Scheduling Overview

Learn how to set up and manage scheduling in CoachIQ, including one-off services, member bookings, availabilities, and session customization.

CoachIQ Scheduling Overview

Scheduling Overview

Learn how to set up and manage scheduling in CoachIQ, from creating sessions to managing bookings and availability.

How CoachIQ Scheduling Works

CoachIQ's scheduling system has four main components that work together:

  1. Sessions - The bookable services you offer (private training, camps, etc.)

  2. Schedulers - Your availability templates (when sessions can be booked)

  3. Bookings - Individual reservations made by athletes or coaches

  4. Calendar - Your visual dashboard to manage everything

Types of Scheduling

Public Sessions

Sessions that appear on your public website and can be booked by anyone:

  • Private training sessions

  • Camps and clinics

  • Open gym sessions

Member-Only Sessions

Sessions exclusive to logged-in members, bookable through:

  • The athlete mobile app

  • Member portal on your website

  • Coach manual booking

Setting Up Your Scheduling

Step 1: Create Your Sessions

Navigate to Schedule > Sessions and use the Session Builder to create your offerings:

  • Session details: Name, description, location

  • Pricing: Free, paid, or credit-based

  • Capacity: Maximum athletes per session

  • Duration: Session length and buffer times

  • Permissions: Booking windows, cancellation policies

Step 2: Set Your Availability

Use the Scheduler Builder to define when sessions can be booked:

  • Weekly patterns: Set recurring availability (e.g., "Mondays 5:30-6:30 PM")

  • Specific dates: Add special availability or blackout days

  • Multiple time blocks: Create complex schedules with breaks

  • Copilot suggestions: Let AI help optimize your availability

Step 3: Manage Bookings

Handle reservations through the Booking Builder:

  • Manual booking: Book athletes into sessions yourself

  • Recurring bookings: Set up weekly/monthly patterns

  • Credit redemption: Process credit-based payments

  • Conflict detection: Avoid double-bookings automatically

Step 4: Monitor Your Calendar

View and manage everything in the Calendar:

  • Multiple views: Day, week, month, or list format

  • Filter options: View by athlete, coach, or session type

  • Quick actions: Edit, cancel, or reschedule from the calendar

  • Conflict alerts: See and resolve scheduling issues

Key Features

Payment Options

  • Free sessions: No payment required

  • Direct payment: One-time fees through Stripe

  • Credit system: Athletes purchase credits to book sessions

  • Subscription access: Members book with their plan

Automated Features

  • Reminders: Automatic notifications before sessions

  • Conflict detection: Prevents double-bookings

  • Waitlists: Manage overflow when sessions are full

  • Recurring patterns: Set up repeating sessions easily

Customization Options

  • Booking windows: Control how far in advance bookings can be made

  • Cancellation policies: Set refund and rescheduling rules

  • Buffer times: Add gaps between sessions

  • Coach assignments: Auto-assign or manually select coaches

  • Location management: Handle multiple training locations

Next Steps

  1. Start with Sessions: Create 1-2 basic sessions to test the system

  2. Set Simple Availability: Begin with basic weekly patterns

  3. Test Booking Flow: Make a test booking to see the athlete experience

  4. Expand Gradually: Add more complex scheduling as you grow

All your bookings will appear in your CoachIQ Calendar, giving you a complete view of your schedule. For detailed setup instructions, see our step-by-step guides for each scheduling tool.

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