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Calendar Settings
Calendar Settings

Learn how to access and manage Calendar Settings and preferences

Amanda Verplank avatar
Written by Amanda Verplank
Updated over 2 months ago

Access Calendar Settings

To access the Calendar Settings on the desktop click on the Calendar tab from the left menu and choose My Calendar, then click on the gear icon in the top right corner of the screen.

Booking Options:

View the your current booking offerings or Add a new Booking. Define general scheduling settings related to time zones, booking windows, reminders, and reservation and cancellation cut-off times (as shown below).

Add a Booking:

Before scheduling sessions, Coaches must first set up each of their booking types. As stated above, Booking Options represent your coach offerings that can be booked by your athletes.

To do that, click on Add Booking to set up a new booking option for your athletes. Choose a Title, add a Duration, set a Rate, and add Location then click Confirm.

Availability:

Set your availability for each day of the week (as shown below). Any times outside your Available time will be marked as unavailable, and no sessions can be booked by an Athlete. This availability will be shown when an Athlete is booking a session.

  • Set a Day as Unavailable: Set a day as completely unavailable by clicking directly on the day to make it greyed out.

  • Set a Day's Availability: Set your range of availability for the entire day. To set general availability for a day, click the timeframe. In the pop-up, select the appropriate start time and end time (as shown above).
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    Note: Also note that you can combine editing General Availability with recurring unavailable time blocks in the Calendar. For example, if you generally start work at 8:00 a.m. and finish at 5:00 p.m., you would set that availability by going to Settings > Availability. Then, if you always take lunch at noon, you can set a recurring unavailable time block by going to Calendar > Add(+).

Schedule Options:

The following setting options are available in the General Options:

  • Time Zone: The time zone ensures that your calendar and session times are displayed in the time zone you work and live. When editing the time zone, find the Continent and City consistent with your time zone. For example, if you are in the Central US time zone, you can pick America/Chicago. After selecting the appropriate time zone, Click "Confirm Time Zone."

  • Currency: Set you currency based on your location or preferred.

  • Sequential Sessions: Display sessions in a series, eliminating dead time in your schedule.

  • Top of the Hour: Only allow Athletes to book sessions at the top of each hour.

  • Open Calendar: Define how far in advance you want to open your calendar to reservations:

    • Rolling: Reservation will open on a rolling calendar based on the selected time frame. For example, you may only want to open your calendar three weeks in advance, so you can edit the time to three weeks, and every day a new day will become available in three weeks.

    • Static: A new month becomes available on the 15th of the preceding month. Note: Make sure all unavailable time is booked before the new month opens.

    • Custom: Select specific days that are available for athletes to book a session.

  • Reminders: Define how far in advance of booked sessions a reminder text and email will be sent to the Athlete. For example, if you want to send a reminder to your athletes one day prior to their session, you would choose 1 Day.

  • Reservation Cut-off Time: Define how far in advance sessions can no longer be booked. For example, if you want to allow sessions only to be booked one day or more prior to a given session day, you would choose 1 Day. Note: You can also select "Unlimited" if you do not want to limit when an Athlete can book a session.

  • Cancellation Cut-off Time: Define how far in advance a session can be canceled and not be subject to mandatory payment. For example, if you allow cancellations 24 hours in advance, you can select 1 Day. Note: You can also select "Unlimited" if you do not enforce a cancelation policy.

Calendar Integrations:

Calendar Sync allows you to subscribe to your CoachNow Academy calendar so that sessions and booked unavailable time display on your personal calendar. To subscribe, click Copy URL (as shown below) and paste the URL into your preferred calendar provider (as shown below).

Connect External Calendar to your CoachNow Academy Calendar. Connecting with Google Calendar or iCal will allow you to sync events, prevent double booking, and manage your workday from one central hub.

With the Publicly Available Calendar you can share the URL on your website for anyone to view and book sessions with you.

Note: If you are syncing to Google Calendar, you may need to add the subscription URL on the web rather than the app.

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