Manage your appointments

The Appointments section allows you to schedule, view, and manage your coaching sessions in one place. You can easily sync your calendar, set your availability, respond to session invites, and keep track of all upcoming, completed, or cancelled sessions directly from your portal.

This feature helps you stay organized and ensures that you and your coach are always aligned on upcoming meetings.

 

 Sync Your Personal Calendar

Coachees can connect their coaching calendar with Google Calendar to keep all sessions synced automatically.

To sync your calendar:

1. Go to the Appointments section.
2. Click Sync Calendar located at the top-right corner of the calendar panel.
3. Log in to your Google Account when prompted to allow access.
4. Complete the setup process.

Once synced, your coaching sessions will automatically appear on your Google Calendar, making it easier to manage your schedule from one place.

 Note: 

If you haven’t yet set your availability, you can do so anytime. Learn how by visiting the Time zone Availability Settings page.

 

  Schedule an Appointment

You can book your own coaching sessions directly through your calendar.

To schedule a new appointment:

1. Go to the Appointments tab in the left-hand menu.
2. Click + New in the top-right corner or double-click on a date in your calendar.
3. Select your Coach from the list and click Next.
4. Fill in the Session Details (title, date, time, and duration).
5. Click Save Appointment to confirm.

Once saved, the appointment will appear on both your and your coach’s calendars, highlighted in red  to indicate it’s scheduled.

  Important Note:

• Your coach will receive a platform notification and an email to confirm or decline your request.
• You’ll also receive a reminder notification 1 hour before your session starts.
• You may choose to invite an authorized user (such as HR, L&D, or your department head) by clicking Invite Authorized User before saving the appointment.

  

 Respond to a Scheduled Appointment

When a session is booked, it will appear in red  on your calendar.

Here’s how appointment colors and responses work:

• If you or your coach respond “Going”, the appointment will turn purple  to indicate confirmation.
• If your coach responds “Not Going”:
  • The appointment remains red  in your calendar with a note: “Coach responded not going.”
  • You can remove it from your calendar by clicking Cancel Appointment.
  • This system ensures both parties remain informed and sessions are kept up to date.
• If you respond “Not Going” to an appointment scheduled by your coach:
  • The appointment will automatically be removed from your calendar.
  • The time slot becomes available for other bookings.

  

 Update a Scheduled Appointment

If you need to make changes to an existing session:

1. Click the appointment from your calendar.
2. Edit the fields you want to update (title, time, date, or location).
3. Click Save Changes to apply the updates.

An email notification and platform alert will automatically be sent to your coach once changes are made.

 Important Note:

• Updated appointments will appear in red  until your coach re-confirms.
• You can only modify appointments that you created.

 

 Cancel a Scheduled Appointment

If you need to cancel a session:

1. Open the appointment from your calendar.
2. Click Cancel Appointment.
3. Enter a cancellation reason and confirm.

The appointment color will change from purple  (confirmed) to dark grey (cancelled)  in both your and your coach’s calendars.

 Note:

If your coach has set a cancellation deadline, you won’t be able to cancel the session once that time frame has passed.

 

 Appointment Color Guide

Use the color codes on your calendar to easily identify session statuses: