Manage your appointments

 

The Appointments Calendar gives coaches a complete overview of all their coaching sessions—past, current, and upcoming. It’s the central hub for scheduling, updating, and managing all your appointments efficiently in one place. 

 Schedule Appointments

ChatGPT said:

1. Go to Appointments from the left-hand menu of your coach portal.
2. Click the + New button at the top right of the calendar, or click directly on a specific date.
3. Select your coachee(s):
   • Choose one or multiple coachees
   • Or select a coachee group
4. Complete the required fields:
   • Session Title
   • Date & Time
   • Time Zone (defaults to your availability settings)
5. Select the session location:
   • In-person: Enter the meeting location
   • Online: Choose your preferred platform
     • Built-in video platform for one-on-one sessions
     • Zoom or Microsoft Teams (if integrated) for one-on-one or group sessions
6. Click Save Changes.

Once saved, the appointment appears on both your and your coachee’s calendars in red , indicating it is scheduled.

 

 Important Notes:

• Both coach and coachee receive email and platform notifications, along with daily reminders to confirm attendance.
• An automated reminder is sent 1 hour before the session starts.
• To schedule recurring sessions, click “Create a series of appointments”, set the frequency, and click Save Changes.

 

  Respond to Scheduled Appointments

Both coaches and coachees can confirm or decline sessions directly from their calendars.

• When an appointment is scheduled, it appears in red  in both portals.
• If Accepted (Going) → The appointment turns purple  in both portals.
• If the Coachee declines (Not Going):
  • The session is automatically removed from the coachee’s calendar.
  • It remains red  in the coach’s calendar with the note “Coachee responded not attending.”
  • The time slot becomes available for new bookings.
• If the Coach declines (Not Going):
  • The session remains red  in both portals with the note “Coach responded not going.”
  • The time slot is released for new bookings.
• Both coach and coachee can manually remove a session from their calendar:
  • Coach → Click the  icon.
  • Coachee → Click Cancel Appointment.

 

 Update Scheduled Appointments

Coaches can modify scheduled sessions if changes are needed.

1. Click the appointment on your calendar.
2. Edit any required fields (title, time, location, etc.).
3. Click Save Changes.
4. An automatic email notification is sent to all invitees with the updated details.

 

  Important Notes:

• Rescheduled appointments will appear in red until the invitee accepts the update.
• Coaches can modify sessions they created, as well as those added by coachees or administrators.
• Coachees can only edit appointments they have personally scheduled.
• Admins cannot modify or cancel sessions scheduled directly between coaches and coachees.

 

 Cancel Scheduled Appointments 

1. Open the appointment from your calendar.
2. Click Cancel Appointment at the bottom of the page.
3. Enter a cancellation reason and click Submit.

Once cancelled, the session color changes from purple  (confirmed) to dark grey  in both the coach and coachee calendars, clearly indicating that the appointment has been canceled. 

 

Appointment Color Legend

Understanding the color codes on your calendar helps you track the status of each session at a glance:

 Red: Scheduled (upcoming session)

 Purple: Confirmed (coach or coachee responded “Going”)

 Green: Attended (session successfully completed)

 Light Grey: Expired (coach or coachee did not attend the session)

 Dark Grey: Cancelled (appointment was cancelled after being confirmed)