Advanced Scheduler Settings: Coaches, Locations & Reminders

Where to find this: Schedule → Schedulers → [Select Scheduler] → Edit → Advanced Settings

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.

Success criteria: Your scheduler has the right coaches assigned, a clear location for athletes, and automated reminders configured to reduce no-shows.

Before you begin

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.

These settings covered in other articles:

Capacity, booking limits, cancellation policies → Scheduler Settings: Limits & Permissions
Buffer time and scheduling windows → Also covered in Limits & Permissions article
Payment configuration → 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:

Clarity: Shows which coaches deliver which services
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

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

Single coach assignment

Most common setup: One coach per schedulerWhen to use:

You’re a solo coach
Each scheduler represents one specific coach’s service
You want clear coach-to-service relationships

Configuration:

Edit scheduler
Connected Coaches section
Select your name
Save

Result: All bookings from this scheduler are for you

Multiple coach assignment

Advanced setup: Multiple coaches on one schedulerWhen 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

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.

When to use multiple coaches per scheduler

Use Multiple Coaches When...
Use Separate Schedulers When...

Appropriate scenarios:

Interchangeable service delivery
- All coaches teach same style/methodology
- Service quality consistent across coaches
- Athletes comfortable with any coach
Team-based facilities
- Facility has multiple staff coaches
- “House” style coaching approach
- Athletes book the service, not the coach
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

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: There’s a setting “Allow double-booking” (checkbox)

Unchecked (default): System prevents double-booking ✅
Checked: System allows double-booking (NOT recommended)

Leave “Allow double-booking” unchecked unless you have a specific reason. Allowing double-booking defeats the purpose of coach assignment and leads to scheduling conflicts.

Configuration steps

Navigate to scheduler settings

Go to Schedule → Schedulers
Click on the scheduler you want to edit
Find Connected Coaches section

Add coaches

Click Add Coach or dropdown menu
Select coach from your organization’s roster
Repeat to add multiple coaches (if applicable)

Can’t find a coach? They must be added to your organization first in People → Staff before appearing in scheduler coach selection.

Configure double-booking setting

Locate “Allow double-booking” checkbox
Leave unchecked (recommended) to prevent conflicts
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

Save changes

Click Save or Update Scheduler

Verification: Selected coaches now appear in the scheduler’s coach list. Test book a session to confirm coach assignment works.

Common coach assignment scenarios

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

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

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

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

Setting 2: Session locations

Set where sessions take place.

What it does

Location setting specifies the physical address where sessions from this scheduler occur. This helps athletes know where to show up and provides clarity for logistics planning. Critical limitation: One location per scheduler. If you train at multiple locations, you’ll need separate schedulers for each.

Configuration options

Location field accepts: Physical street addresses only

✅ Full street address (123 Main St, City, State, ZIP)
✅ Facility name + address
✅ Landmark or building name
❌ No virtual meeting links (can’t add Zoom URLs here)

When location settings matter

Studio/Facility-Based Training
Mobile Training (You Travel)
Multiple Locations
Virtual/Online Training

Your setup: Athletes come to your fixed locationConfiguration:

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)

Add helpful details: In your scheduler description, mention parking, which entrance to use, or check-in procedures. Location field is for address only.

Your setup: You go to athlete’s locationConfiguration 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

Communication tip: For mobile training, send message after booking to confirm athlete’s exact address and any access details (gate codes, parking, etc.).

Your setup: You train at 3 different facilitiesProblem: One scheduler can only have one locationSolution: Create location-specific schedulersExample:

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

Facility owners: Location-specific schedulers are essential for multi-site operations. Consider also using location-specific programs to group all schedulers by location.

Your setup: Sessions via video call (Zoom, Google Meet, etc.)Problem: Location field doesn’t accept virtual linksSolutions:Option 1: Generic virtual indicator

Location: Virtual Session
(Add Zoom link in booking confirmation email)

Option 2: Leave location blank

Add in description: “Virtual training via Zoom”
Send meeting link after booking

Option 3: Use “Online” as location

Location: Online Training

Best practice:

Send virtual meeting link in booking confirmation
Include link in automated reminders
Add backup contact method in case of tech issues

Don’t add meeting links in location field - they may not format correctly. Use confirmation emails and reminders to deliver virtual meeting links instead.

Setting your location

Navigate to scheduler settings

Go to Schedule → Schedulers
Click on the scheduler to edit
Find Location section

Enter address

Click in the Location field
Type your physical address
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

Add contextual details (optional)

While the location field is for addresses only, 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

Save and verify

Click Save or Update SchedulerTest:

View booking page as an athlete
Confirm location displays correctly
Check that address is clear and complete

Success: Location appears on athlete booking page, providing clear direction on where to show up.

Common location mistakes

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"

Different locations, same scheduler

Mistake: One “Private Training” scheduler used for 3 different facilitiesProblem:

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)

Virtual links in location field

Mistake: Pasting https://zoom.us/j/123456789 in location fieldProblem:

Field not designed for URLs
May not format or clickable
Looks unprofessional

Fix:

Location field: “Virtual Session” or “Online Training”
Send Zoom link via booking confirmation email
Include in automated reminders
Add to session details after booking

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: Reminder settings in CoachIQ are account-wide, not scheduler-specific. When you configure reminders, they apply to all schedulers across your account.

Reminder configuration options

Timing options

Pre-set timing choices:

1 week before session
1 day before session
6 hours before session
1 hour before session
30 minutes before session

Custom timing: You can also set custom reminder windows (e.g., 2 days before, 3 hours before, etc.)Multiple reminders: You can enable multiple reminders per sessionExample configuration:

First reminder: 1 day before
Second reminder: 1 hour before
Result: Athletes get two reminders for each session

Delivery methods

Available channels:

✅ SMS (text message)
✅ Email
✅ In-app notification (push notification if athlete has app)

You can choose:

Single channel (SMS only)
Multiple channels (SMS + Email)
All three channels (SMS + Email + Push)

Recommendation: Use at least two channels (SMS + Email) for maximum reach

SMS is most effective: Text messages have ~98% open rates compared to ~20% for emails. If you can only choose one, choose SMS.

Message customization

Key feature: You can customize the message contentWhat 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

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.

Reminder best practices

How Many Reminders?
Message Content Strategy
Channel Selection

Recommended approach: 2 reminders per sessionOptimal timing:

First reminder: 24 hours before
- Gives athletes time to reschedule if needed
- Respects your cancellation policy window
- Top-of-mind reminder
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

Data-driven: Track your no-show rate with different reminder configurations. Start with 2 reminders (24hr + 1hr) and adjust based on results.

Effective reminder messages include:

Clear session details
- When: Date and time
- Where: Location
- What: Session type
Action items
- What to bring
- When to arrive
- How to prepare
Cancellation reminder (for 24hr reminder)
- “If you need to reschedule, please cancel by [time] to avoid losing your credit”
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!

Configuring reminders

Access reminder settings

Navigation: Settings → Notifications → Automated Reminders(Note: This is account-wide, not per-scheduler)

Enable reminders

Toggle Automated Reminders to ON
System will now send reminders for all bookings

Set timing

Click Add Reminder
Select timing from dropdown (or choose custom)
Repeat to add additional reminders

Example setup:

Reminder 1: 1 day before
Reminder 2: 1 hour before

Choose delivery channels

For each reminder, select:

SMS
Email
Push notification

Recommendation: Check SMS and Email for both reminders

Customize message

Click Edit Message for each reminder
Write your custom message text
Use template variables: {athlete_name}, {time}, {date}, {location}
Keep SMS messages under 160 characters if possible (avoids multi-part messages)

SMS character limits: Messages over 160 characters are sent as multiple messages and may increase costs. For SMS reminders, be concise.

Save and test

Click Save to apply reminder settings
Test by booking yourself for a session
Verify you receive reminders at configured times

Success: You receive test reminders via your chosen channels at the correct times before your test booking.

Reminder troubleshooting

Athletes not receiving SMS reminders

Possible causes:

SMS not enabled: Check Settings → Notifications → SMS is turned ON
No phone number: Athlete profile missing phone number
Wrong phone number: Phone number incorrect in athlete profile
Carrier blocking: Some carriers block automated SMS (rare)
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

Reminders sending at wrong time

Possible causes:

Timezone mismatch: Account timezone doesn’t match actual location
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

Too many/too few reminders

Issue: Athletes complaining about reminder frequencyToo 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

Reminder message not saving

Possible causes:

Special characters: Message contains characters that don’t save properly
Too long: Message exceeds character limits
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

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.

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.

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:

Added scheduler to your website or athlete portal, OR
Shared the direct booking link with athletes

When to use inactive status

Temporarily pausing a service

Scenario: You offer “Outdoor Training” but it’s winter and you’re not running outdoor sessions for 3 monthsSolution: Set “Outdoor Training” scheduler to InactiveWhat 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.

Building scheduler before ready to launch

Scenario: Creating new “Competition Prep Program” but not ready to accept bookings yetSolution: Leave scheduler Inactive while configuringWhat 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

Seasonal services

Scenario: “Summer Camp” scheduler only used June-AugustSolution: Active June-August, Inactive September-MayWhat 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

Testing new offerings

Scenario: Trying new “Recovery Session” service, not sure if it’ll workSolution: Start Inactive, test with select athletes, activate if successfulWhat 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

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

Navigate to scheduler

Go to Schedule → Schedulers
Find the scheduler you want to activate/deactivate
Click to edit

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

Save changes

Click Save or Update Scheduler

Verification:

Active: Scheduler appears in your available schedulers list
Inactive: Scheduler marked as inactive (may show with different color or badge)

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:

You have “Summer Camp” scheduler with 50 bookings scheduled
You set it to Inactive on August 31
All 50 existing bookings remain valid and proceed normally
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: Session length configuration Already covered: Duration is configured during scheduler creation (Creating Your First Scheduler) Options:

Preset durations: 15, 30, 45, 60, 90 minutes
Custom duration: Enter any minute value

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: Changing duration ONLY affects future bookings. Existing bookings retain their original duration.

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

Combine with Active/Inactive: Set to Active + Private for invite-only services. Set to Active + Public for general open booking.

Putting it all together: Complete configuration checklist

Before launching a scheduler, verify all advanced settings are configured:

Pre-launch configuration checklist

✅ Coach Assignment Verified

Check:

Correct coach(es) assigned to scheduler
If multiple coaches, confirmed they’re interchangeable for this service
“Allow double-booking” is UNCHECKED (unless specific need)
Tested that coach availability prevents conflicts

Test: Try booking overlapping sessions to confirm double-booking prevention works

✅ 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?

✅ Reminders Configured

Check:

Automated reminders enabled account-wide
At least 2 reminders configured (24hr + 1hr recommended)
SMS and/or email channels enabled
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

✅ 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.

✅ 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

Common configuration mistakes

These mistakes cause 80% of advanced setting problems:

1. No coach assigned

Symptom: Bookings failing or scheduler not working properly Fix: Edit scheduler → Connected Coaches → Add coach → Save

2. Multiple locations in one scheduler

Symptom: Athletes confused about where to go Fix: Create separate schedulers per location, each with specific address

3. “Allow double-booking” accidentally checked

Symptom: Same coach booked in two places at once, scheduling conflicts Fix: Edit scheduler → Uncheck “Allow double-booking” → Save

4. Reminders not configured

Symptom: High no-show rates, athletes forgetting sessions Fix: Settings → Notifications → Enable automated reminders with 24hr + 1hr timing

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:

Missing required fields (coach, availability, etc.)
Invalid location format
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:

Didn’t click Save after making changes
Browser cache showing old version
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 → Configure account-wide reminder settings

Fix: Edit scheduler, update specific field, save, verify on athlete-facing booking page

Next steps

Organizing into Programs

Group multiple schedulers for better athlete navigation

Calendar Management

View and manage all your scheduled sessions

Manual Booking

Book athletes directly when needed

Multi-Coach Sessions

Advanced strategies for team-based scheduling

Creating First Scheduler

Basic scheduler setup before advanced settings

Scheduler Limits & Permissions

Capacity, booking limits, and cancellation policies

Payment Options

Configure pricing and payment methods

Availability Setup

Create availability templates for schedulers

Blackout Days

Block out unavailable dates

Troubleshooting

Fix common scheduler and booking issues

Questions about advanced scheduler configuration? Our support team can help you set up coaches, locations, and reminders optimized for your business. Contact Support

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Content

Settings

​What you’ll accomplish

​Before you begin

​Setting 1: Connected coaches

​What it does

​How coach assignment works

​When to use multiple coaches per scheduler

​Double-booking prevention

​Configuration steps

​Common coach assignment scenarios

​Setting 2: Session locations

​What it does

​Configuration options

​When location settings matter

​Setting your location

​Common location mistakes

​Setting 3: Automated reminders

​What it does

​Reminder configuration options

​Reminder best practices

​Configuring reminders

​Reminder troubleshooting

​Impact of reminders on no-shows

​Setting 4: Active/Inactive toggle

​What it does

​When to use inactive status

​Active vs. Inactive: What’s the difference?

​Setting active/inactive status

​What happens to existing bookings when you deactivate?

​Setting 5: Other configuration options

​Duration settings

​Scheduler description

​Visibility settings

​Putting it all together: Complete configuration checklist

​Pre-launch configuration checklist

​Common configuration mistakes

​1. No coach assigned

​2. Multiple locations in one scheduler

​3. “Allow double-booking” accidentally checked

​4. Reminders not configured

​5. Scheduler Active but not added to portal/website

​Troubleshooting advanced settings

​Scheduler won’t save changes

​Changes not appearing on booking page

​Athletes reporting incorrect information

​Next steps

Organizing into Programs

Calendar Management

Manual Booking

Multi-Coach Sessions

​Related articles

Creating First Scheduler

Scheduler Limits & Permissions

Payment Options

Availability Setup

Blackout Days

Troubleshooting

What you’ll accomplish

Before you begin

Setting 1: Connected coaches

What it does

How coach assignment works

When to use multiple coaches per scheduler

Double-booking prevention

Configuration steps

Common coach assignment scenarios

Setting 2: Session locations

What it does

Configuration options

When location settings matter

Setting your location

Common location mistakes

Setting 3: Automated reminders

What it does

Reminder configuration options

Reminder best practices

Configuring reminders

Reminder troubleshooting

Impact of reminders on no-shows

Setting 4: Active/Inactive toggle

What it does

When to use inactive status

Active vs. Inactive: What’s the difference?

Setting active/inactive status

What happens to existing bookings when you deactivate?

Setting 5: Other configuration options

Duration settings

Scheduler description

Visibility settings

Putting it all together: Complete configuration checklist

Pre-launch configuration checklist

Common configuration mistakes

1. No coach assigned

2. Multiple locations in one scheduler

3. “Allow double-booking” accidentally checked

4. Reminders not configured

5. Scheduler Active but not added to portal/website

Troubleshooting advanced settings

Scheduler won’t save changes

Changes not appearing on booking page

Athletes reporting incorrect information

Next steps

Related articles