Trainees can book a meeting with their coach from the app. They only see times the coach opened. You open those times by setting availability in the calendar. The calendar feature must be enabled for the studio. See Calendar.

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Set a coach’s availability

1

Select the coach

On the Calendar page, pick the coach in the coach menu. The Availability button appears.
2

Open the editor

Click Availability. The Manage availability window opens for that coach.
3

Choose the kind

4

Set the hours

Under Hours, set a start and an end. Click Add range for a second block on the same days, for example a morning block and an evening block.
5

Choose the type and duration

  • Type: Training or Conversation.
  • Duration: 30, 45, 60 or 90 minutes. Each range is cut into slots of this length.
6

Add it

Click Add availability. It appears under Weekly availability or One-time dates.

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What is checked

  • A weekly availability needs at least one weekday. Otherwise you see “Pick at least one day”.
  • A one-time availability needs a date.
  • The end of a range must be after its start.
  • The duration must fit inside at least one of the ranges. A 90 minute slot in a 60 minute range is refused.

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Example

Sunday and Tuesday, 08:00 to 12:00, Conversation, 30 minutes. Trainees see eight 30 minute slots on each of those days, minus any that are already taken.

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Remove availability

In Manage availability, remove the entry from the list and confirm. Trainees can no longer book those times. Meetings that were already booked stay on the calendar. Cancel them yourself if they should not happen.

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What trainees see

On their home screen, trainees see a Schedule a meeting card with the hint “Book a session with your coach”.
1

Open the booking screen

The trainee taps Schedule a meeting. The Available times list shows the open slots.
2

Pick a time

They tap a slot. A Confirm booking window opens.
3

Book

They tap Book. The app confirms the meeting is booked.
When there are no open slots, the screen says “No available times right now. Check back soon.” The booking appears straight away on the coach’s calendar as a confirmed event, linked to the trainee.

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Which coach a trainee books with

  • A trainee with an assigned coach sees that coach’s availability and can only book with that coach.
  • A trainee with no assigned coach sees the availability of the studio’s head coach.
If a trainee reports “no available times” while you have availability set, check which coach they are assigned to. They see their own coach’s slots, not yours.

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Slots that are hidden

A slot is not offered when the coach already has an event at that time, whether a trainee booked it or you created it yourself. Add your own busy times to the calendar as events and they are blocked for booking. If two trainees try to take the same slot at the same moment, the first one gets it. The other sees “This slot is no longer available.”

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Cancelling

A trainee can cancel an upcoming meeting from the app with Cancel meeting. The meeting is marked Cancelled and the time is free again. A meeting that has already passed cannot be cancelled. Coaches change or delete meetings from the calendar. See Calendar.

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Limits

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Good to know

  • Booking does not send the coach a notification. Check the calendar, or look at the trainee’s Meeting history.
  • Slot times are worked out in the studio’s time zone.
  • Turning Calendar & meetings off in Business settings removes the booking card from the app for every trainee.

Calendar

Events, views and booking a slot for a trainee.

Communication overview

All the ways to reach trainees.