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:
Sessions - The bookable services you offer (private training, camps, etc.)
Schedulers - Your availability templates (when sessions can be booked)
Bookings - Individual reservations made by athletes or coaches
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
Start with Sessions: Create 1-2 basic sessions to test the system
Set Simple Availability: Begin with basic weekly patterns
Test Booking Flow: Make a test booking to see the athlete experience
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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