Overlapping other Sessions
Managing Session Overlaps in CoachIQ
Introduction
In CoachIQ, session management is designed to prevent double bookings by default when the same coach is associated with multiple sessions. However, there may be scenarios where allowing double bookings is necessary. This guide explains how to manage session overlaps effectively within the CoachIQ platform.
Step-by-Step Guide to Allowing Session Overlaps
Understanding Connected Sessions:
When sessions are created in CoachIQ, they are interconnected based on the coach assigned to them. If a coach, such as Russell Reeder, is linked to multiple sessions, booking one session will automatically block out the same time in all other sessions connected to this coach. This synchronization helps prevent scheduling conflicts and double bookings.
Setting Up Sessions:
Navigate to the session creation or editing page where you manage the details of your coaching sessions.
Assign a coach to the session under the Connected Coaches section.
Allowing Double Bookings:
In scenarios where you wish to permit overlapping bookings for a coach, locate the option Allow bookings to overlap other single sessions.
Enable this setting to allow a coach to be booked for multiple sessions simultaneously. This option modifies the default behavior of the scheduling system, which blocks out times to prevent double bookings.
Use Cases for Allowing Double Bookings
Group Sessions and One-on-Ones: If a coach handles both group sessions and individual sessions, you might want to allow overlaps so that individual sessions can be booked during broader group activities.
Multiple Roles or Locations: Coaches who operate in different roles or locations simultaneously might need the flexibility to appear available in more than one session agenda.
Best Practices for Managing Double Bookings
Clear Communication: Ensure that coaches and clients are aware of the possibility of double bookings. Clear communication helps manage expectations and avoid confusion.
Regular Updates: Keep your session calendars and coach assignments up to date to reflect any changes promptly.
Monitor Workloads: Regularly check the schedules of coaches who have overlapping bookings enabled to avoid overcommitment and ensure they can manage their workload effectively.
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Cage Reservation Example
Imagine you're setting up a session that requires the use of Cage 2. The key to managing this effectively is selecting Cage 2 in the Connected Coach section of your session setup.
How It Works
When Cage 2 is selected, the system automatically ensures that if a player books this session and the coach is assigned, Cage 2 will be blocked off for that time slot. This prevents any other sessions from being booked in Cage 2 during that time.
Step-by-Step Setup
1. Setting Up the Session Details
Start by entering all relevant details for your session, such as the type of session, duration, and any specific requirements.
2. Selecting Cage 2 in the Connected Coach Section
Next, navigate to the Connected Coach section. Here, you'll select Cage 2 to ensure that it is linked to this session.
3. Indicating Session Usage
Finally, confirm that Cage 2 will be in use for this session. This step is crucial to activate the blocking feature.
Booking Process
When a parent or athlete attempts to book a session that involves Cage 2:
The system will automatically check all other sessions associated with Cage 2.
If there are any time conflicts, the system will block out the overlapping time slots, ensuring that double-booking is avoided.
Connected Coach Feature
The Connected Coach feature in CoachIQ is essential for managing your resources efficiently. By linking specific coaches and facilities (like Cage 2) to sessions, it helps maintain a smooth and conflict-free schedule.
Need Help?
If you have any questions or need further clarification on how to use session blocking and connected coaches, don't hesitate to reach out for support!
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