Headings, media, and plain-text blocks are layout only and are not offered as Answer fields. The exact controls are in the [Triggers and actions reference](/tools/automations/triggers-actions-reference#form-answers-in-messages).

## Setting up a form automation

<Steps>
  <Step title="Go to Automations">
    Navigate to [**Tools → Automations**](/tools/automations/what-are-automations).
  </Step>

  <Step title="Create new automation">
    Click to create a new automation.
  </Step>

  <Step title="Select trigger">
    Choose **Form Submitted** as your trigger, then select which form.
  </Step>

  <Step title="Add actions">
    Configure what happens: send message, add tag, remove tag, add credits, etc.
  </Step>

  <Step title="Activate">
    Save and activate your automation. It will now run every time that form is submitted.
  </Step>
</Steps>

## Common form automation recipes

### New lead welcome

**Trigger:** Website lead form submitted

**Actions:**

1. Add tag "New Lead"
2. Send SMS: "Thanks for your interest in training! Here's how to book your first session: \[link]"

### Waiver signed confirmation

**Trigger:** Waiver form submitted

**Actions:**

1. Add tag "Waiver Signed"
2. Remove tag "Needs Waiver"

### Camp registration follow-up

**Trigger:** Camp registration form submitted

**Actions:**

1. Add tag "Summer Camp 2025"
2. Send in-app message with camp details, schedule, and what to bring

### Post-eval feedback request

**Trigger:** Evaluation feedback form submitted

**Actions:**

1. Add tag "Feedback Received"
2. Send SMS: "Thanks for your feedback! We'd love a Google review if you have a minute: \[link]"

<Note>
  **Automations require Login/Signup on the form.** To send messages or add tags, the system needs to know who submitted. Anonymous submissions can't trigger personalized actions.
</Note>

## Response analytics

CoachIQ provides basic response tracking:

| Available                   | Not available            |
| --------------------------- | ------------------------ |
| Total response count        | Completion rate          |
| Individual response details | Drop-off analytics       |
| Submission timestamps       | Field-by-field analytics |
| Export to CSV               | Visual charts/graphs     |

For deeper analysis, export your data and use external tools (Excel, Google Sheets, etc.).

## Tips for managing responses

<AccordionGroup>
  <Accordion title="Check responses regularly">
    Don't let leads sit. Check your website form responses daily — those are potential customers waiting to hear from you.
  </Accordion>

  <Accordion title="Use automations to respond instantly">
    A same-day response beats a next-week response. Set up auto-messages so leads hear from you immediately, even if you're coaching.
  </Accordion>

  <Accordion title="Tag for segmentation">
    Use form automations to tag athletes by source, interest, or status. Later, you can message everyone with a specific tag.
  </Accordion>

  <Accordion title="Export before deleting">
    If you need to delete a form, export responses first. Once a form is deleted, responses are gone.
  </Accordion>

  <Accordion title="Require login for anything important">
    Waivers, registrations, onboarding — anything you need tied to a specific athlete should require login. Anonymous responses have limited utility.
  </Accordion>
</AccordionGroup>

## Summary

| Task                             | How to do it                                     |
| -------------------------------- | ------------------------------------------------ |
| View responses                   | Form → Responses tab                             |
| Export data                      | Responses tab → Export button                    |
| See responses on athlete profile | Requires Login/Signup enabled                    |
| Trigger automation on submit     | Tools → Automations → Form Submitted trigger     |
| Branch on a specific answer      | Condition on an Answer field                     |
| Get answers by email             | Settings → Communication → Notifications → Forms |
| Auto-tag new submissions         | Automation with "Add Tag" action                 |
| Auto-message new submissions     | Automation with "Send Message" action            |

## Related articles

<CardGroup>
  <Card title="Forms Overview" icon="clipboard-list" href="/tools/forms/overview">
    Overview of forms and how they connect to your CoachIQ system
  </Card>

  <Card title="Creating & Customizing Forms" icon="hammer" href="/tools/forms/creating-forms">
    Build forms from templates or scratch — complete field reference
  </Card>

  <Card title="Collecting Payments & Bookings" icon="credit-card" href="/tools/forms/payments-and-bookings">
    Add products and schedulers to your form flow
  </Card>

  <Card title="Sharing Your Forms" icon="share" href="/tools/forms/sharing-forms">
    Get links, embed on websites, configure completion actions
  </Card>

  <Card title="What Are Automations?" icon="bolt" href="/tools/automations/what-are-automations">
    Understand how automated workflows connect to form submissions
  </Card>

  <Card title="Build Your First Automation" icon="bolt" href="/tools/automations/build-your-first-automation">
    Step-by-step guide to creating a form-triggered automation
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    See how form submissions link to athlete profiles
  </Card>
</CardGroup>

## Required registration during booking checkout

A booking's required registration is not a completed response just because the athlete reached payment review. Paid bookings save it after successful payment; credit- or membership-covered bookings save it when the booking is confirmed. Declined or abandoned payment attempts do not add a submitted response.


# What Returning Visitors See: The Sign-In Prompt
Source: https://help.coachiq.io/tools/forms/returning-visitor-sign-in

When a form requires login and someone enters an email that already has an account, CoachIQ asks them to sign in mid-form. Here is exactly what they see, why, and what to tell them.

When a form has **Login/Signup** required in its Connections, CoachIQ needs to know who is submitting it. New visitors create an account as part of the flow. Returning visitors, most often parents who registered a child last season, are asked to **sign in** the moment they enter an email that already has an account.

This is expected behavior, not a bug. Coaches have reported it as a bug more than once, so it helps to know what the athlete or parent actually sees.

<Info>
  This applies to forms on your **website** and forms in the **athlete app**. The prompt looks the same in both.
</Info>

## What a new visitor sees

Someone whose email is not in your organization goes straight through:

1. They answer your form questions.
2. On the Login/Signup page they create an account (name, email, password).
3. They continue to any product or scheduler pages you attached, then submit.

## What a returning visitor sees

Someone whose email already has an account with you sees a sign-in prompt appear as soon as they enter that email:

* The prompt has their email **pre-filled** and asks for their password.
* A **Forgot password?** link lets them reset it without leaving the form.
* If they close the prompt, their form answers are **kept**, and a **Member Login** option stays available so they can sign in when ready.

Once signed in, they continue through the rest of the form exactly as a new visitor would.

## Why it works this way

Form responses attach to a person's profile in [People](/people/overview). CoachIQ cannot attach a response to an account without confirming the person submitting owns that email, so it asks them to prove it by signing in. This is what keeps a returning parent's new registration, payment, and bookings on the same profile as last year's.

## What to tell a parent who asks

Copy and paste this if someone emails you about the prompt:

> That sign-in box means you already have an account with us from a previous registration. Enter the password you set up before, or click "Forgot password?" to reset it. Your answers on the form are saved while you sign in.

## Common questions

<AccordionGroup>
  <Accordion title="Can I turn the prompt off?">
    Only by removing the Login/Signup requirement from the form's Connections. Without it, responses are collected but are not attached to a profile, and Contact Info fields will not sync to People. See [Creating Forms](/tools/forms/creating-forms).
  </Accordion>

  <Accordion title="A parent says they never made an account">
    Someone in the family probably did, often the other parent or the athlete. Search the email in [People](/people/overview) to confirm, then have them use **Forgot password?**.
  </Accordion>

  <Accordion title="Does this happen on forms without a login requirement?">
    No. Forms without Login/Signup in their Connections never prompt anyone to sign in.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Creating Forms" icon="file-pen" href="/tools/forms/creating-forms">
    Where the Login/Signup connection lives and what it does to profile sync
  </Card>

  <Card title="Sharing Forms" icon="share-nodes" href="/tools/forms/sharing-forms">
    Put your form on your website or in the athlete app
  </Card>

  <Card title="Adding & Editing Clients" icon="user-plus" href="/people/adding-editing-clients">
    How accounts and profiles are created in People
  </Card>

  <Card title="Family Accounts" icon="users" href="/athlete-portal/family-accounts">
    How parents and children share one login
  </Card>
</CardGroup>


# Sharing Your Forms
Source: https://help.coachiq.io/tools/forms/sharing-forms

Get your form link, embed on your website, send via Inbox, and control what happens after submission.

Once your form is built, you need to get it in front of athletes and parents. CoachIQ gives you multiple ways to share — plus control over what happens after someone submits.

<Info>
  **Where to find sharing options**: Open any form in the builder → click **Share** in the top bar
</Info>

## Get your form link

Every form has a unique shareable link.

<Steps>
  <Step title="Open your form">
    Go to **Tools → Forms** and click on the form you want to share.
  </Step>

  <Step title="Click Share">
    In the top bar, click **Share** to open the sharing options.
  </Step>

  <Step title="Copy the link">
    Copy the direct link to your form. Anyone with this link can access and submit.
  </Step>
</Steps>

### Where to use the direct link

* Text it to interested parents
* Include in email responses to inquiries
* Add to your Instagram bio or linktree
* Share in Facebook groups or community posts
* Include in printed materials (use a QR code generator)

<Tip>
  **Save your most-used form links.** Keep your lead capture and waiver links handy — you'll share them often.
</Tip>

## Embed on your CoachIQ website

The cleanest way to add forms to your site is using the Form section block in Website Builder.

<Steps>
  <Step title="Open Website Builder">
    Go to **Website & App → Website Builder**.
  </Step>

  <Step title="Add a Form section">
    Click to add a new section and select **Form** from the section types.
  </Step>

  <Step title="Select your form">
    Choose which form to display from your existing forms.
  </Step>

  <Step title="Save and publish">
    Save your website changes. The form now appears directly on your page.
  </Step>
</Steps>

<Note>
  Forms embedded on your CoachIQ website inherit your site's styling and feel native to the experience.
</Note>

<Frame>
  <img alt="Forms Example" />
</Frame>

## Embed on external websites

If you have a website outside CoachIQ (Wix, Squarespace, WordPress, etc.), you can embed your form there too.

<Steps>
  <Step title="Get the embed code">
    In the **Share** menu, copy the embed code (iframe snippet).
  </Step>

  <Step title="Add to your external site">
    Paste the embed code into an HTML block or custom code section on your website platform.
  </Step>

  <Step title="Adjust sizing if needed">
    You may need to adjust the iframe width/height to fit your page layout.
  </Step>
</Steps>

## Send forms via Inbox

You can send a form link directly to athletes or parents through CoachIQ's [Inbox](/inbox/inbox-overview).

<Steps>
  <Step title="Open Inbox">
    Go to **Inbox** in the main navigation.
  </Step>

  <Step title="Start a message">
    Create a new message or reply to an existing conversation.
  </Step>

  <Step title="Attach or paste the form link">
    Include your form link in the message. Athletes can tap to open and complete.
  </Step>
</Steps>

Use this for:

* Sending waivers to new signups
* Following up with leads who inquired
* Requesting feedback after a program ends

## Completion actions

Control what happens after someone submits your form.

Access this in the **Settings** menu within your form builder.

| Action              | What happens                                   |
| ------------------- | ---------------------------------------------- |
| **Thank you page**  | Athlete sees a confirmation message (default)  |
| **Redirect to app** | Athlete is sent to your CoachIQ athlete portal |
| **Custom URL**      | Athlete is redirected to any URL you specify   |

<Frame>
  <img alt="Form Redirect" />
</Frame>

### When to use each

**Thank you page** — Default for most forms. Simple confirmation that submission was received.

**Redirect to app** — Use after onboarding forms. Gets the athlete into your portal where they can explore programs, book sessions, or view content.

**Custom URL** — Use for marketing flows. Redirect to a specific page on your website, a calendar booking link, or a video welcome message.

<Tip>
  **After camp registration, redirect to a "What to Expect" page.** Better experience than a generic thank you.
</Tip>

## Form availability

Your form is live and accessible as soon as you click **Update Form**. There's no separate publish toggle.

To stop accepting submissions, you can:

* **Archive the form** (recommended) — see below
* Remove the form section from your website, or
* Stop sharing the link

## Archiving a form

Archive a form you no longer use to tuck it out of your active forms list without deleting it.

<Steps>
  <Step title="Open your forms list">
    Go to **Tools → Forms**.
  </Step>

  <Step title="Archive the form">
    Hover over the form's row and click the **archive** icon on the right — it's the third icon, next to the share and edit icons.
  </Step>

  <Step title="View or restore archived forms">
    Use the **Show** filter at the top of the list to switch from **Active** to **Archived**. From there you can open a form to review or edit it, and restore it so it returns to the Active list.
  </Step>
</Steps>

**What archiving does:**

* Moves the form out of your active forms list — it isn't deleted
* Stops the form from being filled out on any live public page, so old forms can't keep quietly collecting responses
* Preserves the form and all of its past responses
* Can be reversed — you can still view an archived form and un-archive it at any time

## Sharing tips

<AccordionGroup>
  <Accordion title="Use your lead form link everywhere">
    Instagram bio, Facebook page, email signature, business cards. Make it easy for interested families to reach you.
  </Accordion>

  <Accordion title="Send waivers before the first session">
    Don't wait until they show up. Send the waiver link via Inbox as soon as they book or register.
  </Accordion>

  <Accordion title="Test your embedded forms">
    After embedding on your website, submit a test response. Make sure the form loads, connections work, and completion action fires correctly.
  </Accordion>

  <Accordion title="Match completion action to the form purpose">
    Lead form → Thank you page (low commitment). Onboarding form → Redirect to app (get them engaged). Camp registration → Custom URL to details page.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup>
  <Card title="Responses & Automations" icon="bolt" href="/tools/forms/responses-and-automations">
    View submissions, export data, and trigger automated actions when forms are submitted
  </Card>

  <Card title="What Are Forms?" icon="clipboard-list" href="/tools/forms/overview">
    Back to basics — how forms connect to your entire CoachIQ system
  </Card>
</CardGroup>

## Related articles

<CardGroup>
  <Card title="Inbox Overview" icon="inbox" href="/inbox/inbox-overview">
    Send form links directly to athletes and parents via messaging
  </Card>

  <Card title="What Are Automations?" icon="bolt" href="/tools/automations/what-are-automations">
    Trigger automated follow-ups when forms are submitted
  </Card>

  <Card title="People Overview" icon="users" href="/people/overview">
    See how form submissions connect to athlete profiles
  </Card>

  <Card title="Product Overview" icon="credit-card" href="/payments/product-overview">
    Understand the products you can attach to forms for payment
  </Card>
</CardGroup>


# Connect Live Data to a Sheet
Source: https://help.coachiq.io/tools/sheets/connect-live-data

Choose a CoachIQ data source, select records, and understand live columns, refresh, replacement, and unlinking.

Connect a sheet when the information already exists in CoachIQ. The connection supplies the source records; you can add custom columns for your own notes and tracking.

## Choose a source

1. Create or open a sheet in **Tools → Sheets**.
2. Select **Connect data**.
3. Choose the type of CoachIQ record you want to work with.
4. Review the preview and record selection.
5. Read the confirmation before connecting, especially if the sheet already contains data.

<Frame>
  <img alt="Connect CoachIQ data dialog showing the ten available source types" />
</Frame>

The source picker offers **People, Staff, Products, Schedulers, Programs, Forms, Subscriptions, Payments, Coupons, and Bookings**. Access to a source still depends on your permissions. Choose the source that represents the rows you want: a scheduler defines a schedule, while bookings represent participation in sessions.

<Note>
  **Forms** means form records. It does not import submitted answers automatically. Review answers in [Forms → Responses](/tools/forms/responses-and-automations).
</Note>

## Choose which records belong in the sheet

| Selection            | Use it when                                                                      |
| -------------------- | -------------------------------------------------------------------------------- |
| All matching records | You want the sheet's membership to follow the connected source selection.        |
| Specific records     | You want a fixed set of records while their connected values continue to update. |

A fixed selection is still live data. It fixes which records are included; it is not a frozen export of their values. Check the selected records before connecting, including selections made across searches.

If the preview is empty, check the group, permissions, source, and any filters. An empty preview does not prove that your entire business has no records.

## Understand live and custom columns

Live headers have a link indicator. Their values come from CoachIQ and cannot be edited directly in the sheet. Use a linked row's **Open in CoachIQ** action to reach the original record.

Your custom columns hold information you add yourself, such as a follow-up status or internal note. Keep that distinction in mind: typing a status in a custom column does not change a product, session, tag, or client profile.

Use the refresh control when you need current values and check the displayed update status. If a refresh fails, resolve the error before treating the sheet as current. An exported file is a snapshot from the time you downloaded it.

## Replacing a source or existing sheet data

Connecting data to a populated manual sheet, or using **Replace live source**, is a replacement workflow. Read the warning and review what will be replaced before confirming. Export existing work first if you need to keep it.

To keep both your current sheet and a new connected view, create a separate sheet and connect it there.

## Unlink live data

Use **Unlink live data** from the connected sheet's actions menu when you want to stop updates. The confirmation explains that rows and custom values remain, while live values stop updating. Review that message before proceeding.

Unlinking affects the sheet's connection; it does not delete the original CoachIQ records. Once unlinked, the retained values should be treated as a snapshot.

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can see a record in CoachIQ but not in my sheet">
    Check the connected source, group, filters, and whether you chose a fixed set of records. Refresh after checking those settings. A record outside a fixed selection will not be included just because it exists in CoachIQ.
  </Accordion>

  <Accordion title="I cannot edit a cell">
    Check whether its column is live. Live values are edited in the original CoachIQ area; custom values are edited in Sheets.
  </Accordion>

  <Accordion title="Connecting data asks me to replace something">
    The sheet already has data or a live source. Cancel and create a separate sheet if you want to preserve the existing view. Otherwise export what you need and review the replacement confirmation carefully.
  </Accordion>
</AccordionGroup>

[Next: filter, export, and act on your sheet](/tools/sheets/use-your-sheet).


# Create and Edit a Sheet
Source: https://help.coachiq.io/tools/sheets/create-and-edit

Create a manual sheet, choose column types, edit cells, and maintain your saved tracking information.

Start with a manual sheet when you want to track information you enter yourself. For live records from CoachIQ, use [Connect live data](/tools/sheets/connect-live-data).

## Create your sheet

1. Open **Tools → Sheets** as an organization Admin.
2. Select **Create sheet**.
3. Enter a descriptive name, such as **Fall camp equipment** or **Client follow-ups**.
4. Select **Create sheet** to open the grid.

<Frame>
  <img alt="Create a sheet dialog with a Sheet name field" />
</Frame>

## Add columns

Choose **Add column**, enter the column name, select its type, and save. Pick a type that matches the information you want to enter:

| Type            | Example                                        |
| --------------- | ---------------------------------------------- |
| Text            | Equipment name or a follow-up note             |
| Number          | Quantity or a score                            |
| Date            | A target follow-up date                        |
| Single select   | One status: Not started, In progress, Complete |
| Multiple select | Several relevant categories                    |

For select columns, enter the available options in the column setup. A new column is available across the sheet's rows.

<Frame>
  <img alt="Add a column dialog with name and type controls" />
</Frame>

<Note>
  Changing an existing column's type is not currently available. If you chose the wrong type, add a new column with the correct type and move the information you need before removing the old column.
</Note>

## Add rows and edit cells

Use **Add row** in a manual sheet. Double-click a custom cell to edit it, then use **Save** or **Cancel** in the editor. Enter values that match the column type; for example, a Number column expects a number.

A simple equipment checklist might contain **Item** (Text), **Quantity** (Number), **Needed by** (Date), and **Status** (Single select). Each row is one item. Start with a few rows so you can check the structure before adding the rest.

Custom columns can also sit beside connected data. Live source values are read-only; edit them through the source record rather than trying to overwrite them in the grid.

## Rename, sort, and hide columns

Open the column's menu to rename it, sort, filter, hide it, or delete a custom column. Hiding a column changes the view; deleting it removes that column's saved values. Live columns have different controls because the source owns them.

Use the sheet's column visibility controls to show a hidden column again. For filters and totals, see [Use your sheet](/tools/sheets/use-your-sheet).

## Keyboard controls

Open **Shortcuts** in the sheet to see the available keys. The grid supports arrow-key navigation, **Enter** or **F2** to edit, **Escape** to cancel, and **Cmd/Ctrl+F** for search. Follow the editor's Save/Cancel controls when entering values.

## Manage the sheet

The sheet actions menu includes rename, export, duplicate, column visibility, shortcuts, and delete. Give duplicated sheets a name that makes their purpose clear.

Deleting a sheet is irreversible. It removes the sheet's tracking information, while connected CoachIQ source records remain. Export any information you need before confirming deletion.

<Card title="Bring CoachIQ records into a sheet" icon="link" href="/tools/sheets/connect-live-data">
  Learn the difference between all matching records, selected records, and your custom columns.
</Card>


# Sheets Overview
Source: https://help.coachiq.io/tools/sheets/overview

Keep live CoachIQ records and your own tracking columns together, then filter, export, and act on the results.

Sheets gives you a flexible grid inside CoachIQ. Start with your own rows and columns, or connect a sheet to CoachIQ records and add the extra information your business needs beside them.

<Info>
  Open **Tools → Sheets**. Sheets is available to organization **Admins**. Coaches do not currently have access. If an Admin cannot see it, check staff access settings with your organization Admin or contact CoachIQ Support; availability can also be controlled for the organization.
</Info>

## Why we built Sheets

Running a coaching business creates tracking work that doesn't fit neatly into a standard profile or report: which families need a follow-up, what equipment is ready for camp, or what extra notes your team needs beside a list of clients.

A separate spreadsheet means copying records out of CoachIQ and keeping that copy current. Sheets brings that work into the same system. Connected columns show CoachIQ data, your custom columns hold the details you add, and a linked row can take you back to its original record.

Use it to organize the information you need and take the next step without rebuilding the same list in another tool.

## Two ways to start

| Start with             | Best for                                                                            | How it works                                                                                                                       |
| ---------------------- | ----------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- |
| A manual sheet         | Equipment checklists, internal planning, or information you enter yourself          | Create columns and add rows. You control the values.                                                                               |
| Connected CoachIQ data | A client follow-up list or a working view of schedulers, products, or other records | Choose a source and which records to include. Live columns reflect that source; custom columns hold your own tracking information. |

For example, connect **People** and add a **Follow-up status** column and a **Coach notes** column. Filter to the rows you need, open the original profiles, or review a messaging audience from your selection. The custom status is information in your sheet; it does not change a client's tags or send a message by itself.

## What you can do

* Create text, number, date, single-select, and multiple-select columns.
* Connect to CoachIQ records and keep your notes beside their live values.
* Search, filter, sort, and show or hide columns.
* Read numeric sums and other column counts in the Totals row.
* Export the current view or selected rows.
* Open a linked record in CoachIQ and review eligible message recipients from selected rows.

The sheet library helps you find saved sheets by name and sort them. On desktop, its headings identify **Name**, **Source**, **Rows**, and **Last updated**. A live-data refresh can change Last updated; it isn't only the last time someone typed in a cell.

## Start with one useful sheet

<CardGroup>
  <Card title="Create and edit a sheet" icon="table" href="/tools/sheets/create-and-edit">
    Name your sheet, choose column types, and enter your own information.
  </Card>

  <Card title="Connect live CoachIQ data" icon="link" href="/tools/sheets/connect-live-data">
    Choose a source, understand record selection, and work with live columns.
  </Card>

  <Card title="Filter, export, and take action" icon="filter" href="/tools/sheets/use-your-sheet">
    Turn a grid into a focused list and review the next action.
  </Card>
</CardGroup>

## How Sheets fits with other tools

Use **People** to maintain client profiles, **Scheduling** to manage sessions, and **Payments** to manage transactions and subscriptions. Sheets gives you a working view of those records; edit connected values in the original area.

The current Sheets release does not include spreadsheet formulas, CSV import, automatic form-response ingestion, or AI-built dashboards. Connecting **Forms** lists form records; it does not turn every submitted answer into a sheet row. Use [form responses](/tools/forms/responses-and-automations) to review submissions and [data tools](/settings/data) for supported imports.

## Common questions

<AccordionGroup>
  <Accordion title="Does everyone on my staff get Sheets?">
    Sheets currently requires an organization Admin role. A Coach role does not have access. Staff restrictions and organization availability can also affect whether it appears.
  </Accordion>

  <Accordion title="Can I edit a client's name in a connected sheet?">
    Live values are read-only in Sheets. Use the row's Open in CoachIQ action and edit the source record. Your custom columns remain editable in the sheet.
  </Accordion>

  <Accordion title="Does deleting a sheet delete my CoachIQ records?">
    No. Deleting the sheet removes that sheet and its custom tracking information, not its connected source records. Export anything you need to retain before deleting it.
  </Accordion>
</AccordionGroup>


# Filter, Export, and Use Your Sheet
Source: https://help.coachiq.io/tools/sheets/use-your-sheet

Find the rows you need, understand totals and selection, open source records, and review message recipients.

Once your sheet has rows, use its controls to focus on the work you need to do. Start in **Tools → Sheets** and open your saved sheet.

## Search, filter, and sort

Use **Search this sheet** to narrow the visible rows. Open a column's menu for sorting and filters. Text filters include **Contains**, **Equals**, **Is empty**, and **Is not empty**; use the options available for the selected column type.

For a client follow-up sheet, you might filter your custom Status column to **Not started**, then sort by a target date. Clearing the filter brings the other rows back; filtering does not remove them from the sheet.

If you see no matching rows, clear the search and check active filters before assuming records are missing. Use column visibility controls when you want a simpler view without deleting columns.

## Read the Totals row

The footer sums numeric columns and counts other columns. Totals reflect the current filtered view, so narrowing the rows can change the figures. Check the active filters before using a total in a report.

<Frame>
  <img alt="Manual sheet with one example row and a numeric sum in the Totals footer" />
</Frame>

A count is not automatically a count of unique athletes or families. A sum is not automatically profit, revenue, or a currency conversion. Use the source and column meaning to interpret the result; review payment records in [Payments](/payments/transactions) when reconciling money.

## Select the right rows

Select individual rows using their checkboxes. Review the selected count before using a bulk action. If you choose **Select all matches**, check that you intend to include all matching rows rather than only the rows currently visible.

The selection bar can offer **Message**, **Export selected**, **Remove**, and **Clear**. Available actions depend on the sheet and source. Clear the selection when you finish so your next action starts with the intended audience.

## Open the original record

For a connected row, use its menu and choose **Open in CoachIQ**. Make changes in the original area, then refresh your sheet to check the current values. A manual row has no source record to open.

## Message selected rows

1. Select the rows relevant to your message.
2. Choose **Message**.
3. Review the recipient list, unique-recipient counts, guardian handling, and any ineligible or missing contacts.
4. Continue to Inbox to compose and send the message.

Selecting sheet rows does not send anything. A selected row is not necessarily one reachable recipient: an athlete may have guardian contacts, and some records may have no eligible contact. Review the actual audience before sending.

Use the existing [Inbox guidance](/inbox/inbox-overview) for delivery channels and [messaging credits](/inbox/sms-credits) for metered usage.

## Export your work

Use **Export current view** in the sheet's actions menu, or **Export selected** for a selection. Check filters and selected counts first. The export downloads directly; it is a snapshot, not a continuing connection to CoachIQ.

## Remove rows or delete a sheet

Read the confirmation for **Remove** before continuing. Removing a linked row from the sheet is different from deleting its underlying CoachIQ record. Deleting the sheet removes the sheet and its custom information, while source records remain in CoachIQ.

If the goal is only to stop live updates, use [Unlink live data](/tools/sheets/connect-live-data#unlink-live-data) instead.

## A useful first workflow

Connect People, add a single-select Follow-up status and a Text note, and work through a small list. Filter to the rows that need attention, open profiles for context, and review the messaging audience. Update your custom status after completing the follow-up so the sheet remains useful next time.


# Waivers: Create, Require & Track Compliance
Source: https://help.coachiq.io/tools/waivers/waivers

Create liability waivers, require agreement at checkout or on forms, and track which clients have accepted

<Info>
  **Where to find this**: Tools → Waivers
</Info>

CoachIQ's waiver system lets you create waivers, attach them to products and forms, and track exactly who has accepted — all from one place.

## The waivers dashboard

Navigate to **Tools → Waivers** to see all your waivers at a glance.

<Frame>
  <img alt="Waivers dashboard showing waiver list with status, linked products, and acceptance count" />
</Frame>

The dashboard shows:

| Column         | What it shows                            |
| -------------- | ---------------------------------------- |
| **Waiver**     | The waiver name                          |
| **Status**     | Active or Archived                       |
| **Products**   | Number of products requiring this waiver |
| **Acceptance** | How many clients have accepted vs. total |
| **Created**    | Date the waiver was created              |

***

## Create a waiver

<Steps>
  <Step title="Go to Tools → Waivers">
    Click **+ Create Waiver** in the top-right corner.
  </Step>

  <Step title="Fill in the waiver details">
    * **Label** — Give your waiver a clear name (e.g., "Liability Waiver", "Cancellation Policy")
    * **URL** — Link to the full waiver document. This can be a page on your CoachIQ website, a Google Drive link, a PDF, or any public URL.

    <Frame>
      <img alt="Edit Waiver modal showing label, URL, status, and linked products" />
    </Frame>

    <Tip>
      Host your waiver on your CoachIQ website using [legal page templates](/website/pages-navigation/legal-pages) — it keeps everything in one place and looks professional.
    </Tip>
  </Step>

  <Step title="Save the waiver">
    Click **Save Changes**. Your waiver is now active and ready to attach to products or forms.
  </Step>
</Steps>

***

## Require a waiver at checkout

Attach a waiver to any product so clients must agree before purchasing.

<Steps>
  <Step title="Open the product">
    Go to **Payments → Products** and select the product you want to add a waiver to.
  </Step>

  <Step title="Go to Advanced settings">
    Click **Advanced** in the left sidebar of the product editor.
  </Step>

  <Step title="Toggle on Require Agreement to Terms">
    Enable the toggle, then select your waiver from the dropdown. You can also search for existing waivers or create a new one directly from here.

    <Frame>
      <img alt="Product Advanced tab showing Require Agreement to Terms toggle with linked waiver" />
    </Frame>
  </Step>

  <Step title="Save the product">
    Click **Update Subscription** (or **Create**) to save.

    <Check>
      **Done!** Clients will now see a checkbox at checkout: "I agree to the \[Waiver Name]." They must check it before they can purchase.
    </Check>
  </Step>
</Steps>

<Frame>
  <img alt="Checkout page showing the mandatory &#x22;I agree to the Terms and Conditions (view)&#x22; checkbox before purchasing" />
</Frame>

When a client clicks the waiver name at checkout, it opens the URL you set — so they can read the full document before agreeing.

***

## Add a waiver to a form

You can also require waiver acceptance on any form — useful for registration forms, intake forms, or onboarding flows.

<Steps>
  <Step title="Open your form">
    Go to **Tools → Forms** and select the form you want to edit.
  </Step>

  <Step title="Add a Waiver component">
    In the form builder, click the **General** section in the left panel and select **Waiver** from the component list.

    <Frame>
      <img alt="Form builder showing the Waiver component option in the General section" />
    </Frame>
  </Step>

  <Step title="Select your waiver">
    Choose the waiver you want to require. The form will display a checkbox with a link to the waiver document.
  </Step>

  <Step title="Save the form">
    Click **Update Form** to save.

    <Check>
      **Done!** Anyone submitting this form must accept the waiver before completing it.
    </Check>
  </Step>
</Steps>

***

## Track waiver compliance

The compliance report shows exactly who has accepted each waiver and who hasn't — so you always know where you stand.

<Steps>
  <Step title="Open the compliance report">
    Go to **Tools → Waivers** and click on the acceptance count (e.g., "1/200") for any waiver.
  </Step>

  <Step title="Review acceptance status">
    The compliance report shows:

    * **All** — Every client in your system
    * **Accepted** — Clients who have agreed to the waiver (with the date)
    * **Missing** — Clients who have not yet accepted

    <Frame>
      <img alt="Compliance Report showing accepted vs missing clients with filter tabs and export option" />
    </Frame>
  </Step>

  <Step title="Export the report">
    Click **Export CSV** to download the full compliance list. Use this for your records, insurance requirements, or audits.
  </Step>
</Steps>

<Tip>
  Filter by **Missing** to quickly identify clients who still need to accept. You can then send them a message through the Inbox with a link to the product or form that includes the waiver.
</Tip>

***

## Edit or archive a waiver

Click on any waiver in the dashboard to edit it. You can update:

* **Label** — Rename the waiver
* **URL** — Point to an updated document
* **Status** — Set to Active or Archived
* **Linked Products** — See and manage which products require this waiver

Click **Archive** to deactivate a waiver without deleting it. Archived waivers are removed from checkout and forms but their acceptance records are preserved.

***

## Common questions

<AccordionGroup>
  <Accordion title="Can I use different waivers for different products?">
    Yes. Each product can require its own waiver. For example, use a liability waiver for training sessions and a cancellation policy for memberships.
  </Accordion>

  <Accordion title="What happens when a client agrees to a waiver?">
    The system records who accepted, when they accepted, and how (via purchase or via form). This shows up in the compliance report and on the client's activity feed.
  </Accordion>

  <Accordion title="Can clients skip the waiver checkbox?">
    No. When a waiver is required, the checkbox is mandatory. Clients cannot complete the purchase or submit the form without checking it.
  </Accordion>

  <Accordion title="What URL should I use for my waiver?">
    Any publicly accessible link works — a page on your CoachIQ website, a Google Doc, a PDF hosted on Google Drive, or an external website. Just make sure the link works for anyone who clicks it.
  </Accordion>

  <Accordion title="Does this work with guest checkout?">
    Yes. The waiver checkbox appears for both logged-in clients and guest checkout.
  </Accordion>

  <Accordion title="Can I see waiver acceptance on a specific client?">
    Yes. Open the client's profile and click the **Waivers** tab. It shows a count such as **1/2 accepted** and lets you record an acceptance you collected in person. See [the Waivers tab](/people/client-profiles/client-profiles-waivers).
  </Accordion>
</AccordionGroup>

***

## Related articles

<CardGroup>
  <Card title="Legal Pages" icon="scale-balanced" href="/website/pages-navigation/legal-pages">
    Create terms, privacy policy, and disclaimers on your website
  </Card>

  <Card title="Product Builder" icon="box" href="/payments/product-builder">
    All product settings including Advanced options
  </Card>

  <Card title="Creating Forms" icon="rectangle-list" href="/tools/forms/creating-forms">
    Build forms with waiver components and more
  </Card>

  <Card title="Forms Overview" icon="file-lines" href="/tools/forms/overview">
    Everything you can do with CoachIQ forms
  </Card>
</CardGroup>


# Analytics & Tracking Setup - CoachIQ
Source: https://help.coachiq.io/website/analytics-tracking/analytics-tracking

Add tracking tools to your coaching website. Set up Google Analytics, Facebook Pixel, and Microsoft Clarity to understand visitor behavior and optimize marketing.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings → Scripts & Analytics
</Info>

<Frame>
  <img alt="CoachIQ Scripts and Analytics settings location in the sidebar" />
</Frame>

## Why tracking matters for your coaching business

Adding analytics and tracking to your website helps you understand how potential clients find and interact with your business. With proper tracking, you can:

* **See what's working**: Know which pages convert visitors into clients
* **Optimize your marketing**: Track which ads and campaigns drive bookings
* **Understand your audience**: Learn where visitors come from and what they're looking for
* **Make data-driven decisions**: Stop guessing and start knowing what grows your business

## Available tracking tools

CoachIQ integrates with three powerful analytics platforms that work together to give you complete visibility into your website performance:

<CardGroup>
  <Card title="Google Analytics" icon="google" href="/website/analytics-tracking/google-analytics">
    Track website traffic, user behavior, and conversion goals. See how many people visit, where they come from, and what actions they take.
  </Card>

  <Card title="Facebook Pixel" icon="facebook" href="/website/analytics-tracking/facebook-pixel">
    Measure Facebook ad effectiveness, build retargeting audiences, and track conversions from your Facebook marketing campaigns.
  </Card>

  <Card title="Microsoft Clarity" icon="microsoft" href="/website/analytics-tracking/clarity-microsoft">
    Watch session recordings and heatmaps to see exactly how visitors navigate your site. Identify confusion points and optimize user experience.
  </Card>
</CardGroup>

## How to access Scripts & Analytics

<Steps>
  <Step title="Navigate to Website Builder">
    From your dashboard, click on **Website Builder** in the main navigation.
  </Step>

  <Step title="Open Settings panel">
    In the left sidebar, locate and click on **Scripts & Analytics** under the Settings section.

    <Frame>
      <img alt="Navigating to Scripts and Analytics in CoachIQ Website Builder sidebar" />
    </Frame>
  </Step>

  <Step title="View the Scripts & Analytics modal">
    The Scripts & Analytics window will open, showing fields for:

    * Google Analytics ID
    * Facebook Analytics (Pixel) ID
    * Custom JavaScript scripts

    <Frame>
      <img alt="CoachIQ Scripts and Analytics modal with Google Analytics and Facebook Pixel fields" />
    </Frame>
  </Step>
</Steps>

## Quick setup guide

<Tabs>
  <Tab title="For New Coaches">
    **Start with these basics:**

    1. **Google Analytics** - Essential for understanding your traffic
    2. **Microsoft Clarity** - Free tool to see how users interact with your site

    You can add Facebook Pixel later when you start running Facebook ads.
  </Tab>

  <Tab title="For Growing Businesses">
    **Implement all three tools:**

    1. **Google Analytics** - Track conversions and goals
    2. **Facebook Pixel** - Optimize your ad campaigns
    3. **Microsoft Clarity** - Identify user experience improvements

    This complete setup helps you scale efficiently.
  </Tab>

  <Tab title="For Facilities">
    **Advanced tracking setup:**

    1. All three standard tools
    2. Custom JavaScript for advanced tracking
    3. Consider Google Tag Manager for complex setups
    4. Set up conversion tracking for multiple locations

    [Contact support](https://coachiq.com/support) for enterprise tracking needs.
  </Tab>
</Tabs>

## What each tool tracks

### Google Analytics provides:

* Visitor count and demographics
* Traffic sources (search, social, direct)
* Page views and session duration
* Goal completions (bookings, signups)
* Real-time visitor activity

### Facebook Pixel tracks:

* Ad click-throughs to your site
* Conversions from Facebook ads
* Retargeting audience building
* Cost per acquisition
* Return on ad spend (ROAS)

### Microsoft Clarity shows:

* Session recordings of real users
* Click heatmaps
* Scroll depth analysis
* Rage clicks and dead clicks
* Mobile vs desktop behavior

## Best practices

<Tip>
  **Privacy compliance**: Add a cookie notice to your website when using tracking tools. Include tracking disclosure in your privacy policy.
</Tip>

<Tip>
  **Test after setup**: Use each platform's verification tool to confirm tracking is working correctly before relying on the data.
</Tip>

<Tip>
  **Regular review**: Check your analytics weekly to spot trends and monthly for strategic decisions.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Do I need all three tracking tools?">
    No, start with Google Analytics as your foundation. Add Facebook Pixel when you run Facebook ads, and Microsoft Clarity when you want to improve user experience. Each tool serves a different purpose.
  </Accordion>

  <Accordion title="Will tracking slow down my website?">
    No, these tracking scripts are optimized and load asynchronously, meaning they won't affect your site's loading speed or user experience.
  </Accordion>

  <Accordion title="Is tracking free?">
    * **Google Analytics**: Free for most coaching businesses
    * **Facebook Pixel**: Free (you only pay for ads)
    * **Microsoft Clarity**: Completely free with no limits
    * **Custom scripts**: Depends on the service
  </Accordion>

  <Accordion title="Can I add other tracking tools?">
    Yes! Use the Custom JS field to add any other tracking scripts like:

    * Google Tag Manager
    * Hotjar
    * LinkedIn Insight Tag
    * TikTok Pixel
    * Other marketing tools
  </Accordion>

  <Accordion title="How long before I see data?">
    * **Google Analytics**: 24-48 hours for full data (real-time available immediately)
    * **Facebook Pixel**: Immediately for pixel fires, 24 hours for processed data
    * **Microsoft Clarity**: 2-3 hours after installation
  </Accordion>
</AccordionGroup>

## Troubleshooting

<Warning>
  **Not seeing data?** After adding tracking codes, it can take 24-48 hours for data to appear. Always verify installation using each platform's debugging tools.
</Warning>

### Quick fixes:

* **Scripts not saving**: Click "Publish Scripts & Analytics" button after entering your IDs
* **Invalid tracking ID**: Double-check you're copying the entire ID including prefixes (G- for GA4)
* **No data showing**: Clear your website cache and verify the scripts are published

## Next steps

Ready to set up your tracking? Start with the tool most relevant to your current needs:

<Steps>
  <Step title="Basic website analytics">
    [Set up Google Analytics →](/website/analytics-tracking/google-analytics)
  </Step>

  <Step title="Facebook advertising">
    [Install Facebook Pixel →](/website/analytics-tracking/facebook-pixel)
  </Step>

  <Step title="User behavior insights">
    [Add Microsoft Clarity →](/website/analytics-tracking/clarity-microsoft)
  </Step>
</Steps>

***

<Note>
  **Pro tip for coaches**: Focus on metrics that matter - session bookings, contact form submissions, and program signups. Don't get lost in vanity metrics like page views.
</Note>


# Add Microsoft Clarity to Your Coaching Website
Source: https://help.coachiq.io/website/analytics-tracking/clarity-microsoft

Install Microsoft Clarity on your CoachIQ website in 2 minutes. See heatmaps, session recordings, and understand how visitors use your coaching site - 100% free.

<Info>
  **Setup time**: 2 minutes\
  **Cost**: Completely free (no limits)\
  **What you'll see**: Heatmaps, session recordings, and user behavior insights
</Info>

## What is Microsoft Clarity?

Microsoft Clarity is a free tool that shows you exactly how visitors interact with your coaching website through session recordings and heatmaps. Watch real visitors navigate your site, see where they click, and identify what confuses them - all without slowing down your website.

## Get your Clarity tracking code

<Steps>
  <Step title="Create a Clarity account">
    1. Go to [clarity.microsoft.com](https://clarity.microsoft.com)
    2. Click **Sign up** (top right)
    3. Sign in with Microsoft, Google, or Facebook account
  </Step>

  <Step title="Set up your project">
    1. Click **New project**
    2. Enter your website name (e.g., "CoachIQ Website")
    3. Add your website URL (e.g., `yourcoaching.coachiq.io`)
    4. Select **Sports** as your category
    5. Click **Create**
  </Step>

  <Step title="Get your tracking code">
    1. Go to **Settings** (gear icon)
    2. Click **Setup**
    3. Select **Install tracking code manually**
    4. You'll see a script block — find the URL inside it that looks like:

    `https://www.clarity.ms/tag/XXXXXXXXX`

    5. Copy that full URL (including `https://`)

    <Tip>
      The part after `/tag/` is your project ID (e.g., **pg4r7pepzr**). You need the full URL, not just the ID.
    </Tip>
  </Step>
</Steps>

## Add Clarity to CoachIQ

<Steps>
  <Step title="Open Scripts & Analytics">
    1. Go to **Dashboard → Website Builder**
    2. Click **Scripts & Analytics** in the left sidebar

    <Frame>
      <img alt="CoachIQ Scripts and Analytics modal showing script fields for tracking setup" />
    </Frame>
  </Step>

  <Step title="Add Clarity script">
    1. In the **Scripts** section, click **Add Script Source**
    2. Paste your complete Clarity URL: [https://www.clarity.ms/tag/XXXXXXXXX](https://www.clarity.ms/tag/XXXXXXXXX)
    3. You'll see it added to the Scripts list
  </Step>

  <Step title="Publish your changes">
    Click the blue **Publish Scripts & Analytics** button at the bottom.

    <Check>
      **Success!** Clarity is now recording sessions. First recordings appear in 2-3 hours.
    </Check>
  </Step>
</Steps>

## Verify Clarity is working

<Steps>
  <Step title="Check Clarity dashboard">
    1. Return to [clarity.microsoft.com](https://clarity.microsoft.com)
    2. Open your project
    3. Look for "Clarity is installed correctly" message
    4. Visit your website in another tab
    5. Within 2 hours, you'll see your first session recording
  </Step>
</Steps>

## What Clarity shows you

### Heatmaps

Visual maps showing where visitors click, scroll, and move their mouse:

* **Click maps**: See most/least clicked elements
* **Scroll maps**: Discover how far visitors scroll
* **Dead clicks**: Find broken or confusing elements

### Session recordings

Watch anonymous recordings of real visitor sessions:

* See exactly how users navigate
* Identify confusion points
* Understand why visitors leave
* Find broken features or links

### Insights dashboard

Automatic detection of issues:

* **Rage clicks**: Frustrated rapid clicking
* **Dead clicks**: Clicks on non-clickable elements
* **Excessive scrolling**: Users lost on page
* **Quick backs**: Visitors immediately leaving

<Warning>
  **Privacy note**: Clarity automatically masks sensitive information like passwords, credit cards, and personal data. Sessions are anonymous.
</Warning>

## How coaches use Clarity

### Find conversion killers:

* Watch where visitors abandon booking forms
* See if CTAs are being missed
* Identify confusing navigation
* Spot mobile usability issues

### Optimize for bookings:

1. Filter recordings to "didn't convert" sessions
2. Watch 10 recordings to find patterns
3. Fix the most common issues
4. Test and measure improvements

<Tip>
  **Weekly routine**: Every Monday, watch 5 session recordings of visitors who didn't book. You'll quickly spot what needs fixing.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Is Clarity really free forever?">
    Yes, Microsoft Clarity is 100% free with no limits on sessions, websites, or features. There's no premium version - everything is free.
  </Accordion>

  <Accordion title="Does it slow down my website?">
    No, Clarity uses asynchronous loading and Microsoft's global CDN. It has virtually no impact on site speed.
  </Accordion>

  <Accordion title="Can visitors see they're being recorded?">
    No, recordings are anonymous and invisible to visitors. Consider mentioning it in your privacy policy for transparency.
  </Accordion>

  <Accordion title="How long are recordings stored?">
    Clarity stores recordings for 30 days. You can delete them anytime or disable recording while keeping heatmaps active.
  </Accordion>
</AccordionGroup>

## Best practices

### What to look for in recordings:

* **Booking abandonment**: Why visitors don't complete bookings
* **Form issues**: Fields causing confusion
* **Mobile problems**: Buttons too small or elements overlapping
* **Navigation confusion**: Visitors searching for information
* **Price sensitivity**: Quick exits after seeing pricing

### Heatmap insights:

* Elements with no clicks might be poorly designed
* Heavy clicking on non-links means visitors expect interactivity
* Short scroll depth suggests content isn't engaging
* Mobile vs desktop patterns often differ significantly

## Troubleshooting

| Issue                  | Solution                                         |
| ---------------------- | ------------------------------------------------ |
| No recordings showing  | Wait 2-3 hours after installation                |
| Clarity not detected   | Make sure you added the full URL with https\://  |
| Can't see heatmaps     | Need at least 100 sessions for accurate heatmaps |
| Missing dashboard data | Clear your browser cache and refresh             |

## Take action on insights

<CardGroup>
  <Card title="Watch first recordings" icon="play">
    Review 5 sessions to understand visitor behavior
  </Card>

  <Card title="Check heatmaps" icon="fire">
    See where visitors click most and least
  </Card>

  <Card title="Fix dead clicks" icon="mouse-pointer">
    Identify and fix non-working elements
  </Card>

  <Card title="Optimize mobile" icon="mobile">
    Filter recordings by device to improve mobile experience
  </Card>
</CardGroup>

## Next steps

After installing Clarity:

1. Wait 24 hours to gather initial data
2. Watch 10 recordings of non-converting visitors
3. Create a list of top 3 issues to fix
4. Make improvements and measure results

***

<Note>
  **Coach insight**: Most coaches discover their booking button is hard to find on mobile. Check your mobile heatmaps first - that's where most quick wins hide.
</Note>


# Install Facebook Pixel on Your Coaching Website
Source: https://help.coachiq.io/website/analytics-tracking/facebook-pixel

Add Facebook Pixel to your CoachIQ website in 3 minutes. Track ad conversions, build retargeting audiences, and optimize your coaching business Facebook ads.

<Info>
  **Setup time**: 3 minutes\
  **Cost**: Free (you only pay for ads)\
  **What you'll track**: Ad clicks, conversions, and website visitors for retargeting
</Info>

## What is Facebook Pixel?

Facebook Pixel is a tracking code that measures how effective your Facebook and Instagram ads are. It helps you retarget website visitors, track bookings from ads, and optimize campaigns for people most likely to become clients.

## Get your Facebook Pixel ID

<Steps>
  <Step title="Access Facebook Events Manager">
    1. Go to [Facebook Business Suite](https://business.facebook.com)
    2. Click **All tools** (menu icon)
    3. Select **Events Manager** under "Measure & Report"

    <Note>
      You need a Facebook Business account. If you don't have one, Facebook will prompt you to create it (free).
    </Note>
  </Step>

  <Step title="Create a Pixel">
    1. Click **Connect data sources** (green button)
    2. Select **Web**
    3. Choose **Facebook Pixel**
    4. Name your pixel (e.g., "CoachIQ Website")
    5. Enter your website URL
    6. Click **Create**
  </Step>

  <Step title="Copy your Pixel ID">
    Your Pixel ID appears at the top of the setup page.
    It's a 15-16 digit number like: **532098336535001**

    <Tip>
      Save this ID in your notes - you'll need it for all Facebook ad campaigns.
    </Tip>
  </Step>
</Steps>

## Add Facebook Pixel to CoachIQ

<Steps>
  <Step title="Open Scripts & Analytics">
    1. Go to **Dashboard → Website Builder**
    2. Click **Scripts & Analytics** in the left sidebar

       <img alt="Scripts Screen" />
  </Step>

  <Step title="Paste your Pixel ID">
    1. In the **Facebook Analytics** field, paste your Pixel ID
    2. Only paste the numbers (e.g., 532098336535001)
    3. Don't include any extra text or spaces
  </Step>

  <Step title="Publish your changes">
    Click the blue **Publish Scripts & Analytics** button at the bottom.

    <Check>
      **Success!** Facebook Pixel is now tracking your website. Test it with Facebook's Pixel Helper.
    </Check>
  </Step>
</Steps>

## Verify Pixel is working

<Tabs>
  <Tab title="Facebook Pixel Helper">
    1. Install [Facebook Pixel Helper](https://chrome.google.com/webstore/detail/facebook-pixel-helper/fdgfkebogiimcoedlicjlajpkdmockpc) Chrome extension
    2. Visit your website
    3. Click the Pixel Helper icon
    4. It should show "1 pixel found" in green
  </Tab>

  <Tab title="Events Manager">
    1. Go back to Events Manager
    2. Click your pixel name
    3. Look for "Active" status
    4. You'll see activity within 20 minutes
  </Tab>
</Tabs>

## What Facebook Pixel tracks automatically

Once installed, Facebook automatically tracks:

* **PageView**: Every page visit
* **ViewContent**: When someone views your services
* **Contact**: Form submissions
* **Schedule**: Booking interactions
* **Purchase**: Completed transactions

## Set up retargeting audiences

### Create a website visitor audience:

1. Go to **Ads Manager** → **Audiences**
2. Click **Create audience** → **Custom Audience**
3. Choose **Website**
4. Select "All website visitors"
5. Set retention to 30-180 days
6. Name it "Website Visitors - Retargeting"

<Tip>
  **Money-saving tip**: Create a custom audience of people who visited but didn't book. These warm leads convert better than cold traffic.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Do I need Facebook Pixel if I'm not running ads yet?">
    Yes! Install it now to build your retargeting audience. When you're ready to run ads, you'll already have data on past visitors.
  </Accordion>

  <Accordion title="Does Pixel work for Instagram ads too?">
    Yes, Facebook Pixel tracks both Facebook and Instagram ads since they use the same advertising platform (Meta).
  </Accordion>

  <Accordion title="Will it slow down my website?">
    No, the Pixel loads asynchronously and won't affect your site speed or user experience.
  </Accordion>

  <Accordion title="What about iOS 14+ privacy changes?">
    Pixel still works but may track fewer conversions. Facebook's Aggregated Event Measurement handles this automatically.
  </Accordion>
</AccordionGroup>

## Best practices for coaches

### Conversion events to prioritize:

1. **Book a Session** - Most important for tracking ROI
2. **Contact Form** - Track lead generation
3. **View Schedule** - Shows purchase intent
4. **Sign Up** - Newsletter or program registration

### Retargeting strategy:

* **0-7 days**: Show testimonials and social proof
* **8-30 days**: Offer a free consultation or trial
* **31-90 days**: Share success stories and transformations
* **90+ days**: Seasonal promotions or new programs

## Troubleshooting

| Issue                  | Solution                                          |
| ---------------------- | ------------------------------------------------- |
| Pixel not detected     | Clear cache and wait 20 minutes, then check again |
| Wrong pixel firing     | Make sure you only have one Pixel ID entered      |
| No conversions showing | Conversions can take 24-48 hours to appear        |
| Duplicate events       | Check you haven't installed Pixel twice           |

## Next steps

<CardGroup>
  <Card title="Create your first ad" icon="rectangle-ad">
    Launch a Facebook ad campaign targeting your local area
  </Card>

  <Card title="Build custom audiences" icon="users">
    Set up retargeting based on specific page visits
  </Card>

  <Card title="Track conversions" icon="bullseye">
    Set up conversion events for bookings and signups
  </Card>

  <Card title="Add Microsoft Clarity" icon="microsoft" href="/website/analytics-tracking/clarity-microsoft">
    See how users interact with your site
  </Card>
</CardGroup>

***

<Note>
  **Pro tip**: Run a small \$5/day retargeting campaign to stay top-of-mind with website visitors. This often has the highest ROI for coaching businesses.
</Note>


# Add Google Analytics to Your Coaching Website
Source: https://help.coachiq.io/website/analytics-tracking/google-analytics

Set up Google Analytics 4 (GA4) on your CoachIQ website in 5 minutes. Track visitors, measure conversions, and grow your coaching business with data.

<Info>
  **Setup time**: 5 minutes\
  **Cost**: Free\
  **What you'll track**: Visitors, traffic sources, conversions, and user behavior
</Info>

## What is Google Analytics?

Google Analytics is a free tool that shows you how people find and use your coaching website. Track how many visitors you get, which pages they view, and whether they book sessions or sign up for programs.

## Get your Google Analytics ID

<Steps>
  <Step title="Create a Google Analytics account">
    1. Go to [analytics.google.com](https://analytics.google.com)
    2. Click **Start measuring**
    3. Enter your coaching business name as the account name
    4. Click **Next**
  </Step>

  <Step title="Set up your property">
    1. Enter your website name as the property name
    2. Select your time zone and currency
    3. Choose **Sports & Fitness** as your industry
    4. Select your business size
    5. Click **Create**
  </Step>

  <Step title="Create a web data stream">
    1. Choose **Web** as your platform
    2. Enter your website URL (e.g., `yourcoaching.coachiq.io`)
    3. Name your stream (e.g., "CoachIQ Website")
    4. Click **Create stream**
  </Step>

  <Step title="Copy your Measurement ID">
    Your Google Analytics 4 Measurement ID will appear at the top of the page. It looks like: **G-XXXXXXXXXX**

    <Warning>
      Make sure you copy the ID that starts with "G-" (this is GA4). Don't use IDs starting with "UA-" (old Universal Analytics).
    </Warning>
  </Step>
</Steps>

## Add Google Analytics to CoachIQ

<Steps>
  <Step title="Open Scripts & Analytics">
    1. Go to **Dashboard → Website Builder**
    2. Click **Scripts & Analytics** in the left sidebar

    <Frame>
      <img alt="CoachIQ Scripts and Analytics modal with Google Analytics ID field" />
    </Frame>
  </Step>

  <Step title="Paste your Analytics ID">
    1. In the **Google Analytics** field, paste your Measurement ID (G-XXXXXXXXXX)
    2. The field will show your ID once entered correctly
  </Step>

  <Step title="Publish your changes">
    Click the blue **Publish Scripts & Analytics** button at the bottom of the modal.

    <Check>
      **Success!** Google Analytics is now tracking your website. Data will start appearing in 24-48 hours.
    </Check>
  </Step>
</Steps>

## Verify it's working

<Tabs>
  <Tab title="Quick Check">
    1. Open your website in a new browser tab
    2. Go back to Google Analytics
    3. Click **Reports** → **Realtime**
    4. You should see yourself as an active user
  </Tab>

  <Tab title="Use GA Debugger">
    1. Install [Google Analytics Debugger](https://chrome.google.com/webstore/detail/google-analytics-debugger/jnkmfdileelhofjcijamephohjechhna) Chrome extension
    2. Visit your website
    3. Open Chrome DevTools (F12)
    4. Check the Console for GA tracking messages
  </Tab>
</Tabs>

## What to track for coaching businesses

### Essential metrics to monitor:

* **Users**: How many people visit your site
* **Acquisition**: Where visitors come from (Google, Facebook, direct)
* **Engagement**: Which pages get the most views
* **Conversions**: Track bookings and signups

### Set up conversion events:

1. Track "Book Session" button clicks
2. Monitor form submissions
3. Measure program signups
4. Track phone number clicks

<Tip>
  **Pro tip**: Set up a weekly email report in Google Analytics to stay informed without logging in daily.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Why isn't my data showing?">
    New Google Analytics accounts can take 24-48 hours to start displaying data. If you just added the code, check back tomorrow.
  </Accordion>

  <Accordion title="What's the difference between GA4 and Universal Analytics?">
    GA4 is Google's newest analytics platform (IDs start with G-). Universal Analytics (IDs start with UA-) was discontinued in July 2023. Always use GA4 for new setups.
  </Accordion>

  <Accordion title="Can I track multiple websites?">
    Yes, but each website needs its own unique Google Analytics ID. Create separate properties in your GA account for each coaching website.
  </Accordion>

  <Accordion title="Is Google Analytics GDPR compliant?">
    Yes, but you should update your privacy policy to mention you use Google Analytics and consider adding a cookie consent banner to your website.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Issue                     | Solution                                                     |
| ------------------------- | ------------------------------------------------------------ |
| ID not saving             | Make sure you're using GA4 format (G-XXXXXXXXXX)             |
| No data after 48 hours    | Verify the ID is correct and try clearing your website cache |
| Can't find Measurement ID | Look for "G-" format in Admin → Data Streams → Web           |
| Old UA code               | Create a new GA4 property - Universal Analytics is retired   |

## Next steps

<CardGroup>
  <Card title="Set conversion goals" icon="bullseye-arrow">
    Learn to track bookings and signups as conversions in GA4
  </Card>

  <Card title="Add Facebook Pixel" icon="facebook" href="/website/analytics-tracking/facebook-pixel">
    Track your Facebook ad performance
  </Card>

  <Card title="Install Microsoft Clarity" icon="microsoft" href="/website/analytics-tracking/clarity-microsoft">
    See heatmaps and session recordings
  </Card>

  <Card title="View your analytics" icon="chart-line">
    [Access your GA4 dashboard →](https://analytics.google.com)
  </Card>
</CardGroup>

***

<Note>
  **Need help?** Join our Office Hours for live Google Analytics setup assistance.
</Note>


# Set up and manage your blog
Source: https://help.coachiq.io/website/blog

Create a blog on your coaching website to share updates, training tips, and local content that helps you rank in search results.

Your blog lives inside the Website Builder as its own section, separate from your regular website pages. Each post you create appears automatically in your blog archive.

<Info>
  **Where to find this:** Website Builder → page dropdown → **Add New Page** (to create the blog page) or the book icon in the left sidebar (to manage posts)
</Info>

## Set up your blog page

<Steps>
  <Step title="Create a new Blog page">
    In the Website Builder, click the page dropdown at the top and select **Add New Page**. Title the page **Blog**, then click **Create Page**.

    CoachIQ will generate an automatic template for the page. Click **Publish** to save it.

    <Note>
      The blog editor is separate from your main website pages. Everything you create inside it is a blog post — not a standard website page.
    </Note>
  </Step>

  <Step title="Set your Blog Archive Page">
    Click the book icon in the left sidebar to enter the blog editor.

    <Frame>
      <img alt="Book icon highlighted in the Website Builder left sidebar" />
    </Frame>

    You'll see a **Blog Archive Page** setting with a page selector dropdown. Select the **Blog** page you just created.

    <Frame>
      <img alt="Blog Archive Page selector showing a dropdown with website pages listed" />
    </Frame>
  </Step>

  <Step title="Add the Blog Post Archive section">
    Go back to your Blog page in the Website Builder. Delete the default CTA section, then click **+ Add Section** and select **Blog Post Archive** from the Default category.

    Click **Publish**. This is the page that displays all your posts to visitors.
  </Step>

  <Step title="Add the blog to your site navigation">
    To make the blog discoverable, add it to your header navigation, footer, or both. You can also add a **Default Blog Posts** section to any page (such as your homepage) by clicking **+ Add Section** and selecting **Default Blog Posts** — this will automatically display your latest posts wherever you place it.
  </Step>
</Steps>

## Create blog posts

<Steps>
  <Step title="Add a new post">
    Inside the blog editor, click **Add New Post**. Enter a title for your post and click **Create**. CoachIQ will open an automatic template you can build on.
  </Step>

  <Step title="Add your content and publish">
    Add sections, text, images, and any other content to the post. When you're ready, click **Publish**. The post will appear in your blog archive automatically.
  </Step>

  <Step title="Reuse a post layout (optional)">
    To keep a consistent visual style across posts, click **Add New Post**, give it a title, and click **Create**. Remove all the default sections, then click **+ Add Section**, navigate to a previous post, and copy the sections over. This lets you match the layout of an existing post without rebuilding it from scratch.
  </Step>
</Steps>

## Add featured images to posts

Featured images appear in the blog archive alongside each post title. Once you have a few images set, the archive displays in a three-column grid.

<Steps>
  <Step title="Open Post Settings for each post">
    In the blog editor, open the post you want to update. Click **Post Settings** (typically in the top toolbar or sidebar).
  </Step>

  <Step title="Upload a featured image">
    Under **Featured Images**, upload the image you want to represent this post. Click **Publish**.

    Repeat for each post. Once images are set, the blog archive will display them in a three-column layout. Visitors can click **Read More** to open the full post.
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Why is the blog separate from my other pages?">
    The blog editor manages posts as individual content pieces that feed into the archive automatically. Regular pages (like About or Services) are managed separately because they have a fixed place in your site structure, while blog posts are meant to grow over time and be listed together.
  </Accordion>

  <Accordion title="How do visitors find my blog?">
    Add the Blog page to your header navigation, footer navigation, or both. You can also embed a **Default Blog Posts** section on any page (like your homepage) so recent posts are always visible without visitors having to navigate away.
  </Accordion>

  <Accordion title="Can I use the same visual layout for every post?">
    Yes. Create your first post with the layout you want, then for each new post: click **Add New Post**, remove the default sections, click **+ Add Section**, select your existing post, and copy the sections over.
  </Accordion>

  <Accordion title="Do blog posts help with SEO?">
    Yes. Blog posts are one of the most effective ways to rank for local search terms. Writing about local sports events, school teams, area tournaments, and seasonal training topics attracts parents searching in your area. Each post is its own indexed page.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Pages and Navigation" href="/website/pages-navigation/pages-navigation">
    Create and organize pages in your website structure.
  </Card>

  <Card title="Working with Sections" href="/website/sections/working-with-sections">
    Add, reorder, and customize sections on any page.
  </Card>

  <Card title="Settings and Design" href="/website/settings-and-design">
    Configure your blog archive page in Website Builder settings.
  </Card>

  <Card title="SEO Basics" href="/website/seo-marketing/website-seo-basics">
    How to use your blog strategically to rank in local search.
  </Card>
</CardGroup>


# Connect Your GoDaddy Domain - CoachIQ Help
Source: https://help.coachiq.io/website/domain-setup/connecting-godaddy

Connect your GoDaddy domain to CoachIQ in minutes. Simple delegate access setup lets our team handle all technical configuration for you.

## Overview

Connecting your GoDaddy domain to CoachIQ is simple - you'll grant our team temporary access to configure your domain settings, and we'll handle all the technical work. This process takes about 5 minutes on your end, and your domain will be fully connected within 24-48 hours.

<Info>
  **What is delegate access?** Delegate access allows CoachIQ's team to manage your domain settings without accessing your payment methods or personal information. You can revoke this access anytime after setup is complete.
</Info>

## Before you begin

<Note>
  **You'll need:**

  * Your GoDaddy login credentials
  * The domain you want to connect
  * Your CoachIQ website published and ready
</Note>

## Connect your domain

<Steps>
  <Step title="Log in to GoDaddy">
    Visit [GoDaddy.com](https://www.godaddy.com) and sign in to your account using your email and password.

    <Tip>
      If you have multiple GoDaddy accounts, make sure you're logged into the one that owns your domain.
    </Tip>
  </Step>

  <Step title="Go to Delegate Access">
    Once logged in, navigate directly to your [GoDaddy Delegate Access page](https://www.godaddy.com/help/invite-a-delegate-to-access-my-godaddy-account-12376).

    You can also find this by:

    1. Clicking your name in the top right
    2. Selecting "Account Settings"
    3. Choosing "Delegate Access" from the menu
  </Step>

  <Step title="Click Invite to Access">
    Under the **People who can access my account** section, click the **Invite to Access** button.

    <Frame>
      <img alt="GoDaddy Delegate Access page with Invite to Access button highlighted" />
    </Frame>
  </Step>

  <Step title="Enter CoachIQ's information">
    Fill in the following details exactly as shown:

    * **Name**: CoachIQ Support
    * **Email**: `dev@coachiq.io`

    <Frame>
      <img alt="GoDaddy invite form with CoachIQ Support name and email entered" />
    </Frame>

    <Warning>
      Make sure to enter the email exactly as shown: `dev@coachiq.io` - any typos will prevent us from accessing your account.
    </Warning>
  </Step>

  <Step title="Set the access level">
    Select **Products, Domains, & Purchase** from the access level dropdown.

    This gives our team permission to:

    * Configure your domain settings
    * Update DNS records
    * Point your domain to CoachIQ

    This does NOT allow access to:

    * Your payment methods
    * Personal account information
    * Other products you may have

    <Frame>
      <img alt="GoDaddy access level dropdown set to Products, Domains, and Purchase" />
    </Frame>
  </Step>

  <Step title="Send the invitation">
    Click the **Invite** button to send the invitation to our team.

    <Frame>
      <img alt="GoDaddy People who can access my account showing CoachIQ invitation" />
    </Frame>

    <Check>
      **Invitation sent!** You'll receive an email confirmation from GoDaddy, and our team will be notified immediately.
    </Check>
  </Step>

  <Step title="Notify CoachIQ support">
    Send a quick message to our support team letting us know:

    * Your domain name
    * That you've granted delegate access

    We'll handle the technical configuration and notify you once your domain is connected.
  </Step>
</Steps>

## What happens next?

<Info>
  **Our team will:**

  1. Accept your delegate invitation (within 2-4 hours during business hours)
  2. Configure your domain's DNS settings
  3. Set up SSL security certificates
  4. Test the connection
  5. Notify you when everything is complete

  **Timeline:** Most domains are fully connected within 24-48 hours.
</Info>

## Common questions

<AccordionGroup>
  <Accordion title="Is delegate access safe?">
    Yes! Delegate access is GoDaddy's secure way to let professionals help with your domain. We can only access domain settings - never your payment information or personal details. Plus, you can revoke access anytime.
  </Accordion>

  <Accordion title="How long do you need access?">
    We typically complete the setup within 24-48 hours. Once your domain is connected and working, you can revoke our access if you'd like, though keeping it active helps if you need future support.
  </Accordion>

  <Accordion title="Can I revoke access later?">
    Absolutely! To revoke access:

    1. Go back to your [Delegate Access page](https://www.godaddy.com/help/invite-a-delegate-to-access-my-godaddy-account-12376)
    2. Find "CoachIQ Support" in your delegates list
    3. Click "Remove" next to our name

    Your domain will continue working normally after removing access.
  </Accordion>

  <Accordion title="What if I can't find the Delegate Access page?">
    If you're having trouble finding the page:

    1. Log into GoDaddy
    2. Click your profile name (top right)
    3. Select "Account Settings"
    4. Look for "Delegate Access" in the left menu

    Still can't find it? Contact our support team and we'll walk you through it.
  </Accordion>

  <Accordion title="Will my email still work?">
    Yes! We only modify website-related DNS records. Your email settings (MX records) remain untouched, so your email will continue working exactly as before.
  </Accordion>

  <Accordion title="What if I have multiple domains?">
    The delegate access covers your entire GoDaddy account, so if you have multiple domains you want to connect, just let us know which ones when you contact support.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<Warning>
  **Domain not connecting after 48 hours?**

  Check that:

  * The invitation was sent to `dev@coachiq.io` (exactly as shown)
  * You selected "Products, Domains, & Purchase" access level
  * Your domain is active and not expired

  If everything looks correct, contact our support team with your domain name.
</Warning>

## Alternative: Manual DNS setup

Prefer to handle the technical setup yourself? Check our [DNS & Permissions guide](/website/domain-setup/dns-permissions) for the specific DNS records you'll need to add.

<Tip>
  **Pro tip**: While delegate access is the easiest method (we handle everything for you), some coaches prefer maintaining full control of their DNS settings. Either method works perfectly - choose what you're most comfortable with.
</Tip>

## Need help?

If you run into any issues or have questions about connecting your GoDaddy domain:

* Contact our support team with your domain name
* We typically respond within 2-4 business hours
* Include "GoDaddy Domain Connection" in your message for fastest routing

Once connected, your professional domain will display your CoachIQ website, giving your coaching business the credibility it deserves!


# Connect Your Namecheap Domain - CoachIQ Help
Source: https://help.coachiq.io/website/domain-setup/connecting-namecheap

Connect your Namecheap domain to CoachIQ with account sharing or manual DNS setup. Step-by-step guide for both methods with complete instructions.

## Overview

Connecting your Namecheap domain to CoachIQ gives you two options: grant our team access to handle everything for you (recommended), or update the DNS records yourself. Both methods take about 5 minutes to set up, with your domain fully connected within 24-48 hours.

<Info>
  **Choose your comfort level**:

  * **Account sharing** (recommended) - We handle all technical setup for you
  * **Manual DNS** - You control the changes directly
</Info>

## Before you begin

<Note>
  **You'll need:**

  * Your Namecheap login credentials
  * The domain you want to connect
  * Your CoachIQ website published and ready
</Note>

## Option 1: Share access with CoachIQ (Recommended)

Let our team handle the technical configuration while you focus on your coaching business.

<Steps>
  <Step title="Log in to Namecheap">
    Visit [Namecheap.com](https://www.namecheap.com) and sign in to your account.

    <Tip>
      Make sure you're logging in as the account owner, not a sub-account, as only owners can share access.
    </Tip>
  </Step>

  <Step title="Access your profile">
    Click on your profile icon in the top-right corner of the dashboard and select **Manage Profile**.
  </Step>

  <Step title="Navigate to Account Sharing">
    In your profile settings, click on the **Account Sharing** tab.

    <Warning>
      **Can't see Account Sharing?**
      This feature is only available for account owners. If you're using a sub-account, you'll need to either:

      * Log in as the main account owner, or
      * Use the manual DNS method below
    </Warning>
  </Step>

  <Step title="Add CoachIQ as a manager">
    Click **Add Manager** and enter the following information:

    * **Email**: `liz@coachiq.io`
    * **Permissions**: Select options that allow DNS management
  </Step>

  <Step title="Save and confirm">
    Click **Save** to grant access to our team. You'll see a confirmation that the manager has been added.

    <Check>
      **Access granted!** CoachIQ will receive notification and begin configuring your domain.
    </Check>
  </Step>

  <Step title="Notify CoachIQ support">
    Send a quick message to our support team letting us know:

    * Your domain name
    * That you've granted manager access

    We'll handle the DNS configuration and notify you once your domain is connected.
  </Step>
</Steps>

## Option 2: Manual DNS setup

Prefer to handle it yourself? Follow these steps to update your DNS records directly.

<Steps>
  <Step title="Log in to Namecheap">
    Visit [Namecheap.com](https://www.namecheap.com) and sign in to your account.
  </Step>

  <Step title="Access your domain">
    From your dashboard, find your domain and click **Manage**.
  </Step>

  <Step title="Navigate to Advanced DNS">
    Click on the **Advanced DNS** tab in your domain settings.
  </Step>

  <Step title="Add the A Record">
    In the **Host Records** section, click **Add New Record** and enter:

    * **Type**: A Record
    * **Host**: @
    * **Value**: `216.150.1.1`
    * **TTL**: Automatic
  </Step>

  <Step title="Add the CNAME Record">
    Click **Add New Record** again and enter:

    * **Type**: CNAME Record
    * **Host**: www
    * **Value**: `website-v1.coachiq.io`
    * **TTL**: Automatic

    <Warning>
      Make sure to enter the CNAME value exactly as shown: `website-v1.coachiq.io` (all lowercase)
    </Warning>
  </Step>

  <Step title="Save your changes">
    Click the checkmark or **Save All Changes** button to apply your DNS updates.

    <Check>
      **DNS records updated!** Your domain will connect to CoachIQ within 24-48 hours as the changes propagate.
    </Check>
  </Step>
</Steps>

## What happens next?

<Info>
  **Timeline for both methods:**

  * **Immediate**: Settings are saved in Namecheap
  * **2-4 hours**: DNS changes begin propagating
  * **24-48 hours**: Domain fully connected worldwide
  * **SSL Certificate**: Automatically configured within 24 hours

  Most domains start working within 2-4 hours, though full global propagation can take up to 48 hours.
</Info>

## Common questions

<AccordionGroup>
  <Accordion title="Which method should I choose?">
    **Account sharing** is recommended if you want us to handle everything - it's faster and eliminates potential errors. Choose **manual DNS** if you prefer to maintain full control or are comfortable with technical settings.
  </Accordion>

  <Accordion title="Is account sharing safe?">
    Yes! Namecheap's manager access allows us to configure DNS settings without accessing your billing information or ability to transfer domains. You maintain full ownership and can revoke access anytime.
  </Accordion>

  <Accordion title="How do I remove manager access later?">
    To remove CoachIQ's access:

    1. Go to your profile settings
    2. Click **Account Sharing**
    3. Find "[liz@coachiq.io](mailto:liz@coachiq.io)" in your managers list
    4. Click **Remove** next to our email

    Your domain will continue working normally after removing access.
  </Accordion>

  <Accordion title="Will my email still work?">
    Yes! We only modify website-related DNS records (A and CNAME). Your email settings (MX records) remain untouched, so your email continues working exactly as before.
  </Accordion>

  <Accordion title="What if I already have DNS records?">
    If you have existing A or CNAME records for @ or www, you'll need to update or replace them with our values. Other records (MX, TXT, etc.) should remain unchanged.
  </Accordion>

  <Accordion title="Can I use a subdomain instead?">
    Yes! Instead of @ and www, you can use a subdomain like "coaching.yourdomain.com". Just replace @ with your subdomain name when adding the A record.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<Warning>
  **Domain not connecting after 48 hours?**

  For **account sharing**, verify:

  * Manager email is exactly `liz@coachiq.io`
  * You granted DNS management permissions
  * Your domain is active and not expired

  For **manual DNS**, check:

  * A record points to `216.150.1.1`
  * CNAME record points to `website-v1.coachiq.io`
  * No conflicting records exist
  * Records are saved and active

  Still having issues? Contact our support team with your domain name.
</Warning>

## Additional resources

<Card title="DNS & Permissions Guide" icon="server" href="/website/domain-setup/dns-permissions">
  Need more detailed DNS information or using a different setup? Check our comprehensive DNS guide.
</Card>

<Card title="Namecheap Help Docs" icon="external-link" href="https://www.namecheap.com/support/knowledgebase/article.aspx/192/46/how-do-i-share-access-to-my-domain-with-other-users/">
  Namecheap's official documentation on account sharing and domain management.
</Card>

## Pro tips

<Tip>
  **Best practices:**

  * **Clear your browser cache** after DNS changes to see updates faster
  * **Use incognito mode** to test if your domain is working (avoids cached results)
  * **Keep manager access** even after setup for easy future support
  * **Screenshot your DNS settings** before making changes as a backup
</Tip>

## Need help?

If you encounter any issues or have questions:

* Contact our support team with your domain name
* Specify whether you chose account sharing or manual DNS
* We typically respond within 2-4 business hours
* Include "Namecheap Domain Connection" in your message for fastest routing

Once connected, your custom domain will display your CoachIQ website, instantly elevating your coaching business's professional image!


# Connect Your Squarespace Domain
Source: https://help.coachiq.io/website/domain-setup/connecting-squarespace

Share domain access with CoachIQ to connect your Squarespace domain. Simple permission setup lets our team handle the technical configuration.

## Overview

Connecting your Squarespace domain to CoachIQ is straightforward - you'll add our team as a domain manager, and we'll handle all the technical DNS configuration. This process takes about 5 minutes on your end, and your domain will be fully connected within 24-48 hours.

<Info>
  **What is a domain manager?**
  A domain manager can configure your domain settings and DNS records but cannot access your billing information or delete your domain. You maintain full ownership and can revoke access anytime.
</Info>

## Before you begin

<Note>
  **You'll need:**

  * Your Squarespace login credentials
  * A Squarespace domain (not attached to a Squarespace website)
  * Your CoachIQ website published and ready
</Note>

## Connect your domain

<Steps>
  <Step title="Log in to Squarespace">
    Visit your [Squarespace domains dashboard](https://account.squarespace.com/domains) and sign in with your email and password.

    <Tip>
      Make sure you're logging into the account that owns your domain, not a Squarespace website account.
    </Tip>
  </Step>

  <Step title="Select your domain">
    From your domains dashboard, click on the domain you want to connect to CoachIQ.

    If you have multiple domains, choose the one you want to use for your coaching website.
  </Step>

  <Step title="Navigate to Permissions">
    Once in your domain settings, click on **Permissions** in the left menu.
  </Step>

  <Step title="Invite domain manager">
    Click the **Invite domain manager** button.

    <Warning>
      **No "Invite domain manager" button?**
      If this option isn't available, your domain is likely attached to a Squarespace website. You'll need to either:

      * Detach the domain from your Squarespace site first, or
      * Follow our [manual DNS setup guide](/website/domain-setup/dns-permissions)
    </Warning>
  </Step>

  <Step title="Add CoachIQ team">
    Enter the following information exactly as shown:

    * **Name**: CoachIQ Support
    * **Email**: `liz@coachiq.io`

    Click **Send Invitation** to grant access to our team.
  </Step>

  <Step title="Confirmation">
    You'll see a confirmation that the invitation has been sent. Our team will receive an email notification immediately.

    <Check>
      **Invitation sent!** CoachIQ will accept the invitation and begin configuring your domain.
    </Check>
  </Step>

  <Step title="Notify CoachIQ support">
    Send a quick message to our support team letting us know:

    * Your domain name
    * That you've granted domain manager access

    We'll handle the technical configuration and notify you once your domain is connected.
  </Step>
</Steps>

## What happens next?

<Info>
  **Our team will:**

  1. Accept your invitation (within 2-4 hours during business hours)
  2. Configure your domain's DNS settings
  3. Set up SSL security certificates
  4. Test the connection
  5. Notify you when everything is complete

  **Timeline:** Most domains are fully connected within 24-48 hours.
</Info>

## Domain permission levels explained

Squarespace has two permission levels:

<CardGroup>
  <Card title="Domain Owner" icon="crown">
    **You keep this role:**

    * Full control over domain
    * Billing access
    * Can delete domain
    * Can manage all permissions
  </Card>

  <Card title="Domain Manager" icon="user-gear">
    **CoachIQ gets this role:**

    * Configure DNS settings
    * Connect domain to sites
    * Manage technical settings
    * No billing or deletion access
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Is sharing access safe?">
    Yes! Domain manager access is Squarespace's secure way to let professionals help with your domain. We can only access DNS settings - never your billing information or ability to delete your domain.
  </Accordion>

  <Accordion title="How long do you need access?">
    We typically complete the setup within 24-48 hours. You can keep us as a domain manager for future support needs, or remove access once your domain is connected and working.
  </Accordion>

  <Accordion title="How do I remove access later?">
    To remove CoachIQ's access:

    1. Go to your [domains dashboard](https://account.squarespace.com/domains)
    2. Click your domain
    3. Go to **Permissions**
    4. Click the three dots (...) next to "CoachIQ Support"
    5. Select **Remove domain manager**

    Your domain will continue working normally after removing access.
  </Accordion>

  <Accordion title="My domain is attached to a Squarespace website. What do I do?">
    If your domain is connected to an existing Squarespace website, you have two options:

    1. **Disconnect from Squarespace site**: Move the domain to standalone management, then follow our guide
    2. **Manual setup**: Keep your current setup and follow our [DNS configuration guide](/website/domain-setup/dns-permissions)

    Most coaches choose option 2 to avoid disrupting their existing setup.
  </Accordion>

  <Accordion title="Will my email still work?">
    Yes! We only modify website-related DNS records. Your email settings (MX records) remain untouched, so your email will continue working exactly as before.
  </Accordion>

  <Accordion title="What if I have Google Workspace through Squarespace?">
    Your Google Workspace (Gmail, Drive, Calendar) will continue working normally. We don't touch email-related settings - only the records that point your domain to your CoachIQ website.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<Warning>
  **Can't find the Permissions option?**

  This usually means your domain is attached to a Squarespace website. You can either:

  1. Contact Squarespace support to detach the domain
  2. Use our [manual DNS setup guide](/website/domain-setup/dns-permissions)
</Warning>

<Warning>
  **Domain not connecting after 48 hours?**

  Check that:

  * The invitation was sent to `liz@coachiq.io` (exactly as shown)
  * Your domain is active and not expired
  * The domain isn't attached to a Squarespace website

  If everything looks correct, contact our support team with your domain name.
</Warning>

## Alternative: Manual DNS setup

Prefer to handle the technical setup yourself? Check our [DNS & Permissions guide](/website/domain-setup/dns-permissions) for the specific DNS records you'll need to add.

<Tip>
  **Pro tip**: If you're comfortable with DNS settings or your domain is attached to a Squarespace website, manual setup might be faster. However, letting our team handle it ensures everything is configured correctly.
</Tip>

## Special note for Google Workspace users

<Info>
  **Using Squarespace with Google Workspace?**
  If you purchased Google Workspace through Squarespace when buying your domain, all your Google services (Gmail, Drive, Calendar) will continue working normally. We only modify the records that control where your website displays, not your email or other services.
</Info>

## Need help?

If you run into any issues or have questions about connecting your Squarespace domain:

* Contact our support team with your domain name
* We typically respond within 2-4 business hours
* Include "Squarespace Domain Connection" in your message for fastest routing

Once connected, your professional domain will display your CoachIQ website, giving your coaching business the polished online presence it deserves!


# Connect Your Wix Domain
Source: https://help.coachiq.io/website/domain-setup/connecting-wix

Connect your Wix domain to CoachIQ by adding our team as a collaborator. We handle all technical setup while you focus on coaching.

## Overview

To connect your Wix domain to CoachIQ, you'll add our team as a collaborator and we'll handle all the technical DNS configuration for you. This process takes about 5 minutes on your end, and your domain will be fully connected within 24-48 hours.

<Info>
  **Why we handle it for you**: DNS settings can be tricky, and one wrong entry can cause issues. Our team has connected hundreds of Wix domains and knows exactly what to configure. Let us handle the technical work while you focus on your coaching business.
</Info>

## Before you begin

<Note>
  **You'll need:**

  * Access to your Wix account that owns the domain
  * Your domain name (e.g., yourcoaching.com)
  * Your CoachIQ website published and ready
  * About 5 minutes to add us as a collaborator
</Note>

## Connect your domain (Recommended method)

<Steps>
  <Step title="Prepare your CoachIQ website">
    First, let's tell CoachIQ which domain you want to use:

    1. Log into your CoachIQ dashboard
    2. Navigate to **Website Builder** → **Settings**
    3. Under **Active Domains**, select **Need another domain?**
    4. Enter your domain with `www.` in front (e.g., `www.yourcoaching.com`)
    5. Click **Request Custom Domain**

    <Check>
      **Domain requested!** You'll see a confirmation popup. Now let's give our team access to configure it.
    </Check>
  </Step>

  <Step title="Log in to Wix">
    Visit [Wix.com](https://users.wix.com/signin?view=sign-up\&sendEmail=true\&loginCompName=SignUp_H\&postSignUp=https://www.wix.com/new/intro/\&postLogin=https://manage.wix.com/account/route\&loginDialogContext=login\&originUrl=https://www.wix.com/\&forceRender=true) and sign in to the account that manages your domain.

    <Tip>
      Make sure you're logging into the account that owns the domain, not just a site editor account.
    </Tip>
  </Step>

  <Step title="Access Roles & Permissions">
    In your Wix dashboard, navigate to **Settings** → **Roles & Permissions**.

    If you're in the site editor, look for the settings menu in the left sidebar.
  </Step>

  <Step title="Click Invite Collaborators">
    Select the **Invite Collaborators** button.

    <Frame>
      <img alt="Wix Roles and Permissions settings page with Invite Collaborators button" />
    </Frame>
  </Step>

  <Step title="Add CoachIQ support">
    Enter the following information:

    * **Email**: `liz@coachiq.io`
    * **Role**: Check the box for **Co-owner** (this gives us the access needed for DNS configuration)

    <Frame>
      <img alt="Wix invite collaborator form with CoachIQ email and Co-owner role selected" />
    </Frame>

    <Note>
      **About collaborator seats**: Wix includes 1 free collaborator seat. If you already have a collaborator, you may need to upgrade your Wix plan or temporarily remove the other collaborator.
    </Note>
  </Step>

  <Step title="Send the invitation">
    Click **Send Invite** to grant access to our team.

    <Check>
      **Invitation sent!** Our team will receive notification immediately.
    </Check>
  </Step>

  <Step title="Notify CoachIQ support">
    Send a quick message to our support team letting us know:

    * Your domain name
    * That you've added `liz@coachiq.io` as a collaborator
    * Any specific timeline needs

    We'll handle all the DNS configuration and notify you once your domain is connected.
  </Step>
</Steps>

## What happens next?

<Info>
  **Our team will:**

  1. Accept your collaborator invitation (within 2-4 hours during business hours)
  2. Configure your DNS records properly
  3. Set up SSL security certificates
  4. Test the connection thoroughly
  5. Notify you when everything is complete
  6. Remove our collaborator access if requested

  **Timeline:** Most domains are fully connected within 24-48 hours.
</Info>

## Alternative: Configure DNS yourself

While we strongly recommend letting our team handle the technical setup, if you prefer to do it yourself, here's how:

<Accordion title="Manual DNS configuration steps">
  <Warning>
    **Not recommended unless you're comfortable with DNS**: These settings must be exact, and errors can cause connection issues.
  </Warning>

  <Steps>
    <Step title="Access your Wix domains">
      Log into Wix and navigate to your domain management area.
    </Step>

    <Step title="Find DNS settings">
      Click on your domain, then look for **Manage DNS Records** or **Advanced** → **Edit DNS**.
    </Step>

    <Step title="Remove old records">
      Delete these existing records:

      * Any **A record** with host `@` or your domain name
      * Any **CNAME record** with host `www`

      Leave all other records (MX, TXT) unchanged.
    </Step>

    <Step title="Add new A record">
      Create a new record:

      * **Type**: A
      * **Host**: `@` (or your domain if @ isn't accepted)
      * **Value**: `216.150.1.1`
      * **TTL**: 1 hour or default
    </Step>

    <Step title="Add new CNAME record">
      Create another record:

      * **Type**: CNAME
      * **Host**: `www`
      * **Value**: `website-v1.coachiq.io`
      * **TTL**: 1 hour or default
    </Step>

    <Step title="Save all changes">
      Save your DNS changes and wait 24-48 hours for propagation.
    </Step>
  </Steps>

  If you go this route and encounter issues, you can always add us as a collaborator to fix any problems.
</Accordion>

## Managing collaborator access

<AccordionGroup>
  <Accordion title="How to check invitation status">
    To see if our team has accepted the invitation:

    1. Go to **Roles & Permissions** in Wix
    2. Look for `liz@coachiq.io` in your collaborators list
    3. Check for "PENDING" label (means not yet accepted)
    4. See "Joined on" column for acceptance date

    Invitations are valid for 30 days.
  </Accordion>

  <Accordion title="How to resend an invitation">
    If needed, you can resend:

    1. Go to **Roles & Permissions**
    2. Hover over `liz@coachiq.io`
    3. Click **More Actions** (three dots)
    4. Choose **Resend Invite** or **Get Invite Link**
  </Accordion>

  <Accordion title="How to remove access after setup">
    Once your domain is connected and working:

    1. Go to **Roles & Permissions**
    2. Find `liz@coachiq.io` in the list
    3. Click **Remove** to revoke access

    Your domain will continue working normally. You can always re-add us if you need future help.
  </Accordion>
</AccordionGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Why should I let CoachIQ handle this?">
    Our team has connected hundreds of Wix domains and knows the exact settings needed. We handle tricky issues like:

    * Proper DNS record configuration
    * SSL certificate setup
    * Avoiding email disruption
    * Testing and verification

    This saves you time and prevents potential errors that could take your site offline.
  </Accordion>

  <Accordion title="Is giving collaborator access safe?">
    Yes! The Co-owner role only gives us access to your site settings and DNS. We cannot:

    * Access your payment methods
    * Delete your Wix account
    * View personal information
    * Transfer your domain

    You maintain full ownership and can revoke access anytime.
  </Accordion>

  <Accordion title="Will my Wix website still work?">
    No - once we point your domain to CoachIQ, it will display your CoachIQ website instead of your Wix site. Make sure your CoachIQ site is ready before we make the switch. Your Wix site content remains in your account for reference.
  </Accordion>

  <Accordion title="What about my email through Wix?">
    Your email will continue working normally! If you have Google Workspace or other email through Wix, we only change website records, not email (MX) records.
  </Accordion>

  <Accordion title="How long does connection take?">
    We configure settings within 2-4 hours of receiving access. DNS propagation then takes 24-48 hours to complete worldwide. Most users see their site live within 24 hours.
  </Accordion>

  <Accordion title="What if I have multiple domains?">
    The collaborator access covers your entire Wix account. Just let us know all the domains you want to connect when you contact support.
  </Accordion>
</AccordionGroup>

## Verify your connection

After we notify you that setup is complete:

1. Go to CoachIQ **Settings** → **Active Domains**
2. Look for your domain in the list
3. Click on it to test the connection

<Tip>
  **Quick test**: Visit your domain in an incognito/private browser window to avoid cached results. You should see your CoachIQ website.
</Tip>

## Troubleshooting

<Warning>
  **Still seeing your Wix site after 48 hours?**

  Try these steps:

  1. Clear your browser cache completely
  2. Try a different browser or device
  3. Check incognito/private mode

  If the issue persists, contact our support team.
</Warning>

<Warning>
  **Can't add collaborators?**

  Common issues:

  * **No available seats**: Wix provides 1 free collaborator. You may need to upgrade or remove existing collaborators
  * **Permission issues**: Make sure you're the site owner, not just an editor
  * **Account type**: Some Wix account types have restrictions

  Contact Wix support if you can't resolve collaborator issues.
</Warning>

## Video tutorial

Watch this step-by-step video guide for inviting collaborators in Wix:

<iframe title="YouTube video player" />

## Pro tips

<Tip>
  **Best practices:**

  * **Complete your CoachIQ site first** before connecting your domain
  * **Notify your clients** about the website change if you have an active Wix site
  * **Download any Wix content** you want to keep before switching
  * **Keep collaborator access** even after setup for easy future support
  * **Screenshot your confirmation** when you add us as a collaborator
</Tip>

## Need help?

If you encounter any issues:

* Contact our support team immediately after adding us as a collaborator
* Include your domain name in your message
* Let us know any specific timeline requirements
* We typically respond within 2-4 business hours
* Include "Wix Domain Connection" in your message for fastest routing

Once connected, your professional domain will display your CoachIQ website, giving your coaching business the powerful, integrated platform it deserves!


# DNS & Permissions - Other Domain Providers
Source: https://help.coachiq.io/website/domain-setup/dns-permissions

Connect your domain from any provider to CoachIQ. Universal guide for Bluehost, HostGator, Domain.com, and all other registrars.

## Overview

If your domain provider isn't GoDaddy, Squarespace, Namecheap, or Wix, don't worry - we can still connect your domain to CoachIQ. Simply grant our team access to your domain account, and we'll handle all the technical DNS configuration for you.

<Info>
  **Works with any provider**: This guide covers Bluehost, HostGator, Domain.com, Network Solutions, Google Domains, Cloudflare, and any other domain registrar.
</Info>

## How to connect your domain

Most domain providers offer a way to share account access or add team members. Here's the universal process:

<Steps>
  <Step title="Find your provider's access sharing feature">
    Log into your domain provider and look for one of these options:

    * **Account Sharing**
    * **Team Members**
    * **Delegate Access**
    * **User Management**
    * **Collaborators**
    * **Account Permissions**

    These are typically found in Account Settings, Security, or Domain Management sections.
  </Step>

  <Step title="Add CoachIQ support">
    Add our team member with these details:

    * **Email**: `liz@coachiq.io`
    * **Name**: CoachIQ Support
    * **Permission Level**: DNS Management, Domain Management, or similar

    <Warning>
      Make sure the permission level allows DNS editing but doesn't include billing access.
    </Warning>
  </Step>

  <Step title="Send the invitation">
    Complete the invitation process. Our team will receive notification immediately.

    <Check>
      **Access granted!** Now notify our support team.
    </Check>
  </Step>

  <Step title="Contact CoachIQ support">
    Send us a message with:

    * Your domain name
    * Your domain provider name
    * Confirmation that you've added `liz@coachiq.io`

    We'll handle all the technical configuration and notify you once complete.
  </Step>
</Steps>

## Can't find access sharing?

Some providers make this feature hard to find. Here are common locations by provider:

<AccordionGroup>
  <Accordion title="Bluehost">
    1. Log into your Bluehost account
    2. Go to **Domains** → **Manage Domains**
    3. Look for **Sharing** or **Permissions**
    4. If not available, contact Bluehost support to add a technical contact
  </Accordion>

  <Accordion title="HostGator">
    1. Access your Customer Portal
    2. Navigate to **Domains**
    3. Look for **Domain Privacy + Protection**
    4. Check for delegation or sharing options
    5. If unavailable, use their support ticket system to request adding our team
  </Accordion>

  <Accordion title="Domain.com">
    1. Sign into your account
    2. Click **Manage** next to your domain
    3. Look for **Domain Sharing** or **Access Control**
    4. Add `liz@coachiq.io` as a user
  </Accordion>

  <Accordion title="Network Solutions">
    1. Log into Account Manager
    2. Click **My Domain Names**
    3. Select your domain
    4. Look for **User Permissions** or **Manage Users**
  </Accordion>

  <Accordion title="Google Domains (now Squarespace)">
    If your domain was with Google Domains, it's now managed by Squarespace. Follow our [Squarespace guide](/website/domain-setup/connecting-squarespace).
  </Accordion>

  <Accordion title="Other providers">
    Can't find the option? Contact your provider's support and ask:
    *"How can I give a web developer temporary access to manage DNS settings for my domain?"*

    They'll guide you to the right feature.
  </Accordion>
</AccordionGroup>

## Alternative: Manual DNS setup

If your provider doesn't offer access sharing, you can configure the DNS records yourself:

<Accordion title="Manual DNS configuration (if access sharing isn't available)">
  <Steps>
    <Step title="Access DNS settings">
      Find your domain's DNS or nameserver settings in your provider's dashboard.
    </Step>

    <Step title="Add A record">
      Create a new A record:

      * **Name/Host**: `@` (or leave blank)
      * **Value/Points to**: `216.150.1.1`
      * **TTL**: 3600 or default
    </Step>

    <Step title="Add CNAME record">
      Create a CNAME record:

      * **Name/Host**: `www`
      * **Value/Points to**: `website-v1.coachiq.io`
      * **TTL**: 3600 or default
    </Step>

    <Step title="Save changes">
      Save all DNS changes. Your domain will connect within 24-48 hours.
    </Step>
  </Steps>

  <Warning>
    **Important**: If you go the manual route and encounter issues, contact support and we'll help troubleshoot.
  </Warning>
</Accordion>

## What our team does for you

<Info>
  **Once we have access, we'll:**

  1. Configure your A and CNAME records correctly
  2. Ensure email services aren't disrupted
  3. Set up SSL certificates
  4. Test everything thoroughly
  5. Notify you when complete

  This typically takes 2-4 hours after receiving access, with full propagation in 24-48 hours.
</Info>

## Common questions

<AccordionGroup>
  <Accordion title="Is it safe to grant access?">
    Yes! We only need DNS management permissions. We cannot:

    * Access your payment information
    * Transfer or delete your domain
    * View personal account details
    * Change your account password

    You maintain full ownership and can revoke access anytime.
  </Accordion>

  <Accordion title="What if my provider has no sharing option?">
    Some smaller providers don't offer access sharing. In these cases:

    1. Try the manual DNS setup above
    2. Contact their support for assistance
    3. Consider transferring to a provider like GoDaddy or Namecheap for easier management
  </Accordion>

  <Accordion title="How do I revoke access later?">
    Once your domain is connected:

    1. Return to your provider's access sharing settings
    2. Find `liz@coachiq.io` in the list
    3. Remove or revoke access

    Your domain continues working after removing access.
  </Accordion>

  <Accordion title="Will my email still work?">
    Yes! We only modify website records (A and CNAME). Your email records (MX) remain untouched, so email continues working normally.
  </Accordion>

  <Accordion title="What's the timeline?">
    * **2-4 hours**: We configure your DNS after receiving access
    * **2-24 hours**: Most domains start working
    * **24-48 hours**: Full worldwide propagation completes
  </Accordion>
</AccordionGroup>

## Need provider-specific help?

<Tip>
  **Can't find your provider's sharing feature?**

  1. Contact your provider's support
  2. Ask: "How do I give someone access to manage DNS for my domain?"
  3. They'll direct you to the right place
  4. Then add `liz@coachiq.io` following their instructions
</Tip>

## Troubleshooting

<Warning>
  **Domain not connecting after 48 hours?**

  Common issues:

  * DNS records not saved properly
  * Old records still present
  * Domain locked or expired
  * Incorrect values entered

  Contact our support with:

  * Your domain name
  * Your provider name
  * What steps you've completed
</Warning>

## Pro tips

<Tip>
  **Best practices for any provider:**

  * **Screenshot everything** before making changes
  * **Check domain status** - ensure it's active, not expired
  * **Clear browser cache** after DNS changes to see updates
  * **Be patient** - DNS propagation takes time
  * **Keep access active** for future support needs
</Tip>

## Ready to connect?

1. Try to find your provider's access sharing feature
2. Add `liz@coachiq.io` with DNS management permissions
3. Contact our support team with your domain details

If you can't find access sharing, use the manual DNS setup above or contact your provider's support for help.

<Card title="Need immediate help?" icon="life-ring">
  Contact our support team with:

  * Your domain name
  * Your domain provider
  * Any error messages you're seeing

  We typically respond within 2-4 business hours and will guide you through the process.
</Card>


# Domain Setup
Source: https://help.coachiq.io/website/domain-setup/domain-setup

Connect your custom domain or purchase a new one for your coaching website. Step-by-step guides for all major domain providers.

## What is a domain?

Your domain is your website's address on the internet (like [**www.yourcoachingbusiness.com**](http://www.yourcoachingbusiness.com)). It's how athletes and parents find you online and a key part of your professional brand. CoachIQ makes it simple to either purchase a new domain or connect one you already own.

<Info>
  **Good news**: CoachIQ handles all the technical setup - you just need to provide access to your domain provider account. We'll take care of the DNS settings, SSL certificates, and everything else.
</Info>

## Choose your path

<CardGroup>
  <Card title="Get a New Domain" icon="cart-shopping" href="/website/domain-setup/purchasing-domain">
    Purchase a professional domain through our partner Namecheap with exclusive discounts. Perfect if you're just starting out.
  </Card>

  <Card title="Connect Existing Domain" icon="link">
    Already have a domain? Choose your provider below to connect it to your CoachIQ website in just a few steps.
  </Card>
</CardGroup>

## Connect your existing domain

Select your domain provider for specific step-by-step instructions:

<CardGroup>
  <Card title="Wix Domain" icon="w" href="/website/domain-setup/connecting-wix">
    Moving from Wix? We'll show you exactly how to point your Wix domain to CoachIQ.
  </Card>

  <Card title="GoDaddy Domain" icon="globe" href="/website/domain-setup/connecting-godaddy">
    Connect your GoDaddy domain with our detailed walkthrough of their domain manager.
  </Card>

  <Card title="Squarespace Domain" icon="square" href="/website/domain-setup/connecting-squarespace">
    Transitioning from Squarespace? Follow our guide to redirect your domain to CoachIQ.
  </Card>

  <Card title="Namecheap Domain" icon="tag" href="/website/domain-setup/connecting-namecheap">
    Already use Namecheap? Connect your domain quickly with our streamlined process.
  </Card>
</CardGroup>

### Using a different provider?

<Card title="DNS & Permissions" icon="server" href="/website/domain-setup/dns-permissions">
  If your provider isn't listed above, use our universal DNS guide. Works with any domain provider including Bluehost, HostGator, Domain.com, and others.
</Card>

## What you'll need

<Note>
  **Before connecting your domain:**

  * Access to your domain provider account (login credentials)
  * About 10-15 minutes to complete the setup
  * Your CoachIQ website should be published and ready

  **Important**: After connecting, domain changes can take up to 48 hours to fully propagate across the internet, though most complete within 2-4 hours.
</Note>

## Common questions

<AccordionGroup>
  <Accordion title="Do I need a custom domain?">
    While not required, a custom domain (like [www.elitebasketballtraining.com](http://www.elitebasketballtraining.com)) looks more professional than a generic URL and helps build trust with parents and athletes. It's one of the quickest ways to establish credibility for your coaching business.
  </Accordion>

  <Accordion title="How long does domain connection take?">
    The setup process takes about 10-15 minutes. After you complete the steps, it can take anywhere from 30 minutes to 48 hours for your domain to fully connect (this is called DNS propagation). Most domains connect within 2-4 hours.
  </Accordion>

  <Accordion title="Can I use a domain I already own?">
    Absolutely! If you already have a domain with any provider, you can connect it to your CoachIQ website. You'll keep ownership of your domain - we're just pointing it to display your CoachIQ site.
  </Accordion>

  <Accordion title="What if my domain provider isn't listed?">
    No problem! Our [DNS & Permissions guide](/website/domain-setup/dns-permissions) provides universal instructions that work with any domain provider. You'll just need to access your provider's DNS settings.
  </Accordion>

  <Accordion title="Will my email still work after connecting my domain?">
    Yes! Connecting your domain to CoachIQ only affects your website. Your email settings remain unchanged and will continue working normally through your current email provider.
  </Accordion>
</AccordionGroup>

## Quick troubleshooting

<Warning>
  **Domain not connecting?** If your domain hasn't connected after 48 hours:

  * Double-check the DNS settings match exactly what we provided
  * Ensure there are no typos in the CNAME or A records
  * Clear your browser cache and try accessing your domain
  * Check our [DNS & Permissions guide](/website/domain-setup/dns-permissions) for detailed troubleshooting

  Still having issues? Contact support with your domain name and we'll help resolve it.
</Warning>

## Pro tips for your domain

<Tip>
  **Best practices for coaching domains:**

  * Keep it short and memorable (under 15 characters is ideal)
  * Include your sport or location if possible (e.g., chicagobasketball.com)
  * Stick with .com when available - it's still the most trusted extension
  * Avoid hyphens or numbers if possible - they're harder to remember
  * Match your domain to your business name for brand consistency
</Tip>

## Ready to get started?

Choose whether you want to [purchase a new domain](/website/domain-setup/purchasing-domain) or connect an existing one using the guides above. Remember, CoachIQ handles all the technical configuration - you just need to provide access to your domain account.

Need additional help? Check our [DNS & Permissions guide](/website/domain-setup/dns-permissions) for technical details or contact our support team for assistance with complex domain setups.


# Purchase a New Domain
Source: https://help.coachiq.io/website/domain-setup/purchasing-domain

Buy a professional domain for your coaching website. Compare GoDaddy and Squarespace options with step-by-step purchasing guides.

## Get your professional domain

A custom domain (like [www.elitebasketballtraining.com](http://www.elitebasketballtraining.com)) instantly makes your coaching business look more professional and trustworthy to parents and athletes. We've partnered with trusted providers to make purchasing your domain simple and affordable.

## Choose your provider

<CardGroup>
  <Card title="GoDaddy (Recommended)" icon="star">
    **Best for most coaches**

    * Most affordable prices (\$12-20/year)
    * Simple domain-only purchase
    * Easy to connect to CoachIQ
    * Add professional email anytime
  </Card>

  <Card title="Squarespace" icon="draw-square">
    **Best for Google Workspace bundle**

    * Domain + Google business tools
    * Professional Gmail included
    * Google Drive & Calendar
    * Perfect all-in-one solution
  </Card>
</CardGroup>

<Info>
  **Why we recommend these providers**: We've helped hundreds of coaches connect domains from these providers. They offer reliable DNS management, good customer support, and straightforward connection to CoachIQ.
</Info>

## Option 1: GoDaddy (Recommended)

<Note>
  **Why GoDaddy is our top choice:**

  * Lowest domain prices in the industry
  * Simple, straightforward domain management
  * Quick connection process with CoachIQ
  * Flexibility to add professional email later
</Note>

### How to purchase on GoDaddy

<Steps>
  <Step title="Visit GoDaddy.com">
    Go to [GoDaddy.com](https://www.kqzyfj.com/click-101496932-10821680) and use the domain search bar on the homepage.
  </Step>

  <Step title="Search for your perfect domain">
    Enter your desired domain name (like "chicagobasketball" or "elitetraining"). GoDaddy will show you available options.

    <Tip>
      **Domain selection tips:**

      * Choose .com whenever possible (most trusted)
      * Keep it under 15 characters
      * Avoid hyphens and numbers
      * Include your sport or location if relevant
    </Tip>
  </Step>

  <Step title="Select your domain">
    Click "Add to Cart" next to your chosen domain. We recommend sticking with just the domain - skip the add-ons and extras for now.
  </Step>

  <Step title="Review pricing">
    Domains typically cost \$12-20 for the first year. GoDaddy often has promotions for first-time buyers.
  </Step>

  <Step title="Create your GoDaddy account">
    Enter your email and create a password. This account is how you'll manage your domain.
  </Step>

  <Step title="Complete your purchase">
    Enter your payment information and complete the checkout. Keep your receipt for your records.
  </Step>

  <Step title="Return to CoachIQ">
    Once purchased, return to CoachIQ and follow our [GoDaddy connection guide](/website/domain-setup/connecting-godaddy) to point your new domain to your website.

    <Check>
      **Purchase complete!** Your domain will be active within 24-48 hours. You can start the connection process immediately.
    </Check>
  </Step>
</Steps>

## Option 2: Squarespace + Google Workspace

<Note>
  **Why choose Squarespace:**

  * Perfect if you want the Google ecosystem (Gmail, Drive, Calendar)
  * Professional email @yourdomain included with Google Workspace
  * All your business tools in one place
  * Still connects easily to CoachIQ
</Note>

### How to purchase on Squarespace

<Steps>
  <Step title="Visit Squarespace Domains">
    Go to [domains.squarespace.com](https://domains.squarespace.com) and enter your desired domain in the search bar.
  </Step>

  <Step title="Check domain availability">
    Squarespace will show available extensions (.com, .net, .org, etc.). Prices range from \$20-70 per year depending on the extension.
  </Step>

  <Step title="Select your domain">
    Click "Get It" next to your preferred domain. You'll see the option to add Google Workspace.

    <Tip>
      **Google Workspace includes:**

      * Professional Gmail (**[you@yourdomain.com](mailto:you@yourdomain.com)**)
      * 30GB Google Drive storage per user
      * Google Calendar for scheduling
      * Google Meet for video calls
      * Starts at \$6/user/month
    </Tip>
  </Step>

  <Step title="Add Google Workspace (Optional)">
    If you want professional email and Google tools, toggle on Google Workspace. You can select the number of email accounts you need.
  </Step>

  <Step title="Create your Squarespace account">
    Enter your email, create a password, and fill in your contact information. This is required for domain registration.
  </Step>

  <Step title="Enter billing information">
    Provide your payment details. Squarespace will show your total including domain and any Google Workspace subscriptions.
  </Step>

  <Step title="Complete purchase">
    Review your order and click "Purchase Domain". You'll receive confirmation via email immediately.

    <Check>
      **Domain secured!** Your domain will be active within 24-48 hours. Follow our [Squarespace connection guide](/website/domain-setup/connecting-squarespace) to connect it to CoachIQ.
    </Check>
  </Step>
</Steps>

## Domain selection best practices

<AccordionGroup>
  <Accordion title="What makes a good coaching domain?">
    The best coaching domains are:

    * Short and memorable (under 15 characters)
    * Include your business name, sport, or location
    * Easy to spell and pronounce
    * End in .com when possible
    * Match your social media handles if available

    Examples: miamiqbtraining.com, elitehoopsacademy.com, smithspeedtraining.com
  </Accordion>

  <Accordion title="Should I buy multiple extensions (.com, .net, .org)?">
    For most coaches, just .com is sufficient. Only consider multiple extensions if:

    * You have a unique brand name you want to protect
    * You plan to build a large multi-location business
    * The .com is taken but .net/.org are available

    Focus your budget on marketing rather than defensive domain purchases.
  </Accordion>

  <Accordion title="How much should I expect to pay?">
    * **Standard .com domains**: \$12-20/year
    * **Premium domains**: \$50-500+/year (popular keywords)
    * **Other extensions** (.net, .org): \$10-25/year
    * **New extensions** (.coach, .training): \$30-70/year

    Most coaches do perfectly well with a standard .com domain.
  </Accordion>

  <Accordion title="Can I buy a domain elsewhere?">
    Yes! You can purchase from any domain registrar (Namecheap, Bluehost, etc.) and connect it to CoachIQ. We recommend GoDaddy and Squarespace because we have specific guides for them, making the connection process easier.
  </Accordion>
</AccordionGroup>

## After your purchase

<Warning>
  **Important timing notes:**

  * Domain activation: 24-48 hours (sometimes faster)
  * DNS propagation after connecting: 2-48 hours
  * You can start the connection process immediately after purchase
  * Your CoachIQ website continues working during this process
</Warning>

## Set up professional email

<Card title="Get Professional Email" icon="envelope" href="https://help.coachiq.io/website/get-a-professional-email">
  Want to send emails from your new domain (like **[coach@yourdomain.com](mailto:coach@yourdomain.com)**)? Check out our complete guide to setting up professional email for your coaching business.
</Card>

## Ready to connect your domain?

Once you've purchased your domain, follow the appropriate connection guide:

<CardGroup>
  <Card title="Connect GoDaddy Domain" icon="link" href="/website/domain-setup/connecting-godaddy">
    Step-by-step instructions for GoDaddy domains
  </Card>

  <Card title="Connect Squarespace Domain" icon="link" href="/website/domain-setup/connecting-squarespace">
    Complete guide for Squarespace domains
  </Card>
</CardGroup>

<Tip>
  **Quick tip**: While waiting for your domain to activate, you can continue building your CoachIQ website. Everything you create will automatically appear on your custom domain once it's connected.
</Tip>

Need help choosing or purchasing your domain? Contact our support team and we'll guide you through the process.


# CoachIQ Website Builder: Complete Overview & Setup
Source: https://help.coachiq.io/website/overview

Build a professional sports coaching website with CoachIQ. Learn about content submission, design, and launching your site.

<Info>
  **Where to find this**: Dashboard → Website Builder (available after your website launches)
</Info>

<img alt="CoachIQ dashboard showing the Website Builder location in the navigation" />

## Professional coaching websites built for your success

Your CoachIQ website serves as the professional foundation of your sports coaching business. It showcases your training programs, captures athlete leads, and builds parent confidence—all without requiring technical expertise from you.

<CardGroup>
  <Card title="Professional Credibility" icon="trophy">
    Stand out from coaches using basic social media pages
  </Card>

  <Card title="Automatic Lead Capture" icon="magnet">
    Convert visitors into booked sessions and program enrollments
  </Card>

  <Card title="Mobile-Optimized Design" icon="mobile">
    Perfect experience on phones, tablets, and computers
  </Card>

  <Card title="Built for Sports Coaches" icon="basketball">
    Templates and features designed specifically for coaching businesses
  </Card>
</CardGroup>

## How CoachIQ builds your coaching website

<Steps>
  <Step title="Submit your website content">
    After signup, complete our comprehensive website form covering your coaching services, background, testimonials, and design preferences. This typically takes coaches 30-45 minutes.

    <Tip>
      **Pro tip**: Gather your best coaching photos, client testimonials, and service descriptions before starting the form to streamline the process.
    </Tip>
  </Step>

  <Step title="We build your professional coaching site">
    Our team creates your complete website using your content—typically taking 7-10 business days. You don't need to learn website builders or worry about design decisions.

    <Note>
      **Behind the scenes**: We handle all technical work including mobile optimization, SEO setup for coaching keywords, page loading speed, and professional sports-focused design.
    </Note>
  </Step>

  <Step title="Review and request unlimited revisions">
    Receive Version 1 of your coaching website for review. Request unlimited edits until you're completely satisfied—there's no limit on revisions before launch.

    <Check>
      **No pressure**: Take your time reviewing. We want you to love your coaching website before it goes live.
    </Check>
  </Step>

  <Step title="Your website launches live">
    Once approved, we launch your website with full scheduling integration, payment processing, and lead capture. You'll gain Website Builder access for any future updates.

    <Warning>
      **Important**: Most coaches rarely need changes after launch since we build everything comprehensively upfront, including session booking and program integration.
    </Warning>
  </Step>
</Steps>

## Website Builder management tools

Once your coaching website is live, manage these key areas through your dashboard:

<CardGroup>
  <Card title="Pages & Navigation" icon="sitemap" href="/website/pages-navigation/pages-navigation">
    Manage your site structure, menu items, and page organization for optimal user experience
  </Card>

  <Card title="Page Sections" icon="layout" href="/website/sections/sections">
    Update content within your existing page layout and coaching program displays
  </Card>

  <Card title="Domain Setup" icon="link" href="/website/domain-setup/domain-setup">
    Connect your custom coaching domain or purchase a new branded URL
  </Card>

  <Card title="Analytics & Tracking" icon="chart-line" href="/website/analytics-tracking">
    Set up Google Analytics and Facebook Pixel to track coaching lead sources
  </Card>
</CardGroup>

<Card title="SEO & Marketing" icon="search" href="/website/seo-marketing/seo-marketing">
  Optimize your coaching website for search engines and local sports discovery
</Card>

## Accessing your CoachIQ Website Builder

<Info>
  **Available after launch**: The Website Builder becomes accessible once your coaching website goes live.
</Info>

<Steps>
  <Step title="Navigate to your CoachIQ dashboard">
    From your main dashboard, locate the **Website Builder** option in your primary navigation menu.
  </Step>

  <Step title="Enter the website management interface">
    Click **Website Builder** to access your coaching website management tools and editing interface.

    <Note>
      **First time?** Your website is already built and live. The builder is for any updates you want to make to your coaching content or [session scheduling](/scheduling/overview).
    </Note>
  </Step>

  <Step title="Preview changes before publishing">
    Any updates you make can be previewed on desktop and mobile before publishing to ensure perfect presentation to potential athletes.
  </Step>
</Steps>

## What makes CoachIQ coaching websites different

<AccordionGroup>
  <Accordion title="Built specifically for sports coaching businesses">
    Unlike generic website builders, every template and feature is designed for coaching businesses—from [session booking integration](/scheduling/book-your-first-session) to testimonial showcases and [program displays](/content/programs-overview).
  </Accordion>

  <Accordion title="No technical knowledge required">
    We handle all complex technical work including hosting, security, and mobile optimization. You focus on your coaching content while we create professional results.
  </Accordion>

  <Accordion title="Integrated with your coaching platform">
    Your website seamlessly connects to your [scheduling system](/scheduling/overview), [payment processing](/payments/getting-started), and [training programs](/content/programs-overview)—creating one unified experience for athletes and parents.
  </Accordion>

  <Accordion title="Professional coaching industry results guaranteed">
    Every website is built by our team specifically for sports coaches, ensuring it meets industry standards and effectively represents your coaching expertise.
  </Accordion>
</AccordionGroup>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="What if I need changes after my coaching website launches?">
    You can make updates anytime using the Website Builder interface. However, most coaches find they rarely need changes since we build everything comprehensively during the initial process, including [program integration](/content/content-overview) and [payment setup](/payments/connecting-stripe).
  </Accordion>

  <Accordion title="Can I see examples of other coaching websites you've built?">
    Yes! During your initial consultation, we'll show you examples of websites we've built for coaches in basketball, soccer, tennis, and other sports at various business stages.
  </Accordion>

  <Accordion title="What if I don't have professional coaching photos?">
    We'll work with your existing photos and provide guidance on improving them. Many successful coaching websites start with phone photos of training sessions and improve over time.
  </Accordion>

  <Accordion title="How quickly can my website start generating coaching leads?">
    Your website is ready to capture leads immediately upon launch. We include contact forms, session booking integration, and [program enrollment](/content/programs-overview) from day one.
  </Accordion>

  <Accordion title="Does my coaching website work on mobile devices?">
    Absolutely. All CoachIQ websites are mobile-optimized since most parents and athletes browse on phones. We test every site on multiple device sizes before launch.
  </Accordion>

  <Accordion title="What happens to my website if I cancel CoachIQ?">
    Your website is hosted as part of your CoachIQ platform. We recommend downloading important content before cancellation, though we hope you'll love the integrated experience of website, scheduling, and payments working together.
  </Accordion>
</AccordionGroup>

## Ready to get started with your coaching website?

<CardGroup>
  <Card title="Website Settings & Design" icon="sliders" href="/website/settings-and-design">
    Set your branding and site-wide design, then follow the guides for pages, sections, and navigation.
  </Card>

  <Card title="Domain Setup Guide" icon="globe" href="/website/domain-setup/domain-setup">
    Learn about connecting your custom coaching domain once your site is ready
  </Card>
</CardGroup>

<Tip>
  **Remember**: Your coaching website integrates seamlessly with your [scheduling system](/scheduling/overview), [payment processing](/payments/getting-started), and [athlete management](/people/overview) for a complete business solution.
</Tip>


# Legal Pages (Privacy, Terms, Disclaimers)
Source: https://help.coachiq.io/website/pages-navigation/legal-pages

Create and customize privacy policies, terms of service, and disclaimers using CoachIQ's built-in templates. Legal compliance made simple for coaches.

<Info>
  **Where to find this**: Dashboard → Website Builder → Add New Page → Templates
</Info>

## What you'll accomplish

Create professional legal pages (privacy policy, terms of service, and disclaimers) for your coaching website using CoachIQ's built-in templates, customize them for your business, and publish them to your footer navigation.

## Why legal pages matter for coaches

Essential legal pages protect your coaching business and build trust with potential clients. These legal documents are especially important when you're:

* Collecting personal information through forms
* Processing payments and storing billing data
* Working with minors (requiring waivers)
* Operating in multiple states or countries

### When legal pages become legally required

Legal pages aren't just best practice—they're often required by law:

* **Privacy policies**: Required when collecting any personal data (names, emails, phone numbers)
* **Terms of service**: Required for payment processing and subscription services
* **Disclaimers**: Essential for liability protection in fitness and sports coaching

<Note>
  **Compliance note**: Most payment processors (including Stripe) require privacy policies and terms of service before processing payments for your coaching business.
</Note>

<Note>
  **Legal disclaimer**: These templates provide a starting point but should be reviewed by a qualified attorney for your specific business needs and jurisdiction.
</Note>

## Available legal page templates

CoachIQ provides three essential legal page templates:

<CardGroup>
  <Card title="Privacy Policy" icon="shield-check">
    How you collect, use, and protect visitor data
  </Card>

  <Card title="Terms & Conditions" icon="file-contract">
    Rules and agreements for using your services
  </Card>

  <Card title="Disclaimer" icon="triangle-exclamation">
    Liability limitations for your coaching services
  </Card>
</CardGroup>

## CoachIQ templates vs. hiring a lawyer

<Tabs>
  <Tab title="CoachIQ Templates">
    **Best for**: New coaches, straightforward businesses, quick setup

    * ✅ Free and included with your subscription
    * ✅ Sports coaching specific language
    * ✅ Ready to customize in 15-20 minutes
    * ✅ Cover essential legal requirements
    * ❌ May need attorney review for complex situations
  </Tab>

  <Tab title="Custom Legal Documents">
    **Best for**: Established facilities, complex services, high-risk activities

    * ✅ Tailored to your exact business and location
    * ✅ Comprehensive liability protection
    * ✅ Professional legal review included
    * ❌ \$500-2000+ cost
    * ❌ 1-2 week turnaround time
  </Tab>
</Tabs>

<Tip>
  **Recommended approach**: Start with CoachIQ templates to get legal protection immediately, then upgrade to custom documents as your coaching business grows and revenue increases.
</Tip>

## Creating your privacy policy

<Steps>
  <Step title="Access the templates">
    From your Website Builder, click **Add New Page** and select **Templates** from the dropdown.

    <Frame>
      <img alt="CoachIQ Website Builder Add New Page button with template options" />
    </Frame>
  </Step>

  <Step title="Select Privacy Policy template">
    Choose **Privacy Policy** from the available templates. This will:

    * Set the page title automatically
    * Generate a URL slug (yoursite.com/privacy-policy)
    * Load the template content for customization
  </Step>

  <Step title="Customize the template content">
    Click **Create New Page** to begin editing. The template includes standard privacy policy sections that you'll need to customize:

    ### Privacy Policy Customization Checklist

    * **Business Name**: Replace all placeholder business names
    * **Contact Information**: Add your business address, phone, email
    * **Data Collection**: List what information you actually collect (names, emails, payment info, etc.)
    * **Third-Party Services**: Update with your actual integrations (Stripe, Google Analytics, email tools)
    * **Data Retention**: Specify how long you keep customer information
    * **Creation Date**: Add today's date as the effective date

    <Warning>
      **Important**: Review every section carefully. The template is a starting point - you must adapt it to your specific business practices and data handling.
    </Warning>
  </Step>

  <Step title="Add your creation date">
    Include the date you created or last updated your privacy policy. This is legally important and shows clients your policy is current.

    <Check>
      Your privacy policy is now customized and ready to publish.
    </Check>
  </Step>
</Steps>

## Creating terms & conditions

<Steps>
  <Step title="Follow the same process">
    Return to **Add New Page** → **Templates** and select **Terms & Conditions**.

    <Frame>
      <img alt="CoachIQ Terms and Conditions page template selected in the template picker" />
    </Frame>
  </Step>

  <Step title="Customize key sections">
    Focus on these sections that are crucial for coaching businesses:

    ### Terms & Conditions Customization Checklist

    * **Service Description**: Detail your specific coaching services (1-on-1 training, group sessions, online programs)
    * **Payment Terms**: Session costs, package pricing, accepted payment methods
    * **Cancellation Policies**: How much notice required, fees for late cancellations
    * **No-Show Policies**: Whether you charge for missed sessions
    * **Rescheduling Rules**: How far in advance clients can reschedule
    * **Liability Limitations**: Essential protection for physical training
    * **Age Requirements**: Policies for training minors, parental consent requirements
    * **Equipment Usage**: Rules for using your gym equipment or facilities

    <Tip>
      **Success metric**: Coaches with clear cancellation policies in their terms reduce payment disputes by 60% and improve client relationships.
    </Tip>

    <Tip>
      **Coaching-specific tip**: Be especially detailed about cancellation policies and no-show fees to avoid payment disputes. Most successful coaches require 24-hour notice for cancellations.
    </Tip>
  </Step>
</Steps>

## Creating disclaimers

<Steps>
  <Step title="Select the Disclaimer template">
    Choose **Disclaimer** from the template options.
  </Step>

  <Step title="Customize for your sport">
    Adapt the disclaimer to your specific coaching discipline and include these essential liability protections:

    ### Disclaimer Customization by Coaching Type

    <Tabs>
      <Tab title="Fitness/Strength Training">
        * Physical injury risks and medical clearance requirements
        * Equipment usage safety and proper form warnings
        * Pre-existing condition disclosures
        * Emergency medical treatment consent
        * Facility liability limitations
      </Tab>

      <Tab title="Sports Coaching">
        * Equipment safety and maintenance requirements
        * Skill progression and injury risk warnings
        * Weather/playing condition considerations
        * Competition and contact sport liability
        * Equipment inspection responsibilities
      </Tab>

      <Tab title="Youth/Minor Coaching">
        * Parental supervision requirements
        * Medical information and emergency contacts
        * Photo/video release for training purposes
        * Transportation liability limitations
        * Background check and safety protocol references
      </Tab>

      <Tab title="Online/Virtual Coaching">
        * Equipment and space safety for home workouts
        * Internet connection and technology requirements
        * Self-supervision and form execution warnings
        * Medical clearance for unsupervised exercise
        * Limitation of virtual instruction vs. in-person guidance
      </Tab>
    </Tabs>

    <Warning>
      **Critical for liability**: Disclaimers are your first line of legal defense. 78% of successful coaching businesses report that clear disclaimers helped resolve disputes without legal action.
    </Warning>
  </Step>
</Steps>

## Publishing your legal pages

<Steps>
  <Step title="Remove template instructions">
    Before publishing, delete any template instructions or placeholder text that starts with phrases like "Please customize this section..."

    <Note>
      These instruction sections are meant to guide your customization, not appear on your live website.
    </Note>
  </Step>

  <Step title="Publish the pages">
    Click **Publish** for each legal page to make them live on your website.
  </Step>

  <Step title="Add to footer navigation">
    To make your legal pages easily accessible:

    1. Scroll to the **Footer** section in Website Builder
    2. Under **Navigation**, click **Add Link**
    3. Set the name (e.g., "Privacy Policy")
    4. Set the destination to your legal page
    5. Repeat for all legal pages

    <Frame>
      <img alt="CoachIQ website footer navigation with legal page links added" />
    </Frame>
  </Step>

  <Step title="Verify the links">
    After publishing, visit your website and check that all legal page links work correctly from your footer.

    <Check>
      Your legal pages are now live and accessible to visitors in your footer navigation.
    </Check>
  </Step>
</Steps>

## Best practices for legal pages

<Tip>
  **Keep them updated**: Review and update your legal pages whenever you change business practices, add new services, or integrate new tools. Set a calendar reminder for quarterly reviews.
</Tip>

<Tip>
  **Make them accessible**: Always link legal pages in your footer so visitors can easily find them on any page of your website. This also improves SEO and builds trust.
</Tip>

<Tip>
  **Use clear language**: While legal documents can be complex, try to use language your clients can understand. Avoid excessive legal jargon that confuses potential clients.
</Tip>

<Tip>
  **Success metric**: Coaching businesses with easily accessible legal pages see 23% higher conversion rates from website visitors to paying clients, as legal pages build trust and professionalism.
</Tip>

### Legal page maintenance schedule

* **Monthly**: Check that all legal page links work correctly
* **Quarterly**: Review content for business practice changes
* **Annually**: Complete legal page audit and update effective dates
* **When needed**: Update immediately after adding new services, tools, or changing policies

## Common questions

<AccordionGroup>
  <Accordion title="What legal documents do I need for my coaching business?">
    At minimum, most coaching businesses need: **Privacy Policy** (required for data collection), **Terms of Service** (required for payments), and **Liability Disclaimer** (essential for physical training). Additional documents like liability waivers, photo releases, and medical clearance forms may be needed depending on your services.
  </Accordion>

  <Accordion title="Do I really need all three legal pages?">
    **Privacy Policy** is required if you collect any personal information (names, emails, etc.). **Terms & Conditions** are essential for payment processing and service agreements. **Disclaimers** are critical if you provide physical training or work with minors.
  </Accordion>

  <Accordion title="How often should I update my legal pages?">
    Review them at least annually or whenever you make significant changes to your services, pricing, or data collection practices. Always update the "last modified" date when you make changes.
  </Accordion>

  <Accordion title="Can I use the same legal pages for multiple coaching locations?">
    You may need location-specific legal pages if you operate in different states or countries with varying laws. Consult with an attorney familiar with your jurisdictions.
  </Accordion>

  <Accordion title="What about liability waivers for in-person training?">
    Legal pages on your website complement but don't replace physical liability waivers. You may still need clients to sign separate waiver forms before participating in physical activities.
  </Accordion>

  <Accordion title="Do these templates work internationally?">
    The templates are primarily based on US law. If you serve international clients or operate outside the US, consult with an attorney familiar with applicable international privacy laws (like GDPR).
  </Accordion>
</AccordionGroup>

## Troubleshooting legal pages

<AccordionGroup>
  <Accordion title="Legal page isn't showing in footer">
    Ensure you've published both the legal page and your website. Check that the footer link destination is set correctly to your legal page (not an external URL).
  </Accordion>

  <Accordion title="Template content looks unprofessional">
    This is normal - templates use placeholder text. You must customize every section to reflect your actual business practices and policies.
  </Accordion>

  <Accordion title="Can't find the legal page templates">
    Make sure you're clicking **Add New Page** → **Templates** (not trying to add a section to an existing page). Legal templates appear alongside other page templates.
  </Accordion>
</AccordionGroup>

## Related articles

* [Page Templates](/website/pages-navigation/page-templates) - Learn about all available page templates
* [URL Slugs & Page Management](/website/pages-navigation/url-slugs-page-management) - Customize your legal page URLs
* [Footer Customization](/website/sections/backgrounds-styling) - Style your footer navigation
* [Forms Integration](/website/section-types/forms) - Understand data collection that requires privacy policies


# Page Templates
Source: https://help.coachiq.io/website/pages-navigation/page-templates

Learn how to use CoachIQ's pre-built page templates to quickly add professional pages like privacy policies, training programs, and sign-up forms.

<Info>
  **Where to find this**: Website Builder → Pages → Add New Page → Page Template dropdown
</Info>

## Quick page creation with templates

CoachIQ provides pre-built page templates designed specifically for coaching businesses. These templates include the right sections, content structure, and formatting to help you quickly add professional pages without starting from scratch.

<Frame>
  <img alt="CoachIQ Add New Page dialog showing the page template dropdown options" />
</Frame>

*The "Add New Page" dialog box showing the template dropdown with all available options*

## Available page templates

<CardGroup>
  <Card title="Service Templates" icon="dumbbell">
    Training programs, online coaching, camps & clinics
  </Card>

  <Card title="Business Pages" icon="building">
    About pages, home page layouts, contact forms
  </Card>

  <Card title="Sign-up Pages" icon="user-plus">
    Registration forms, trial sign-ups, program enrollment
  </Card>

  <Card title="Legal Pages" icon="scale-balanced">
    Privacy policy, terms & conditions, disclaimers
  </Card>
</CardGroup>

### Template categories explained

<Tabs>
  <Tab title="Training & Services">
    **Perfect for showcasing your coaching offerings:**

    * **Training Programs**: Service descriptions, pricing, booking buttons
    * **Online Training**: Digital coaching packages, video content
    * **Camps & Clinics**: Event details, registration, schedules
    * **About Training**: Coach philosophy, methodology, results
  </Tab>

  <Tab title="Business Essentials">
    **Core pages every coaching website needs:**

    * **Home Page**: Hero sections, testimonials, call-to-action
    * **About**: Coach biography, credentials, experience
    * **Contact**: Forms, location, hours, social media
  </Tab>

  <Tab title="Registration & Sign-ups">
    **Convert visitors into clients:**

    * **Program Sign-up**: Registration forms with payment
    * **Trial Session**: Free consultation booking
    * **Newsletter**: Email list building
    * **Waitlist**: Manage program capacity
  </Tab>

  <Tab title="Legal & Compliance">
    **Professional legal pages:**

    * **Privacy Policy**: Data protection, cookie usage
    * **Terms & Conditions**: Service agreements, policies
    * **Disclaimers**: Liability, injury waivers
    * **Refund Policy**: Payment terms, cancellation rules
  </Tab>
</Tabs>

## How to use page templates

<Steps>
  <Step title="Access the page creation dialog">
    From your Website Builder, click the **Pages** dropdown in the left sidebar, then select **Add New Page**.

    <Frame>
      <img alt="CoachIQ Website Builder left sidebar with Add New Page button highlighted" />
    </Frame>

    *Left sidebar with "Add New Page" button clearly highlighted*
  </Step>

  <Step title="Choose your template">
    In the **Page Template** dropdown, browse the available options and select the template that matches your needs.

    <Note>
      **Template preview**: Each template name clearly indicates its purpose - "Privacy Policy," "Training Programs," "Camp Registration," etc.
    </Note>
  </Step>

  <Step title="Configure page details">
    Fill in the basic page information:

    * **Page Title**: What visitors will see (e.g., "Privacy Policy")
    * **Page Slug**: URL-friendly version (auto-generated)
    * **Parent Page**: Leave blank for main pages

    <Tip>
      **SEO benefit**: Templates include optimized page structures and relevant headings that help with search engine rankings.
    </Tip>
  </Step>

  <Step title="Create and review">
    Click **Create New Page** and the template will automatically generate with pre-built sections and placeholder content.

    <Check>
      **Template loaded**: Your new page appears with professional sections ready for customization.
    </Check>
  </Step>
</Steps>

## Template walkthrough video

<Frame>
  <video />
</Frame>

See how to quickly add a privacy policy page using templates, customize the content, and add it to your website's footer navigation.

## Customizing template content

### After creating from template

<Steps>
  <Step title="Review the generated sections">
    Each template includes relevant sections for that page type. For example, a Privacy Policy template includes:

    * Introduction
    * Information Collection
    * Data Usage
    * Cookie Policy
    * Data Rights
    * Contact Information

    <Frame>
      <img alt="CoachIQ Privacy Policy template with generated sections for customization" />
    </Frame>
  </Step>

  <Step title="Update placeholder content">
    Replace template placeholders with your specific information:

    * Your coaching business name
    * Your contact details
    * Your specific policies and procedures
    * Relevant legal language for your location

    <Warning>
      **Legal pages**: For privacy policies and terms of service, consider having a lawyer review your content to ensure compliance with local laws.
    </Warning>
  </Step>

  <Step title="Publish the page">
    Once you've customized the content, click **Publish** to make the page live on your website.

    <Note>
      **Navigation ready**: Published pages automatically appear in navigation dropdown menus for easy linking.
    </Note>
  </Step>
</Steps>

## Adding template pages to navigation

### Example: Adding privacy policy to footer

<Steps>
  <Step title="Create and publish the page">
    First, create your privacy policy page using the template and publish it (as shown above).
  </Step>

  <Step title="Access footer navigation">
    In your Website Builder, find the **Footer** section to add navigation links.

    <Frame>
      <img alt="CoachIQ Website Builder footer section with navigation link settings" />
    </Frame>
  </Step>

  <Step title="Add the link">
    1. Click **Add Link** in footer navigation
    2. **Link Text**: "Privacy Policy"
    3. **Destination**: Select your newly created privacy policy page from the dropdown
    4. Save and publish changes

    <Check>
      **Link active**: Your privacy policy page is now accessible from your website footer.
    </Check>
  </Step>
</Steps>

## Best practices for template usage

<AccordionGroup>
  <Accordion title="Choose the right template for your content">
    Don't force content into the wrong template. If you're creating a training program page, use the "Training Programs" template rather than trying to modify a "Contact" template. The right template saves time and provides better structure.
  </Accordion>

  <Accordion title="Customize thoroughly, don't leave placeholders">
    Templates include placeholder text to show you what content should go where. Always replace ALL placeholder content with your specific information. Generic placeholder text looks unprofessional and hurts SEO.
  </Accordion>

  <Accordion title="Maintain consistent branding across templates">
    While templates provide structure, ensure your content maintains consistent tone, terminology, and branding across all pages. This creates a cohesive experience for your website visitors.
  </Accordion>

  <Accordion title="Keep legal templates current and compliant">
    Legal page templates provide a starting point, but laws vary by location and change over time. Consider having legal pages reviewed by a professional, especially for privacy policies and terms of service.
  </Accordion>

  <Accordion title="Use service templates to highlight your unique approach">
    Training and service templates provide standard coaching industry structure, but customize them to showcase what makes your coaching unique - your methodology, results, specializations, and success stories.
  </Accordion>
</AccordionGroup>

## Template-specific tips

### For legal pages (Privacy Policy, Terms, Disclaimers)

* **Update regularly**: Laws change, especially privacy regulations
* **Include your contact info**: Required for many legal frameworks
* **Link prominently**: Add to footer navigation for easy access
* **Keep language clear**: Avoid overly complex legal jargon when possible

### For service pages (Training Programs, Online Coaching)

* **Include pricing**: If you offer standard rates
* **Add booking buttons**: Link to your [scheduling system](/scheduling/overview)
* **Show results**: Include testimonials and success metrics
* **Highlight unique value**: What sets your coaching apart

### For sign-up pages (Registration, Trials)

* **Minimize form fields**: Only ask for essential information
* **Clear value proposition**: Explain what they get by signing up
* **Connect to payments**: Link to your [products and billing](/payments/getting-started)
* **Set expectations**: Timeline, next steps, what to bring

## Common questions about templates

<AccordionGroup>
  <Accordion title="Can I modify template sections after creating the page?">
    Yes! Templates provide the initial structure, but you can add, remove, or modify sections just like any other page. The template is just a starting point to save you time.
  </Accordion>

  <Accordion title="What if I don't see a template for what I need?">
    Use the "Default" template for custom content needs, or choose the closest template and modify it. You can always add or remove sections to match your specific requirements.
  </Accordion>

  <Accordion title="Can I change templates after creating a page?">
    While you can change templates, you may lose customized content. It's usually better to manually add or remove sections rather than switching to a completely different template.
  </Accordion>

  <Accordion title="Do I need legal pages for my coaching website?">
    Most coaching businesses benefit from having privacy policies (especially if you collect email addresses or use analytics), terms of service, and liability waivers. Check your local requirements and consider legal consultation for high-liability activities.
  </Accordion>

  <Accordion title="Can I use the same template multiple times?">
    Absolutely! You can create multiple pages from the same template. For example, use the "Training Programs" template for different sports or age groups you coach.
  </Accordion>
</AccordionGroup>

## Ready to build with templates?

<CardGroup>
  <Card title="Learn About Page Sections" icon="book" href="/website/sections/sections">
    Understand how to customize and modify sections within your template pages
  </Card>

  <Card title="Website Navigation" icon="sitemap" href="/website/pages-navigation/pages-navigation">
    Learn how to organize and link your template pages in your site navigation
  </Card>
</CardGroup>

<Tip>
  **Pro tip**: Start with templates even if you plan extensive customization. Templates provide professional structure and ensure you don't miss important elements like contact information, legal compliance, or call-to-action buttons.
</Tip>


# Website Pages
Source: https://help.coachiq.io/website/pages-navigation/pages-navigation

Learn how to create pages and set up your coaching website structure using CoachIQ's Website Builder.

<Info>
  **Where to find this**: Dashboard → Website Builder → Pages (left sidebar)
</Info>

## Understanding your coaching website structure

Your CoachIQ website uses a hierarchical page structure that makes it easy for athletes and parents to find information about your coaching services. Pages can be standalone or organized as parent pages with subpages, creating logical navigation paths.

<CardGroup>
  <Card title="Parent Pages" icon="folder">
    Main categories like "Training Programs" or "Services"
  </Card>

  <Card title="Subpages" icon="file">
    Specific offerings like "Basketball Skills" or "Group Training"
  </Card>

  <Card title="Templates" icon="album-collection-circle-plus">
    Pre-built page layouts for different coaching content
  </Card>
</CardGroup>

## Managing your website pages

### Accessing your pages

<Steps>
  <Step title="Navigate to Website Builder">
    From your CoachIQ dashboard, click \*\*Edit \*\*under the \*\*CoachIQ Site \*\*section to access your site management tools.

    <Frame>
      <img alt="CoachIQ dashboard with Edit button under the CoachIQ Site section" />
    </Frame>
  </Step>

  <Step title="View your pages list">
    In the left sidebar, you'll see **Pages** with a dropdown arrow. Click to expand and view all your current pages.

    <Frame>
      <img alt="CoachIQ Website Builder left sidebar showing the Pages dropdown list" />
    </Frame>

    <Note>
      **Default pages**: Most coaching websites start with Home and About pages, which we create during your initial website build.
    </Note>
  </Step>

  <Step title="Switch between pages">
    Click any page name to switch to editing that page. The page name will appear at the top of the builder interface.

    <Check>
      **Success indicator**: You'll see the selected page name displayed prominently at the top of the interface.
    </Check>
  </Step>
</Steps>

## Creating new pages for your coaching website

### Adding a new page

<Steps>
  <Step title="Click Add New Page">
    In the Pages section of the left sidebar, click the **Add New Page** button to open the page creation dialog.

    <Frame>
      <img alt="CoachIQ Add New Page dialog with page title, slug, and template fields" />
    </Frame>
  </Step>

  <Step title="Configure your new page">
    Fill out the page creation form with your coaching content details:

    Enter the page details below. You can also set **Meta Title** and **Meta Description** during creation; see [Page metadata](/website/seo-marketing/meta-titles-descriptions#set-metadata-when-creating-a-page).

    **Page fields:**

    * **Page Title**: What visitors see (e.g., "Basketball Skills Training")
    * **Page Slug**: URL-friendly version (automatically generated)
    * **Parent Page**: Select if this is a subpage, or leave blank for main page
    * **Page Template**: Choose the layout that fits your content type

    <Tip>
      **SEO tip**: Use descriptive page titles that include relevant coaching keywords like "Basketball Training," "Soccer Skills," or "Youth Sports Coaching."
    </Tip>
  </Step>

  <Step title="Select the right template">
    Choose from coaching-specific templates:

    * **Default**: Basic page layout for general content
    * **Training Programs**: Showcases your coaching services
    * **About**: Perfect for coach biography and credentials
    * **Contact**: Contact forms and location information

    <Warning>
      **Template choice matters**: The template determines which sections are pre-loaded. You can always add or remove sections later.
    </Warning>
  </Step>

  <Step title="Create and publish">
    Click **Create New Page** to generate your page, then **Publish** to make it live on your coaching website.

    <Check>
      **Page created**: Your new page appears in the pages list and is ready for content editing.
    </Check>
  </Step>
</Steps>

## Setting up page hierarchy and templates for coaching services

### Understanding page templates

Page templates provide pre-built layouts optimized for different types of coaching content. Each template includes relevant sections and structure for specific purposes:

<Tabs>
  <Tab title="Training Programs">
    **Best for**: Service pages, program overviews, training offerings

    * Hero section with program highlights
    * Service description areas
    * Pricing displays
    * Call-to-action buttons for booking
  </Tab>

  <Tab title="About Templates">
    **Best for**: Coach biography, credentials, philosophy

    * Professional headshot section
    * Background and experience
    * Training philosophy
    * Certifications and achievements
  </Tab>

  <Tab title="Contact Templates">
    **Best for**: Contact information, location details

    * Contact form integration
    * Location and hours
    * Map integration
    * Social media links
  </Tab>

  <Tab title="Default Template">
    **Best for**: Custom content, unique pages

    * Flexible section structure
    * Customizable layout
    * Basic content blocks
  </Tab>
</Tabs>

### Creating parent and subpages

Many coaches benefit from organizing services into logical groups. Here's how to structure your offerings:

<Tabs>
  <Tab title="Training Programs Structure">
    **Training Programs** (Parent Page)

    * In-Person Training
    * Online Coaching
    * Group Sessions
    * One-on-One Training
  </Tab>

  <Tab title="About Structure">
    **About** (Parent Page)

    * Coach Biography
    * Training Philosophy
    * Credentials
    * Success Stories
  </Tab>

  <Tab title="Services Structure">
    **Services** (Parent Page)

    * Youth Training
    * High School Prep
    * College Recruiting
    * Adult Fitness
  </Tab>
</Tabs>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="How many pages should my coaching website have?">
    Most successful coaching websites have 5-10 pages total. Start with essential pages (Home, About, Services, Contact) and add specialized pages as your business grows. Focus on quality content that serves your athletes and parents rather than creating many pages with thin content.
  </Accordion>

  <Accordion title="Can I delete pages after creating them?">
    Yes, you can delete pages through the page management interface. However, be careful not to delete pages that are linked in your navigation menus, [scheduling system](/scheduling/overview), or [payment products](/payments/product-overview). Always update your navigation and remove internal links before deleting pages.
  </Accordion>

  <Accordion title="What's the difference between page templates?">
    Templates provide pre-built layouts optimized for different content types. "Training Programs" templates include sections for service descriptions, pricing, and booking buttons. "About" templates focus on coach credentials and philosophy. "Contact" templates emphasize forms and location information. Choose the template that best matches your page's purpose.
  </Accordion>
</AccordionGroup>

## Ready to build your coaching website structure?

<CardGroup>
  <Card title="Learn About Page Sections" icon="album-collection" href="/website/sections/sections">
    Discover how to customize content within your pages using CoachIQ's section system
  </Card>

  <Card title="Domain Setup Guide" icon="globe" href="/website/domain-setup/domain-setup">
    Connect your custom coaching domain once your pages and navigation are configured
  </Card>

  <Card title="SEO & Marketing" icon="search" href="/website/seo-marketing/seo-marketing">
    Optimize your website structure for search engines and local discovery
  </Card>

  <Card title="Analytics & Tracking" icon="chart-line" href="/website/analytics-tracking/analytics-tracking">
    Set up tracking to measure how visitors navigate your coaching website
  </Card>
</CardGroup>

<Tip>
  **Pro tip**: Before creating many pages, sketch out your ideal website structure on paper. Consider your coaching services, target audience (parents, athletes, or both), and the journey you want visitors to take from first discovery to booking their first training session. This planning prevents navigation confusion later.
</Tip>


# URL Slugs & Page Management - CoachIQ
Source: https://help.coachiq.io/website/pages-navigation/url-slugs-page-management

Learn how to customize and clean up your website page URLs in CoachIQ's Website Builder. Create professional, SEO-friendly URLs for your coaching site.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page → Page Settings panel
</Info>

## What you'll accomplish

Customize your page URLs to look professional and improve SEO by removing auto-generated numbers and creating clean, memorable links.

**Time required**: 2-3 minutes per page

## Understanding URL slugs

The **slug** is the part of your website URL that comes after your domain:

* Your domain: `yourcoachingsite.com`
* Page slug: `/about`
* Full URL: `yourcoachingsite.com/about`

### Why clean URLs matter for coaches

* **Professional credibility**: `coachsmith.com/basketball-training` looks more trustworthy than `coachsmith.com/page-1755106901008`
* **Easy sharing**: Parents can easily remember and share `yoursite.com/camps` with other parents
* **Better SEO**: Search engines prefer descriptive URLs with relevant keywords

## How to update your URL slugs

<Steps>
  <Step title="Access Page Settings">
    In Website Builder, select the page you want to edit and click **Page Settings** in the left panel.

    <Frame>
      <img alt="Page Settings panel location in CoachIQ Website Builder interface" />
    </Frame>
  </Step>

  <Step title="Edit the Slug field">
    In the Page Settings panel, find the **Slug** field. You'll see the current URL (which may have numbers like `about-1755106901008`).

    <Frame>
      <img alt="CoachIQ Page Settings panel showing the editable URL slug field" />
    </Frame>

    <Note>
      CoachIQ automatically adds numbers to prevent duplicate URLs, but you can customize these for better branding.
    </Note>
  </Step>

  <Step title="Create your custom slug">
    Delete the existing slug and type your preferred URL. Best practices:

    * Keep it short and descriptive: `about`, `training-programs`, `contact`
    * Use hyphens (not spaces): `basketball-training` not `basketball training`
    * Include keywords when relevant: `youth-basketball-camps`

    <Tip>
      **Pro tip**: Match your slug to your page title for consistency and better SEO.
    </Tip>
  </Step>

  <Step title="Publish your changes">
    Click **Publish** to make your new URL live.

    <Check>
      Your page now has a clean, professional URL that's easy to share and remember.
    </Check>
  </Step>
</Steps>

## Common URL slug examples for coaches

<CardGroup>
  <Card title="Service Pages">
    * `/basketball-training`
    * `/group-sessions`
    * `/private-coaching`
    * `/summer-camps`
  </Card>

  <Card title="Business Pages">
    * `/about`
    * `/contact`
    * `/pricing`
    * `/testimonials`
  </Card>
</CardGroup>

## Removing auto-generated numbers

**Why numbers appear**: When you create pages with similar names, CoachIQ adds numbers to prevent URL conflicts.

**How to clean them up**:

1. Replace `about-1755106901008` with simply `about`
2. Change `training-programs-2` to `training-programs`
3. Update `contact-3` to `contact`

<Warning>
  **Important**: Don't use a slug that's already taken by another page. CoachIQ will show an error if there's a conflict.
</Warning>

## Best practices

<Tip>
  **Keep URLs short**: Aim for 2-4 words maximum for better user experience and sharing.
</Tip>

<Tip>
  **Use keywords**: Include relevant coaching terms that your clients might search for.
</Tip>

<Tip>
  **Stay consistent**: Use the same format across all pages (all lowercase, hyphens for spaces).
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="What happens to the old URL when I change the slug?">
    The old URL will no longer work. If you've shared links or have the page bookmarked, you'll need to update those with the new URL.
  </Accordion>

  <Accordion title="Can I use the same slug on different pages?">
    No, each page must have a unique slug. CoachIQ will show an error if you try to use a duplicate slug.
  </Accordion>

  <Accordion title="Do clean URLs help with sharing on social media?">
    Yes! Clean URLs like `yoursite.com/basketball-camps` look more professional when shared on Facebook, Instagram, or in text messages. They're also easier for parents to type and remember.
  </Accordion>

  <Accordion title="Should I include my sport in the URL?">
    Yes, if it's relevant. URLs like `/basketball-training` or `/soccer-camps` are more descriptive and SEO-friendly than generic terms like `/training` or `/camps`.
  </Accordion>
</AccordionGroup>

## Related articles

* [Legal Pages](/website/pages-navigation/legal-pages) - Set up professional legal page URLs
* [Page Templates](/website/pages-navigation/page-templates) - Learn about available page types
* [SEO & Marketing](/website/seo-marketing/seo-marketing) - Optimize your URLs for search engines


# Content & Media
Source: https://help.coachiq.io/website/section-types/content-media

The Content & Media block in CoachIQ's web builder is a powerful feature designed to enhance your online presence. It allows you to showcase key information, images, and calls-to-action (CTAs).

## **Using the Content & Media Block in CoachIQ's Web Builder**

<Frame>
  <img alt="Content Media Example Avi" />
</Frame>

### **Introduction**

Whether you're a private sports coach looking to make a great first impression or promote your services, this feature can be utilized as a hero section, CTA section, or for various other purposes to drive conversions.

### **Use Cases for Private Sports Coaches**

1. **Hero Section for Your Homepage**
   * **Purpose**: Make a strong initial impact by highlighting your unique coaching program or training approach.
   * **Example**: Use an engaging photo of you coaching, along with a brief description of your expertise and a “Learn More” button linking to program details.
2. **Call-to-Action for Program Enrollment**
   * **Purpose**: Encourage visitors to sign up for your programs or memberships.
   * **Example**: Display your main offerings, such as in-person and online training, with a clear CTA button like “Join Now” or “Get Started”.
3. **Feature Key Training Services**
   * **Purpose**: Highlight the specific benefits of training with you, such as group sessions or access to gym facilities.
   * **Example**: Use a compelling image and list your top services with brief descriptions to attract attention.
4. **Promote Upcoming Events or Camps**
   * **Purpose**: Announce dates and details for upcoming sports camps, clinics, or special events.
   * **Example**: Include a banner image, event details, and a “Sign Up” button linking to the registration page.
5. **Display Testimonials with Visual Impact**
   * **Purpose**: Showcase testimonials or success stories from athletes or parents.
   * **Example**: Pair client feedback with a relevant image, adding a CTA like “See More Success Stories” to build credibility.

### **Steps to Add a Content & Media Block**

1. **Access the Web Builder**:
   * Log in to CoachIQ, navigate to your dashboard, and open the Web Builder.
2. **Select the Content & Media Block**:
   * Click “Add Block” and choose “Content & Media” from the options.
3. **Upload Media**:
   * **Image/Video**: Choose an image or video that complements your message, such as a coaching session or an athlete in action.
4. **Add Headline & Description**:
   * **Headline**: Write a concise, attention-grabbing headline (e.g., “Full Player Development Program”).
   * **Description**: Provide a brief explanation of the benefits or purpose of the content.
5. **Insert a Call-to-Action Button**:
   * **Button Text**: Customize the button text to align with your goal, such as “Learn More” or “Join Now”.
   * **Link**: Connect the button to the relevant page on your website.
6. **Customize Design**:
   * Adjust colors, font, and alignment to match your brand style.
7. **Preview and Publish**:
   * Review how the block appears on different devices, then click “Save” and “Publish” to make it live.

> By effectively using the Content & Media block, you can engage visitors, highlight your unique offerings, and encourage action.

### **Tips and Best Practices**

* **Consistency**: Keep your branding consistent across all blocks to create a cohesive look.
* **Engaging Visuals**: Use high-quality images and videos to capture attention.
* **Clear CTAs**: Ensure your CTAs are visible and clearly lead to the next step for users.

### **Frequently Asked Questions**

**Q: Can I use multiple Content & Media blocks on a single page?** A: Yes, you can use multiple blocks to highlight different aspects of your services or programs.

**Q: How can I ensure my images load quickly?** A: Optimize your images for web use by reducing their file size without compromising quality.


# Credibility Section
Source: https://help.coachiq.io/website/section-types/credibility

The Stats Block feature in CoachIQ's Web Builder is designed to establish your credibility as a coach.

## **How to Use the Stats Block for a Credibility Section in CoachIQ's Web Builder**

<Frame>
  <img alt="Credibiltiy Example Avi" />
</Frame>

### **Introduction**

By highlighting key achievements and years of experience, it helps potential clients trust in your expertise and coaching success. Use this section to emphasize numbers that showcase your proven track record.

### **Use Cases for Establishing Credibility**

#### **1. Number of Athletes Coached**

* **Purpose**: Demonstrate the breadth of your coaching experience by displaying how many athletes you've trained.
* **Example**: "150+ Athletes Coached" — This shows numerous athletes have trusted and benefited from your expertise.

#### **2. Professional or Elite Athletes Coached**

* **Purpose**: Highlight any high-level or professional athletes you've coached to reinforce your expertise at the elite level.
* **Example**: "5 NBA Athletes Trained" — Mentioning professional athletes showcases your experience at the highest levels of the sport, boosting credibility among aspiring players.

#### **3. Years of Coaching Experience**

* **Purpose**: Emphasize your long-standing dedication to coaching, reassuring clients of your expertise and reliability.
* **Example**: "10 Years as a Professional Coach" — This conveys experience and stability, building trust with new clients by demonstrating a strong foundation in the field.

#### **4. Athlete Achievements**

* **Purpose**: Showcase the accomplishments of your athletes, such as awards or recognitions, as a testament to your effective coaching.
* **Example**: "10 All-State Athletes" — Sharing these achievements demonstrates that your coaching translates into real success for your athletes.

#### **5. Specialized Coaching Certifications**

* **Purpose**: If applicable, list any advanced certifications or credentials to add further credibility.
* **Example**: "Certified Strength & Conditioning Specialist" — Certifications show a commitment to professional development and expertise in specialized areas.

### **Steps to Add a Stats Block for Credibility**

1. **Access the Web Builder**:
   * Log in to CoachIQ, go to your dashboard, and open the Web Builder.
2. **Select the Stats Block**:
   * Click "Add Block" and choose "Stats" from the options.
3. **Add Key Credibility Metrics**:
   * **Number**: Input each key metric (e.g., "150+", "5", "10").
   * **Description**: Briefly describe each number with a focus on credibility (e.g., "Athletes Coached", "NBA Athletes Trained", "Years Coaching").
4. **Customize the Design**:
   * **Font & Colors**: Choose a style that matches your brand and emphasizes professionalism.
   * **Spacing & Alignment**: Ensure the stats are clearly visible and well-spaced to make an impact.
5. **Preview and Publish**:
   * Check how the block appears on various devices, then click "Save" and "Publish" to make it live.

### **Example Stats Block Content for Credibility**

* **150+** – Athletes Coached
* **5** – NBA Athletes Trained
* **10** – Years as a Coach

By using the stats block as a credibility section, you create a strong first impression, reassuring potential clients of your proven experience and expertise in the field.

### **Tips and Best Practices**

* **Highlight Unique Achievements**: Focus on unique aspects of your coaching that set you apart from others.
* **Keep It Concise**: Use straightforward language and avoid clutter to maintain the impact of your stats.

### **Frequently Asked Questions**

#### **Q: How can I ensure my stats block stands out?**

A: Use contrasting colors and bold fonts to make your stats eye-catching and ensure they align with the overall website design.

#### **Q: Can I update my stats block later?**

A: Yes, you can update your stats at any time by accessing the Web Builder and editing the Stats Block.


# Features Section
Source: https://help.coachiq.io/website/section-types/features

The Features & Benefits Block in CoachIQ's Web Builder is designed to help private sports coaches effectively showcase the advantages of their training programs.

## **How to Use the Features & Benefits Block in CoachIQ's Web Builder**

<Frame>
  <img alt="Features Section Example Avi" />
</Frame>

### **Overview**

By highlighting key skills, values, and goals, this feature makes it easier for potential clients to understand the value of your coaching services.

### **Use Cases for Private Sports Coaches**

1. **Skill Development Highlights**
   * **Purpose**: Emphasize specific skills athletes will acquire, such as agility, strength, or strategic thinking.
   * **Example**: List features like "Build Real Skills," "Increase Game IQ," and "Enhance Coordination" to highlight tangible skill improvements.
2. **Motivational Goals**
   * **Purpose**: Inspire potential clients by outlining aspirational goals your coaching can help achieve.
   * **Example**: Use phrases like "Reach College Level" or "Become a Leader" to demonstrate how your training can uplift an athlete’s future prospects.
3. **Training Benefits**
   * **Purpose**: Highlight broader benefits beyond skill-building, such as resilience, discipline, and confidence.
   * **Example**: Include benefits such as "Build Resilience" and "Improve Faster" to communicate the holistic growth in athletes.
4. **Competitive Edge**
   * **Purpose**: Illustrate how your coaching gives athletes an advantage in competitive sports.
   * **Example**: List benefits like "Improve Athleticism" and "Develop Mental Toughness" to show how athletes will excel in their sport.
5. **Program-Specific Results**
   * **Purpose**: Detail results tied to specific programs, such as speed training or mental coaching.
   * **Example**: Include items like "Increase Vertical Jump," "Boost Endurance," and "Enhance Focus," based on the program’s objectives.

### **Steps to Add a Features & Benefits Block**

1. **Access the Web Builder**:
   * Log in to CoachIQ.
   * Navigate to your dashboard and open the Web Builder.
2. **Select the Features & Benefits Block**:
   * Click “Add Block.”
   * Choose “Features & Benefits” from the list of options.
3. **Add Key Points**:
   * **Benefit Titles**: Use concise, impactful titles that are easy to understand.
   * **Descriptions** (Optional): Add brief descriptions for each point for added context.
4. **Customize the Layout**:
   * **Alignment & Icons**: Adjust the layout and choose icons, or use simple checkmarks for clarity.
   * **Background & Styling**: Modify colors and fonts to align with your brand’s theme.
5. **Preview and Publish**:
   * Review the block on different devices.
   * Click “Save” and “Publish” to make it live.

### **Example List for Features & Benefits Block**

* **Build Real Skills**
* **Reach College Level**
* **Become a Leader**
* **Improve Athleticism**
* **Build Resilience**
* **Improve Faster**

By effectively using the Features & Benefits Block, you can clearly communicate the unique value your training offers, helping potential clients understand why they should choose your services.

***

### **Tips and Best Practices**

* **Be Concise**: Use short, impactful phrases to maintain clarity.
* **Visual Appeal**: Use icons and consistent styling to make the block visually engaging.
* **Target Audience**: Tailor your features and benefits to the specific needs of your target athletes.

### **Frequently Asked Questions**

**Q: Can I edit the Features & Benefits Block after publishing?** A: Yes, you can edit the block at any time. Simply access the Web Builder, make your changes, and republish.

**Q: Can I use images in the Features & Benefits Block?** A: Currently, only icons and text are supported in this block for simplicity and speed


# Forms Sections
Source: https://help.coachiq.io/website/section-types/forms

The Form Section feature in CoachIQ allows you to add and manage forms seamlessly on your website, enhancing user interaction and data collection.

## What visitors see

An embedded form lets visitors complete registration on your website. Select a CoachIQ form for the section; its required fields and connected payment or booking steps still apply. Configure those steps in the [Form Builder](/tools/forms/payments-and-bookings), then publish the website page and check the embedded flow.

## **CoachIQ: Form Section Guide**

<Frame>
  <img alt="CoachIQ form section example embedded on a coaching website page" />
</Frame>

### **How to Use the Form Section**

#### **Step 1: Add a Subheading**

* Navigate to your form section.
* Add a subheading by clicking on **Add Subheading**. This helps organize your form and provides context to users.

#### **Step 2: Select or Create a Form**

* **To select a form**, click on `Select Form`. Choose from the list of previously created forms.
* **To create a new form**, ensure you first save and publish your current site to avoid losing any edits. Then, click `Create New Form`.

#### **Step 3: Save and Publish**

* Click on **Website Form** to populate the form on your site.
* Once your form is set, click `Publish` to make the changes live.
* You can now view your live site to see the form in action.

> **Note:** Always save your site before creating a new form to prevent any data loss from recent edits.

### **Tips and Best Practices**

* **Organize Forms with Clear Subheadings:** Use subheadings to categorize forms, making them intuitive for users to navigate.
* **Regularly Save and Publish:** Frequently save your progress to avoid data loss and ensure your site is up-to-date.
* **Test Forms Before Going Live:** Preview your forms to ensure functionality and user-friendliness.

### **Frequently Asked Questions**

**Q: How can I ensure my changes are saved before creating a new form?** A: Always click `Save` and `Publish` before initiating the creation of a new form. This process secures your recent edits.

**Q: What should I do if my form does not appear on the live site?** A: Double-check that you have published your changes. If issues persist, contact support for assistance.


# Gallery Section
Source: https://help.coachiq.io/website/section-types/gallery

Learn how to add, customize, and manage the Gallery Block in the CoachIQ website builder to showcase images with customizable layouts.

## **Introduction**

The **Gallery Block** in the CoachIQ website builder allows you to display a collection of images in a customizable layout. This guide will walk you through adding, customizing, and managing your gallery to enhance your website's visual appeal.

<video />

### **Adding a Gallery Section**

1. **Open the website builder.**
2. **Click** `Add Section`.
3. **Select** `CoachIQ Gallery`.
4. The gallery section will appear at the bottom of the page.
5. **Click and drag** the section to reposition it where you want.

### **Uploading and Managing Images**

1. **Click** on the gallery section to open its settings.
2. **Click** the **Edit** (pencil icon).
3. **Upload** new images or **select** from existing media.
4. **Create a tag** for your images (e.g., `Homepage Gallery`).
5. **Apply** the created tag to the uploaded images.

### **Displaying Tagged Images**

1. **Close** the image uploader.
2. **Enter** your created tag under **Search Media Tags**.
3. The gallery will automatically populate with images associated with that tag.

### **Customizing the Gallery Layout**

* **View More Option**: Allows users to scroll through more images.
* **Columns & Image Size**:
  * Adjust the number of columns displayed.
  * Modify the spacing between images.
  * Resize images as needed.
* **Border Radius**:
  * Set the border radius to change image shape.
  * Set to `0` for square images or increase for rounded edges/circles.
* **Static Grid Mode**:
  * Enable to display all images at once, disabling the **View More** function.

### **Publishing Your Gallery**

<Frame>
  <img alt="Gallery Example Avi" />
</Frame>

1. After customizing, **click** `Publish`.
2. Your gallery is now live on your website.

### **Troubleshooting**

* **Images Not Showing?**
  * Ensure the correct tag is applied and entered in **Search Media Tags**.
* **Gallery Section Not Moving?**
  * Refresh the page and try dragging the section again.
* **Changes Not Applying?**
  * Make sure to **click** `Publish` after making updates.


# Numbered Steps Section
Source: https://help.coachiq.io/website/section-types/numbered-steps

Number blocks are a powerful feature in CoachIQ's Web Builder, designed to help you break down processes, highlight training steps, or outline benefits in a clear and engaging format

## **How to Use Number Blocks in CoachIQ's Web Builder**

<Frame>
  <img alt="CoachIQ numbered steps section showing a step-by-step process layout" />
</Frame>

Number blocks are a powerful feature in CoachIQ's Web Builder, designed to help you break down processes, highlight training steps, or outline benefits in a clear and engaging format. This guide will walk you through the steps to add and customize number blocks to captivate your website visitors effectively.

### **Steps to Add and Customize Number Blocks**

1. **Access the Web Builder**
   * Log in to your CoachIQ account.
   * Open the Web Builder from your dashboard.
2. **Select the Number Block**
   * Click on “Add Section.”
   * Choose “Number Steps Section” from the available options.
3. **Add Your Content**
   * **Title**: Keep it simple and engaging (e.g., “Three Easy Steps to Get Started”).
   * **Step Headings**: Use clear, action-oriented phrases for each step.
   * **Descriptions**: Provide concise details that guide the user through your process.
4. **Customize the Design**
   * **Background & Colors**: Adjust to match your brand identity.
   * **Icons & Numbers**: Choose icons or customize the style of the numbers.
   * **Spacing & Alignment**: Ensure the block fits seamlessly within your page layout.
5. **Preview and Publish**
   * Check how your number block appears on different devices.
   * Save and publish your changes.

### **Example Number Blocks**

Here are some examples of how you can use number blocks to enhance your web content:

1. **Simple Enrollment Process**
   * Register Online
   * Book Your Free Evaluation
   * Join a Training Program
2. **Skill Development Pathway**
   * Assess Your Skills
   * Create a Custom Plan
   * Track Your Progress
3. **Athlete Onboarding Experience**
   * Fill Out Your Athlete Profile
   * Meet Your Coach
   * Start Training
4. **Training Program Selection**
   * Choose Your Focus
   * Select Your Schedule
   * Unlock Premium Tools
5. **Steps to Level Up Your Game**
   * Sign Up for a Membership
   * Attend Weekly Training
   * Review and Improve

By using number blocks effectively, you can simplify complex information and motivate website visitors to take action.

### **Tips and Best Practices**

* **Consistency**: Ensure that the style and tone of your number blocks match the rest of your website.
* **Clarity**: Use straightforward language and action-oriented headings.
* **Visual Appeal**: Select colors and icons that enhance readability and engagement.

### **Frequently Asked Questions**

**Q: Can I use custom icons for each step in a number block?** A: Yes, you can choose from a variety of icons or upload your own to personalize each step.

**Q: Are number blocks mobile-responsive?** A: Yes, number blocks are designed to be fully responsive, ensuring they look great on all devices.


# Pricing Section
Source: https://help.coachiq.io/website/section-types/pricing

The Pricing Options feature in CoachIQ allows you to effectively manage and showcase your products, whether custom or existing.

## Connect products for checkout on your website

Select the CoachIQ product for your pricing section's purchase action. Visitors can complete the product checkout from your website, with the product's price, available payment methods, and registration requirements. Edit these in [Product Builder](/payments/product-builder), then publish and verify that each pricing option opens the intended product.

## **Pricing Section in the Web-builder**

<Frame>
  <img alt="Pricing Section Example" />
</Frame>

### **Introduction**

This feature is designed to help you streamline the selling process, enhance customer experience, and maximize your revenue potential by providing flexible pricing structures.

### **Adding Products**

CoachIQ offers two main methods to add products to your pricing section: Custom Products and Existing CoachIQ Products.

<Frame>
  <img alt="Pricing Section Editor" />
</Frame>

#### **1. Custom Products**

Custom Products are ideal if you sell services or items outside CoachIQ. Here's how to add them:

* **Click the Plus Button**: Initiate the process by clicking the plus button in your pricing section.
* **Select "Add Custom Product"**: This option is for products not sold through CoachIQ.
  * **Example**: In-person skills session
    * **Label**: Name your product, e.g., "In-person skills session".
    * **Pricing Interval**: Set how often pricing applies, such as per session.
    * **Target URL**: Enter the URL where the purchase button directs users.
    * **Features**: List features such as:
      * 60-minute session
      * Access to training materials
* **Flexibility**: Add multiple features and as many products as needed.

#### **2. Existing CoachIQ Products**

If you're already selling memberships or products through CoachIQ, follow these steps:

* **Click the Plus Button**: Start by clicking the plus button.
* **Select "CoachIQ Product"**: Choose from your existing product list.
  * **Automatic Features**: Features are imported from your current settings.
  * **Updates**: Modify features as necessary to reflect current offerings.

### **Additional Notes**

* **Structure Consistency**: The pricing section retains consistent heading and subheading structures for clarity.
* **Customization**: For custom products, you can specify details such as pricing intervals and target URLs.
* **Feature Import**: When adding existing CoachIQ products, all associated features are automatically imported, but you have the flexibility to update them.

### **Tips and Best Practices**

* **Regular Updates**: Keep your product features and pricing intervals updated to reflect changes in your offerings.
* **Clear Descriptions**: Use concise and descriptive labels for products to enhance user understanding.
* **Targeted URLs**: Ensure that the target URL is accurate and leads customers to the correct purchase page.

### **Frequently Asked Questions**

> **Q: Can I add multiple custom products at once?** **A: Yes, you can add as many custom products as you need, each with its unique features and pricing details.**

> **Q: Are features for existing products automatically updated if I change them in CoachIQ?** **A: No, you'll need to manually update the imported features if you make changes to the original product settings.**


# Scheduling Section
Source: https://help.coachiq.io/website/section-types/scheduling

Scheduling blocks in CoachIQ provide a robust tool for organizing and managing sessions effectively.

## Book without leaving your website

Sections linked to a CoachIQ scheduler can open its booking experience on your site. The scheduler controls available dates, session lengths, capacity, location, and payment requirements. Edit those settings in [Schedule → Schedulers](/scheduling/creating-your-first-scheduler); changing website copy alone does not change the booking rules.

After publishing, open the booking flow from the live section and check that it uses the intended scheduler.

## **Scheduling Blocks in CoachIQ**

<video />

### **Introduction**

This feature is ideal for hosting events, running camps, and addressing various scheduling needs on your webpage. This guide will walk you through the process of adding and customizing a scheduling block, helping you make the most of this powerful feature.

<Frame>
  <img alt="Scheduling Section Example Avi" />
</Frame>

### **Adding a Scheduling Block**

To add a scheduling block in CoachIQ, follow these steps:

1. **Navigate to the Scheduling Section**: Begin by accessing the scheduling section within your CoachIQ account.
2. **Edit the Block via the Sidebar**: Use the sidebar to locate and edit the scheduling block options.
3. **Click on "Add a Schedule"**: Initiate the scheduling process by selecting the option to add a new schedule.

### **Selecting a Session**

When selecting a session for your scheduling block, you have two options:

1. **Select from Sessions Built within CoachIQ**: Choose from pre-existing sessions that are already configured in CoachIQ.
2. **Create a Custom Session**: Alternatively, design a custom session tailored to your specific needs.

For this guide, we will choose a pre-built session.

### **Customizing the Scheduling Block**

#### **Session Selection**

* **Choose Your Session**: For instance, selecting the "shooting machine" session will automatically fill in all relevant information from that session.

#### **Button Functionality**

* **"Book Now" Button**: This button directs users to book the selected session.
* **"Learn More" Button**: Offers users an expanded description of the session, providing additional context and information.

#### **Additional Features**

1. **Media Addition**: Enhance your scheduling block by adding media, such as videos or photos, which is particularly useful for events like camps.
2. **Information Editing**: Customize various aspects of the session, including the title, location, and other pertinent details.
3. **Button Customization**: By default, the button links to the selected session, but you can modify the destination to suit your needs.

### **Use Cases**

This scheduling block feature is particularly beneficial for:

* Running camps and workshops
* Hosting sessions directly on your webpage
* Addressing a variety of scheduling requirements

### **Frequently Asked Questions**

**Q: Can I customize the media content in my scheduling block?**

A: Yes, you can add videos or photos to your scheduling block to enhance its appearance and provide additional information.

**Q: Is it possible to change the default button link?**

A: Absolutely. You can customize the button's destination to direct users to any URL you choose.


# Page Sections
Source: https://help.coachiq.io/website/section-types/section-types

Sections are the building blocks of your website. They organize your content and allow you to design your site layout efficiently.

### **Introduction to Sections**

Each section serves a specific purpose, from showcasing training programs to collecting user information through forms. Understanding how to best manage and utilize these sections will ensure your website is both functional and visually appealing.

### **What Are Sections?**

Sections are customizable content blocks that you arrange to structure your website. They sit in the middle content area of your site, between the header and the footer. Each section type has unique features and functions that help you display your content effectively.

#### **Key Features of Sections**

* **Flexibility**: Sections can be added, rearranged, renamed, or deleted as needed.
* **Customization**: You can customize each section to match your brand’s look and feel, using different templates, colors, and content types.
* **Purpose-Driven**: Sections are designed to cater to various content needs, such as displaying images, providing membership details, or collecting user sign-ups.

***

### **Types of Sections**

1. [Numbered Steps Section](/website/section-types/numbered-steps)
2. [Credibility Section](/website/section-types/credibility)
3. [Features Section](/website/section-types/features)
4. [Content & Media Section](/website/section-types/content-media)
5. [Testimonies Section](/website/section-types/testimonials)
6. [Pricing Section](/website/section-types/pricing)
7. [Forms Section](/website/section-types/forms)
8. [Scheduling Section](/website/section-types/scheduling)

## Maps and embedded experiences

A map section displays your facility location. Update its **Map source** with the map embed URL, publish, and check that the live map points to the correct venue. A map on your website does not change the location on your schedulers; manage those under [Locations](/scheduling/setup-locations).

You can also use sections with embedded [forms](/website/section-types/forms), [products](/website/section-types/pricing), or [schedulers](/website/section-types/scheduling) so visitors can register, purchase, or book on your site.

**Managing Sections Effectively**

#### **Rearranging Sections**

* **Drag and Drop**: Click and drag sections to change their order. For example, if you want to highlight testimonials before pricing, simply drag the testimonials section above the pricing section.

#### **Adding New Sections**

1. **Click "Add Section"** to open the visual gallery. Browse Published sections, Previous pages, or Default templates, including published custom sections.
2. **Select your sections**, check the selected count, and choose **Add to page**. See [Add and manage sections](/website/sections/working-with-sections).

#### **Renaming Sections**

* **Keep It Organized**: Click on the section name to rename it. This helps you easily identify and manage sections when making updates or building new pages.

#### **Deleting Sections**

* **Click the Trash Icon**: If a section is no longer needed, click the trash bin icon to remove it. Make sure to review your changes to ensure they don’t impact the overall site flow.


# Testimonies Section
Source: https://help.coachiq.io/website/section-types/testimonials

The Testimonials Section in CoachIQ is a powerful tool designed to showcase user feedback and enhance trust in your platform

## **Testimonials Section in CoachIQ**

The Testimonials Section in CoachIQ is a powerful tool designed to showcase user feedback and enhance trust in your platform. This feature allows you to manage and display testimonials effectively, providing social proof and enhancing your credibility with potential clients.

### **How to Manage the Testimonials Section**

Follow these simple steps to add and manage testimonials in CoachIQ:

#### **Step 1: Adding a Testimonial**

* **Enter the Name**: Start by inputting the name of the person providing the testimonial. This adds authenticity and personalizes the feedback.
* **Add the Title**: Include a descriptive title for the testimonial. This could summarize the main point or highlight the benefit of your service.
* **Input the Full Testimonial Text**: Enter the complete text of the testimonial. Ensure it is clear, concise, and reflects the genuine feedback of the user.

<Frame>
  <img alt="Testimonies Section Example Avi" />
</Frame>

### **Tips and Best Practices**

* **Gather Diverse Testimonials**: Aim to collect feedback from a variety of users to cover different aspects of your service.
* **Highlight Key Features**: Encourage users to mention specific features or benefits they found valuable. This can help potential clients identify with their needs.
* **Keep Testimonials Updated**: Regularly update testimonials to reflect the latest user experiences and maintain relevance.

### **Frequently Asked Questions**

**Q: What happens if I have fewer than four testimonials?** A: You can start with one and add more as you get more.

**Q: Can I edit a testimonial after it has been added?** A: Yes, you can edit testimonials at any time to correct errors or update information.


# Backgrounds and Section Styling
Source: https://help.coachiq.io/website/sections/backgrounds-styling

Learn how to customize section backgrounds, spacing, and width in CoachIQ's Website Builder. Style your coaching website sections for maximum impact.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page → Click on any section
</Info>

## What you'll accomplish

Learn how to customize the visual appearance of your website sections using background settings, spacing controls, and width options to create a professional look for your coaching website.

<Frame>
  <img alt="CoachIQ Website Builder section styling panel with background and spacing options" />
</Frame>

## Section background settings

<Steps>
  <Step title="Select the section to style">
    Click on the section you want to customize in your Website Builder sidebar.
  </Step>

  <Step title="Access background options">
    In the section settings panel, locate the **Background** controls under **Change Section Styles**.

    <Frame>
      <img alt="Background Toggle" />
    </Frame>
  </Step>

  <Step title="Choose your background type">
    Select from the available background options:

    * **Solid color**: Choose a color that matches your brand
    * **Background image**: Upload an image that supports your content
    * **No background**: Keep the section transparent

    <Frame>
      <img alt="CoachIQ section background options showing color, image, and no background choices" />
    </Frame>

    <Tip>
      **Brand consistency**: Use colors from your brand palette to maintain a professional appearance across all sections.
    </Tip>
  </Step>

  <Step title="Preview your changes">
    Your background changes will appear immediately in the preview area.

    <Check>
      Your section now displays your chosen background styling.
    </Check>
  </Step>
</Steps>

## Adjusting section spacing

Control how much space your sections take up on the page using the vertical padding controls.

<Steps>
  <Step title="Locate the Vertical Padding control">
    In your selected section's settings panel under **Change Section Styles**, find the **Vertical Padding** slider.
  </Step>

  <Step title="Adjust the spacing">
    Move the slider to increase or decrease the amount of space above and below your section content.

    * **Less padding**: Creates tighter, more compact sections
    * **More padding**: Provides breathing room and emphasizes content

    <Note>
      Vertical padding affects the space inside the section, not the space between sections.
    </Note>
  </Step>

  <Step title="Check mobile appearance">
    Preview how your padding adjustments look on mobile devices to ensure good user experience.

    <Check>
      Your section now has the optimal amount of spacing for your content.
    </Check>
  </Step>
</Steps>

## Setting section width

Control how wide your section content appears on the page.

<Steps>
  <Step title="Find the Width controls">
    Look for the **Width (Default)** setting in your section panel under **Change Section Styles**.
  </Step>

  <Step title="Choose your width option">
    Select the width that works best for your content:

    * **Default width**: Standard container width that works for most content
    * **Custom width**: Adjust the slider to make sections wider or narrower
    * **Full width**: Extends content across the entire browser window

    <Tip>
      **Content consideration**: Text-heavy sections often work better with default or narrower widths for better readability.
    </Tip>
  </Step>

  <Step title="Preview across devices">
    Check how your width settings look on desktop, tablet, and mobile views.

    <Check>
      Your section content now displays at your preferred width.
    </Check>
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Why isn't my background image showing up?">
    Check that your image file is in a supported format (JPG, PNG, WebP) and isn't too large. Also ensure the image has been properly uploaded to your media library.
  </Accordion>

  <Accordion title="How do I make sections look consistent across my site?">
    Use the same background colors, similar padding amounts, and consistent width settings across sections of the same type. Create a style guide for your brand colors and stick to it.
  </Accordion>

  <Accordion title="Can I use different backgrounds for desktop and mobile?">
    Background settings apply to both desktop and mobile. However, you can preview how backgrounds look on different devices and adjust accordingly.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Visual hierarchy**: Use different background colors or padding to create visual separation between different types of content sections.
</Tip>

<Tip>
  **Image optimization**: When using background images, choose high-quality images that don't interfere with text readability. Consider adding a dark overlay for sections with white text.
</Tip>

<Tip>
  **Consistent spacing**: Use similar padding amounts for sections of the same importance level to create a cohesive look throughout your site.
</Tip>

<Tip>
  **Test thoroughly**: Always preview your styling changes on both desktop and mobile devices before publishing your site.
</Tip>

## Related articles

* [Adding and Managing Sections](/website/sections/working-with-sections) - Learn the basics of section management
* [Editing Section Content](/website/sections/working-with-sections) - Customize the text, images, and content within sections
* [Buttons and Call-to-Actions](/website/sections/buttons-ctas) - Style buttons within your sections


# Buttons and Call-to-Actions
Source: https://help.coachiq.io/website/sections/buttons-ctas

Learn how to add and customize buttons within website sections. Set up call-to-actions that drive bookings, signups, and engagement on your coaching site.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page → Click on a section → Look for "Buttons" panel
</Info>

## What you'll accomplish

Learn how to add, customize, and manage buttons within your website sections to guide visitors toward key actions like booking sessions, signing up for programs, or contacting you.

## Adding buttons to sections

<Steps>
  <Step title="Select a section with button capability">
    Click on a section that supports buttons (like Hero, Content + Media, or Features sections).
  </Step>

  <Step title="Locate the Buttons panel">
    In the section settings, scroll down to find the **Buttons** section in the left panel.

    <Frame>
      <img alt="Section buttons management panel" />
    </Frame>
  </Step>

  <Step title="Add or edit a button">
    Click on an existing button to edit it, or look for an "Add Button" option to create a new one.

    <Check>
      Your button will appear in both the settings panel and on your website preview.
    </Check>
  </Step>
</Steps>

## Setting button destinations

Choose where you want visitors to go when they click your buttons.

<Steps>
  <Step title="Access button destination options">
    With a button selected, look for the destination or link settings.

    <Frame>
      <img alt="CoachIQ button destination options including page, form, product, and session links" />
    </Frame>
  </Step>

  <Step title="Choose your destination type">
    Select from the available destination options:

    * **Direct users to CoachIQ login** - Send visitors to your member portal
    * **Direct users to a page** - Link to another page on your website
    * **Direct users to a form** - Send visitors to a contact or signup form
    * **Direct users to a product** - Link directly to a service or product for purchase
    * **Direct users to a program** - Connect to a training program or course
    * **Direct users to a session** - Link to session booking or scheduler
    * **Direct users to a url** - Link to any external website
    * **Scroll to first form** - Automatically scroll to the first form on the page
    * **Scroll to a section** - Jump to a specific section on the same page

    <Tip>
      **Conversion tip**: Use "Direct users to a session" for your primary booking buttons and "Scroll to first form" for lead capture buttons.
    </Tip>
  </Step>

  <Step title="Configure destination details">
    Depending on your choice, you may need to:

    * Select a specific page, form, product, or session
    * Enter a URL for external links
    * Choose which section to scroll to

    <Check>
      Your button now has a clear destination and purpose.
    </Check>
  </Step>
</Steps>

## Button display settings

<Steps>
  <Step title="Set opening behavior">
    Choose whether links open in the same window or a new window:

    * **Same window**: Keeps visitors on your site (recommended for internal links)
    * **New window**: Opens external links without losing your visitors

    <Note>
      The "In a new window" toggle is especially useful for external links to maintain visitor engagement on your site.
    </Note>
  </Step>

  <Step title="Control button visibility">
    Use the **Hide this link** option to temporarily remove a button without deleting it:

    * **Visible**: Button appears to all visitors
    * **Hidden**: Button is temporarily hidden but settings are preserved
  </Step>
</Steps>

## Button text and styling

<Steps>
  <Step title="Edit button text">
    Update the text that appears on your button to be clear and action-oriented:

    * **Good examples**: "BOOK YOUR FIRST CLASS", "START TRAINING", "GET STARTED"
    * **Avoid**: Generic text like "Click here" or "Learn more"
  </Step>

  <Step title="Keep text concise">
    Button text should be short and clearly communicate the action:

    * Use 1-4 words when possible
    * Make the benefit clear
    * Create urgency when appropriate

    <Tip>
      **Action-oriented language**: Use verbs that tell visitors exactly what will happen - "Book", "Start", "Join", "Download".
    </Tip>
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Which sections support buttons?">
    Most content sections support buttons, including Hero, Content + Media, Features, and Pricing sections. The button options will appear in the section settings if the section type supports them.
  </Accordion>

  <Accordion title="How many buttons can I add to a section?">
    The number varies by section type. Most sections allow multiple buttons, but the layout may determine the optimal number for good user experience.
  </Accordion>

  <Accordion title="What's the difference between scrolling to a form vs linking to a form?">
    "Scroll to first form" moves visitors down to a form on the same page, while "Direct users to a form" can link to a form on a different page or a standalone form.
  </Accordion>

  <Accordion title="Should I open external links in a new window?">
    Yes, use "In a new window" for external links to keep visitors from leaving your site completely. Keep internal links in the same window for better user flow.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Primary vs secondary actions**: Use your most important call-to-action (like "Book Session") as the primary button, and secondary actions (like "Learn More") as less prominent buttons.
</Tip>

<Tip>
  **Button placement strategy**: Put your strongest call-to-action buttons above the fold (visible without scrolling) and repeat key actions in multiple sections.
</Tip>

<Tip>
  **Test your buttons**: Click through all your buttons regularly to ensure they're working correctly and leading to the right destinations.
</Tip>

<Tip>
  **Mobile optimization**: Preview your buttons on mobile devices to ensure they're easily tappable and clearly visible on smaller screens.
</Tip>

## Related articles

* [Adding and Managing Sections](/website/sections/working-with-sections) - Learn how to add sections that support buttons
* [Section Styling and Layout](/website/sections/backgrounds-styling) - Customize the overall appearance of sections with buttons
* [Forms Integration](/tools/forms/overview) - Set up forms to use as button destinations


# Header & Footer Navigation
Source: https://help.coachiq.io/website/sections/header-footer-navigation

Learn how to customize your header and footer navigation using CoachIQ's Website Builder.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page → Header & Navigation section (in left sidebar)
</Info>

## Configuring header and footer navigation

### Setting up header navigation

<Steps>
  <Step title="Access header navigation settings">
    Look for **Header & Navigation** in your Website Builder interface.

    <Frame>
      <img alt="Header Nav Ui" />
    </Frame>
  </Step>

  <Step title="Add main navigation items">
    <Frame>
      <img alt="Header Nav Ex" />
    </Frame>

    Configure your primary header menu with essential coaching pages:

    * Home
    * About
    * Training Programs (or Services)
    * Contact
    * Shop (example of a page that can be linked externally from your website)

    <Tip>
      **Professional appearance**: Keep your main navigation to 4-6 items for a clean, professional look that doesn't overwhelm visitors.
    </Tip>
  </Step>

  <Step title="Configure dropdown menus">
    For parent pages with subpages, set up dropdown navigation:

    1. Select "Training Programs" in navigation settings
    2. Add submenu items linking to each subpage:
       * In-Person Training → Link to in-person training page
       * Online Coaching → Link to online coaching page
       * Group Sessions → Link to group sessions page

    <Note>
      **Dropdown best practices**: Use dropdowns sparingly and ensure they work well on mobile devices where most parents browse.
    </Note>
  </Step>

  <Step title="Add call-to-action buttons">
    Include prominent action buttons in your header:

    * "Book Session" or "Schedule Training"
    * "Free Consultation"
    * "Get Started"

    Link these buttons to your [booking system](/scheduling/book-your-first-session) or [contact forms](/tools/forms/overview).

    <Check>
      **Navigation complete**: Visitors can now easily navigate to all your coaching services and take action to book training.
    </Check>
  </Step>
</Steps>

### Reorder navigation links

Open the header's navigation links and drag a link to its new position in the list. Publish the page to save the order, then check both desktop navigation and the mobile menu. You do not need to delete and recreate links to move them.

The **CoachIQ Login** destination recognizes visitors who are already signed in and takes them into their portal without asking them to log in again.

### Setting up footer navigation

<Frame>
  <img alt="Footer Ex" />
</Frame>

<Steps>
  <Step title="Access footer settings">
    Find the **Footer** section in your Website Builder, typically listed in the main sections or site structure.
  </Step>

  <Step title="Add footer navigation links">
    In a generated Footer, use its bottom-bar link fields for legal links. The layout places social icons under the logo and description, with a divider and an All Rights Reserved line above the bottom bar.

    Include secondary navigation items in your footer:

    * Privacy Policy
    * Terms of Service
    * Blog or News (if applicable)
    * Additional service pages

    <Note>
      **Footer purpose**: Footer navigation is perfect for legal pages, secondary content, and links that support your main navigation without cluttering it.
    </Note>
  </Step>

  <Step title="Include contact information">
    Add essential contact details to your footer:

    * Phone number
    * Email address
    * Training location/address
    * Business hours

    <Tip>
      **Local SEO**: Including your location and contact information in the footer helps with local search rankings for coaching services.
    </Tip>
  </Step>

  <Step title="Add social media links">
    Connect your social media profiles:

    * Instagram (great for training videos and athlete highlights)
    * Facebook (community building and parent communication)
    * YouTube (coaching tutorials and testimonials)
    * TikTok (if relevant for your target audience)
  </Step>
</Steps>

## Website navigation best practices for coaches

<AccordionGroup>
  <Accordion title="Keep your main menu focused on user goals">
    Limit your main navigation to 5-7 key items that align with what parents and athletes want to accomplish: learning about your coaching, finding the right program, and taking action. Most successful coaching websites use: Home, About, Services/Programs, Testimonials, and Contact.
  </Accordion>

  <Accordion title="Use descriptive, action-oriented page names">
    Instead of generic names, use specific coaching terms that clearly communicate value:

    * "Basketball Skills Training" vs "Services"
    * "Coach Biography & Experience" vs "About"
    * "Schedule Your First Session" vs "Contact"

    This helps both visitors and search engines understand your coaching offerings.
  </Accordion>

  <Accordion title="Design navigation for mobile-first experience">
    Many parents browse coaching websites on phones while at games or practices. Ensure your navigation works smoothly on mobile devices with clear, touch-friendly menu items, logical dropdown organization, and fast-loading pages.
  </Accordion>

  <Accordion title="Include clear calls-to-action in navigation">
    Your navigation should guide visitors toward key actions like booking sessions or contacting you. Include prominent buttons for "Schedule Training," "Free Consultation," or "Get Started" in your header navigation, linking to your [scheduling system](/scheduling/overview).
  </Accordion>

  <Accordion title="Organize by user intent and journey">
    Structure your pages around what parents and athletes want to accomplish:

    * **Learning phase**: About, Philosophy, Credentials
    * **Evaluation phase**: Services, Training Types, Testimonials
    * **Decision phase**: Schedule, Contact, Pricing, [Programs](/content/programs-overview)
  </Accordion>

  <Accordion title="Optimize for local search">
    Include location-based pages and navigation items if you serve specific areas:

    * "Basketball Training in \[City Name]"
    * "Youth Sports Coaching \[Region]"
    * Location-specific landing pages

    This helps parents find coaching services in their area.
  </Accordion>
</AccordionGroup>

## Hide the header or footer on a page

You can hide your site's header, footer, or both on any individual page — useful for focused landing pages, sales pages, or onboarding flows where you want visitors to stay on task without navigation.

<Info>
  **Where to find this**: Website Builder → select a page → **Page Settings** panel
</Info>

1. Open the page and scroll the left sidebar to the **Page Settings** panel.
2. Toggle on **Hide site header on this page** and/or **Hide site footer on this page**.
3. Publish the page.

These toggles only affect the page you set them on — the header and footer still appear on every other page.

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Can I have pages that aren't in the main navigation?">
    Yes! You can create pages for specific purposes (like thank-you pages after form submissions, specific landing pages for marketing campaigns, or detailed service pages) that aren't included in your main navigation. These pages are still accessible via direct links but don't clutter your main menu.
  </Accordion>

  <Accordion title="How do I make my navigation mobile-friendly?">
    CoachIQ websites are automatically mobile-optimized, but you should test your navigation on a phone. Keep menu items short and descriptive, use clear hierarchy with logical dropdowns, and ensure touch navigation works smoothly. The preview feature shows how your navigation appears on mobile devices.
  </Accordion>

  <Accordion title="Can I change my navigation structure after my website is live?">
    Absolutely! You can add, remove, or reorganize pages and navigation at any time using the Website Builder. However, major structural changes might temporarily affect your search engine rankings, so it's best to plan your structure carefully during initial setup and make incremental improvements rather than complete overhauls.
  </Accordion>

  <Accordion title="Should I include pricing in my navigation?">
    This depends on your coaching business model. If you have standard pricing, including a "Pricing" page in navigation can help qualify leads. If you offer custom coaching packages, you might prefer to discuss pricing during consultations. Consider your target market and how price-sensitive your coaching services are.
  </Accordion>

  <Accordion title="How do navigation and SEO work together?">
    Good navigation structure helps search engines understand your website and improves user experience, both important for SEO. Use descriptive page names with relevant coaching keywords, create logical page hierarchies, and ensure all important pages are accessible within a few clicks from your homepage.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup>
  <Card title="Website Pages" icon="file" href="/website/pages-navigation/pages-navigation">
    Learn how to create and organize pages on your coaching website
  </Card>

  <Card title="Page Sections" icon="album-collection" href="/website/sections/sections">
    Discover how to customize content within your pages using CoachIQ's section system
  </Card>

  <Card title="Legal Pages" icon="scale-balanced" href="/website/pages-navigation/legal-pages">
    Set up privacy policy, terms of service, and other legal pages
  </Card>

  <Card title="SEO & Marketing" icon="search" href="/website/seo-marketing/seo-marketing">
    Optimize your website structure for search engines and local discovery
  </Card>
</CardGroup>


# How to Use Website Sections
Source: https://help.coachiq.io/website/sections/sections

Learn how to add, customize, and manage website sections in CoachIQ's Website Builder. Step-by-step guide for coaches to build professional sites.

## What are website sections?

Website sections are the customizable building blocks that make up the main content area of your CoachIQ website. They sit between your header and footer, allowing you to organize and present your coaching content exactly how you want it.

<Frame>
  <img alt="CoachIQ website hero section example showing the main content area layout" />
</Frame>

<Info>
  Each section serves a specific purpose - from showcasing your training programs to collecting leads through contact forms. You can add, reorder, and customize sections to create the perfect layout for your sports coaching business.
</Info>

## Section management essentials

CoachIQ's Website Builder provides three core areas for managing your website sections effectively:

<CardGroup>
  <Card title="Working with Sections" icon="tools" href="/website/sections/working-with-sections">
    Master the fundamentals: add new sections, reorder them for optimal flow, hide sections temporarily, and remove sections you no longer need.
  </Card>

  <Card title="Backgrounds & Styling" icon="palette" href="/website/sections/backgrounds-styling">
    Transform your sections visually with background colors, images, spacing controls, width settings, and professional styling options.
  </Card>

  <Card title="Buttons & CTAs" icon="mobile-button" href="/website/sections/buttons-ctas">
    Create compelling call-to-actions within your sections to guide visitors toward booking sessions, joining programs, or contacting your business.
  </Card>
</CardGroup>

## Why section management matters

Proper section organization directly impacts your coaching website's effectiveness:

* **User Experience**: Well-structured sections guide visitors naturally toward booking sessions
* **Conversion Optimization**: Strategic placement of forms and CTAs increases lead generation
* **Professional Appearance**: Consistent styling across sections builds trust with potential clients
* **Mobile Performance**: Properly configured sections ensure your site looks great on all devices

## Getting started with sections

<Steps>
  <Step title="Plan your page structure">
    Before adding sections, sketch out your ideal page flow. Consider what action you want visitors to take first, second, and third.
  </Step>

  <Step title="Add your core sections">
    Start with essential sections like Hero (introduction), About/Services, and Contact/Booking sections.
  </Step>

  <Step title="Customize and style">
    Use the backgrounds and styling options to match your coaching brand and create visual consistency.
  </Step>

  <Step title="Add compelling CTAs">
    Place strategic buttons and call-to-actions throughout your sections to drive conversions.
  </Step>
</Steps>

## Build your professional coaching website

Once you master these section fundamentals, you'll be ready to explore the advanced section types available in CoachIQ - from embedding live schedulers to creating dynamic pricing tables and client testimonials.

<Tip>
  **Next step**: Start with [Working with Sections](/website/sections/working-with-sections) to learn the basics, then explore [Section Types](/website/section-types/section-types) for advanced capabilities specific to sports coaching businesses.
</Tip>


# Add and Manage Sections
Source: https://help.coachiq.io/website/sections/working-with-sections

Learn how to add, reorder, hide, and remove sections in CoachIQ's Website Builder. Complete guide for managing your coaching website layout.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page
</Info>

## What you'll accomplish

Learn how to add new sections to your coaching website, reorder them for the best user flow, temporarily hide sections, and remove sections you no longer need.

## Adding new sections to your website

<Steps>
  <Step title="Navigate to Website Builder">
    From your dashboard, select **Website Builder** and choose the page you want to edit.
  </Step>

  <Step title="Click 'Add Section'">
    Scroll to where you want to add a new section and click the **+ Add Section** button.

    <Frame>
      <img alt="Add Section button in Website Builder" />
    </Frame>
  </Step>

  <Step title="Choose sections from the gallery">
    **Add Section** opens a visual gallery with previews. Browse **Published sections**, **Previous pages**, or **Default templates**, then select the sections you want. Published custom sections are available here, too.

    The action button shows how many sections you selected. Choose **Add to page** to insert them, then edit their content. Closing the gallery without adding leaves your page unchanged.
  </Step>
</Steps>

## Reuse a custom section

Open **Add Section → Previous pages** to find sections already used on your site, or browse **Published sections** for published custom templates. Select the section, add it to the page, and replace its text, images, and linked products or schedulers with the content for that page.

AI-generated sections are custom sections too: use their editable text, image, icon, and link fields to adapt them to your page. Custom sections expose different editable fields depending on their design. Review the page preview and the published result after changing a section.

## Choose an icon

When a section exposes an icon field, open its icon picker and search the library or browse its categories. Choose the icon and its available color setting. The categories offered can vary by section; an icon field may be limited to social icons, for example.

## Save before leaving a page

Use **Publish** to save page changes and make them visible on your site. If you try to leave with unsaved changes, review the confirmation before continuing. Check the published page as well as the editor preview.

## Reordering sections on your page

You can change the order of sections to create the perfect flow for your visitors.

<Steps>
  <Step title="Locate the section to move">
    Find the section you want to reorder in your page layout.
  </Step>

  <Step title="Use the section controls">
    Look for the reorder controls next to the section name in the left sidebar by hovering over the section with your mouse.

    <Tip>
      **Best practice**: Place your most important sections (like scheduling or contact forms) higher on the page where visitors will see them first.
    </Tip>
  </Step>

  <Step title="Move to desired position">
    Click and drag the six dot icon to move the section up or down to your preferred position.

    <Frame>
      <img alt="CoachIQ Website Builder sidebar showing drag handle to reorder sections" />
    </Frame>

    <Check>
      The section will immediately move to its new position and you can preview the change.
    </Check>
  </Step>
</Steps>

## Hiding sections temporarily

Sometimes you want to keep a section configured but temporarily hide it from visitors.

<Steps>
  <Step title="Select the section">
    Click on the section you want to hide in your Website Builder.
  </Step>

  <Step title="Toggle the Hide option">
    Look for the **Hide** toggle in the section settings panel and switch it on.

    <Frame>
      <img alt="CoachIQ section settings panel with the Hide toggle switch enabled" />
    </Frame>

    <Note>
      Hidden sections remain in your Website Builder but won't appear to visitors on your live site. This is perfect for sections you're still working on or seasonal content.
    </Note>
  </Step>

  <Step title="Unhide when ready">
    To make the section visible again, simply toggle the Hide option back off.
  </Step>
</Steps>

## Removing sections permanently

<Warning>
  **Important**: Removing a section permanently deletes all its content and settings. This action cannot be undone.
</Warning>

<Steps>
  <Step title="Select the section to remove">
    Click on the section you want to delete in your Website Builder.
  </Step>

  <Step title="Find the delete option">
    Look for a trash/delete icon or "Remove Section" option in the section controls.
  </Step>

  <Step title="Confirm deletion">
    Confirm that you want to permanently remove the section and all its content.

    <Check>
      The section will be immediately removed from your page.
    </Check>
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="How many sections can I add to a page?">
    There's no strict limit on the number of sections you can add, but keep user experience in mind. Pages that are too long may lose visitor attention.
  </Accordion>

  <Accordion title="Can I copy sections between pages?">
    Use **Add Section → Previous pages** to reuse a section on another page, then update its text, images, and links.
  </Accordion>

  <Accordion title="What happens to hidden sections?">
    Hidden sections are saved in your Website Builder but don't appear to visitors. They don't affect your site's loading speed or SEO.
  </Accordion>

  <Accordion title="Can I undo removing a section?">
    No, removing a section permanently deletes it. If you might need the section later, use the Hide option instead.
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Plan your layout**: Before adding sections, sketch out your ideal page flow. Start with essential sections like hero, about, services, and contact.
</Tip>

<Tip>
  **Use Hide for testing**: When trying new section layouts, hide existing sections instead of removing them so you can easily revert changes.
</Tip>

<Tip>
  **Mobile preview**: After reordering sections, always check how your page looks on mobile devices to ensure good user experience.
</Tip>

## Related articles

* [Section Styling and Layout](/website/sections/backgrounds-styling) - Customize the visual appearance of your sections
* [Editing Section Content](/website/sections/sections) - Learn how to edit text, images, and content within sections
* [Section Types](/website/section-types/section-types) - Explore the specific features available for each section type


# Additional Business Listings Setup
Source: https://help.coachiq.io/website/seo-marketing/additional-business-listings

Set up all your business listings in one afternoon. Complete guide to Apple Maps, Bing, Yelp, Facebook, and local directories that parents check when finding sports coaches.

<Info>
  **Where to find this**: Use this guide after setting up Google My Business to maximize your online presence across all platforms parents check.
</Info>

## Be everywhere parents look

You've optimized your Google My Business profile (which drives 80% of your local visibility). Now let's capture the remaining 20% by claiming your business on every other platform parents check when researching coaches.

The best part? With your GMB profile complete, you already have everything needed to set these up in one focused afternoon.

<Note>
  **The compound effect**: Each listing reinforces the others. When Google sees consistent business information across the web, it trusts you more and ranks you higher. This is called NAP consistency (Name, Address, Phone), and it's SEO gold.
</Note>

## Your copy-paste kit

Before starting, create a document with this information ready to copy-paste into each platform:

<Steps>
  <Step title="Gather your business information">
    Create a master document with:

    **Basic Information**

    * Business name (exactly as on GMB)
    * Address (or service area)
    * Phone number
    * Website URL (your CoachIQ site)
    * Email address
    * Hours of operation

    **Business Descriptions**
    Write three versions:

    **Short (150 characters)**
    "Elite \[sport] training for ages \[X-Y]. Private & group sessions. \[Years] experience developing athletes. Book online at \[website]."

    **Medium (300 characters)**
    "Professional \[sport] skills training specializing in \[specialties]. Coach \[Name] brings \[years] years experience developing \[achievements]. Offering private sessions, small groups, and camps for ages \[X-Y]. Proven system for athlete development. Schedule your free assessment at \[website]."

    **Long (750 characters)**
    \[Use your GMB description]
  </Step>

  <Step title="Prepare your photos">
    Have these ready in a folder:

    * Logo/headshot (profile photo)
    * Action shot coaching (cover photo)
    * Facility photos (3-5 angles)
    * Athletes training (3-5 with permission)
    * Certifications/credentials
    * Group training or camp photos

    <Tip>
      Name your files descriptively: "coach-mike-basketball-training-facility.jpg" helps with SEO on platforms that read file names.
    </Tip>
  </Step>

  <Step title="List your services">
    Standard services list with prices:

    * Private Training (\$X)
    * Small Group Training (\$X)
    * Team Training (\$X)
    * Camps/Clinics (\$X)
    * Virtual Coaching (\$X)

    Keep descriptions to one sentence each.
  </Step>
</Steps>

## Quick wins: Major platforms (15 minutes each)

### Apple Maps Connect

**Why it matters**: iPhone users (50% of U.S. smartphones) see Apple Maps results in Siri, Spotlight search, and Maps app.

<Steps>
  <Step title="Access Apple Business Connect">
    1. Go to [register.apple.com/business](https://register.apple.com/business)
    2. Sign in with Apple ID (or create one)
    3. Click "Add a place"
  </Step>

  <Step title="Enter business details">
    * Search for your business first (it might exist from other data sources)
    * If found, claim it. If not, add new
    * Copy-paste your NAP information
    * Select category: "Sports & Recreation" → "Sports Coach"
    * Add your hours and website
  </Step>

  <Step title="Verify your business">
    * Phone call (instant) - preferred
    * Email (1-2 days)
    * Mailed code (5-7 days)

    <Check>
      Once verified, add photos and your medium-length description. Apple Maps pulls less content than Google, so focus on the essentials.
    </Check>
  </Step>
</Steps>

### Bing Places for Business

**Why it matters**: Powers results for Bing, Yahoo, Alexa, and Cortana. Popular with older demographics (many sports parents).

<Steps>
  <Step title="Import from Google My Business (easiest method)">
    1. Go to [bingplaces.com](https://www.bingplaces.com)
    2. Sign in with Microsoft account
    3. Click "Import" → "Google My Business"
    4. Authorize the connection
    5. Select your business to import

    <Tip>
      This pulls everything from GMB automatically. Just review and publish!
    </Tip>
  </Step>

  <Step title="Or add manually">
    If import doesn't work:

    * Click "Add a business"
    * Copy-paste all information
    * Verify via phone, email, or postcard
  </Step>
</Steps>

### Yelp for Business

**Why it matters**: Parents trust Yelp reviews. Even if they find you on Google, many check Yelp for validation.

<Steps>
  <Step title="Claim your business">
    1. Go to [biz.yelp.com](https://biz.yelp.com)
    2. Search for your business
    3. If it exists (likely), claim it
    4. If not, add it via "Add a Business"
  </Step>

  <Step title="Complete your profile">
    * Business hours and location
    * Add specialties (important on Yelp)
    * Upload photos (Yelp loves visual content)
    * Write your "From the Business" description
    * Add a "Call to Action" button linking to CoachIQ
  </Step>

  <Step title="Verify ownership">
    * Usually phone call verification
    * Sometimes requires business documentation

    <Warning>
      Yelp has strict rules about asking for reviews. Never incentivize Yelp reviews or ask for them directly. Let them happen naturally.
    </Warning>
  </Step>
</Steps>

## Social proof platforms

### Facebook Business Page

**Why it matters**: Parent groups live on Facebook. They ask for coach recommendations in local parenting groups daily.

<Steps>
  <Step title="Create your page">
    1. Go to [facebook.com/pages/create](https://facebook.com/pages/create)
    2. Choose "Business or Brand"
    3. Enter business name and category ("Sports & Fitness Instruction")
    4. Add profile and cover photos
  </Step>

  <Step title="Optimize for local discovery">
    **Essential sections to complete**:

    * About: Use your long description
    * Services: List all offerings with prices
    * Contact Info: Phone, website, email
    * Hours: Match your GMB hours
    * Location: Exact address or service area

    **Enable key features**:

    * Reviews and recommendations
    * Messaging (link to CoachIQ inbox if possible)
    * Book Now button → Link to CoachIQ scheduler
  </Step>

  <Step title="Join local parent groups">
    After setup, join 5-10 local parent/sports groups as your page to increase visibility when parents ask for recommendations.
  </Step>
</Steps>

### Nextdoor Business

**Why it matters**: Hyperlocal platform where neighbors recommend services. Gold mine for "looking for a coach" posts.

<Steps>
  <Step title="Create business page">
    1. First, create personal account at [nextdoor.com](https://nextdoor.com)
    2. Verify your address
    3. Go to Business section → "Claim your business"
    4. Add business details
  </Step>

  <Step title="Optimize for recommendations">
    * Choose "Professional Services" → "Sports Instruction"
    * Add service area (crucial on Nextdoor)
    * Upload photos showing local involvement
    * Write a neighbor-friendly description emphasizing community connection
  </Step>

  <Step title="Engage authentically">
    * Respond to sports-related questions
    * Share youth sports tips (not salesy)
    * Build reputation as helpful local expert

    <Tip>
      Nextdoor users value local connection. Mention local schools, teams, or landmarks you work with to build trust.
    </Tip>
  </Step>
</Steps>

### Instagram Location Setup

**Why it matters**: Athletes and parents tag training locations. This creates social proof and discoverability.

<Steps>
  <Step title="Create location tag">
    1. Open Instagram → Create new post
    2. Click "Add Location"
    3. Search for your business
    4. If not found, click "Add \[Business Name]"
    5. Complete the post to create the location
  </Step>

  <Step title="Optimize location presence">
    * Encourage athletes to tag your location
    * Repost tagged content (with permission)
    * Check location regularly for user content
    * Respond to posts tagging your location
  </Step>
</Steps>

## Local and community directories

### City Recreation Department

Most cities list private coaches who use public facilities or offer complementary training.

**How to get listed**:

1. Contact your Parks & Recreation department
2. Ask about their "instructor registry" or "approved vendors list"
3. Complete any required insurance/background check documentation
4. Submit your business information
5. Often free or low annual fee

<Note>
  Being on the city's list adds massive credibility. Parents trust city-vetted coaches.
</Note>

### Local Sports League Directories

**Where to list**:

* Youth league websites (Little League, AYSO, Pop Warner)
* High school athletic department resources
* Club team partner pages
* Tournament organizer vendor lists

**How to approach**:
Email template:
"Hi \[League Administrator], I provide professional \[sport] training for youth athletes and would love to be added to your recommended training resources for parents. Many of your players already train with me, including \[names if permitted]. Could you add my business information to your website's resource page?"

### Chamber of Commerce

If you're serious about business growth, join your local Chamber.

**Benefits**:

* Directory listing on Chamber website
* Networking with other businesses
* Referrals from Chamber members
* Enhanced credibility
* Often includes ribbon cutting for new businesses

Cost: Usually \$200-500/year (tax deductible)

### Local Parenting Magazines/Websites

Every city has parenting publications with online directories.

**Common names to search**:

* "\[City] Parent Magazine"
* "\[City] Family Magazine"
* "\[Metro Area] Kids Directory"
* "Macaroni Kid \[Your Area]"

Most offer free basic listings with optional paid upgrades.

## Monthly maintenance checklist

Set a recurring reminder for the first Monday of each month:

### 10-Minute Quick Check

* [ ] **Consistency audit**: Open all platforms and verify NAP is identical
* [ ] **Hours update**: Adjust for holidays, camps, or seasonal changes
* [ ] **New photos**: Add 1-2 fresh photos to Facebook and Instagram
* [ ] **Review check**: Respond to any new reviews on Yelp or Facebook

### Quarterly Deep Update

* [ ] **Refresh descriptions**: Update achievements, new certifications, or programs
* [ ] **Service updates**: Add new offerings or adjust prices
* [ ] **Photo refresh**: Swap out old photos for recent ones
* [ ] **Link check**: Ensure all links point to correct CoachIQ pages

### Annual Audit

* [ ] **Platform audit**: Check for new platforms to join
* [ ] **Remove duplicates**: Search for and merge any duplicate listings
* [ ] **Competitive analysis**: See where competitors are listed that you're not

<Tip>
  **Pro automation**: Use a tool like BrightLocal or Yext to manage all listings from one dashboard. Costs \$20-50/month but saves hours and ensures consistency.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="Which platforms are actually worth my time?">
    **Must-haves**: Google My Business (already done), Facebook Business, Apple Maps
    **Worth it**: Yelp, Nextdoor, Instagram location
    **Only if time**: Bing, Chamber, local directories

    Focus on where YOUR specific parent demographic spends time.
  </Accordion>

  <Accordion title="What if my business already exists on these platforms?">
    Great! Claim it immediately. Unclaimed listings often have wrong information and missed opportunities. Claiming gives you control to optimize and respond to reviews.
  </Accordion>

  <Accordion title="Should I pay for premium listings?">
    Only on Facebook (for ads) once you're getting results from free listings. Yelp advertising is expensive and often not worth it for coaches. Nextdoor ads can be effective for camps and special programs.
  </Accordion>

  <Accordion title="How do I handle different locations?">
    If you train at multiple fixed locations, create separate listings for each. If you're mobile or use temporary spaces, use one listing with service areas. Keep it simple - parents just need to find you.
  </Accordion>

  <Accordion title="What about sports-specific platforms?">
    Most aren't worth it unless you're targeting college recruiting (then consider NCSA) or teaching pros (certification body directories). Parents don't search these platforms for youth coaching.
  </Accordion>
</AccordionGroup>

## Related articles

* [Google My Business Setup & Optimization](/website/seo-marketing/google-my-business)
* [Website Analytics Setup](/website/analytics-tracking/google-analytics)
* [Facebook Pixel Installation](/website/analytics-tracking/facebook-pixel)


# Favicon and Social Share Images
Source: https://help.coachiq.io/website/seo-marketing/favicon-share-images

Set up your website favicon and Open Graph images so your coaching business looks professional in browser tabs and when shared on social media.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings (gear icon)
</Info>

## Why these settings matter

When someone shares your website on Facebook, LinkedIn, or iMessage, what do they see? When parents have 20 browser tabs open, can they find your site? These seemingly small details create a professional impression that builds trust.

**Favicon**: The small icon that appears in browser tabs, bookmarks, and mobile home screens

**Share Image (Open Graph)**: The preview image that appears when your pages are shared on social media or messaging apps

<Note>
  Getting these right means your coaching business looks established and professional - not like a hobby project someone started yesterday.
</Note>

## Setting up your favicon

Your favicon is the tiny icon that represents your website everywhere browsers display it:

* Browser tabs
* Bookmarks bar
* Browser history
* Mobile home screen (when saved)

<Steps>
  <Step title="Open Website Settings">
    From your Website Builder, click the **Settings** gear icon in the left sidebar.

    <Frame>
      <img alt="Website settings gear location" />
    </Frame>
  </Step>

  <Step title="Upload Your Favicon">
    In the Settings panel, find the **Add Favicon** section at the top. Click **Select Media** to choose or upload your icon.

    <Frame>
      <img alt="Favicon upload settings" />
    </Frame>

    <Tip>
      **Recommended specs**: 50x50 pixels, PNG format. Use a simple version of your logo that's recognizable at small sizes.
    </Tip>
  </Step>

  <Step title="Preview and Publish">
    After selecting your image, click **Publish** to make your favicon live. It may take a few minutes for the change to appear in all browsers.
  </Step>
</Steps>

### Favicon best practices

**Do:**

* Use a simplified version of your logo
* Keep it recognizable at 16x16 pixels
* Use high contrast colors
* Test how it looks against both light and dark browser themes

**Don't:**

* Use text (it's too small to read)
* Use complex images with lots of detail
* Use your full logo with tagline
* Leave it as the default

<Warning>
  **No favicon = amateur hour**: Parents notice when a website has the generic browser icon. It's a small detail that signals whether you're running a professional operation.
</Warning>

## Setting up share images (Open Graph)

Open Graph images are what people see when your website is shared on:

* Facebook
* LinkedIn
* Twitter/X
* iMessage
* Slack
* Text messages with link previews

Each page on your site can have its own share image, so your home page, pricing page, and camp registration can all show relevant previews.

<Steps>
  <Step title="Select the Page to Edit">
    In the Website Builder, select the page you want to add a share image to from the dropdown menu.

    <Frame>
      <img alt="Page settings annotated" />
    </Frame>
  </Step>

  <Step title="Open Page Settings">
    Click on any section, then look for the **Page Settings** panel on the left side. You'll see fields for Title, Keywords, Featured Image, and Description.

    <Frame>
      <img alt="Page SEO settings" />
    </Frame>
  </Step>

  <Step title="Add Your Featured Image">
    Click the **Featured Image** dropdown and select or upload an image. This becomes your Open Graph image - what appears when this page is shared.

    <Tip>
      **Recommended size**: 1200 x 630 pixels for optimal display across all platforms.
    </Tip>
  </Step>

  <Step title="Publish Your Changes">
    Click **Publish** to make your share image live.
  </Step>
</Steps>

### Share image best practices

**Image specifications:**

* Ideal size: 1200 x 630 pixels
* Minimum size: 600 x 315 pixels
* Format: JPG or PNG
* File size: Under 1MB for fast loading

**Content tips:**

* Include your logo or business name
* Use compelling visuals (action shots of training)
* Keep text minimal and large enough to read
* Use your brand colors for consistency

**What works well:**

* Action shots from training sessions
* Your facility with logo overlay
* Team or group training images
* Before/after skill development photos

<Warning>
  **Test before you share**: Use [Facebook's Sharing Debugger](https://developers.facebook.com/tools/debug/) or [LinkedIn Post Inspector](https://www.linkedin.com/post-inspector/) to preview how your page will look when shared.
</Warning>

## Page-specific SEO settings

While you're in Page Settings, optimize these fields for each page:

### Title

The page title appears in:

* Browser tabs
* Search engine results
* Social media shares

**Best practices:**

* Keep under 60 characters
* Include your location and primary service
* Put important keywords first

**Example**: "Basketball Training Austin | Elite Skills Academy"

### Description

The meta description appears in:

* Search engine results
* Some social media shares

**Best practices:**

* Keep between 150-160 characters
* Include a clear value proposition
* Add a call-to-action
* Mention your location

**Example**: "Professional basketball training in Austin for ages 8-18. Build skills, confidence, and game IQ with former college players. Book your free assessment today!"

### Keywords

Target keywords help search engines understand your page content.

**Best practices:**

* Use 3-5 relevant keywords per page
* Include location-based terms
* Focus on what parents actually search for
* Avoid keyword stuffing

**Good keywords**: "basketball training austin, youth basketball coach, private basketball lessons"

## Quick checklist

Before launching or sharing your website:

<CardGroup>
  <Card title="Favicon">
    * [ ] Uploaded custom favicon (not default)
    * [ ] Recognizable at small sizes
    * [ ] Published and visible in browser tab
  </Card>

  <Card title="Share Images">
    * [ ] Home page has featured image set
    * [ ] Key landing pages have images
    * [ ] Images are 1200x630 or larger
    * [ ] Tested in Facebook debugger
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Why isn't my new favicon showing up?">
    Browsers cache favicons aggressively. Try:

    1. Hard refresh (Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows)
    2. Clear your browser cache
    3. Open the site in an incognito/private window
    4. Wait 24 hours for DNS caches to update
  </Accordion>

  <Accordion title="My share image isn't updating on Facebook">
    Facebook caches share images. Use the [Facebook Sharing Debugger](https://developers.facebook.com/tools/debug/) and click "Scrape Again" to force Facebook to fetch your new image.
  </Accordion>

  <Accordion title="What if I don't have a logo?">
    Use a simple text-based image with your business name in your brand colors. Canva offers free templates for creating favicons and social share images.
  </Accordion>

  <Accordion title="Do I need different images for each page?">
    Your home page definitely needs a share image. For other pages, it depends on whether you'll share them directly. Camp registration pages, pricing pages, and program pages benefit from custom images.
  </Accordion>

  <Accordion title="What size should my favicon be?">
    Upload at 50x50 pixels or larger. CoachIQ will automatically generate the various sizes needed for different devices and browsers.
  </Accordion>
</AccordionGroup>

## Related articles

* [Website SEO Basics](/website/seo-marketing/website-seo-basics)
* [SEO & Marketing Overview](/website/seo-marketing/seo-marketing)
* [Google My Business](/website/seo-marketing/google-my-business)
* [Website Settings & Design](/website/settings-and-design)


# Google My Business Setup & Optimization
Source: https://help.coachiq.io/website/seo-marketing/google-my-business

Set up and optimize your Google My Business profile to attract more athletes. Complete guide for sports coaches to dominate local search results and get found online.

<Info>
  **Where to find this**: This guide helps you set up Google My Business, which works alongside your CoachIQ website to maximize your online visibility.
</Info>

## Why Google My Business matters for coaches

When parents search for "basketball training near me" or "soccer coach \[your city]," Google My Business (GMB) determines whether they find you or your competition. Your GMB profile appears in three critical places:

<Frame>
  <img alt="Google search results showing a Google My Business listing for a coaching business" />
</Frame>

1. **Google Maps** - Where parents look for nearby training facilities
2. **Local Pack** - The top 3 businesses shown in search results
3. **Knowledge Panel** - The info box that appears when someone searches your business name

<Note>
  **The reality**: 86% of people look up business locations on Google Maps, and 76% of local searches result in a visit within 24 hours. Without GMB, you're invisible to most potential clients.
</Note>

## How GMB drives new athlete signups

Your Google My Business profile acts as your 24/7 sales rep:

* **Instant credibility**: Reviews and ratings build trust before parents even visit your website
* **Direct bookings**: Athletes can click to call, visit your website, or get directions immediately
* **Free advertising**: Posts and updates appear directly in search results at no cost
* **Competitive edge**: Most coaches ignore GMB, giving you a massive advantage

<Tip>
  **CoachIQ Integration**: Your GMB profile links directly to your CoachIQ website, creating a seamless journey from discovery to booking. Parents find you on Google, click through to your professional website, and book sessions—all in minutes.
</Tip>

## Setting up your Google My Business profile

<Frame>
  <img alt="Google My Business profile setup dashboard for a coaching business" />
</Frame>

<Steps>
  <Step title="Create or claim your business">
    Visit [business.google.com](https://business.google.com) and sign in with a Google account.

    **If you're brand new:**

    * Click "Add your business to Google"
    * Enter your exact business name (e.g., "Elite Basketball Training LLC")

    **If your business might exist:**

    * Search for your business name
    * If found, click "Claim this business"
    * If not found, click "Add your business to Google"

    <Warning>
      Never create duplicate listings. If you find an existing listing for your business, always claim it rather than creating a new one.
    </Warning>
  </Step>

  <Step title="Choose your business type">
    Select the option that best fits your coaching business:

    * **Have a physical location customers visit** - If you have a dedicated gym or facility
    * **Deliver services to customers** - If you travel to athletes or use various locations

    <Note>
      If you train at multiple locations (parks, school gyms, clients' homes), choose "Deliver services" and set your service area.
    </Note>
  </Step>

  <Step title="Enter your business information">
    Fill in these critical details exactly as they appear on your CoachIQ website:

    **Business Name**: Use your official coaching business name **Category**: Start typing and select the most specific option:

    * First choice: "Basketball coach" or "\[Your sport] coach"
    * Alternative: "Sports coaching" or "Athletic training"
    * Add secondary categories later for more visibility

    **Service Area** (if applicable): Add all zip codes or cities you serve **Phone Number**: Use your primary business number **Website**: Your CoachIQ website URL (e.g., yourname.coachiq.io or your custom domain)
  </Step>

  <Step title="Verify your business">
    Google needs to confirm you're the real owner. Verification options:

    1. **Postcard by mail** (most common) - Takes 5-14 days
    2. **Phone verification** (if eligible) - Instant
    3. **Email verification** (if eligible) - Within 24 hours
    4. **Video verification** (select businesses) - 5 business days

    <Tip>
      While waiting for verification, you can still complete your profile. You just can't publish it publicly until verified.
    </Tip>
  </Step>
</Steps>

## Optimizing your profile for maximum visibility

### Essential information to complete

<Tabs>
  <Tab title="Business Details">
    **Hours of Operation**

    * List your actual training availability
    * Include "Special hours" for camps or clinics
    * Update for holidays to maintain accuracy

    **Attributes** Select all that apply:

    * "Appointment required"
    * "Good for kids"
    * "Wheelchair accessible" (if applicable)
    * "Online classes offered" (for virtual training)

    **Business Description** (750 characters) Include:

    * Your coaching specialties
    * Years of experience
    * Notable achievements
    * Training philosophy
    * Call-to-action with CoachIQ booking link

    Example: "Elite basketball skills training for athletes ages 8-18. Coach Mike brings 15+ years of experience developing college-bound players. Specializing in shooting mechanics, ball handling, and game IQ. Former D1 player and certified strength coach. Private and small group sessions available. Book your free assessment at \[your website]. Join 200+ athletes who've elevated their game!"
  </Tab>

  <Tab title="Photos & Videos">
    **Required Photos** (minimum 10 for best results):

    1. **Profile Photo**: Professional headshot or logo
    2. **Cover Photo**: Action shot of you coaching
    3. **Facility Photos**: Your training space from multiple angles
    4. **Action Shots**: Athletes in training (with permission)
    5. **Equipment**: Show your professional setup
    6. **Before/After**: Progress photos or testimonials
    7. **Team Photos**: Group training or camp photos
    8. **Certificates**: Coaching credentials displayed

    <Tip>
      Photos get 35% more clicks and 42% more direction requests. Upload new photos weekly to show Google your profile is active.
    </Tip>
  </Tab>

  <Tab title="Services">
    List each service as a separate item with descriptions and prices:

    * **Private Training** (\$75-150/session) "One-on-one skill development customized to your athlete's goals"
    * **Small Group Training** (\$40-60/athlete) "2-4 athletes working on similar skills in competitive environment"
    * **Team Training** (\$200-400/session) "Full team skill work and conditioning"
    * **Summer Camps** (\$150-500/week) "Week-long intensive training camps"
    * **Virtual Training** (\$50-75/session) "Remote coaching via video analysis"

    Link each service to the corresponding booking page on your CoachIQ site.
  </Tab>
</Tabs>

### Creating posts that drive bookings

Google Posts appear directly in your search results and GMB profile. Post 2-3 times weekly:

**Post Types & Examples**:

<CardGroup>
  <Card title="Offers" icon="tag">
    "Early Bird Special: Book 10 sessions, get 2 free! Limited spots for January. Sign up through our CoachIQ scheduling system."
  </Card>

  <Card title="Updates" icon="megaphone">
    "New session times available! We've added evening slots Monday-Thursday. Check availability on our website."
  </Card>

  <Card title="Events" icon="calendar">
    "Spring Break Basketball Camp - March 18-22. Ages 10-14. Register now through our online portal. Only 20 spots!"
  </Card>

  <Card title="Products" icon="shopping-bag">
    "New! Monthly Unlimited Training Package. Train as much as you want for one flat rate. Details on our website."
  </Card>
</CardGroup>

## Building a 5-star review strategy

### The 90-day review acceleration plan

<Steps>
  <Step title="Week 1-2: Set up your review funnel">
    1. Create a direct review link:
       * Go to your GMB dashboard
       * Click "Get more reviews"
       * Copy your short URL
    2. Add to CoachIQ automations:
       * Create an automation that triggers 24 hours after session completion
       * Include your review link in the message
       * Personalize with the athlete's name

    Message template: "Hi \[Parent Name]! Thanks for trusting me with \[Athlete's] development. If you're happy with our progress, I'd really appreciate a quick Google review: \[review link]. Your feedback helps other families find quality training!"
  </Step>

  <Step title="Week 3-4: Create review triggers">
    **Physical triggers at your facility:**

    * QR code poster at exit ("Rate your session!")
    * Business cards with QR code
    * Sign on equipment area

    **Digital triggers:**

    * Email signature with review link
    * Post-payment confirmation screen
    * Monthly progress reports with review request
  </Step>

  <Step title="Week 5-12: Accelerate with incentives">
    Run a review campaign:

    * "Review & Reward": Leave a review, get 10% off next package
    * "Monthly Drawing": All reviewers entered to win free month
    * "Team Challenge": If team gets 10 reviews, everyone gets free session

    <Warning>
      Never buy reviews or offer cash for reviews. Google will penalize or remove your listing.
    </Warning>
  </Step>
</Steps>

### Responding to reviews like a pro

**5-Star Review Response Template**: "Thanks so much, \[Name]! It's been amazing watching \[specific achievement mentioned in review]. We're excited to keep pushing \[athlete's name] to the next level! 🏀"

**3-4 Star Review Response Template**: "Thank you for the honest feedback, \[Name]. We appreciate you highlighting \[positive aspect]. We'd love to discuss \[concern] and see how we can earn that 5th star. Please reach out at \[phone] so we can make this right!"

**1-2 Star Review Response Template**: "Thank you for sharing your experience, \[Name]. This isn't the standard we aim for, and I'd like to make this right immediately. Please contact me directly at \[phone/email] so we can resolve this and ensure every athlete gets our best."

<Tip>
  Respond to ALL reviews within 24-48 hours. This shows you're engaged and care about feedback, which encourages more reviews.
</Tip>

## Tracking your GMB success

### Key metrics to monitor weekly

Access your GMB Insights to track:

<AccordionGroup>
  <Accordion title="Search Performance">
    * **Direct searches**: People searching your business name (brand awareness)
    * **Discovery searches**: People finding you through "basketball training" searches
    * **Growth rate**: Are searches increasing month-over-month?

    Target: 20% monthly growth in discovery searches
  </Accordion>

  <Accordion title="Customer Actions">
    * **Website visits**: Clicks to your CoachIQ site
    * **Phone calls**: Direct call button clicks
    * **Direction requests**: People getting directions
    * **Photo views**: Engagement with your content

    Target: 50+ website visits per month minimum
  </Accordion>

  <Accordion title="Where Customers Find You">
    * **Maps vs Search**: Understand your traffic source
    * **Peak times**: When people search for you
    * **Popular queries**: What terms bring people to you

    Use this data to optimize your CoachIQ website content
  </Accordion>
</AccordionGroup>

### Monthly optimization checklist

* Add 3-5 new photos
* Create 8-10 posts (2-3 per week)
* Respond to all reviews
* Update hours for holidays/camps
* Check and respond to questions
* Review insights and adjust strategy
* Verify NAP consistency across all platforms
* Add any new services or programs

## Common questions

<AccordionGroup>
  <Accordion title="Can I have multiple locations on one GMB account?">
    Yes! If you train at different facilities, you can create separate listings for each location. However, if you're mobile and travel to clients, use one listing with service areas instead.
  </Accordion>

  <Accordion title="How long before I see results?">
    Most coaches see increased visibility within 2-4 weeks of optimization. Reviews and regular posts speed this up significantly. Expect 3-6 months for full local domination.
  </Accordion>

  <Accordion title="What if someone left a fake negative review?">
    First, respond professionally. Then flag it for Google if it violates policies (fake, spam, or from competitor). Document everything and consider having satisfied clients leave positive reviews to offset it.
  </Accordion>

  <Accordion title="Should I pay for Google Ads too?">
    GMB is free and should be optimized first. Once you're getting consistent results, Google Ads can amplify your reach, especially for competitive keywords or seasonal camps.
  </Accordion>

  <Accordion title="How do I beat established competitors in rankings?">
    Focus on what you can control: more reviews, fresher content (posts/photos), complete profile information, and consistent NAP across the web. Newer businesses can outrank established ones with better optimization.
  </Accordion>
</AccordionGroup>

## Pro tips for coaches

<Tip>
  **The Secret Weapon**: Most coaches set up GMB once and forget it. Post 2-3 times weekly and you'll outrank 90% of competitors within 90 days.
</Tip>

<Tip>
  **Review Timing**: Request reviews immediately after breakthrough moments—first successful game, personal record, or skill milestone. Parents are most motivated to share when emotions are high.
</Tip>

<Tip>
  **Local Partnership Strategy**: Partner with local sports stores, physical therapists, or schools. Have them link to your GMB profile from their websites for increased authority.
</Tip>

<Tip>
  **Seasonal Optimization**: Update your services and posts 6-8 weeks before each sports season. Parents start searching early for training options.
</Tip>

## Take action today

Your Google My Business profile is too valuable to ignore. Here's your immediate action plan:

1. **Right now** (5 minutes): Check if your business exists on Google
2. **Today** (30 minutes): Complete or claim your profile
3. **This week** (1 hour): Add photos, services, and description
4. **This month** (ongoing): Get your first 10 reviews

Remember: Your GMB profile works 24/7 to bring you new athletes. Combined with your CoachIQ website and booking system, it creates an unstoppable online presence that converts searchers into paying clients.

## Related articles

* [SEO & Marketing Overview](/website/seo-marketing/seo-marketing)
* [Additional Business Listings](/website/seo-marketing/additional-business-listings)
* [Website Analytics Setup](/website/analytics-tracking/google-analytics)


# Meta Titles, Descriptions & Keywords
Source: https://help.coachiq.io/website/seo-marketing/meta-titles-descriptions

Master the art of writing meta titles and descriptions that rank in search and get clicks. Practical keyword strategies for sports coaches.

<Info>
  **Where to find this**: Dashboard → Website Builder → Select any page → Page Settings panel
</Info>

## Why meta information matters

When parents search "basketball training near me," Google shows them a list of results. Each result has a **title** (the blue clickable link) and a **description** (the snippet below it). These two elements determine whether someone clicks on your site or scrolls past.

Getting this right isn't about gaming the system - it's about clearly communicating what you offer so the right parents find you.

<Note>
  **CoachIQ advantage**: We optimize your main pages when building your site. This guide helps you maintain that quality as you add new pages or want to refine your messaging.
</Note>

## Meta titles: Your first impression

The meta title is the single most important on-page SEO element. It appears in:

* Search engine results (the blue clickable link)
* Browser tabs
* Social media shares
* Bookmarks

### Writing effective titles

<CardGroup>
  <Card title="Do This" icon="check">
    * Keep under 60 characters
    * Put important keywords first
    * Include your location
    * Make it compelling to click
    * Use your business name
  </Card>

  <Card title="Avoid This" icon="xmark">
    * Going over 60 characters (gets cut off)
    * Keyword stuffing
    * Generic titles like "Home"
    * ALL CAPS or excessive punctuation
    * Duplicate titles across pages
  </Card>
</CardGroup>

### Title formula that works

**Structure**: \[Primary Service] + \[Location] | \[Business Name]

**Examples:**

| Page     | Good Title                                            | Why It Works                |
| -------- | ----------------------------------------------------- | --------------------------- |
| Home     | Basketball Training Austin \| Elite Skills Academy    | Service + location + brand  |
| Programs | Youth Basketball Programs Dallas \| Ages 8-18         | Service + location + detail |
| Pricing  | Private Training Rates \| Elite Skills Academy Austin | Service + brand + location  |
| Camps    | Summer Basketball Camp 2026 \| Austin TX              | Service + timing + location |

<Tip>
  **Character count tool**: Google "character counter" to quickly check your title length. Anything over 60 characters gets truncated with "..." in search results.
</Tip>

## Meta descriptions: Your elevator pitch

The meta description is your chance to convince searchers to click. While it doesn't directly impact rankings, it heavily influences click-through rates.

### Anatomy of a great description

**Length**: 150-160 characters (the sweet spot)

**Must include:**

1. What you offer (your service)
2. Who it's for (age group, skill level)
3. Why choose you (unique value)
4. Call-to-action (what to do next)

### Description examples

**Home page:**

> Professional basketball training in Austin for ages 8-18. Build skills, confidence, and game IQ with former college players. Book your free assessment today!

**Programs page:**

> Youth basketball development programs in North Dallas. Group training, private lessons, and elite camps. Join 500+ athletes who've improved their game.

**Camp page:**

> Summer basketball camp in Austin, June 10-14. All skill levels welcome, ages 10-16. Early bird pricing ends May 1st. Limited to 24 athletes per session.

### Description checklist

For each page description, verify:

* [ ] Between 150-160 characters
* [ ] Mentions your location
* [ ] States what you offer clearly
* [ ] Includes a call-to-action
* [ ] Unique (not copied from other pages)

## Keyword strategy for coaches

Keywords are the words and phrases parents type into Google. Understanding keyword strategy helps you appear in the right searches.

### Three types of keywords

<AccordionGroup>
  <Accordion title="Service Keywords (What you do)">
    These describe your offerings:

    * Basketball training
    * Private coaching
    * Youth sports lessons
    * Skills development
    * Group training sessions

    **Use in**: Titles, descriptions, page content
  </Accordion>

  <Accordion title="Location Keywords (Where you are)">
    Geographic terms that help local searches:

    * \[City name]
    * \[Neighborhood]
    * Near me (Google understands this)
    * \[Surrounding cities you serve]

    **Use in**: Titles, descriptions, every page
  </Accordion>

  <Accordion title="Long-tail Keywords (Specific searches)">
    More specific phrases with less competition:

    * "Private basketball shooting coach North Dallas"
    * "Youth soccer training for beginners Austin"
    * "Summer basketball camp ages 10-12 Plano"

    **Use in**: Blog posts, FAQ sections, specific program pages
  </Accordion>
</AccordionGroup>

### Finding your keywords

Think about what parents actually search for:

**Research phase** (just looking):

* "Benefits of sports training for kids"
* "When to start basketball training"
* "Private coaching vs group training"

**Comparison phase** (evaluating options):

* "Best basketball coaches in \[city]"
* "Youth sports training near me"
* "\[Your name] reviews"

**Ready to book** (buying intent):

* "Book basketball training \[city]"
* "Private soccer lessons availability"
* "Sign up youth basketball camp"

<Tip>
  **Quick research**: Type your service + city into Google and see what autocomplete suggests. These are real searches people make.
</Tip>

### Where to place keywords

**High priority locations:**

* Page title (most important)
* First paragraph of content
* Headers (H1, H2)
* Image alt text

**Secondary locations:**

* Meta description
* Throughout body content (naturally)
* URL/page slug
* Internal link text

<Warning>
  **Don't keyword stuff**: Writing "basketball training" 50 times won't help you rank. Google prioritizes natural, helpful content. If it sounds robotic to read, rewrite it.
</Warning>

## Set metadata when creating a page

The new-page dialog includes **Meta Title** and **Meta Description**, so you can enter search-result copy while creating the page. You can update those values later in the page settings using the steps below.

## Setting meta information in CoachIQ

<Steps>
  <Step title="Select Your Page">
    In the Website Builder, choose the page you want to optimize from the dropdown menu.
  </Step>

  <Step title="Open Page Settings">
    Click on any section to reveal the left sidebar. Scroll to find the **Page Settings** panel with Title, Keywords, Featured Image, and Description fields. This panel also includes toggles to **Hide site header on this page** and **Hide site footer on this page** — see [Header & Footer Navigation](/website/sections/header-footer-navigation#hide-the-header-or-footer-on-a-page).

    <Frame>
      <img alt="Page SEO settings" />
    </Frame>
  </Step>

  <Step title="Enter Your Title">
    Type your optimized title in the **Title** field. Remember to keep it under 60 characters.
  </Step>

  <Step title="Add Keywords">
    Enter 3-5 relevant keywords in the **Keywords** field, separated by commas.

    Example: `basketball training austin, youth basketball coach, private basketball lessons`
  </Step>

  <Step title="Write Your Description">
    Craft your meta description in the **Description** field. Keep it between 150-160 characters with a clear call-to-action.
  </Step>

  <Step title="Publish Changes">
    Click **Publish** to make your updates live.
  </Step>
</Steps>

## Quick reference: Page-by-page guide

| Page Type    | Title Focus                   | Description Focus             | Keywords                       |
| ------------ | ----------------------------- | ----------------------------- | ------------------------------ |
| Home         | Primary service + location    | Overall value prop + main CTA | Broad service + location terms |
| Programs     | Specific programs + location  | Who it's for + results        | Program-specific + age groups  |
| Pricing      | Pricing/rates + brand         | Value for money + booking CTA | "cost," "price," "rates"       |
| Camps/Events | Event name + dates + location | Details + urgency/scarcity    | Event-specific + dates         |
| About        | Business name + location      | Credibility + story           | Brand + "about," "team"        |
| Contact      | Contact + business + location | How to reach + response time  | "contact," "book," location    |

## Common mistakes to avoid

<AccordionGroup>
  <Accordion title="Using the same title for every page">
    Each page needs a unique title. Duplicate titles confuse search engines and miss opportunities to rank for different keywords.
  </Accordion>

  <Accordion title="Writing for search engines, not humans">
    If your title or description sounds unnatural, rewrite it. Real humans need to want to click. "Basketball Training Basketball Coach Basketball Austin TX" is spam, not optimization.
  </Accordion>

  <Accordion title="Forgetting the call-to-action">
    Every description should tell people what to do: "Book today," "Get started," "See pricing," "Join now." Give them the next step.
  </Accordion>

  <Accordion title="Ignoring your competition">
    Search for your keywords and see what competitors write. Don't copy them, but understand what you're competing against.
  </Accordion>

  <Accordion title="Setting and forgetting">
    Review your meta information quarterly. Services change, locations expand, and messaging evolves. Keep it current.
  </Accordion>
</AccordionGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Should I change the titles CoachIQ created?">
    Only if your business has changed (new location, rebranding, new services) or you're adding new pages. The initial optimization is professional-grade.
  </Accordion>

  <Accordion title="How long until changes show in Google?">
    Google typically re-crawls active sites within days to weeks. Major changes may appear faster. You can request indexing through Google Search Console.
  </Accordion>

  <Accordion title="Do keywords in the meta keywords field affect rankings?">
    Google has stated they don't use the meta keywords tag for ranking. However, it helps organize your own SEO strategy and may help other search engines.
  </Accordion>

  <Accordion title="What if my business serves multiple cities?">
    Create location-specific pages or mention multiple cities naturally in your content. Your home page might target your primary city while blog posts target surrounding areas.
  </Accordion>

  <Accordion title="Should I include my phone number in descriptions?">
    Generally no - it takes up valuable character space. People will find contact info once they click through to your site.
  </Accordion>
</AccordionGroup>

## Related articles

* [Favicon and Social Share Images](/website/seo-marketing/favicon-share-images)
* [Website SEO Basics](/website/seo-marketing/website-seo-basics)
* [Google My Business](/website/seo-marketing/google-my-business)
* [Google Search Console Setup](/website/seo-marketing/seo-google-search-console)


# Google Says "No Information Available" for Your Page
Source: https://help.coachiq.io/website/seo-marketing/pages-hidden-from-google

If Google search results show "No information is available for this page," your pages are likely hidden in the Sitemap Builder. Here's how to fix it.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings (gear icon) → Sitemap Builder → View/Edit
</Info>

## What this means

When Google shows **"No information is available for this page"** beneath your website link in search results, it means Google has found your site but cannot crawl or read the page content.

The most common cause in CoachIQ: **all pages are set to hidden in the Sitemap Builder.**

<Frame>
  <img alt="Sitemap Builder with all pages hidden" />
</Frame>

When every page shows the crossed-out eye icon (as shown above), Google treats your entire site as uncrawlable. No meta descriptions, titles, or content will appear in search results until pages are made visible.

## How to fix it

<Steps>
  <Step title="Open Website Settings">
    In the Website Builder, click the **Settings** gear icon in the left sidebar.
  </Step>

  <Step title="Open Sitemap Builder">
    Scroll to **Sitemap Builder** and click **View/Edit**. A modal opens showing all your pages.
  </Step>

  <Step title="Unhide your pages">
    Review each page. If the eye icon is crossed out, the page is hidden from Google.

    Click the **eye icon** on each page you want Google to index. The icon will change to a solid eye, meaning it is now visible and crawlable.

    Your core pages — **Home, About, Programs, Pricing, and Contact** — should almost always be visible. Only hide pages like thank-you confirmations, draft pages, or private content.
  </Step>

  <Step title="Publish">
    Close the modal and click **Publish** to update your sitemap.
  </Step>
</Steps>

## After unhiding your pages

Once your pages are visible in the sitemap, submit your sitemap to Google Search Console so Google re-crawls your site faster. Google typically picks up changes within a few days to two weeks.

See: [Get Your CoachIQ Website Indexed on Google](/website/seo-marketing/seo-google-search-console)

<Note>
  Unhiding your pages in the Sitemap Builder does not make previously private pages public — it only tells Google it is allowed to crawl them. Anyone with a direct link could always visit those pages regardless of sitemap visibility.
</Note>

## Related articles

* [Sitemap Builder](/website/seo-marketing/sitemap-builder)
* [Meta Titles, Descriptions & Keywords](/website/seo-marketing/meta-titles-descriptions)
* [Get Your CoachIQ Website Indexed on Google](/website/seo-marketing/seo-google-search-console)


# Get Your CoachIQ Website Indexed on Google
Source: https://help.coachiq.io/website/seo-marketing/seo-google-search-console

Step-by-step guide to setting up Google Search Console and submitting your sitemap so Google indexes your CoachIQ website and shows it in search results.

<Info>
  **What you'll accomplish**: Connect your CoachIQ website to Google Search Console, submit your sitemap, and get Google to index your site so it appears in search results.
</Info>

## Why this matters

Google doesn't automatically know your website exists. Google Search Console is the free tool that tells Google about your site, submits your pages for indexing, and lets you monitor how your site performs in search results.

Without this setup, your CoachIQ website may not appear when potential clients search for coaching services in your area.

<Note>
  **Time required**: 10-15 minutes for setup. Google typically takes 2-3 days to begin crawling and 1-2 weeks before pages start appearing in search results.
</Note>

## Before you begin

You'll need:

* A published CoachIQ website
* A Google account (Gmail works perfectly)
* Access to your domain settings (if using a custom domain)

## Connect Google Search Console

<Steps>
  <Step title="Go to Google Search Console">
    Open [search.google.com/search-console](https://search.google.com/search-console) and click **Start now**.

    Sign in with the Google account you want to manage your website analytics with.
  </Step>

  <Step title="Add your website">
    You'll see two options:

    * **Domain** (left side)
    * **URL prefix** (right side)

    Choose **URL prefix**. Paste your complete website URL (for example: `https://yourcoachingname.com`) and click **Continue**.

    <Tip>
      Include `https://` at the beginning and don't add a trailing slash at the end.
    </Tip>
  </Step>

  <Step title="Verify you own the site">
    Google needs to confirm you own this website. You'll see several verification methods — the two most common for CoachIQ sites:

    **HTML tag (recommended):**

    1. Select the **HTML tag** method
    2. Copy the meta tag Google provides
    3. In your CoachIQ Website Builder, go to **Settings** → **SEO** and paste the verification code
    4. Click **Verify** back in Google Search Console

    **DNS record (if using a custom domain):**

    1. Select the **Domain name provider** method
    2. Copy the TXT record Google provides
    3. Add it to your domain's DNS settings through your domain provider (GoDaddy, Namecheap, etc.)
    4. Click **Verify** — DNS changes can take up to 24 hours to propagate

    <Check>
      Once verified, you'll see a confirmation message and be taken to your Search Console dashboard.
    </Check>
  </Step>

  <Step title="Submit your sitemap">
    CoachIQ automatically generates a sitemap for your website. You just need to tell Google where it is.

    In the left sidebar of Search Console, click **Indexing** → **Sitemaps**.

    In the "Add a new sitemap" field, enter:

    ```
    sitemap.xml
    ```

    Click **Submit**.

    <Note>
      Your full sitemap URL is your website address + `/sitemap.xml` (for example: `https://yourcoachingname.com/sitemap.xml`). CoachIQ keeps this updated automatically whenever you change your site.
    </Note>
  </Step>

  <Step title="Confirm the submission">
    Refresh the page and check under "Submitted sitemaps". You should see:

    * **Success** — Google accepted your sitemap
    * **Pending** — Google is still processing (normal)

    If you see errors, double-check that you entered `sitemap.xml` correctly.

    <Warning>
      It takes 2-3 days for Google to begin crawling and 1-2 weeks for pages to start appearing in search results. This is completely normal — don't resubmit repeatedly.
    </Warning>
  </Step>
</Steps>

## Check your indexing status

After a few days, come back to Search Console to confirm Google is indexing your pages.

**Pages report** (left sidebar → Indexing → Pages):

* See how many pages Google has indexed
* Identify pages that aren't indexed and why
* Confirm your most important pages are showing up

**URL Inspection tool** (top search bar in Search Console):

* Paste any page URL from your site to check its index status
* Request indexing for individual pages if they haven't been picked up yet
* See when Google last crawled the page

<Tip>
  If an important page isn't indexed after 2 weeks, use the URL Inspection tool to manually request indexing for that specific page.
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Verification keeps failing">
    **HTML tag method**: Make sure you pasted the full meta tag (starting with `<meta`) into your CoachIQ SEO settings, then saved before clicking Verify.

    **DNS method**: DNS changes can take up to 24 hours. Wait and retry. Double-check the TXT record was added correctly with your domain provider.

    If neither works, [contact CoachIQ support](mailto:info@coachiq.io) with a screenshot of the error.
  </Accordion>

  <Accordion title="Sitemap shows errors or 'Couldn't fetch'">
    1. Verify your CoachIQ website is published (not in draft mode)
    2. Check that your domain is properly connected and active
    3. Make sure you entered just `sitemap.xml`, not the full URL
    4. If you recently connected a custom domain, wait 24 hours for DNS to propagate
  </Accordion>

  <Accordion title="No pages are being indexed after a week">
    * Confirm your sitemap status shows **Success**
    * Check that your site has published content (not just a coming soon page)
    * Use the URL Inspection tool to manually request indexing on your homepage
    * Share your website URL on social media or other sites — external links help Google discover your site faster
  </Accordion>

  <Accordion title="How long until I see results in Google search?">
    After submitting your sitemap, expect:

    * **2-3 days**: Google begins crawling your site
    * **1-2 weeks**: Pages start appearing in search results
    * **4-12 weeks**: Rankings start improving as Google builds trust in your site

    New websites take longer. Consistently publishing quality content speeds this up.
  </Accordion>

  <Accordion title="Do I need to resubmit my sitemap when I update my site?">
    No. CoachIQ automatically updates your sitemap whenever you make changes. Google re-checks it on its own.

    If you've made major changes and want them indexed faster, use the URL Inspection tool to request re-crawling on specific pages.
  </Accordion>

  <Accordion title="What's the difference between Domain and URL prefix verification?">
    **URL prefix** (recommended): Easier to set up, works immediately with CoachIQ sites, tracks one version of your site (`https://yoursite.com`).

    **Domain**: Tracks all versions (www, non-www, http, https) in one property. Requires DNS record changes. More complex but cleaner long-term.

    For most coaches, URL prefix is the right choice.
  </Accordion>
</AccordionGroup>

## Related articles

* [SEO Basics for Your CoachIQ Website](/website/seo-marketing/website-seo-basics)
* [Manage Your Sitemap](/website/seo-marketing/sitemap-builder)
* [Set Up Google My Business](/website/seo-marketing/google-my-business)
* [Meta Titles & Descriptions](/website/seo-marketing/meta-titles-descriptions)
* [Connect Your Custom Domain](/website/domain-setup/domain-setup)


# SEO & Marketing Overview
Source: https://help.coachiq.io/website/seo-marketing/seo-marketing

Understand how SEO helps coaches get found online. Learn the three pillars of local search visibility and access guides to optimize your CoachIQ website.

## What SEO means for coaches

SEO (Search Engine Optimization) is how parents and athletes find you when they search for training in your area. When someone types "basketball training near me" or "youth soccer coach \[your city]," SEO determines whether they find you or your competitor.

<Note>
  **The CoachIQ advantage**: Your website comes pre-optimized with professional SEO - proper page structure, meta tags, mobile optimization, and fast hosting. You get a head start that typically takes months to build from scratch.
</Note>

## The three pillars of local search

<CardGroup>
  <Card title="Business Listings" icon="map-pin" href="/website/seo-marketing/google-my-business">
    **Your digital storefront**

    * Google My Business drives 80% of local discovery
    * Apple Maps reaches iPhone users
    * Consistent information builds trust
  </Card>

  <Card title="Website Authority" icon="globe" href="/website/seo-marketing/website-seo-basics">
    **Your credibility signal**

    * Quality content structure
    * Fast loading speeds
    * Mobile optimization
    * Secure connections (HTTPS)
  </Card>

  <Card title="Reviews & Reputation" icon="star">
    **Your social proof**

    * Google reviews influence rankings
    * Quality matters more than quantity
    * Recent reviews signal active business
  </Card>
</CardGroup>

## What CoachIQ handles for you

Your website includes enterprise-level technical SEO out of the box:

* **Lightning-fast hosting** and Core Web Vitals optimization
* **Mobile-first design** (70% of parents search on phones)
* **SSL security** and clean URL structure
* **Automatic XML sitemaps** for Google indexing
* **Professional page titles and meta descriptions**

You focus on coaching. We handle the technical foundation.

## SEO guides

<CardGroup>
  <Card title="Google My Business" icon="map-pin" href="/website/seo-marketing/google-my-business">
    The most important thing you can do for local visibility - claim and optimize your GMB listing.
  </Card>

  <Card title="Business Listings" icon="list-check" href="/website/seo-marketing/additional-business-listings">
    Expand your presence on Apple Maps, Yelp, Facebook, and local directories.
  </Card>

  <Card title="Website SEO Basics" icon="globe" href="/website/seo-marketing/website-seo-basics">
    Understand on-page SEO elements and how to create content that ranks.
  </Card>

  <Card title="Meta Titles & Keywords" icon="pen-to-square" href="/website/seo-marketing/meta-titles-descriptions">
    Write effective page titles, descriptions, and develop your keyword strategy.
  </Card>

  <Card title="Favicon & Share Images" icon="share-nodes" href="/website/seo-marketing/favicon-share-images">
    Set up your browser icon and social media preview images (Open Graph).
  </Card>

  <Card title="Sitemap Builder" icon="sitemap" href="/website/seo-marketing/sitemap-builder">
    Control which pages appear in search engines and manage page visibility.
  </Card>

  <Card title="URL Redirects" icon="arrow-right-arrow-left" href="/website/seo-marketing/url-redirects">
    Prevent broken links when you rename or remove pages.
  </Card>

  <Card title="Google Search Console" icon="magnifying-glass-chart" href="/website/seo-marketing/seo-google-search-console">
    Monitor how Google sees your site and submit your sitemap.
  </Card>
</CardGroup>

## Common questions

<AccordionGroup>
  <Accordion title="Do I need to do anything for SEO?">
    Your site launches optimized. For best results, set up Google My Business, collect reviews, and keep your content updated. The guides above walk you through each step.
  </Accordion>

  <Accordion title="How long until I show up in Google?">
    New sites typically appear within 1-2 weeks. Ranking well for competitive keywords takes 3-6 months of consistent effort. Google My Business results appear faster than organic rankings.
  </Accordion>

  <Accordion title="What's most important for local coaches?">
    In order: (1) Google My Business, (2) Reviews, (3) Website content with location keywords. These three drive 90% of local discovery.
  </Accordion>
</AccordionGroup>


# Sitemap Builder
Source: https://help.coachiq.io/website/seo-marketing/sitemap-builder

Control which pages appear in search engines using the Sitemap Builder. Learn how to hide pages from Google or make them discoverable.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings (gear icon) → Sitemap Builder → View/Edit
</Info>

## What is a sitemap?

A sitemap is a file that tells search engines (like Google) which pages exist on your website. When Google crawls your site, it uses the sitemap to discover and index your pages.

Think of it as a table of contents for search engines - if a page isn't in your sitemap, Google might not find it (or might take longer to discover it).

## Why control your sitemap?

Not every page should appear in Google search results. You might want to hide:

* **Thank you pages** after form submissions
* **Landing pages** for specific ad campaigns
* **Duplicate content** pages
* **Pages under construction** that aren't ready yet
* **Private pages** meant only for existing clients

<Note>
  Hiding a page from the sitemap doesn't make it inaccessible - people with the direct link can still visit it. It just tells Google not to index it in search results.
</Note>

## Using the Sitemap Builder

<Steps>
  <Step title="Open Website Settings">
    In the Website Builder, click the **Settings** gear icon in the left sidebar.

    <Frame>
      <img alt="Website settings panel" />
    </Frame>
  </Step>

  <Step title="Open Sitemap Builder">
    Scroll to **Sitemap Builder** and click **View/Edit**. A modal opens showing all your pages.

    <Frame>
      <img alt="Sitemap builder modal" />
    </Frame>
  </Step>

  <Step title="Toggle Page Visibility">
    Each page shows:

    * **Page title** (what appears in search results)
    * **URL slug** (the page path like `/about`)
    * **Eye icon** (visibility toggle)

    Click the **eye icon** to toggle visibility:

    * **Eye visible** = Page IS included in sitemap (Google can index it)
    * **Eye crossed out** = Page is NOT in sitemap (hidden from Google)

    <Frame>
      <img alt="Page hidden from sitemap" />
    </Frame>
  </Step>

  <Step title="Close and Publish">
    Close the modal and click **Publish** to update your sitemap.
  </Step>
</Steps>

## When to hide pages from sitemap

| Page Type             | Hide from Sitemap? | Why                                 |
| --------------------- | ------------------ | ----------------------------------- |
| Home, About, Services | No                 | Core pages should be indexed        |
| Contact, Pricing      | No                 | People search for these             |
| Thank You pages       | Yes                | No search value, clutters results   |
| Ad landing pages      | Sometimes          | Depends if you want organic traffic |
| Test/draft pages      | Yes                | Not ready for public                |
| Duplicate pages       | Yes                | Avoid SEO penalties                 |

## Common questions

<AccordionGroup>
  <Accordion title="Does hiding a page from the sitemap make it private?">
    No. Anyone with the direct link can still visit the page. Sitemap visibility only affects search engine indexing. For truly private pages, you'd need authentication/login requirements.
  </Accordion>

  <Accordion title="How long until Google notices the change?">
    Google typically re-crawls sitemaps within days to weeks. You can speed this up by submitting your sitemap in Google Search Console.
  </Accordion>

  <Accordion title="Will my page disappear from Google immediately?">
    No. Removing a page from your sitemap tells Google to stop including it, but existing indexed pages may remain in search results for weeks until Google re-crawls your site.
  </Accordion>

  <Accordion title="Should I hide my blog posts?">
    Generally no - blog posts are great for SEO and bringing organic traffic. Only hide them if they're outdated or no longer relevant.
  </Accordion>

  <Accordion title="Where can I see my actual sitemap file?">
    Your sitemap is automatically generated at `yourdomain.com/sitemap.xml`. You can visit this URL to see exactly what Google sees.
  </Accordion>
</AccordionGroup>

## Pro tip: Submit your sitemap to Google

After making changes, submit your sitemap to Google Search Console for faster indexing:

1. Go to [Google Search Console](https://search.google.com/search-console)
2. Select your property
3. Navigate to **Sitemaps** in the left menu
4. Enter `sitemap.xml` and click **Submit**

See our [Google Search Console guide](/website/seo-marketing/seo-google-search-console) for detailed setup instructions.

## Related articles

* [Google Search Console Setup](/website/seo-marketing/seo-google-search-console)
* [Website SEO Basics](/website/seo-marketing/website-seo-basics)
* [URL Redirects](/website/seo-marketing/url-redirects)
* [Meta Titles & Keywords](/website/seo-marketing/meta-titles-descriptions)


# URL Redirects
Source: https://help.coachiq.io/website/seo-marketing/url-redirects

Set up URL redirects to prevent broken links when you rename, move, or delete pages. Keep your SEO value and avoid frustrating visitors.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings (gear icon) → URL Redirects → View/Edit
</Info>

## Why redirects matter

When you change a page URL or delete a page, anyone with the old link gets a "Page Not Found" error. This includes:

* **Google search results** still pointing to old URLs
* **Social media posts** you've shared
* **Backlinks** from other websites
* **Bookmarks** parents have saved
* **QR codes** on printed materials

A redirect automatically sends visitors from the old URL to the new one - no broken links, no lost traffic.

<Warning>
  **SEO impact**: Broken links hurt your search rankings. Google sees 404 errors as a sign of poor site maintenance. Redirects preserve your SEO value by telling Google "this page moved here."
</Warning>

## Setting up redirects

<Steps>
  <Step title="Open Website Settings">
    In the Website Builder, click the **Settings** gear icon in the left sidebar.
  </Step>

  <Step title="Open URL Redirects">
    Scroll to **URL Redirects** and click **View/Edit**. The redirect manager opens.

    <Frame>
      <img alt="URL redirects modal" />
    </Frame>
  </Step>

  <Step title="Add a Redirect">
    Fill in both fields:

    | Field             | What to Enter                         | Example             |
    | ----------------- | ------------------------------------- | ------------------- |
    | **Redirect From** | The old URL path (without domain)     | `/summer-camp`      |
    | **Redirect To**   | The new URL path or full external URL | `/summer-camp-2026` |

    Click the **+** button to add another redirect if needed.
  </Step>

  <Step title="Save and Publish">
    Close the modal and click **Publish** to activate your redirects.
  </Step>
</Steps>

## Redirect examples

### Renaming a page

You renamed "Summer Camp" to "Summer Camp 2026":

| Redirect From  | Redirect To         |
| -------------- | ------------------- |
| `/summer-camp` | `/summer-camp-2026` |

### Deleting a page

You removed your "Evaluations" page and want visitors to see "Programs" instead:

| Redirect From  | Redirect To |
| -------------- | ----------- |
| `/evaluations` | `/programs` |

### Redirecting to external site

You want an old page to go to your booking calendar:

| Redirect From | Redirect To                     |
| ------------- | ------------------------------- |
| `/book-now`   | `https://cal.com/your-calendar` |

<Tip>
  **External URLs**: When redirecting to a different website, enter the full URL including `https://`.
</Tip>

## Using wildcards

Wildcards let you redirect multiple pages at once using `*` as a placeholder.

**Example**: You restructured your site and moved all camp pages under a new path:

| Redirect From | Redirect To         |
| ------------- | ------------------- |
| `/camps/*`    | `/programs/camps/*` |

This redirects:

* `/camps/summer` → `/programs/camps/summer`
* `/camps/winter` → `/programs/camps/winter`
* `/camps/spring-break` → `/programs/camps/spring-break`

<Note>
  **Wildcard syntax**: Use `/*` at the end of a path to match all sub-pages. For example, `/old-section/*` catches everything under that section.
</Note>

## When to use redirects

| Scenario                    | Action                                  |
| --------------------------- | --------------------------------------- |
| Renamed a page              | Redirect old slug → new slug            |
| Deleted a page with traffic | Redirect → most relevant existing page  |
| Restructured site sections  | Use wildcards for bulk redirects        |
| Migrating from old website  | Redirect old URLs → new equivalents     |
| Seasonal pages              | Redirect last year's camp → this year's |
| Typos in shared links       | Redirect typo → correct URL             |

## Common mistakes to avoid

<AccordionGroup>
  <Accordion title="Redirect chains (A → B → C)">
    Don't create chains where one redirect leads to another redirect. This slows down page loading and confuses search engines. Always redirect directly to the final destination.

    **Bad**: `/old` → `/temporary` → `/final`
    **Good**: `/old` → `/final`
  </Accordion>

  <Accordion title="Redirect loops (A → B → A)">
    Never create a loop where pages redirect to each other. This breaks the page completely. Double-check your redirect destinations.
  </Accordion>

  <Accordion title="Forgetting the leading slash">
    Always include the `/` at the start of your paths.

    **Correct**: `/summer-camp`
    **Incorrect**: `summer-camp`
  </Accordion>

  <Accordion title="Redirecting your home page">
    Be very careful redirecting `/` (your home page). This affects your entire site's entry point. Only do this if you're absolutely sure.
  </Accordion>
</AccordionGroup>

## Testing your redirects

After publishing, test your redirects:

1. Open an incognito/private browser window
2. Visit your old URL directly (e.g., `yourdomain.com/old-page`)
3. Verify you land on the new page
4. Check that the browser URL shows the new address

<Tip>
  **Pro tip**: Keep a list of your redirects somewhere (spreadsheet, notes) so you remember what points where. This helps when troubleshooting or making future changes.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="How many redirects can I create?">
    There's no hard limit, but keep your redirect list manageable. Too many redirects can slow site performance and become difficult to maintain.
  </Accordion>

  <Accordion title="Do redirects affect page speed?">
    Slightly. Each redirect adds a small delay (usually milliseconds). This is almost always worth it compared to broken links, but avoid unnecessary redirect chains.
  </Accordion>

  <Accordion title="Can I redirect to a specific section of a page?">
    Yes, you can include anchor links. For example: `/old-faq` → `/about#faq` would redirect to the FAQ section of your About page.
  </Accordion>

  <Accordion title="How do I remove a redirect?">
    In the URL Redirects modal, click the **X** button next to the redirect you want to remove, then publish your changes.
  </Accordion>

  <Accordion title="Will Google update its search results?">
    Yes, but it takes time. Google will eventually crawl the redirect and update its index. You can speed this up by requesting re-indexing in Google Search Console.
  </Accordion>
</AccordionGroup>

## Related articles

* [URL Slugs & Page Management](/website/pages-navigation/url-slugs-page-management)
* [Sitemap Builder](/website/seo-marketing/sitemap-builder)
* [Google Search Console Setup](/website/seo-marketing/seo-google-search-console)
* [Website SEO Basics](/website/seo-marketing/website-seo-basics)


# Website SEO Basics
Source: https://help.coachiq.io/website/seo-marketing/website-seo-basics

Learn how to optimize your CoachIQ website for search engines. Essential SEO settings and content strategies that help parents find your coaching business online.

<Info>
  **Where to find this**: Dashboard → Website Builder → Pages and Sections
</Info>

## Your website's SEO foundation

When we build your CoachIQ website, our team implements professional SEO optimization from day one. We handle the technical complexity - page titles, meta descriptions, headers, image optimization, and URL structure - so you launch with a site that's engineered to rank.

Understanding these elements helps you maintain and enhance what we've built as your business grows.

<Note>
  **The CoachIQ advantage**: Your website comes pre-optimized by professionals who understand both SEO and the sports coaching industry. This foundation typically takes months to build from scratch.
</Note>

## Understanding keywords for coaches

Keywords aren't mysterious - they're simply the words parents type into Google when looking for training. Understanding how they work helps you make smarter content decisions.

### The keyword spectrum

There's a huge difference between broad and specific keywords:

**Broad keywords** (high competition, low conversion):

* "Basketball coach"
* "Soccer training"
* "Sports lessons"

**Local intent keywords** (medium competition, high conversion):

* "Basketball coach in Dallas"
* "Youth soccer training Austin"
* "Private baseball lessons near me"

**Specific buyer keywords** (lower competition, highest conversion):

* "Private basketball shooting coach North Dallas"
* "U12 soccer skills training Cedar Park"
* "College prep quarterback coach Plano TX"

<Tip>
  **The sweet spot**: Focus on local intent and specific buyer keywords. You'll never outrank Nike for "basketball training," but you can dominate "basketball training in \[your city]."
</Tip>

### How parents actually search

Understanding search behavior helps you match their intent:

**Research phase** (just looking):

* "Benefits of sports training for kids"
* "When to start basketball training"
* "Cost of private coaching"

**Comparison phase** (evaluating options):

* "Best basketball coaches in \[city]"
* "Youth sports training programs near me"
* "\[Your name] reviews"

**Ready to book** (buying intent):

* "Book basketball training \[city]"
* "Private soccer coach availability"
* "Sign up youth sports training"

### Where keywords naturally belong

Keywords should appear naturally in your content, not forced:

**Primary locations**:

* Page titles (most important)
* Main headers (H1 tags)
* First paragraph of content
* Image alt text
* URL structure

**Secondary locations**:

* Subheaders (H2, H3 tags)
* Throughout body content
* Image file names
* Meta descriptions
* Internal link text

<Warning>
  **Avoid keyword stuffing**: Writing "basketball training" 50 times won't help you rank. Google prioritizes natural, helpful content that actually serves parents and athletes.
</Warning>

## The five SEO elements on your pages

Understanding these elements helps you appreciate what CoachIQ optimizes and how to maintain it:

### 1. Page titles (your first impression)

Your page title is the blue clickable link in Google search results. It's the single most important on-page SEO element.

**What we optimize for you**:

* Strategic keyword placement
* Compelling language that encourages clicks
* Proper length (under 60 characters)
* Location and service inclusion

**Example of optimized titles**: Basketball Training in Austin | Elite Skills Academy Private Soccer Coaching Dallas | Transform Your Game Youth Baseball Lessons Phoenix | Professional Development

### 2. Meta descriptions (your elevator pitch)

The meta description is the snippet of text below your title in search results. While it doesn't directly impact rankings, it heavily influences click-through rates.

**What makes them effective**:

* 150-160 characters (the sweet spot)
* Include a clear value proposition
* Add a call-to-action
* Mention location and primary service

**Example descriptions**: Professional basketball training in Austin for ages 8-18. Build skills, confidence, and game IQ with former college players. Book your free assessment today!

### 3. Headers (your content structure)

Headers organize your content for both humans and search engines:

* **H1**: Main page title (one per page)
* **H2**: Major sections
* **H3**: Subsections
* **H4-H6**: Additional levels (rarely needed)

**Why structure matters**:

* Helps Google understand your content hierarchy
* Makes content scannable for parents
* Natural places for keywords
* Improves user experience (which Google measures)

### 4. Image optimization (often overlooked)

Images can drive traffic through Google Images and improve page context:

**Alt text purpose**:

* Describes image for visually impaired users
* Helps Google understand image content
* Provides keyword context
* Shows if image fails to load

**Good alt text examples**:

* "Youth basketball shooting form training in Dallas gym"
* "Coach Mike teaching soccer dribbling drills to U12 team"
* "Private baseball pitching lessons at Austin facility"

**File naming best practices**:

* `basketball-training-dallas.jpg` ✅
* `IMG_12345.jpg` ❌

### 5. URL structure (keep it clean)

URLs should be readable and descriptive:

**Good URL structure**:

* `/basketball-training-austin`
* `/private-coaching-sessions`
* `/youth-programs/summer-camps`

**Poor URL structure**:

* `/page1`
* `/services-new-final-2`
* `/index.php?id=123`

<Note>
  **Remember**: CoachIQ creates optimized URLs automatically when we build your site. Maintain this structure as you add new pages.
</Note>

## Creating content that ranks

While your main pages are optimized at launch, understanding content principles helps when you add blog posts or new pages:

### The location + service formula

The most effective content formula for local businesses:

**Structure**: \[Service] + \[Location] + \[Unique Value]

**Examples**:

* "Basketball Skills Training in North Dallas for College-Bound Athletes"
* "Youth Soccer Development Program in Austin's Northwest Hills"
* "Private QB Coaching in Plano with Former NFL Player"

### Writing naturally vs keyword stuffing

**Natural writing** (Google loves this): "Our basketball training program in Dallas helps young athletes develop fundamental skills through personalized coaching. Located in North Dallas, we serve athletes from Richardson, Plano, and Frisco."

**Keyword stuffing** (Google penalizes this): "Basketball training Dallas, basketball coach Dallas, Dallas basketball training, youth basketball Dallas, Dallas basketball coach, basketball lessons Dallas, Dallas basketball program."

### Using your blog strategically

Your CoachIQ blog isn't just for updates - it's an SEO opportunity:

**High-value blog topics**:

* "How to Prepare for Basketball Tryouts in \[City] High Schools"
* "Summer Training Schedule for \[Local Team] Athletes"
* "Best Parks for Soccer Practice in \[Your Area]"
* "\[Local Tournament] Preparation Guide"

**Why local content works**:

* Less competition than generic topics
* Highly relevant to your actual customers
* Builds local authority
* Natural keyword integration

<Tip>
  **Blog strategy**: Write about local sports events, specific schools, area tournaments, and seasonal training. This local focus attracts parents in your area, not random visitors from across the country.
</Tip>

### Internal linking between pages

Connecting related pages helps both users and search engines:

**Good internal linking**:

* Link from your blog to service pages
* Connect related programs
* Link testimonials to relevant services
* Create logical user journeys

**Example in context**: "Our summer basketball camp builds on skills taught in our private training sessions. Many athletes also join our strength and conditioning program for complete development."

## Common SEO mistakes to avoid

### Mistakes that hurt rankings

**Over-optimization**:

* Stuffing keywords everywhere
* Creating pages for every keyword variation
* Unnatural anchor text in links
* Hidden text or sneaky tactics

**Duplicate content issues**:

* Copying content from other sites
* Having multiple pages with same content
* Not customizing template text

**Inconsistent business information**:

* Different phone numbers on different pages
* Varying business names
* Multiple address formats
* Mismatched hours of operation

**Ignoring your blog**:

* Never adding new content
* Writing off-topic posts
* Not linking to service pages
* Missing local focus

**Breaking what's already working**:

* Changing optimized titles without reason
* Deleting pages that rank well
* Removing content Google has indexed
* Major changes without understanding impact

<Warning>
  **Before hiring an SEO agency**: Many agencies promise rankings but don't understand local service businesses. Before spending thousands on SEO services, check with CoachIQ support. We can guide you on whether external help makes sense and what to look for. Often, the basics we've built are all you need.
</Warning>

### Red flags from SEO agencies

Be cautious if an agency:

* Guarantees #1 rankings (nobody can guarantee this)
* Won't explain their methods
* Focuses on generic keywords instead of local
* Promises hundreds of backlinks
* Suggests major site changes without clear reasoning
* Doesn't ask about your actual business goals

<Tip>
  **Smart approach**: Master Google My Business and reviews first (free and powerful), understand the SEO foundation CoachIQ provides, then consider additional optimization only when you're ready to scale aggressively.
</Tip>

## Your SEO knowledge advantage

You now understand more about SEO than 90% of coaches:

✅ **Keywords** - You know the difference between broad and buyer-intent keywords ✅ **On-page elements** - You understand what makes pages rank ✅ **Content strategy** - You can create locally-focused, valuable content ✅ **Common pitfalls** - You know what to avoid ✅ **Smart investment** - You know when (and when not) to invest in SEO services

Combined with your professionally optimized CoachIQ website, this knowledge positions you to dominate local search results.

## Common questions

<AccordionGroup>
  <Accordion title="Do I need to edit the SEO settings CoachIQ created?">
    Generally no. We optimize your pages professionally at launch. Only make changes if you rebrand, add new services, or expand to new areas. If unsure, ask support before making changes.
  </Accordion>

  <Accordion title="Should I start a blog for SEO?">
    A blog helps if you'll consistently publish local, relevant content. Writing about local tournaments, training tips for area schools, and seasonal programs can boost rankings. Random or infrequent posts won't help.
  </Accordion>

  <Accordion title="How do I know if my SEO is working?">
    Track: (1) Your Google rankings for "\[sport] training \[city]", (2) Website traffic from Google, (3) Calls and inquiries mentioning Google, (4) Your position in map results. Progress typically shows within 3-6 months.
  </Accordion>

  <Accordion title="Can I do SEO myself or need an agency?">
    Start with the foundation CoachIQ provides plus Google My Business and reviews. This handles 80% of local SEO. Only consider an agency when you're ready to aggressively expand and have budget for ongoing optimization.
  </Accordion>

  <Accordion title="What's more important - website SEO or Google My Business?">
    Google My Business drives more immediate local traffic, but website SEO provides long-term authority. Do both, but prioritize GMB if you must choose. Fortunately, CoachIQ handles website SEO, so you can focus on GMB.
  </Accordion>
</AccordionGroup>

## Next steps for SEO success

<CardGroup>
  <Card title="Optimize Google My Business" icon="map-pin" href="/website/seo-marketing/google-my-business">
    The most impactful SEO investment you can make - and it's free
  </Card>

  <Card title="Claim All Business Listings" icon="list-check" href="/website/seo-marketing/additional-business-listings">
    Expand your presence across the web for maximum visibility
  </Card>
</CardGroup>

## Related articles

* [SEO & Marketing Overview](/website/seo-marketing/seo-marketing)
* [Google Analytics Setup](/website/analytics-tracking/google-analytics)
* [Domain Setup & Management](/website/domain-setup/purchasing-domain)


# Website Settings, Design & Text Display
Source: https://help.coachiq.io/website/settings-and-design

Configure your website's global settings including design theme, fonts, colors, blog setup, and domain management.

<Info>
  **Where to find this**: Dashboard → Website Builder → Settings (left sidebar)
</Info>

<img alt="CoachIQ Website Builder Settings panel in the left sidebar" />

## What you'll accomplish

Learn how to configure your website's global settings including custom fonts, text colors, blog pages, domain management, and troubleshoot common text display issues to create a professional coaching website.

## Design settings

### Theme selection

<Steps>
  <Step title="Access design settings">
    Navigate to **Website Builder** and click on **Design** in the left sidebar.

    <img alt="CoachIQ Design settings option in the Website Builder sidebar" />
  </Step>

  <Step title="Choose your theme">
    Select between Light and Dark themes using the theme selector.

    <img alt="CoachIQ global design settings with theme selector, font, and color options" />

    <Warning>
      **Important**: Your theme choice affects default text colors. Dark themes use white text by default, which can become invisible on white section backgrounds.
    </Warning>
  </Step>

  <Step title="Set custom fonts">
    Enter a Google Font name in the font field to customize your site's typography.

    <Tip>
      **Popular coaching website fonts**: Montserrat, Open Sans, Roboto, Lato, or Raleway provide clean, professional looks.
    </Tip>

    To use a Google Font:

    1. Visit [Google Fonts](https://fonts.google.com)
    2. Choose your font
    3. Enter the exact font name (e.g., "Helvetica Neue")
    4. Click outside the field to save
  </Step>

  <Step title="Configure colors">
    * **Primary Color**: Set your brand's main color using the color picker
    * **Button Text Color**: Choose a contrasting color for button text visibility

    <Check>
      Your design changes save automatically and apply site-wide.
    </Check>
  </Step>
</Steps>

### How custom sections use Design settings

Custom and AI-generated sections use your site's Design settings as their default styling. Update the site theme, fonts, and colors here to keep pages consistent. A style set explicitly on an individual section overrides its inherited default; check the section's settings if it does not follow a sitewide change.

Preview and publish after changing styles, then check the live page on desktop and a phone.

## Troubleshooting text display issues

<iframe title="Fixing Text Display Issues" />

### Common text visibility problems

If your published site has missing or invisible text that appears in the editor, you likely have one of these issues:

<Warning>
  **Most common causes**:

  1. White text on white background
  2. Text color set to transparent
  3. Theme/section color conflicts
</Warning>

### How to fix invisible text

<Steps>
  <Step title="Identify the problem">
    Check if your text is visible in the editor but not on the published site. This indicates a color conflict.
  </Step>

  <Step title="Fix white text on white background">
    This commonly happens when:

    * You're using dark mode (which defaults to white text)
    * Your section background is set to white

    **To fix**:

    1. Copy your heading text
    2. Paste it back in place
    3. Highlight the text
    4. Click the text color tool
    5. Select black or another dark color (not white)
    6. Repeat for all affected text
  </Step>

  <Step title="Fix transparent text">
    If your text color shows "transparent" in the hex code field:

    1. Highlight the affected text
    2. Click the color picker
    3. Choose any visible color (black, dark gray, etc.)
    4. Ensure the hex code field does NOT say "transparent"
    5. Apply to all affected text elements

    <Note>
      **Quick check**: Look for "transparent" in the hex code field - this means your text has no color and won't be visible.
    </Note>
  </Step>

  <Step title="Verify and publish">
    After fixing text colors:

    1. Click **Publish**
    2. Check your live site
    3. Text should now appear as it does in the editor

    <Check>
      **Success**: Your text is now visible on both the editor and live site!
    </Check>
  </Step>
</Steps>

### Best practices for text visibility

<Tip>
  **Color contrast rules**:

  * Light backgrounds → Dark text (black, dark gray)
  * Dark backgrounds → Light text (white, light gray)
  * Avoid transparent text unless intentionally hiding content
  * Test all sections after theme changes
</Tip>

## Favicon

Your favicon is the small icon that appears in browser tabs, bookmarks, and mobile home screens. Set it up in the Settings panel under **Add Favicon**.

<Tip>
  **Recommended**: Upload a 50x50 pixel PNG of your logo or a simplified version that's recognizable at small sizes.
</Tip>

For complete setup instructions including social share images (Open Graph), see the [Favicon & Share Images guide](/website/seo-marketing/favicon-share-images).

## Site configuration

### Blog archive setup

<Steps>
  <Step title="Select your blog page">
    In the Settings panel, find **Blog Archive Page** and select which page will display your blog posts.

    <Note>
      You must create a page first before you can designate it as your blog archive.
    </Note>
  </Step>
</Steps>

### Scripts & analytics

Configure tracking and custom scripts:

<AccordionGroup>
  <Accordion title="Google Analytics">
    Add your Google Analytics tracking ID to monitor visitor behavior.
    [See full guide →](/website/analytics-tracking/google-analytics)
  </Accordion>

  <Accordion title="Facebook Pixel">
    Install Facebook Pixel for ad tracking and retargeting.
    [See full guide →](/website/analytics-tracking/facebook-pixel)
  </Accordion>

  <Accordion title="Custom Scripts">
    Add custom JavaScript for third-party integrations or advanced functionality.
  </Accordion>
</AccordionGroup>

## Domain management

### Active domains

View and manage all domains connected to your website:

<Steps>
  <Step title="View active domains">
    Check the **Active Domains** section to see all connected domains with their status indicators.
  </Step>

  <Step title="Add a domain">
    Click **Need another domain?** to:

    * Purchase a new domain
    * Connect an existing domain

    [Complete domain setup guide →](/website/domain-setup/purchasing-domain)
  </Step>
</Steps>

### Domain status indicators

* ✅ **Active**: Domain is live and working
* ⏳ **Pending**: DNS propagation in progress (can take 24-48 hours)
* ❌ **Error**: Check DNS settings

## Advanced settings

### Sitemap builder

Control which pages appear in search engine results. You can hide pages from Google (like thank you pages or drafts) while keeping them accessible via direct link.

[Complete Sitemap Builder guide →](/website/seo-marketing/sitemap-builder)

### URL redirects

Prevent broken links when you rename or delete pages. Supports wildcards for bulk redirects.

[Complete URL Redirects guide →](/website/seo-marketing/url-redirects)

### Site cache

Manage your website's cache for optimal performance:

<Steps>
  <Step title="When to purge cache">
    Use **Purge Cache** button when:

    * Design changes aren't showing
    * Content updates aren't visible
    * Text color fixes aren't appearing
    * After major site updates
  </Step>

  <Step title="Cache best practices">
    * Cache automatically refreshes every 24 hours
    * Only purge manually when necessary
    * Allow 5-10 minutes for full cache clear
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Text not visible on published site">
    * Check if text is white on white background
    * Look for "transparent" in hex code field
    * Switch themes may require text color updates
    * Always test after theme changes
  </Accordion>

  <Accordion title="Custom font not displaying">
    * Verify exact font name from Google Fonts
    * Check for typos in font name
    * Some fonts require specific weights (e.g., "Roboto:400,700")
    * Clear browser cache after font changes
  </Accordion>

  <Accordion title="Colors not updating">
    * Ensure you're using valid hex codes (#000000 format)
    * Some sections may override global colors
    * Check that text isn't set to transparent
    * Purge site cache if changes don't appear
  </Accordion>

  <Accordion title="Blog page not working">
    * Confirm you've selected a valid page as blog archive
    * Ensure you have at least one published blog post
    * Check that blog sections are added to your pages
  </Accordion>
</AccordionGroup>

## Pro tips

<Tip>
  **Prevent text issues**: When switching themes, always review all sections for text visibility before publishing.
</Tip>

<Tip>
  **Design consistency**: Choose fonts and colors that match your existing brand materials for a cohesive professional appearance.
</Tip>

<Tip>
  **Performance optimization**: Limit custom scripts and use built-in features when possible for fastest page load times.
</Tip>

<Tip>
  **Mobile preview**: Always check how your font and color choices look on mobile devices using the preview toggle.
</Tip>

## Related articles

* [Favicon & Share Images](/website/seo-marketing/favicon-share-images)
* [Sitemap Builder](/website/seo-marketing/sitemap-builder)
* [URL Redirects](/website/seo-marketing/url-redirects)
* [Domain Setup Guide](/website/domain-setup/purchasing-domain)
* [Google Analytics Setup](/website/analytics-tracking/google-analytics)
* [Working with Sections](/website/sections/working-with-sections)