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

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What you’ll accomplish

Master the advanced configuration settings that protect your time, prevent over-booking, manage cancellations, and ensure fair athlete access to your sessions. These settings transform a basic scheduler into a business-optimized booking system.
Success criteria: Your scheduler has capacity limits that prevent overbooking, booking rules that ensure fair access, cancellation policies that protect your revenue, and buffer times that prevent burnout.

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Before you begin

Required: You must have at least one scheduler already created. This article covers settings you configure AFTER scheduler creation. If you haven’t created a scheduler yet, see Creating Your First Scheduler.
Recommended preparation:
  • Think about your ideal booking policies
  • Consider past booking problems you’ve experienced
  • Have examples of athlete behavior you want to encourage/prevent
  • Know your capacity limits and time constraints

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Why scheduler settings matter

These aren’t just technical configurations—they’re business protection mechanisms:

Revenue Protection

Without proper settings: Athletes book then cancel last-minute, leaving empty slots you can’t fillWith proper settings: 24-hour cancellation policy gives you time to rebook, protecting revenue

Burnout Prevention

Without proper settings: Back-to-back sessions all day with no breaksWith proper settings: 10-minute buffer time between sessions for prep and recovery

Business Control

Without proper settings: Athletes book 3 months out then forget, you can’t planWith proper settings: 30-day booking window keeps schedule manageable
Bottom line: These settings are the difference between a chaotic schedule that drains you and an organized system that protects your business.

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Setting 1: Session capacity

Control how many athletes can book the same time slot.

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What it does

Session capacity sets the maximum number of athletes who can book a single time slot from this scheduler. This is a scheduler-level setting that applies to ALL sessions generated from this scheduler. Critical limitation: You CANNOT set different capacities for individual time slots. If you need different capacities, you must create separate schedulers.

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Configuration options

Setting: Max 1 athlete per slotWhen to use:
  • 1-on-1 personal training
  • Private coaching sessions
  • Individual assessments
  • High-touch services requiring full attention
Example:
  • “60-Min Private Training” scheduler
  • Capacity: 1 athlete
  • Result: Only one athlete can book 3:00 PM slot
Pro tip: Even if you occasionally train 2 athletes together, keep this at 1 athlete for private schedulers. Manually book the second athlete when needed rather than allowing double-booking.

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Common capacity mistakes

Mistake: “Small group training” with 10-athlete capacityProblem: Can’t give adequate attention to 10 athletes, service quality suffersFix:
  • True small group = 4-6 athletes max
  • If you want 10 athletes, call it “Group Class” and adjust pricing
  • Create separate “Small Group - 6 max” and “Large Group - 10 max” schedulers
Rule of thumb: If you can’t remember everyone’s name mid-session, capacity is too high for “small group.”
Mistake: One “Training Session” scheduler with 6-athlete capacity used for both private and groupProblem:
  • Athletes book thinking it’s private
  • 5 other athletes show up
  • Confusion and disappointment
Fix: Create separate schedulers:
  • “Private Training - 1 athlete max”
  • “Group Training - 6 athletes max”
Why this matters: Clear expectations = happy athletes = better retention
Mistake: Facility has room for 25, set capacity to 25Problem:
  • If 25 book and 5 no-show, only 20 attend (you’re counting on this)
  • But one week all 25 show up, facility is over capacity
Fix:
  • If facility safely holds 25, set capacity to 20-22
  • Build in buffer for unexpected full attendance
  • Never rely on no-shows to manage capacity
Legal liability: Over-capacity situations can violate insurance, fire codes, and regulations. Always err on the side of fewer athletes.

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Capacity decision framework

Use this guide to set appropriate capacity:
Service TypeRecommended CapacityReasoning
Private 1-on-11 athleteFull attention, personalized coaching
Semi-private2 athletesPartnership dynamic, shared cost
Small group4-6 athletesGroup energy, individual attention
Large group10-15 athletesClass format, general instruction
Team training15-25 athletesTeam dynamics, multiple coaches
Workshops/clinics20-50+ athletesEducational format, demo-based

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Setting 2: Booking Limits

Prevent athletes from booking above your capacity

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What it does

Booking limits control how many sessions either can book be booked within a timeframe (per day or per week) or how many athletes can book each time slot.

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Configuration options

1

Max bookings per day

Setting: Maximum times a scheduler can be booked in a single day across all available time slotsThis DOES NOT mean the number of times an athlete can book a dayConsider using if you have very limited availability for a particular scheduler. ex: Only accepting 1 private sesssion a day.
2

Max bookings per week

Setting: Maximum times a scheduler can be booked within a 7-day rolling period across all available time slots.This DOES NOT mean the maximum times one athlete can book in a 7-day rolling period
3

Max athletes per time slot (most common)

Setting: Maximum athletes that can book an available time slotMost common setting that sets caps on your sessions (ex: private sessions, small group sessions, large group sessions

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Setting 3: Cancellation policies

Control when and how athletes can cancel bookings.

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What it does

Cancellation policies determine:
  1. CAN athletes cancel? (Yes/no)
  2. WHEN can they cancel? (Anytime, 24-hour notice, 48-hour notice, never)
  3. WHAT HAPPENS to credits? (Refund or forfeit)

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Policy options explained

Setting: Athletes can cancel up until session start timePros:
  • Maximum athlete flexibility
  • Reduces no-shows (better to cancel than not show up)
  • Lower friction for new athletes hesitant to commit
Cons:
  • Last-minute cancellations hard to fill
  • Revenue loss if you can’t rebook
  • May enable flaky behavior
When to use:
  • Free sessions or trials
  • New athlete onboarding
  • Low-demand schedulers with easy rebooking
  • Community events
Example: “Free Assessment Session” - allow anytime cancellation to reduce barriers to trying you out

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Credit refund settings

When using credit-based schedulers, decide what happens to credits on cancellation:
How it works: If athlete cancels, credit is consumed regardless (no refund)Example:
  • Policy: 24-hour cancellation, no credit refund
  • Athlete books Friday 3pm session (costs 1 credit)
  • Thursday 2pm: Athlete cancels
  • Result: 1 credit is GONE (forfeited), athlete must use another credit to rebook
When to use:
  • Last-minute cancellation situations (under 24 hours)
  • To discourage flaky behavior
  • Premium or limited-capacity sessions
  • When no-shows are a significant problem
Business impact: Fewer cancellations (athletes committed), but may discourage initial bookings
Be careful: Forfeiting credits on legitimate cancellations damages athlete relationships. Reserve this for late cancellations or chronic offenders.
Configuration:
  • Cancellations WITH proper notice (24+ hours) = Credit refunded
  • Late cancellations (under 24 hours) = Credit forfeited
  • No-shows = Credit forfeited + possible penalty
Why this works:
  • Fair to athletes who plan ahead
  • Protects your business from last-minute changes
  • Industry standard
Implementation: Most platforms enforce this automatically based on your policy settings

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Cancellation policy decision framework

Choose your policy based on these factors:
FactorLenient PolicyStrict Policy
DemandLow demand, easy to rebookHigh demand, waitlist common
Business stageNew business, building clienteleEstablished, protecting capacity
Service typeFree/trial sessionsPremium paid sessions
RelationshipNew athletesLong-term committed athletes
CompetitionHigh competition, need flexibilityUnique service, high value
No-show historyRare no-showsFrequent no-show problems
Recommended starting point: 24-hour cancellation with credit refund, adjust based on athlete behavior

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Setting 4: Buffer time

Create breathing room between back-to-back sessions.

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What it does

Buffer time adds automatic padding before and/or after each session to prevent back-to-back scheduling. This gives you time for:
  • Setup and cleanup
  • Notes and documentation
  • Bio breaks and hydration
  • Mental reset between athletes
  • Travel time (if mobile training)
Critical insight: Buffer time is invisible to athletes. They only see their session time. The buffer blocks booking slots adjacent to their session.

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Configuration options

1

Buffer BEFORE session

Setting: Minutes blocked before session startUse cases:
  • Setup time for equipment
  • Review athlete notes/goals
  • Mental preparation
  • Travel time from previous location
Common durations:
  • 5 minutes = Quick review and setup
  • 10 minutes = Standard preparation
  • 15 minutes = Travel time between locations
Example:
  • Session: 3:00 PM - 4:00 PM (60 min)
  • Buffer before: 10 minutes
  • Result: 2:50 PM - 3:00 PM is blocked, can’t be booked
2

Buffer AFTER session

Setting: Minutes blocked after session endUse cases:
  • Cleanup and equipment reset
  • Session notes and athlete updates
  • Cool-down and recovery
  • Running-over buffer (sessions that might go long)
Common durations:
  • 5 minutes = Minimal cleanup
  • 10 minutes = Standard reset time
  • 15 minutes = Thorough cleanup + notes
Example:
  • Session: 3:00 PM - 4:00 PM (60 min)
  • Buffer after: 15 minutes
  • Result: 4:00 PM - 4:15 PM is blocked, next session can start at 4:15 PM earliest
3

Buffer BOTH before and after

Setting: Combine both buffers for maximum protectionWhen to use:
  • High-intensity sessions requiring full reset
  • Mobile training (travel time both ways)
  • Complex setup/cleanup requirements
  • Maximum burnout prevention
Example configuration:
  • Session: 3:00 PM - 4:00 PM (60 min)
  • Buffer before: 10 min
  • Buffer after: 10 min
  • Result: 2:50 PM - 4:10 PM blocked (80 minutes total)
Effective session length: 60-min session + 20-min buffer = 80 minutes per athlete
Pricing consideration: If your effective time is 80 minutes, price accordingly even though athlete only sees “60-minute session”

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Buffer time strategy by coaching style

Typical setup: Athletes come to your facilityRecommended buffer:
  • Before: 5 minutes (quick review and setup)
  • After: 10 minutes (cleanup, notes, reset)
  • Total: 15-minute buffer
Reasoning: Minimal travel, controlled environment, efficient turnaroundSchedule example:
  • 6:00 AM - 7:00 AM: Athlete 1 (with 5 min before, 10 min after)
  • 7:15 AM - 8:15 AM: Athlete 2 (with 5 min before, 10 min after)
  • Effective: 4 sessions in 4.5 hours

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Common buffer time mistakes

Mistake: Back-to-back sessions with zero bufferProblems:
  • Constant rushing between athletes
  • No time for notes or documentation
  • Burnout and exhaustion
  • Can’t handle sessions that run over
  • No time for emergencies or bio breaks
Fix: Minimum 5-10 minute buffer after every sessionLong-term impact: Preventing burnout is worth the slight reduction in daily capacity
Mistake: 5-minute buffer for mobile training requiring 15-minute driveProblem: Constantly running late, stressed, unprofessionalFix: Time yourself for one week, add 5-minute cushion to that averageExample:
  • Average drive: 12 minutes
  • Buffer needed: 12 min + 5 min cushion = 17 minutes
  • Set before-session buffer to 20 minutes
Mistake:
  • “Morning Sessions” = 10-min buffer
  • “Evening Sessions” = 5-min buffer
  • Causes scheduling chaos and confusion
Fix: Standardize buffer time across all schedulers of same type
  • All private sessions = 10-min after buffer
  • All group classes = 15-min after buffer (more cleanup)
  • All assessments = 20-min after buffer (detailed notes)
Why: Consistency = predictable schedule = less stress

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Setting 5: Scheduling windows

Control WHEN athletes can book (how far in advance).

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What it does

Scheduling windows set two time boundaries:
  1. Minimum notice: Earliest athletes can book before session (prevents last-minute bookings)
  2. Maximum future booking: Latest athletes can book in advance (controls booking horizon)

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Minimum booking notice

Purpose: Prevent last-minute bookings that disrupt your schedule
Setting: Athletes can book up until session startsWhen to use:
  • Drop-in classes or open gym
  • Flexible schedule with real-time availability
  • Low-demand times you want to fill
  • When you WANT last-minute bookings
Pros: Maximizes bookings, fills last-minute cancellations Cons: Difficult to plan your day, may not see booking in timeExample: “Open Gym Access” - Athletes can book a time slot 10 minutes from now

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Maximum future booking window

Purpose: Prevent athletes from booking too far in advance
Problems with unlimited future booking:
  1. Athlete books 3 months out, forgets, cancels last-minute
  2. Your availability changes but slots are locked
  3. Can’t adjust pricing or offerings
  4. Hard to forecast actual attendance
Benefits of limiting future bookings:
  1. More accurate short-term schedule
  2. Flexibility to adjust availability
  3. Reduces forgotten bookings
  4. Athletes book closer to session = higher commitment
Business insight: Bookings made 30 days out have 2x cancellation rate vs bookings made 7 days out
Setting: Athletes can book 2-3 months in advanceWhen to use:
  • Seasonal programming (summer camps)
  • Long-term committed athletes
  • Subscription-based programs
  • When you have stable long-term schedule
Pros: Long-term planning for dedicated athletes Cons: Higher cancellation rates, less schedule flexibilityExample: “12-Week Transformation Program” - Allow 90-day booking for athletes to secure entire program schedule
Setting: Athletes can only book the current week + next weekWhen to use:
  • High-variability schedule
  • Short-term commitments
  • Testing new services
  • Prefer last-minute booking optimization
Pros: Maximum flexibility for you, recent bookings = lower cancellations Cons: Frustrates planners, may lose organized athletesExample: On Monday, athletes can book through next Sunday (up to 13 days out)
Setting: Athletes can book as far out as you have availabilityWhen to use:
  • Rare scenarios only
  • Specialty one-time events
  • When you have 100% stable schedule
  • VIP athletes with priority access
Pros: Ultimate athlete flexibility Cons: Reduces your flexibility, high forget-rate
Not recommended: Unlimited booking creates more problems than it solves for most coaching businesses.

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Scheduling windows decision guide

For most coaches:
  • Minimum notice: 24 hours
  • Maximum future: 30 days
  • Result: Athletes must book 24+ hours ahead, can book up to 30 days out
Adjust based on your reality:
Your SituationMin NoticeMax Future
Very flexible schedule6 hours14 days
Standard personal training24 hours30 days
High-demand specialist48 hours30 days
Seasonal programming24 hours90 days
Events/workshops7 days90 days

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Setting 6: Multiple booking per timeslot permissions

Allow or prevent clients from booking multiple sessions at once.

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What it does and who it’s for

Multiple bookings per timeslot permission controls whether clients can book the same time slot more than once. Allows parent accounts to book multiple children for the same timeslot if needed. Example scenario: Family uses one account to book the same Advanced Skills Training timeslot for their 8th and 9th grade children.

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Setting 7: Rescheduling permissions

Control whether athletes can reschedule their own bookings and whether rescheduling is blocked within the cancellation window.

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What it does

Two toggles in the Permission(s) section work together to protect your revenue from last-minute session changes: Allow athletes to reschedule — When enabled, athletes can move their booking to a different available time slot from the Athlete Portal or app. Disable this to lock bookings in place — useful for camps, evaluations, or any session type where no changes are acceptable after booking. Block rescheduling within cancellation window — When enabled, athletes cannot reschedule once they’re inside the cancellation notice window. This closes the loophole where an athlete could avoid a late-cancellation credit forfeit by rescheduling instead of canceling outright.
Rescheduling permissions toggles in scheduler settings

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Why this matters

Without these controls, an athlete can reschedule a session at the last minute — effectively moving a hard-to-fill slot without triggering the cancellation policy. The Block rescheduling within cancellation window toggle closes that gap: if they’re inside the cancellation window, they can’t reschedule either.
SituationAllow rescheduleBlock within cancellation window
Standard paid sessionsEnabledEnabled
Camps, evaluations, locked sessionsDisabled—
Low-demand or trial sessionsEnabledDisabled
Revenue protection: Enable both toggles for any paid scheduler. Athletes who need to change a session must do so before the cancellation window opens — giving you time to fill the original slot.

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Common configuration mistakes and fixes

Problem:
  • Anytime cancellation
  • No booking notice
  • Unlimited bookings
Result:
  • 40% cancellation rate
  • Last-minute cancellations can’t be filled
  • Revenue significantly impacted
Fix:
Implement minimum standards:
- 24-hour cancellation policy (refund credits within window)
- 24-hour minimum booking notice
- 2-3 sessions per week limit

Expected result:
- Cancellation rate drops to 15-20%
- More rebook opportunities
- Improved revenue stability
Lesson: Protecting your business isn’t mean, it’s professional
Problem:
  • No cancellations allowed
  • 72-hour booking notice
  • Single booking only
Result:
  • Athletes afraid to book (too restrictive)
  • Bookings drop 50%
  • Negative reviews about inflexibility
Fix:
Find middle ground:
- 24-48 hour cancellation with credit refund
- 24-hour booking notice
- Allow multiple bookings with weekly limits

Expected result:
- Booking volume recovers
- Athlete satisfaction improves
- Still have business protection
Lesson: Balance protection with athlete-friendly policies
Problem:
  • Zero buffer between sessions
  • Constantly running late
  • Exhausted and burned out
Impact:
  • Poor athlete experience (you’re always rushed)
  • Documentation suffers (no time for notes)
  • Health declines from no breaks
Fix:
Implement staged approach:
Week 1: Add 5-min buffer after sessions
Week 2: Increase to 10-min buffer
Week 3: Add 5-min before buffer if needed

Monitor: How do you feel? Less rushed?
Adjust: Find YOUR optimal buffer time
Lesson: Your well-being enables athlete results - protect it
Problem: Same settings for private training, group classes, and eventsWhy it fails:
  • Private training needs 1 capacity, group classes need 12
  • Events need 72-hour notice, regular training needs 24-hour
  • Different services have different requirements
Fix:
Create service-specific schedulers:

"Private Training"
- 1 capacity, 24-hour policy, 10-min buffer

"Group Class"
- 12 capacity, 24-hour policy, 20-min buffer

"Workshop Event"
- 30 capacity, 7-day notice required, 60-min buffer
Lesson: Different services need different configurations

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Troubleshooting scheduler settings

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Athletes can’t book even though slots are available

Possible causes:
1

Check booking limits

Has session already reached max capacity?How to check:
  1. Go to your Calendar
  2. View the timeslot of concern
  3. Check to see if timeslot is full
Fix: If truly full, offer different time OR increase capacity if appropriate
2

Check minimum notice

Is athlete trying to book within minimum notice window?Example:
  • Settings: 24-hour minimum notice
  • Athlete tries to book session 12 hours from now
  • System blocks booking
Fix: Reduce minimum notice OR manually book athlete for this one time
3

Check maximum future window

Is athlete trying to book beyond future booking window?Example:
  • Settings: 30-day maximum
  • Athlete tries to book 45 days out
  • Sessions don’t appear
Fix: Increase future window OR ask athlete to book closer to date

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Buffer time not preventing bookings

Problem: Athletes booking back-to-back even though you set buffer time Troubleshooting:
  1. Check buffer settings: Go to scheduler → Settings → Buffer time
    • Is buffer actually configured? (Should see “Before: X min, After: X min”)
    • Try test booking to verify buffer blocks adjacent slots
  2. Multiple schedulers issue:
    • Scheduler A has 10-min buffer
    • Scheduler B has no buffer
    • Athletes can book Scheduler A at 3:00 PM and Scheduler B at 4:00 PM (appears back-to-back on your calendar)
    • Fix: Add consistent buffer to ALL schedulers
  3. Manual bookings bypass buffer:
    • If YOU manually book athletes, system may allow override of buffer
    • Fix: Manually respect buffer when booking athletes yourself

Creating First Scheduler

Basic scheduler creation before configuring settings

Payment Options

Configure free, paid, and credit-based payments

Availability Setup

Set availability before creating schedulers

Calendar Management

View and manage your booked sessions

Manually Booking Athletes

Override limits when manually booking
Need help configuring optimal settings? Our support team can review your business model and recommend scheduler configurations. Contact Support