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Where to find this: Schedule → Calendar
CoachIQ calendar overview showing monthly schedule with booked sessions

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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.
Success: You can switch between views, use filters to find specific sessions, navigate dates efficiently, and take quick actions without leaving the calendar.

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Understanding the calendar vs. schedulers

Before diving in, clarify the distinction between schedulers and the 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

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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.

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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
CoachIQ calendar day view showing hourly session grid with participant initials
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.

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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
CoachIQ calendar week view displaying seven-day session grid with color-coded bookings
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

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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
CoachIQ calendar month view showing session counts and booking density per day
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.

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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:
Shows: All future sessions not yet occurredUse 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)
CoachIQ calendar list view showing upcoming bookings with athlete names and details

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Understanding visual elements

The calendar uses visual indicators to convey information quickly.

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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?”
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.

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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.

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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!”

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Capacity display

Two different formats depending on context:
Format: 4/10 ParticipantsMeaning: 4 athletes booked out of 10 total capacityWhere 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 remainingQuick math: Total capacity minus booked = available spots
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!

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The filtering system

Filters help you find specific bookings quickly in busy schedules.

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Available filters

Location: Top-right of calendar interface Four filter categories:
1

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 sessionsExample: Filter to “John” and “Sarah” to see only their combined schedules
2

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
Scheduler analysis: Filter to one scheduler, switch to week view. Quickly see booking patterns for that specific service type.
3

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 coachExample: Filter to “Coach Mike” to see only his assigned sessions
4

Timezone Filter

Options: PST, EST, CST, MST, and other timezonesWhen to use:
  • Virtual training across time zones
  • Multi-location businesses
  • Travel coordination
Default: Your account timezone settingExample: You’re in PST but have East Coast virtual clients. Switch to EST to see their local times.
Timezone confusion alert: Always verify which timezone you’re viewing. Booking at wrong timezone causes no-shows and frustration.

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Filter combinations

Power of combining filters: You can use multiple filters simultaneously for laser-focused views: Example combinations:
Filters:
  • Athlete: “Sarah Johnson”
  • Scheduler: “Private Training”
Result: Only Sarah’s private training sessions appearUse case: “How many private sessions has Sarah completed this month?”
Filters:
  • Coach: “Mike”
  • Scheduler: “Group Class”
Result: Only Mike’s group classes appearUse case: “Is Mike’s group class capacity being utilized well?”
Filters:
  • Scheduler: “Virtual Training”
  • Timezone: “EST”
Result: Only virtual sessions displayed in EST timeUse case: “What’s my virtual training schedule look like to East Coast clients?”
Filters:
  • Athletes: “John” + “Emma” + “Alex” (multi-select)
Result: Combined schedule for those three athletesUse case: “Can I schedule a small group session with these three athletes? When are they all available?”

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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
Filter persistence: Some systems remember your last filter settings between sessions. Others reset to “All” when you reload the page.
Move through your calendar efficiently with navigation controls.

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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

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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

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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”
Daily workflow: Start every day by clicking “Today” to orient yourself to the current day’s schedule.

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Quick actions from calendar

Perform common tasks directly from the calendar interface.

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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)
Book Session button in calendar interface

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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:
Function: Add more athletes to this sessionWhen available: Session has remaining capacityWorkflow:
  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”
Capacity check: System prevents adding more athletes than max capacity allows.

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Common calendar questions

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
Important: Calendar shows BOOKINGS (actual scheduled sessions with athletes), not your availability windowsTo 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.
Current limitation: CoachIQ calendar typically color-codes by scheduler type, not by coachWorkaround:
  • 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
The number = Total sessions that dayExamples:
  • 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 resourcesClick the day to see full session details in Day View
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
This should NOT happen: System prevents athletes from double-bookingIf 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
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.

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Troubleshooting calendar display

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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

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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

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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

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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

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Calendar best practices

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.
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.
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.
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.

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Next steps

Managing Conflicts

Understand and resolve scheduling conflicts efficiently

Manual Booking

Book athletes directly from calendar

Booking Management

Edit, reschedule, or cancel existing bookings

Creating Schedulers

Create bookable schedulers that appear on calendar

Understanding Schedulers

Clarify scheduler vs. calendar concepts

Availability Setup

Configure when you’re available for booking

Blackout Days

Block unavailable dates on calendar

Multi-Coach Management

Coordinate multiple coaches on one calendar

Athlete Booking Flow

Understand how bookings appear on your calendar

Scheduler Settings

Fix common calendar display issues
Questions about calendar functionality? Our support team can help you optimize your calendar workflow and resolve any display issues. Contact Support