> ## Documentation Index
> Fetch the complete documentation index at: https://help.coachiq.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Scheduler Settings: Limits and Permissions
> Configure booking limits, capacity, cancellation policies, and athlete permissions to protect your business and ensure fair access to sessions.
**Where to find this**: Schedule → Schedulers → \[Select Scheduler]
## 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.
## 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](/scheduling/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
## Why scheduler settings matter
These aren't just technical configurations—they're business protection mechanisms:
**Without proper settings**: Athletes book then cancel last-minute, leaving empty slots you can't fill
**With proper settings**: 24-hour cancellation policy gives you time to rebook, protecting revenue
**Without proper settings**: Back-to-back sessions all day with no breaks
**With proper settings**: 10-minute buffer time between sessions for prep and recovery
**Without proper settings**: Athletes book 3 months out then forget, you can't plan
**With 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.
***
## Setting 1: Session capacity
Control how many athletes can book the same time slot.
### 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.
### Configuration options
**Setting**: Max 1 athlete per slot
**When 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.
**Setting**: Max 2-6 athletes per slot
**When to use**:
* Semi-private training
* Small group classes
* Partner sessions
* Limited accountability groups
**Example**:
* "Small Group Strength Class" scheduler
* Capacity: 6 athletes
* Result: Up to 6 athletes can book the same 5:00 PM class
**Decision framework**:
* 2 athletes = Truly semi-private, high attention
* 4 athletes = Small group, moderate attention
* 6 athletes = Larger group, less individual focus
**Quality consideration**: More athletes = less individual attention. Choose capacity based on service quality you can maintain, not just space available.
**Setting**: Max 10-20+ athletes per slot
**When to use**:
* Group fitness classes
* Team training sessions
* Workshops and clinics
* Community events
**Example**:
* "Sunday Bootcamp Class" scheduler
* Capacity: 20 athletes
* Result: Up to 20 athletes can book the same Sunday 9:00 AM slot
**Facility owner considerations**:
* Set capacity based on SAFE numbers, not just space
* Consider equipment availability
* Account for coach-to-athlete ratio
* Leave buffer for walk-ins if applicable
**Safety first**: Never exceed capacity your insurance covers or facility regulations allow. Set scheduler capacity BELOW your true maximum to account for unexpected attendance.
### Common capacity mistakes
**Mistake**: "Small group training" with 10-athlete capacity
**Problem**: Can't give adequate attention to 10 athletes, service quality suffers
**Fix**:
* 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 group
**Problem**:
* 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 25
**Problem**:
* 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.
### Capacity decision framework
Use this guide to set appropriate capacity:
| Service Type | Recommended Capacity | Reasoning |
| ----------------- | -------------------- | ------------------------------------- |
| Private 1-on-1 | 1 athlete | Full attention, personalized coaching |
| Semi-private | 2 athletes | Partnership dynamic, shared cost |
| Small group | 4-6 athletes | Group energy, individual attention |
| Large group | 10-15 athletes | Class format, general instruction |
| Team training | 15-25 athletes | Team dynamics, multiple coaches |
| Workshops/clinics | 20-50+ athletes | Educational format, demo-based |
***
## Setting 2: Booking Limits
Prevent athletes from booking above your capacity
### 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.
### Configuration options
**Setting**: Maximum times a scheduler can be booked in a single day across all available time slots
This **DOES NOT** mean the number of times an athlete can book a day
Consider using if you have very limited availability for a particular scheduler. ex: Only accepting 1 private sesssion a day.
**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
**Setting**: Maximum athletes that can book an available time slot
Most common setting that sets caps on your sessions (ex: private sessions, small group sessions, large group sessions
***
## Setting 3: Cancellation policies
Control when and how athletes can cancel bookings.
### 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)
### Policy options explained
**Setting**: Athletes can cancel up until session start time
**Pros**:
* 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
**Setting**: Athletes must cancel 24+ hours before session
**Pros**:
* Gives you time to rebook the slot
* Balances athlete flexibility with business protection
* Industry standard for personal training
* Reduces frivolous bookings
**Cons**:
* Some athletes forget about 24-hour window
* Emergency situations still happen
**When to use**:
* Private training (most common)
* Small group sessions
* Standard paid services
* When you have waitlists or high demand
**Example**: "60-Min Private Training" - 24-hour notice allows you to contact waitlist or offer slot to another athlete
**Best practice**: 24-hour notice is the sweet spot for most coaching businesses. It protects your revenue while being fair to athletes with legitimate schedule changes.
**Setting**: Athletes must cancel 48+ hours (2 days) before session
**Pros**:
* More time to rebook
* Stronger commitment from athletes
* Better for weekend sessions (requires Wednesday cancellation)
**Cons**:
* Less flexible for athletes
* May discourage bookings
* Can feel strict for new athletes
**When to use**:
* High-demand sessions with long waitlists
* Weekend or evening prime slots
* Specialty services requiring prep
* VIP/premium tier services
**Example**: "Saturday Morning Elite Class" - 48-hour notice required because weekend slots are hardest to fill last-minute
**Setting**: Once booked, athlete cannot cancel (booking is final)
**Pros**:
* Guarantees revenue
* Maximum schedule protection
* Reduces no-shows (athlete knows credit/payment is lost)
**Cons**:
* Very inflexible
* May prevent bookings
* Poor athlete experience
* Emergency situations still require you to make exceptions
**When to use**:
* Special events or workshops
* Limited capacity specialty sessions
* Sessions requiring significant prep/materials
* One-time intensive programs
**Example**: "Competition Prep Workshop" - No cancellations due to catering order, materials prep, and venue commitment
**Use sparingly**: No-cancellation policies should be rare and clearly communicated. Most athletes will find this too restrictive for regular training.
### Credit refund settings
When using credit-based schedulers, decide what happens to credits on cancellation:
**How it works**: When athlete cancels within policy window, credit returns to their balance
**Example**:
* Policy: 24-hour cancellation with credit refund
* Athlete books Friday 3pm session (costs 1 credit)
* Thursday 2pm: Athlete cancels (more than 24 hours notice)
* Result: 1 credit returns to athlete's balance, can rebook later
**When to use**:
* Standard training relationships
* Monthly subscription credits
* To encourage bookings without fear of wasting credits
* When you want flexibility for loyal athletes
**Business impact**: More bookings (athletes less afraid to try), but requires managing rebooking
**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
### Cancellation policy decision framework
Choose your policy based on these factors:
| Factor | Lenient Policy | Strict Policy |
| ------------------- | ---------------------------------- | -------------------------------- |
| **Demand** | Low demand, easy to rebook | High demand, waitlist common |
| **Business stage** | New business, building clientele | Established, protecting capacity |
| **Service type** | Free/trial sessions | Premium paid sessions |
| **Relationship** | New athletes | Long-term committed athletes |
| **Competition** | High competition, need flexibility | Unique service, high value |
| **No-show history** | Rare no-shows | Frequent no-show problems |
**Recommended starting point**: 24-hour cancellation with credit refund, adjust based on athlete behavior
***
## Setting 4: Buffer time
Create breathing room between back-to-back sessions.
### 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.
### Configuration options
**Setting**: Minutes blocked before session start
**Use 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
**Setting**: Minutes blocked after session end
**Use 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
**Setting**: Combine both buffers for maximum protection
**When 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"
### Buffer time strategy by coaching style
**Typical setup**: Athletes come to your facility
**Recommended buffer**:
* Before: 5 minutes (quick review and setup)
* After: 10 minutes (cleanup, notes, reset)
* Total: 15-minute buffer
**Reasoning**: Minimal travel, controlled environment, efficient turnaround
**Schedule 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
**Typical setup**: You travel to athlete locations
**Recommended buffer**:
* Before: 15-20 minutes (travel time)
* After: 10 minutes (pack up, notes)
* Total: 25-30 minute buffer
**Reasoning**: Must account for travel between locations
**Schedule example**:
* 6:00 AM - 7:00 AM: Athlete 1 (at Location A)
* 7:35 AM - 8:35 AM: Athlete 2 (at Location B) - 35 min for travel + setup
* Effective: 2 sessions in 3 hours
**Pro tip**: Group athletes by geographic area to minimize buffer time. Schedule all north-side athletes Monday, south-side Tuesday, etc.
**Typical setup**: Video call sessions
**Recommended buffer**:
* Before: 5 minutes (tech check, review notes)
* After: 5-10 minutes (session notes, reset)
* Total: 10-15 minute buffer
**Reasoning**: No travel, but need mental reset between calls
**Schedule example**:
* 6:00 AM - 6:45 AM: Athlete 1 (45-min virtual)
* 7:00 AM - 7:45 AM: Athlete 2 (15-min buffer = time for notes + coffee)
* Effective: 2 sessions in 2 hours
**Zoom fatigue prevention**: Consider 15-minute buffers for back-to-back virtual sessions to prevent burnout
**Typical setup**: Demanding sessions requiring full recovery
**Recommended buffer**:
* Before: 10 minutes (mental prep, specific setup)
* After: 20 minutes (thorough cleanup, detailed notes, recover)
* Total: 30-minute buffer
**When to use**:
* Competition prep sessions
* Assessment/evaluation sessions
* One-on-one skill development requiring focus
* When you need mental reset between athletes
**Schedule example**:
* 6:00 AM - 7:30 AM: Athlete 1 (60-min session + 30-min buffer)
* 8:00 AM - 9:30 AM: Athlete 2
* Effective: 2 sessions in 3.5 hours
**Why worth it**: Quality over quantity, prevent burnout, maintain high coaching standards
### Common buffer time mistakes
**Mistake**: Back-to-back sessions with zero buffer
**Problems**:
* 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 session
**Long-term impact**: Preventing burnout is worth the slight reduction in daily capacity
**Mistake**: 5-minute buffer for mobile training requiring 15-minute drive
**Problem**: Constantly running late, stressed, unprofessional
**Fix**: Time yourself for one week, add 5-minute cushion to that average
**Example**:
* 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
***
## Setting 5: Scheduling windows
Control WHEN athletes can book (how far in advance).
### 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)
### Minimum booking notice
**Purpose**: Prevent last-minute bookings that disrupt your schedule
**Setting**: Athletes can book up until session starts
**When 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 time
**Example**: "Open Gym Access" - Athletes can book a time slot 10 minutes from now
**Setting**: Athletes must book at least 6-12 hours before session
**When to use**:
* You check schedule morning and evening
* Want some advance notice but allow same-day
* Balancing flexibility with planning
**Example**:
* 12-hour notice = If athlete wants 6pm session, must book by 6am that day
* Gives you time to see booking and prepare
**Sweet spot**: 6-hour minimum for flexible same-day bookings
**Setting**: Athletes must book at least 24 hours before session
**When to use**:
* Standard personal training
* You want day-ahead planning
* Need time to review athlete info and prepare
* Most common setting
**Example**: Athlete wants Tuesday 5pm session, must book by Monday 5pm
**Pros**:
* Clear day-ahead schedule visibility
* Time to prepare and review athlete goals
* Professional standard
**Cons**:
* Can't accommodate true last-minute requests
* May lose some spontaneous bookings
**Recommended**: 24-hour minimum is the industry standard for personal training and most coaching services.
**Setting**: Athletes must book 2-3 days in advance
**When to use**:
* High-demand services with waitlists
* Sessions requiring special prep or materials
* When you need planning time
* Specialty assessment or evaluation sessions
**Example**: "Competition Readiness Assessment" - 72-hour minimum notice allows you to review athlete history and prepare custom evaluation
**Pros**: Maximum planning time, serious athlete commitment **Cons**: Very restrictive, may limit bookings
### 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 up to 30 days in advance
**When to use**: Most coaching businesses (default setting)
**Pros**:
* Enough advance booking for planners
* Not so far that athletes forget
* Allows monthly planning
* Balance of flexibility and commitment
**Example**:
* Today: September 30
* Athletes can book any session through October 30
* October 31 sessions won't appear until October 1
**Recommended for**: Private training, group classes, standard coaching services
**Setting**: Athletes can book 2-3 months in advance
**When 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 flexibility
**Example**: "12-Week Transformation Program" - Allow 90-day booking for athletes to secure entire program schedule
**Setting**: Athletes can only book the current week + next week
**When 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 athletes
**Example**: On Monday, athletes can book through next Sunday (up to 13 days out)
**Setting**: Athletes can book as far out as you have availability
**When 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.
### 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 Situation | Min Notice | Max Future |
| -------------------------- | ---------- | ---------- |
| Very flexible schedule | 6 hours | 14 days |
| Standard personal training | 24 hours | 30 days |
| High-demand specialist | 48 hours | 30 days |
| Seasonal programming | 24 hours | 90 days |
| Events/workshops | 7 days | 90 days |
***
## Setting 6: Multiple booking per timeslot permissions
Allow or prevent clients from booking multiple sessions at once.
### 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.
***
## Setting 7: Booking Rules (Athlete Permissions)
Control what athletes can and cannot do with their own bookings.
**Where to find this**: Scheduler → Settings → Booking Rules
| Toggle | What it controls |
| ---------------------------------------------------- | --------------------------------------------------------------------- |
| **Allow athletes to cancel** | Whether athletes can cancel their own bookings from the portal or app |
| **Refund credits used on cancelation** | Whether credits are automatically returned when an athlete cancels |
| **Allow athletes to reschedule** | Whether athletes can move their booking to a different available time |
| **Block rescheduling within cancellation window** | Prevents rescheduling once inside the cancellation notice window |
| **Allow athletes to book a timeslot more than once** | Lets athletes (or parents) book the same time slot multiple times |
| **Show booked athletes to other athletes** | Displays participant names to other athletes in the same slot |
### Allow athletes to cancel
When **on**, athletes can cancel their own bookings from the Athlete Portal or app. When **off**, only coaches and admins can cancel — athletes must contact you directly.
Disable this for camps, workshops, or any non-refundable sessions where bookings should be final.
### Refund credits used on cancelation
When **on**, credits are automatically returned to the athlete's balance when they cancel within the allowed window. When **off**, credits are forfeited on all cancellations regardless of timing.
Pair this with your cancellation notice window (Setting 3) for the most common setup: credits refunded for cancellations with proper notice, forfeited for late cancellations.
### Allow athletes to reschedule
When **on**, athletes can move their booking to a different available time slot from the Athlete Portal or app. When **off**, only coaches and admins can reschedule — athletes must contact you to make changes.
### Block rescheduling within cancellation window
When **on**, athletes cannot reschedule once they're inside the cancellation notice window. This closes the loophole where an athlete avoids a late-cancellation credit forfeit by rescheduling instead of canceling.
**Example**: If your cancellation policy requires 24-hour notice and this toggle is on, an athlete cannot reschedule a session that starts in 6 hours — they'd need to cancel (and forfeit the credit) or keep the booking.
### Allow athletes to book a timeslot more than once
When **on**, the same athlete or parent account can book the same time slot more than once. Useful for families booking multiple children into the same session.
### Show booked athletes to other athletes
When **on**, athletes who book a group session can see the names of other participants. Useful for group classes or team sessions where social visibility is a benefit.
### Recommended configuration
| Situation | Allow cancel | Refund credits | Allow reschedule | Block within window |
| ---------------------- | ------------ | -------------- | ---------------- | ------------------- |
| Standard paid sessions | On | On | On | On |
| Camps / workshops | Off | Off | Off | — |
| Free / trial sessions | On | On | On | Off |
| Premium / high-demand | On | On | Off | — |
**Revenue protection**: For any paid scheduler, enable **Block rescheduling within cancellation window**. This ensures athletes who need to change a session do so before the window closes — giving you time to fill the original slot.
For more on how rescheduling works from the coach side, see [Editing & Rescheduling Bookings](/scheduling/editing-rescheduling-bookings).
## Setting 8: Overlapping slots and slot cadence
Control whether session start times can overlap, and how often they're offered.
**Where to find this**: Schedule → Schedulers → \[Select Scheduler] → **Settings** tab → **Duration**
### Allow overlapping slots within this session
By default, the scheduler offers the next start time only after the current session length has elapsed, so sessions never overlap. When you check **Allow overlapping slots within this session**, the scheduler also offers start times that overlap a session already in progress.
* **Unchecked** (default): Start times don't overlap. The next slot opens only after a session ends.
* **Checked**: Start times can overlap. A new session can begin while another is still running.
Once checked, a **Slot Cadence** control appears to set how frequently those start times appear.
**Example**: A 60-minute "Youth Skills" session with overlapping slots enabled and Slot Cadence set to **Every 15 minutes** offers start times at 10:00, 10:15, 10:30, and so on — each a full 60-minute session that overlaps the next.
### Slot Cadence
Slot Cadence sets the interval at which start times are offered:
* Every hour (on the hour)
* Every 30 minutes
* Every 20 minutes
* Every 15 minutes
* Every 10 minutes
* Every 5 minutes
* **Custom minute marks** — define your own specific start times
Overlapping slots is different from **session capacity** (Setting 1). Capacity controls how many athletes share the *same* slot; overlapping slots controls whether *new* start times can begin during an active session.
## 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 events
**Why 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
***
## Troubleshooting scheduler settings
### Athletes can't book even though slots are available
**Possible causes**:
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
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
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
***
### 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
## Related articles
Basic scheduler creation before configuring settings
Configure free, paid, and credit-based payments
Set availability before creating schedulers
View and manage your booked sessions
Override limits when manually booking
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