Manage your Appointments

 For Coaches

 For Coachees

 For Admin in Enterprise and Coaching firms

 

The Appointments Calendar provides a centralized view of all your coaching sessions—past, current, and upcoming. It is your go-to tool for scheduling, updating, and managing appointments on the platform.

 

  Schedule Appointments

This section explains how coaches, coachees, and admins can create and manage new appointments. Follow the steps based on your role to set up sessions quickly and accurately.

 

  For Coaches

To schedule a new coaching session:

1. Go to the Appointments section in 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
   • Tim Zone  (defaults to your availability settings).
5. Select the session location:
   • In person → Enter the meeting location.
   • Online → Choose the meeting platform:
     • Coaching Loft (CL) for one-on-one sessions
     • Zoom or Microsoft Teams (if integrated) for one-on-one or group sessions
6. Click save changes.
   • The appointment will be added to both your calendar and your coachee’s calendar.
   • It will appear in red,  indicating that the session is scheduled.

 Important Note:

• An email notification and a platform notification will be sent to your coachee with daily reminders to confirm their response.
• An automated email and a platform notification reminder will also be sent 1 hour before the session starts.
• Click “Create a series of appointments” if you wish to schedule recurring sessions. Set the frequency and click Save changes. 

 

 For Coachees

Coachees can also request appointments from their portal:

1. Go to the Appointments section in the left-hand menu of your coach portal
2. Click the "+New" button or double click on a date from the calendar.
3. Select your coach.
4. Fill in the appointment details.
5. Click “Save Changes.”
   • The appointment will be added to both your calendar and your coache’s calendar.
   • It will appear in red,  indicating that the session is scheduled

  Important Note: 

• Your coach will receive a daily platform notification and an email to confirm or decline your request. 
• An automated email and a platform notification reminder will also be sent 1 hour before the session starts.
• Coachees within an enterprise or Coaching Firm account can choose to invite an authorized user to the meeting (such as HR, head of Learning, Head of department), by clicking invite authorized user

 

 For Enterprise Admin:

Admins can schedule appointments between coaches and coachees:

1. Go to the Coaches list.
2. Click "options" next to the coach’s name 
3. Click “Schedule an Appointment.”
4. You will be redirected to the coach’s calendar.
5. Add the appointment title and select the coachee(s).
6. Choose the meeting location (in person or online)
7. Choose the date and time slot (based on the coach’s availability).
8. (Optional) Add a message.
9. Click “Save Appointment.”

Once saved:

• The appointment is added to both the coach’s and coachee’s calendars.
• It appears in red , indicating the session is scheduled.
• The coach can edit the appointment if needed.
• The coachee can respond Going or Not Going, and the color of the meeting will update accordingly.
• Email and platform notifications are sent to all participants.

 

 Respond to Scheduled Appointments

This section shows how coaches and coachees can respond to scheduled appointments. Learn what happens when you accept or decline a session, and how the appointment status is updated in both portals.

 

 Coach and Coachee Portal:

•  When an appointment is scheduled → It appears in red  in both portals.

• If the coach or the coachee responds “Going” → The appointment turns purple  in both portals.

• If the coachee responds “Not Going”:

  • The appointment is automatically removed from the coachee’s calendar.

  • In the coach portal, it remains in red  with a note: Coachee responded not attending.

  • The time slot becomes available for other bookings.

  • The coache can also remove the appointment manually by clicking the  icon.

• If the coach responds “Not Going”:

  • The appointment remains in red  in both portals, with a note: responded not going.

  • The time slot becomes available for other bookings.

  • The coach can remove the appointment from their calendar by clicking the icon.

  • The coachee can remove the appointment from their calendar by clicking Cancel Appointment.

  

 Update Scheduled Appointments

This section explains how coaches and coachees can edit existing appointments. Learn how to adjust session details such as title, time, location, and how updates appear in both the coach and coachee calendars.

 

 Coach and Coachee Portal:

1. Click the appointment from the calendar.
2. Update the fields you wish to change.
3. Click Save Changes.
4. An email notification will be sent to the invitees upon submitting the changes made to the scheduled appointment.

  Important Note:

• If an appointment is rescheduled, the updated session will appear in red  until the invitee accepts the new appointment.
• Coaches can update appointments they schedule, as well as those created by their coachees or the admin.
• Coachees can only modify appointments they have personally scheduled.
• Admins Cannot modify or cancel appointments scheduled between coaches and coachees.

 

 Cancel Scheduled Appointments 

This section explains how coaches and coachees can cancel existing appointments. Follow the steps to remove a session, provide a cancellation reason, and understand how cancellations affect both calendars.

 

 Coach Portal

1. Open the appointment from your calendar.
2. Click  at the bottom of the page.
3. Enter a cancellation reason to proceed.
4. Click Submit.
5. The color of the appointment will change from purple  to dark grey  in your and your coachee calendar

 

 Coachee Portal

1. Open the appointment from your calendar.
2. Click Cancel.
3. Enter a cancellation reason to proceed.
4. The color of the appointment will change from purple  to dark grey  in your and your coache calendar.

If the coach has set a cancellation deadline, the coachee will not be able to cancel once the time frame has passed.

   Important Note:

• Admins do not have the ability to modify or cancel appointments scheduled between coaches and coachees. 

 

 Appointment Color Guide

Easily identify the status of your sessions using the color indicators shown on your calendar.

 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)