As a Coach, you must review and maintain your calendar to ensure the best use of your time. From the Calendar Dashboard, you can:
Review your daily calendar
Review the facilities daily calendar
Book sessions for you and other coaches
Block Availability
Accessing the Calendars:
When accessing the calendar, there are two calendar views available to a Coach:
My Calendar
Facility Calendar
My Calendar:
The My Calendar page lets you view your calendar for a specific week. To view your calendar, go to Calendar > My Calendar (as shown below), and you will see your calendar for the current week. The following colors indicate time slots:
White: Open/Available Time
Light Gray: General unavailable times
Orange: Booked sessions
Grey: Scheduled Unavailability (Time Block)
You can navigate to future (or past) weeks by using the dropdown arrow near the date range on the upper left side of the page or by using the arrows on either side of "Today" near the upper right side of the page.
Facility Calendar:
The Facility Calendar allows you to view a specific day's Calendar for you and other Coaches at your facility. To view the facility calendar click Calendar > My Facility.
You will see today's calendar for you and the other Coaches at your facility. You can navigate to future (or past) weeks by using the dropdown arrow near the date range on the upper left side of the page or by using the arrows on either side of "Today" near the upper right side of the page.
Booking sessions:
With the Desktop scheduler, as a Coach, you can only book sessions and block unavailable time for yourself. Further, as a Coach/Admin, you can book sessions for other coaches at the club. Schedulers can book sessions for Coaches during any available time slots.
To book a session for you or another Coach you can click on the time slot directly from the calendar itself or by clicking "+Add" in the top right corner of the page. Either way, you will get a pop up window like to one below and will need to fill out the form.
Choose Session
Participating Athlete: Choose from a list of existing athletes. You can type a few letters of the Athlete's last name to expedite the search for an Athlete to add them to the session.
Session Length: Choose from the Hour, Half Hour or Adult Lesson options or select the Custom option.
Session Date: Adjust the date of the session (if necessary).
Start/End Time: Adjust the start time of the session (if necessary).
Repeat: Choose to repeat the session daily, weekly, bi-weekly, monthly or not at all.
Rate: Set the price for the session
Location: Share the location for the session
Notes: Type in session notes (if necessary).
Click "Confirm" to save the session. Once the session is confirmed, it will be displayed on the calendar. Athletes will receive a text and or email based on their notification preferences.
Scheduling Unavailability (Time Blocks) (Coaches Only):
To block time slots on your calendar, follow these directions:
Go to Calendar > My Calendar.
Navigate to the desired date and time of the block or click the "+Add" button
Select the "Unavailability" tab (as shown below).
Within the pop-up, define the following:
Private: If you do not want others (i.e., coaches, athletes, etc.) to see the title of the block.
Title: Provide a name for the event.
Date: Adjust the date of the block (if necessary).
Start Time: Adjust the start time of the block (if necessary).
End Time: Set the duration of the block by setting an end time.
Repeating: Set the event as repeating (if necessary). If the event is recurring, set the event cadence (how often you want the event to repeat)
Click "Confirm" to save the event. Once the event is confirmed, it will be displayed on the calendar.
Editing/Canceling Booked Events/sessions:
You can always edit or cancel the event by clicking on the time block (as shown below).
The following adjusts can be made to your booked sessions:
Edit: To edit the session/block, click on the edit pencil and adjust the available fields as outlined above.
Delete/Cancel: To delete/cancel the session/block, click on the trash can icon, confirm you wish to cancel the booking, and the event will be removed from the calendar.