Calendar & Meetings

Use the Calendar feature to schedule consultations, check-ins, and coaching calls with your clients. Manage availability and bookings in one place.

Accessing the Calendar

Click Calendar in the sidebar to access scheduling features.

Setting Your Availability

Before clients can book, configure when you're available:

Weekly Schedule

1. Go to Calendar
2. Click "Set Availability"
3. Select days you're available
4. Set time blocks for each day
5. Save your schedule

Time Blocks

Example schedule:

• Monday: 9am-12pm, 2pm-6pm
• Tuesday: 9am-12pm, 2pm-6pm
• Wednesday: Unavailable
• Thursday: 9am-12pm, 2pm-6pm
• Friday: 9am-3pm
• Weekend: Unavailable

Meeting Types

Configure different meeting types:

• Initial Consultation - 30-60 min, for new clients
• Check-In Call - 15-30 min, weekly/bi-weekly
• Program Review - 45-60 min, monthly
• Custom Session - Any duration

For each type, set:

• Duration
• Buffer time before/after
• Meeting link (Zoom, Google Meet, etc.)
• Preparation notes

Booking Meetings

Coach-Initiated Booking

To schedule a meeting yourself:

1. Click "New Meeting"
2. Select the client
3. Choose meeting type
4. Pick date and time
5. Add meeting link and notes
6. Click "Schedule"
7. Client receives automatic notification

Client Self-Booking

Clients can book meetings themselves:

1. Client opens mobile app
2. Goes to "Meetings" section
3. Sees your available time slots
4. Selects a time
5. Books the meeting
6. You receive notification

Managing Meetings

Upcoming Meetings

View all scheduled meetings:

• Today's meetings highlighted
• Upcoming meetings listed chronologically
• Past meetings in history

Meeting Details

For each meeting, see:

• Client name
• Meeting type
• Date and time
• Duration
• Meeting link
• Notes

Canceling or Rescheduling

To change a meeting:

1. Click on the meeting
2. Choose "Reschedule" or "Cancel"
3. If rescheduling, pick a new time
4. Add reason/note (optional)
5. Client receives notification

Meeting Notifications

Both you and clients receive notifications:

• Booking Confirmation - When meeting is scheduled
• 24-Hour Reminder - Day before meeting
• 1-Hour Reminder - Before meeting starts
• Meeting Link - In all notifications
• Changes/Cancellations - Immediate notification

Meeting History

Review past meetings:

• When you met with each client
• Meeting type and duration
• Notes from the meeting
• Action items discussed

Use history to:

• Track coaching frequency
• Prepare for next meeting
• Review progress over time
• Identify patterns

Video Call Integration

Integrate with your preferred video platform:

Supported Platforms

• Zoom - Add personal meeting link
• Google Meet - Generate links automatically
• Microsoft Teams - Add meeting URL
• Custom Link - Any platform

Meeting links are included in all notifications and calendar events.

Calendar Sync

Sync meetings with your personal calendar:

• Google Calendar - Two-way sync
• Outlook Calendar - Two-way sync
• Apple Calendar - Export/import

Benefits:

• See all appointments in one place
• Avoid double-booking
• Get reminders on all devices
• Share availability status

Best Practices

Availability Management

• Update availability weekly
• Block time for admin work
• Include buffer time between meetings
• Set realistic working hours
• Account for time zones if working remotely

Meeting Preparation

• Review client progress before calls
• Check recent check-ins
• Prepare discussion points
• Have plan/program adjustments ready
• Test meeting link before call

During Meetings

• Start and end on time
• Take notes during the call
• Set clear action items
• Ask about challenges
• Provide encouragement

After Meetings

• Add notes to meeting record
• Update plan if needed
• Send follow-up message
• Schedule next meeting
• Track action items

Meeting Frequency Guidelines

New Clients

• Week 1: Initial consultation (60 min)
• Week 2: Check-in (30 min)
• Week 4: Progress review (45 min)
• Then bi-weekly or monthly

Established Clients

• High-Touch: Weekly 15-30 min calls
• Standard: Bi-weekly 30 min calls
• Low-Touch: Monthly 45-60 min calls

Online vs In-Person

Adjust frequency based on coaching model and client needs.

Troubleshooting

Calendar features locked?

Contact support to enable calendar features for your tier.

Client can't see available times?

• Verify you've set availability
• Check that client has app access
• Ensure availability is set for future dates

Meeting link not working?

• Verify the link format is correct
• Test the link before the meeting
• Send backup link via message if needed

What's Next?

Enhance your coaching business:

• Client Check-Ins - Prepare for meetings
• Progress Tracking - Review before calls
• Selling Plans - Monetize with paid consultations