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Open Scheduling → Calendar → Book Session to book on an athlete’s behalf. The New Booking builder lets you select clients, a scheduler, and a date or recurring pattern.

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Choose how to book

Creating a booking is not proof of collecting payment. For staff bookings, review Redeem credits where available and check the credit or payment record afterward. Do not assume a card was charged because the booking appears on the calendar.

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Create a manual booking

1

Select the client

In Client, use Search users. The dropdown groups results into Tags and People. Choose the athlete who will attend. For a family, select the child rather than the parent when the child is the participant.Choosing a tag adds a chip and shows how many people have that tag, with their names, before you press Create. Review the list before continuing, especially when booking several athletes. A tag nobody has shows No one has this tag, and Create books no one.
New Booking client selector with Tags and People groups
2

Choose the scheduler and credit handling

Select the service the athlete is booking. When Redeem credits is available, check it to use eligible credits, or leave it unchecked for an intentional booking without credit redemption, such as a comp session.Check this setting each time; do not rely on an assumed default. If redemption fails, inspect the athlete’s eligible balance and the product’s usage limits. See Credits and schedulers.
3

Choose a date and time

Select an available date, start time, and session length. Confirm the coach, location, and resources needed for the booking.Allow custom date selection lets staff enter a time outside the normal availability choices. When you turn it on, Duration starts at the selected scheduler’s session length (for example 60 mins) and follows if you switch schedulers. Use it for a deliberate exception and review the calendar first. If the time breaks one of the scheduler’s rules, you are asked before anything is booked (see Book past a scheduler’s rules).
New Booking builder with Redeem credits and Allow custom date selection controls
4

Review and create

Confirm the participants, scheduler, date, time, duration, and credit choice. For a repeating appointment, follow Recurring bookings before creating it.To tell the family, turn on Notify participants under Notes (see Send a booking confirmation). It is off by default.Read any warning that appears. Go back creates nothing and keeps what you entered; Book anyway is an intentional override of the rule or conflict the warning names.
5

Verify the result

Open the new session on the calendar and check the participant list. For multiple athletes, review each result and the processed count; a partial success does not mean everyone was booked.Bookings staff make for a child show Booked by with the coach or admin’s name in Calendar List view, the client’s Bookings tab, and Edit Booking. When a parent’s credits paid, it reads “Booked by (coach) with credits from (parent)”.If you redeemed credits, check the athlete’s credit history. If payment is still due, handle it through your normal payment workflow.

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Send a booking confirmation

When families book themselves, they get a “Session confirmed” email and app notification. A booking you create on their behalf sends nothing unless you ask it to.
1

Turn on Notify participants

In New Booking, find Notify participants under Notes and turn it on. It is off by default. Email is selected first: the athlete and their linked parents get the same “Session confirmed” email and app notification they get when they book themselves. If a child has no email of their own, the parent receives it.
2

Add a message (optional)

Anything you type in Message appears in the email under a “Message from” line with your organization’s name. Links in it work, so you can include a payment link for the session. This also reaches families who haven’t set up the app yet.
3

Choose other channels (optional)

Add In-app message, SMS or Announcement to send the same message there too. With any of these selected, the message is required, and it starts with the session name and time.
For a recurring booking, the confirmation says it is a recurring session, with the first upcoming date and how it repeats. Reschedule on a canceled booking offers the same Notify participants step, so the family can get a confirmation for the new time.
Scheduled session reminders are separate. They go out before the session, not when the booking is made.

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Book past a scheduler’s rules

Staff can book a client at a time that breaks one of the scheduler’s booking rules. Before anything is saved, CoachIQ asks Book anyway?, shows the date and time, and names the rule in the way:
  • Inside the scheduler’s minimum notice
  • Outside the scheduler’s availability or past its booking window
  • Full, for example “2 of 2 booked”
Go back keeps everything you entered so you can pick another time. Book anyway books the client and records which rule you booked past in the booking’s history. This works on the web from Book Session, a client’s profile, and Add participant on a calendar session. When you book several clients at once, you get one question that shows who is already booked. For a recurring series, dates outside the scheduler’s availability are listed before anything is saved; see Recurring bookings.
Clients who book for themselves still have to follow every rule. The override is only for coaches and admins.

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Book a time closed with Cancel Session

Cancel Session closes a time. You can book that time again from New Booking on the web. Booking a client onto a closed time shows Reopen canceled time? with the date. Reopen and book makes the time bookable again and books the client. Moving an existing booking onto a closed time asks the same question, with Reopen and move. A recurring booking that crosses closed dates lists them under “Canceled with Cancel Session” before anything is saved.
  • Clients who were canceled from that time stay canceled. Check who was booked before you reopen it.
  • Canceled team times can’t be reopened.
  • Reopening works on the web only. The Android app explains that the time is canceled and points you to the web calendar.

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Using Copilot for faster booking

If you use the booking builder’s CoachIQ Copilot, describe the athlete, service, and intended time clearly. For example: “Book Maya for a 60-minute hitting lesson next Tuesday at 5 PM.” Review the selected athlete, generated dates, duration, and credit controls before creating the booking. For a repeating request, check the occurrence preview and end date too.

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Book siblings or a team

For siblings, use each child’s linked athlete profile so attendance and booking history are attributed correctly. See Book for families. For teams, a tag selection can help choose participants, but it does not replace Team membership or Team visibility rules. If your organization uses Teams, see Team practices and games.

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Fix a booking problem

If the athlete is missing, confirm their profile exists in People and belongs to the correct organization. If a time or credit is unavailable, use Scheduling troubleshooting before making an override. Need to change a booking you already created? Move or reschedule it instead of creating a second booking by accident.