Manage coach - coachee appointments

Admins can schedule appointments on behalf of coaches and coachees. This section explains how to create appointments, how appointment statuses behave, and how coaches and coachees can respond to scheduled sessions.

 

 Schedule an Appointment

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

Coaches and coachees can respond to appointments from their portals. Their responses determine how the appointment appears and how availability is updated.

 

 Appointment Status in Both Portals

•  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.

   Note

 Admins cannot modify or cancel appointments scheduled between coaches and coachees. Only the coach or the coachee can update or remove the appointment.