Schedule

In the sidebar, under Your day, click Schedule.

This calendar shows appointments you create and bookings from your public booking page.

Click Month to review a month, Today to see the selected day, or Week to see a week’s times.

Week view distinguishes appointments, blocks and busy periods from Google when a connection is active.

Use the arrows to move backward or forward. The heading shows the period you are viewing.

The Today button beside the heading returns to the current date. Check the date before creating an appointment or a block.

Click New appointment. A window opens to choose a day, time and duration.

The client and session fields appear after you select a time.

Under Duration, choose the appointment’s length. This example uses 60 min.

Set the duration before choosing a time: the platform needs a gap that fits the entire appointment.

Use the calendar arrows to find the month, then click the day you want to book.

Times for that day appear on the right. Past days cannot be selected for a new appointment.

Click an available time. Busy times are disabled.

The details form opens with the selected date and time at the top.

If no suitable gap is available: check the duration or choose another day. Review appointments, blocks and Google busy periods affecting that time.

Under Repeat, leave Does not repeat selected for a single appointment.

For several sessions, complete this form and review Recurring appointments and packages before saving.

Under Client, choose the person the appointment belongs to. Check their name before saving.

To assign an existing appointment, open it, choose the client in this field and click Save appointment.

Under Type, select Coaching session, Call, Check-in or Admin / Other, according to the activity you are scheduling.

For an appointment that has not happened yet, leave Scheduled selected.

When editing it, you can select Completed, Cancelled, No-show or Rescheduled. Choose the relevant status and save.

To move the appointment, also use Change day/time: selecting Rescheduled alone does not change its date.

Under Appointment title, enter a short description, such as “Review goals”.

This field is optional. The title helps identify the appointment in the calendar.

Under Location (in person), enter the address, room or meeting point.

You can leave this field empty if a location is not needed.

Under Video call link, paste the full meeting address. It must start with https:// or http://.

To create a room here, click Generate CoachPro link. Save the appointment afterward to keep the link attached to it.

Under Session agenda, enter the topics you will work on with the client. The client can view this information in their space.

Saving a non-empty agenda prepares its email delivery during the client’s daytime hours. An empty field does not send an agenda.

Click Suggest to add next steps from the client’s last session and pending actions. Review and edit the text before saving.

Under Internal notes, enter any context or reminders you need to prepare for the session.

These notes are for you; they are not part of the agenda shown to the client.

Remind this client before the session is ticked by default. Leave it ticked to allow this appointment’s reminder, or untick it to skip the reminder.

The channel and notice period are configured under My account → Reminders. Check that the client record contains the details required for your chosen channel.

Review the date, duration and client. Click Save appointment at the bottom of the window.

Once saved, the window closes and the appointment appears in Schedule. If a client with an email is selected, an invitation is sent with a calendar file and cancellation link.

If an error appears, read the message and address it before saving again.

When creating a new appointment, choose its first date and time, then open Repeat. Select weekly, every two weeks, monthly or a custom frequency.

The monthly options show whether the date or weekday is kept. If a month does not have that date, its last day is used.

Under Ends, choose whether the series ends after a number of sessions or on a date.

For a six-session package, select After and enter 6. To end on a date, select On and choose the day.

Under Package name (optional), enter a name to identify the series.

This example uses “Six-session process”. You can leave the field empty if no name is needed.

Check the number of appointments to be created and the dates in the list. Only ticked dates are created.

A conflicting date is unticked. Change its date and time in that row to find another slot, or leave it out of the series. Ticking it without changing the time keeps the clash.

Complete the client and appointment details, then click Save appointment. The included dates are created and, if the client has an email, they receive one invitation with the series dates.

Click the appointment in the calendar. Edit appointment opens with its current details.

Change the fields you need and click Save appointment to apply the changes.

Click Change day/time. Choose the new day, check the duration and select a time.

Review the details and click Save appointment. To record that it was moved, also select Rescheduled under Status.

If the appointment has a pre-session form, its status appears when you open it. Once answered, click View answers to read the client’s responses.

If this block is missing: review pre-session form settings under Reminders. Pending or expired means there is no completed response to view yet.

In a saved appointment, go to Email invitation. You can enter an optional personal message.

Check the displayed email and click Send invitation to client. The invitation includes a file to add the appointment to their calendar.

If this section is missing: select a client with an email in their record. If you need to add the email, update the record and reopen the appointment.

Open the appointment, select Cancelled under Status and click Save appointment.

Cancelling an existing appointment processes its cancellation notification and removal of its calendar event. The appointment keeps its Cancelled status in your records.

For a session that took place, use Completed. If a post-session survey checkbox appears, review it before saving.

Open the appointment and click Delete. Read the confirmation before accepting.

To record a cancellation and its notification, use the status change described in the previous step. Delete removes the appointment.

If it belongs to a series, choose the scope shown in the deletion window.

In the appointment window, next to Suggest, click Prepare with AI. It is also on the client’s record, under At a glance → Next session. If a saved brief already exists for that client, it is shown when the window opens, without generating it again.

Read the explanation, tick the authorization box and click Generate brief. Your own AI key is used, the one assigned to recaps under My account → Artificial intelligence. Wait while “Reading the history and preparing the brief…” is shown.

Other possible notices: the provider rejected your key (check it), you have generated many briefs in a row (wait a few minutes) or, on some accounts, “This feature requires White Label”.

The brief is labelled “AI-generated · review it before using it” with its date. Each item has an Open button that closes the brief and takes you to its record: session, action, goal, form, tool or Client Log entry. Check the items in their records before using them.

Topics to pick up again proposes subjects for the conversation. Suggested questions are suggestions, not facts: choose the ones that fit. The brief is not sent to the client and does not change the session agenda; to share something, write it in the agenda yourself.

If you click Generate brief and nothing has changed in the history since the last brief in that language, the saved one is shown without using your key again. Click Regenerate to request a new one even without changes; the authorization box must be ticked.

Click Block in the calendar toolbar.

A block reserves time you do not want to offer on your public booking page. You can block full days or a period within one day.

Leave All day ticked. Under From, choose the first day; under To (inclusive), choose the last day.

For a single day, enter the same date in both fields. Check that the end date is not before the start date.

Untick All day. Choose the Day, then enter the start and end times.

For example, from 14:00 to 16:00. Times use the browser’s time zone, like the Schedule calendar.

Under Reason (optional), enter a label such as “Training”. Then click Save block.

The window closes and the blocked time appears in the calendar.

Click the block in the calendar. Change its dates, times or reason, then click Save block.

To remove it, click Delete and review the confirmation. Once removed, this record no longer blocks that time.

Under Connect your Google Calendar, click Connect. Google’s authorization process opens: choose your account, review the permissions and complete authorization.

When you return to Schedule, check the connection status. Your appointments sync to the CoachPro Tools calendar, and busy periods from Google can appear as busy time without showing those events’ contents.

In the Google Calendar, Apple or Outlook sync block, click Generate link.

This link lets you subscribe to your appointments. It is read-only: appointments created in the external app do not come into Schedule through this link.

In the same block, click Revoke and review the confirmation.

The previous link stops working. To subscribe again, generate a new link and update the subscription in your calendar app.